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HARYANA STATE WAREHOUSING CORPORATION BAYS NO. 15-18 , SECTOR -2,

PANCHKULA, INDIA

Website: www.hwc.nic.in Email: - [email protected]

Request for Proposal for Implementation of Integrated SMART

application software.

HSWC : RFP for Implementation of Integrated SMART application software.

Disclaimer

The information contained in this Request for Proposal document (“RFP”) or

subsequently provided to Applicants, whether verbally or in documentary or any other

form by or on behalf of the Authority or any of its employees or advisers, is provided to

Applicants on the terms and conditions set out in this RFP and such other terms and

conditions subject to which such information is provided.

This RFP is not an agreement or an offer by the Authority to the prospective

Applicants or any other person. The purpose of this RFP is to provide interested parties

with information that may be useful to them in the formulation of their Proposals pursuant

to this RFP. This RFP includes statements, which reflect various assumptions and

assessments arrived at by the Authority in relation to the services to be provided by the

System Integrator. Such assumptions, assessment sand statements do not support to

contain all the information that each Applicant may require. This RFP may not be

appropriate for all persons, and it is not possible for the Authority, its employees or

advisers to consider the objectives, technical expertise and particular needs of each

party who reads or uses this RFP. The assumptions, assessments, statements and

information contained in this RFP, may not be complete, accurate, adequate or correct.

Each Applicant should, therefore, conduct its own investigations and analysis and

should check the accuracy, adequacy, correctness, reliability and completeness of the

assumptions, assessments and information contained in this RFP and obtaining

dependent advice from appropriate sources.

Information provided in this RFP to the Applicants may be on a wider range of

matters, some of which may depend up on interpretation of law. The information given is

not intended to be an exhaustive account of statutory requirements and should not be

regarded as a complete or authoritative statement of law. The Authority accepts or

responsibility for the accuracy or otherwise for any interpretation or opinion on the law

expressed herein.

The Authority, its employees and advise remake no representation or warranty and

shall have no liability to any person including any Applicant under any law, statute, rules or

regulations or to, principles of restitution or unjust enrichment otherwise for any loss,

damages, cost or expense which may arise from or be incurred or suffered on account of

anything contained in this Report otherwise, including the accuracy, adequacy,

correctness, reliability orcompleteness of the RFP and any assessment, assumption,

statement or information contained therein or deemed to form part of this RFP or arising

in any way in this Selection Process.


The Authority also accepts no liability of any nature whether result in from

negligence or otherwise however caused arising from reliance of any Applicant upon the

statements contained in this RFP.

The Authority may in its absolute discretion, but without being under any obligation

to do so, update, amend or supplement the information, assessment or assumption

contained in this RFP.

The issue of this RFP does not imply that the Authority is bound to selectman

Applicant or to appoint the Selected Applicant, as the case may be, for the Services and

the Authority reserves the right to reject all or any of the Proposals without assigning any

reasons whatsoever.

The Applicant shall be are all its costs associated with correlating to the

preparation and submission of its Proposal including but not limited to preparation,

copying, postage, delivery fees, expenses associated with any demonstrations or

presentations which may be required by the Authority or any other costs incurred in

connection with or relating to its Proposal. All such costs and expenses will remain with

the Applicant and the Authority shall not be liable in any manner what so ever for the

same or for any other costs or other expenses incurred by an Applicant in preparation or

submission of the Proposal, regard less of the conduct or outcome of the Selection

Process.


Tender Notification :

S.No. Reference Detail 1. Name of the Project Work

(to be mentioned on the Technical Bid Envelop submitted manually)

Appointment of System Integrator for Implementation of Integrated SMART System.

2. Start date for download of RFP document

7th September,2015 at 10:00 AM

3. End date for download of RFP document

28th September,2015 at 5:00 PM

4. Date and Time for submission of Online Bid

Start Date/Time for submission of online bid: 07.09.2015 at 10:00 AM End Date/Time for submission of online bid: 28.09.2015 at 5:00 PM

5. Last date for Submission of Queries

12th September,2015 at 10:00 AM

6. Pre-Bid Conference

15th September,2015 at 3:00 PM in Conference Room, HSWC, Panchkula.

7. Issue of Corrigendum, if any

To be announced later (if applicable)

8. Date and time for submission of Technical bids manually along with EMD, tender fee, e-service fee and other relevant documents.

29.09.2015 from 10:00 AM to 2:00 PM.

9. Date and time for opening of Technical bids

29th September,2015 at 3:00 PM in Conference Room, HSWC, Panchkula.

10. Date and time for opening of Commercial bids

To be announced later.

11. Email id for clarifications on tender

[email protected]

12. Address for communication

Manager(Business),HSWC, Bays 15-18, Sector-2, Panchkula-134112, Haryana


Table of Contents

S.No. SUBJECT Page No.

1. Fact Sheet 8

1.1 Basic Information 10

Part I - Project Background 11

2. Introduction 12

2.1 About HSWC 12

2.2 Core Activities of HSWC . 13

2.3 Objective 14

2.4 Purpose of this Document 14

2.5 Current System (Web Application) detail 15

2.6 Project Overview 16

3. Scope of Work 18

3.1 Brief Scope of work 18

3.2 Salient features 20

3.3 Detailed Scope 21

3.4 Technical scope 29

3.5 Other responsibilities of SI 29

3.6 Responsibilities of HSWC 30

3.7 MIS Reports 30

3.8 Features of Solution 31

3.9 Deliverables 31

3.10 Documents / Manuals to be provided 31

3.11 Hardware Specification 31

4. Key Personnel 36

4.1 Positions Identified for Key Personnel 36

4.2 Other Instructions 36

5. Deliverables , Timelines and Payment schedule 36



Part II - Instructions to the Bidders 41

6. Instructions to the Bidders 42

6.1 General 42

6.2 Compliant Proposals/Completeness of Response 42

6.3 Pre-Bid Meeting & Clarifications 43

6.4 Key Requirements of the Bid 44

6.5 Preparation and Submission of Proposal 46

6.6 Deviations 47

6.7 Tender Evaluation Process 48

7. Criteria for Evaluation 50

7.1 Pre-Qualification (PQ) Criteria 50

7.2 Technical Qualification Criteria 53

7.3 Commercial Bid Evaluation Criteria 58

8. Appointment of SI 60

8.1 Award Criteria 60

8.2 Right to Accept Any Proposal and To Reject Any or All Proposal(s)

60

8.3 Notification of Award 60

8.4 Contract Finalization and Award 60

8.5 Performance Guarantee 60

8.6 Signing of Contract 60

8.7 Fraud and Corrupt Practices 61

8.8 Conflict of Interest 62

Part III -Terms and Conditions of Bids 63

9. Terms and Conditions: Post Award of Contract 64

9.1 Termination Clause 64

9.2 Acceptance Tests 65

9.3 Audits by Third Party 65

9.4 Penalty 65

9.5 Dispute Resolution Mechanism 65

9.6 Notices 66



9.7 Force Majeure 66

9.8 Failure to Agree with the Terms and Conditions of the RFP

67

9.9 Defect Liability 67

9.10 Functional Guarantees 68

9.11 Limitation of Liability 68

9.12 Source Codes, User Rights and Indemnity Liability 68

9.13 Confidentiality 69

9.14 Laws and Jurisdiction 69

9.15 Failure of Services 69

9.16 Agreement 70

9.17 Exit Management 70

9.18 Ethics 73

9.19 Payment Terms 74

10 Service Level Agreement & Penalties 74

10.1 Application Development and Rollout 75

10.2 Manpower support and EDP services 75

10.3 Hardware Supply and Commissioning 75

Part IV –APPENDIX 77

APPENDIX-I : A list of HSWC District Offices and warehouses with capacity.

78

APPENDIX-II :Suggestive list of District Office / Warehouse clusters

84

APPENDIX-III : Detailed functional coverage of work 89

APPENDIX-IV : Warehouse-wise various MIS reports 93

APPENDIX-V: Pre-Qualification & Technical Bid Templates 94

APPENDIX-VI: Commercial Proposal Template 108

APPENDIX-VII: To Be IT Landscape 115


Abbreviations / Acronyms

AMC Annual Maintenance Contract BG Bank Guarantee EMD Earnest Money Deposit HSWC Haryana State Warehousing Corporation RFP Request for Proposal SI System Integrator ITSP Information Technology Service Provider EDP Electronic Data Processing

1. Fact Sheet

The bidders are requested to refer this Fact Sheet comprising of important factual data on the RFP. Related Clause

Details

Method of Selection

The method of selection of vendor for this RFP is Quality and Cost Based Selection (QCBS) for the technically qualified bidders.

RFP Release The RFP document will be available on the NIC Portal (https://haryanaeprocurement.gov.in) and also on home page of Haryana State Warehousing Corporation website (www.hwc.nic.in) on 7.09.2015 from 10:00 AM onwards. The interested bidders can download the RFP and other detailed terms & conditions from NIC Portal or HSWC website after registration, which is free of cost. Start date and time of download of RFP documents: 7.09.2015 at 10:00 AM End date and time for download of RFP documents: 28.09.2015 at 5:00 PM The bidders are required to submit a non-refundable Cost of Tender of INR 10,000/- (Rupees Ten Thousand Only) through Demand draft in original in favour of Haryana State Warehousing Corporation , Panchkula and e-Service fee of INR 1,000/- (Rupees One Thousand only) in form of Demand draft in favour of “Society for IT Initiative

fund for e-Governance” payable at Chandigarh. Cost of Tender shall not be entertained in any other form.

EMD EMD of INR Two lacs only (Rupees Two lacs Only) should be payable by the bidders in form of Demand draft in original in favour of “Haryana State Warehousing Corporation, Panchkula”.


Service/ Product Requirement

The RFP is to provide the turnkey services for design and hosting of Corporate web portal as per WCAG guidelines, customization of SMART application that includes procurement of foodgrains, storage management and accounting information , design/ development of add-on modules like Personal Information System and Construction Management System, integration of all the modules , implementation and rollout at Warehouses / Circles and head office, onsite manpower support, training and handholding, hardware for application hosting as well as procurement, installation and commissioning of necessary hardware like Desktop, UPS, Printer, Tablets, etc. across all clusters as detailed further in this document.

Pre-Bid Meeting Details

A pre-Bid meeting will be held after 8 days from the release of this RFP on 15.09.2015 at 3:00 PM The name, address, and telephone numbers of the Nodal Officer is:

The Manager(Business) Haryana State Warehousing Corporation Bays 15-18, Sector 2, Panchkula-134113 Tel. No. 0172-2587641 ,FAX No.0172-2578481 E-mail: [email protected]

Clarifications may be requested till one day before the pre-bid meeting date.

Language Proposals should be submitted in the following language(s): English ONLY

Proposal Validity

Proposals must remain valid upto 180 days after the submission date.

Proposal Submission Type

The bidders shall submit their responses in 2 parts namely “Pre-Qualification & Technical Proposal” and “Commercial Proposal” in the Procurement Portal by the due date and time. The online packets containing the Proposal shall include the Scanned copy of all relevant documents, serially numbered, and duly signed on each page by the bidder. All documents as required to be submitted needs to be digitally signed or self-attested by the Authorized Signatory. The bidder is also required to submit hard copy of all relevant documents along with Demand draft in original for EMD, Tender fee and e-Service fee with Technical Bid.

Proposal Submission address

The bidders are required to submit the soft copies of their Bids electronically on Haryana e-procurement portal (https://haryanaeprocurement.gov.in), using valid Digital Signature Certificates.


Submission Date

Proposals must be submitted electronically no later than 28.09.2015 at 05:00 PM in the Portal: Please note that the server time, which is displayed on the bidder’s

dashboard, will be considered as the standard time for referencing the deadlines for submission of the bids by the bidders. The bidders should follow this time during bid submission.

1.1. Basic Information

a) Haryana State Warehousing Corporation (HSWC) invites responses (“Tenders”)

to this Request for Proposal (“RFP”) from System Integrator Agencies/Partners

(“Bidders”) for the provision of Implementation of Integrated SMART System as

described in Section 3 of this RFP, “Scope of Work”.

b) Any contract that may result from this HSWC procurement competition will be

issued for a term of 4.5 years (“the Term”).

c) HSWC reserves the right to extend the Term for a period as mentioned in this

document, such extensions on the same terms and conditions, subject to

HSWC’s obligations at law.

d) Proposals must be received not later than time, date and venue mentioned in the

Fact sheet. Proposals that are received late WILL NOT be considered in this

procurement process.


Part I -Project Background


2. Introduction 2.1 About HSWC : Haryana State Warehousing Corporation (HSWC) is a statutory body created under an Act of Parliament (58 of 1962) with the twin objectives of providing scientific storage facilities and to make available credit against the goods deposited in the warehouses through Warehouse Receipt. HSWC is handling over 17 LMTs of storage capacity through a network of 117 warehouses across the State. HSWC is also procures wheat, bajra and paddy for central pool. HSWC has separate construction division which is looking after construction and maintenance of warehouses. 2.1.1 Organizational Structure HSWC has divided the organization into Headquarter and nine Circles, called District Offices, to operationally manage its warehouses (117) across the state of Haryana. The figure below shows the list of Districts Offices & number of warehouses divided across these. It also has multiple functional divisions in its organization structure to manage different functions such as Secretarial, Storage & Technical, IT, Business, Engineering & Maintenance, Finance etc. At the Corporate level, HSWC is governed by a Board of Directors. The key officers in the execution of the HSWC activities are the Managing Director who is assisted by Secretary, Executive Engineer, Senior Systems Analyst, Manager(Business), Manager(Personnel), Manager(Accounts) , Manager(Storage & Technical) at Head Office and supported by District Managers in the field. In field, a warehouse is the primary operational unit.The distribution of warehouses and storage capacity , as on 30/06/2015, under each circle is given below :

S.No Circle Number of Warehouses

Capacity (MTs)

OPEN COVERED TOTAL 1. AMBALA 10 0 1,31,815 1,31,815 2. KURUKSHETRA 8 0 1,29,163 1,29,163 3. KAITHAL 15 8,006 2,45,326 2,53,332 4. PANIPAT 17 12,483 2,30,842 2,43,325 5. FATEHABAD 14 6,551 3,12,904 3,19,455 6. SIRSA 13 41,800 1,18,805 1,60,605 7. ROHTAK 15 12,746 2,26,025 2,38,771 8. REWARI 10 0 86,872 86,872 9. PALWAL 15 26,406 1,73,550 1,99,956

TOTAL 117 1,07,992 16,55,302 17,63,294

‡ Figures as on 30th June,2015.

A list of HSWC District Offices and warehouses with capacity is attached as Appendix-I.


2.2 Core Activities of HSWC :

a) SCIENTIFIC STORAGE: The main activity of the Corporation is to provide scientific storage facility to a variety of depositors, including farmers, traders and Government agencies like FCI, CONFED etc. for storage of notified commodities at the prescribed storage tariff. The Corporation is handling over 17 LMT storage capacity through a network of 117 warehouse in the State.

b) PROCUREMENT: The Corporation is one of the State agencies for procurement of Wheat, paddy and Bajra for Central Pool at the Minimum Support Price. 1983. Initially in 1983 , it was allotted a share of 2% for wheat procurement, which was gradually increased to 10% and reduced to 9% in the year 1995-96. It was also entrusted with the job of procurement of Paddy in Kharif, 1997 and Bajra in Kharif 2003. During Rabi,2015 , HSWC was allotted 15% share and purchased 11.06 LMT wheat across the state. The procurement and quality control activities are dealt by Storage and technical wing.

c) INLAND CONTAINER WAREHOUSE, REWARI : The Corporation is operating

an Inland Container Warehouse (ICD)-cum-Container Freight Station (CFS) at Rewari to provide cost effective services to the importers and exporters of Haryana and its adjoining areas of the neighbouring states. However, operations of ICD-cum-CFS, Rewari are being handled by CONCOR w.e.f. 1/11/2008,

Scientific Storage

Promote

International trade

through ICD,

Rewari

Extension Services

Construction of

Godowns.

Procurement for

Central Pool


under a Strategic Alliance Agreement with CONCOR (a subsidiary of Indian Railways). It is controlled by Business Division.

d) CONSTRUCTION & MAINTENANCE OF WAREHOUSES : The Corporation has a Construction Division for Construction and maintenance of Warehouses.

2.3 Objectives Haryana State warehousing Corporation proposes to update and implement

Storage Management, procurement & Accounting Reporting (SMART) System which was developed using Microsoft .net and Microsoft Sql server platform and is being used by HSWC. This application (SMART) primarily comprises of Storage Management, food grains procurement, Accounting Information System and Integrated Rapid Reporting System modules. Through this RFP,HSWC intends to select a System Integrator (SI) who will be responsible for design of corporate web portal, customization of SMART application, design & development of add-on modules like Personal Information System & Construction Management System and provide end-to-end implementation of Integrated SMART application starting from deployment of manpower, hardware, data capturing/entry/validation/transmission etc.

The main objective of the project is to allow online monitoring for Manager, District Managers, Head Office Management, etc. Following are the key objectives of the project –

i) Use of technology to capture receipts/ dispatches, billing, procurement activities, etc.

ii) Use of computerized application as primary mode of recording data and replacement of manual records.

iii) Use of computerized application to generate all financial reports bills/ cash book/ bank book /ledgers/ Balance sheet etc. and other reports / registers in respect of storage / preservation/ procurement being maintained at Warehouse / District Office and Head Office.

iv) To ensure accurate/timely billing , reconciliation of accounts. 2.4 Purpose of this Document : The objective of this document is to solicit proposals from the bidders for selection of a “System Integrator”.

i) The SI will be responsible for design/hosting of Corporate Web portal, customization of existing SMART application software and design, development and implementation of add-on ERP solutions like Personnel Information System (PIS), Construction Management System (CMS) etc. and integration. The new system will be herein after referred to as “Integrated SMART system”.

ii) The SI will provide services for implementation of Integrated SMART system application software by providing computer hardware/software and deploying


manpower for data collection/ entry/ validation/ transmission operation/connectivity and updation within given time limit and delivery of agreed reports generated by the application to HSWC at scheduled frequency, whenever required.

2.5 Current System (Web Application) detail

2.5.1 Technologies used:

At present HSWC is using an On-line system for Storage management, Procurement and Accounting Information System (SMART). Application software has been developed using ASP.Net framework 3.5 as front end and SQL Server 2008 as back end for Database. Database size will vary from 20 GB to 100GB.Sql server reporting had been used as a reporting engine which provide report generation and same exporting of reports to PDF/Excel as and when required. Software is also using some open source components for displaying dashboards and client side development. System is using jquery/Ajax/json for client side development.

2.5.2 Main modules in the application:

The Current Web Based system has the following functional Modules and is capable of generating the following reports:

i) Food grains Procurement Management System (FPMS)

In this Module, daily Basis Status of progressive procurement detail, I-form, Bardana Status, Fund’s requirement of all districts is directly stored on the server

through Data Entries form provided on the web server application. The records are directly posted on the server through this application.

Daily Data Entry Form is designed to stores the actual & progressive procurement details. Showing daily basis status of commodity.

Status of Bardana data entry form stores the information regarding Bardana status at various districts.

Requirements of funds in each district are also stored on the daily basis for quick access to the needs of the district.

Reports are generated based on Actual & Tentative Data. Lifting Daily Basis Status of progressive lifting details, Gate pass, Warehouse receipts, Fund’s requirement of all districts is directly stored on the server through Data

Entries form provided on the web server application. The records are directly posted on the server through this application.

Daily Data Entry Form is designed to store the actual & progressive lifting details. Showing daily basis status of commodity.


Requirements of funds in each district are also stored on the daily basis for quick access to the needs of the district.

Reports are generated based on Actual & Tentative Data

ii) Warehouse Management System (WMS)

It is used for the Computerization of Stock Receipts, Warehouse Receipts, Quality Control/ Inspection, Stock Dispatches. At the time of deposit of stocks, the Application software captures the basic data from the Gate Pass and Deposit Application Form which contains depositor detail like quality, quantity and stack position of the stocks to be deposited. The detail of dispatches is captured from Delivery Order form which is filled by depositor to take delivery of stocks.

The application also captures truck wise entry of receipts and issue of stocks at the Warehouse. These details in turn provide information of stock positions with grain quality and age details, source of grains, segregation of stocks on the basis of the depositor.

The capturing of aforesaid data also relieves the Warehouse officials from maintaining redundant information as the required reports such as daily opening balance, stack register, stock ledger, storage loss and gain statement, delivery orders and daily closing balance is generated through the software. The above system entails capturing of truck wise food grain data (movement challans), it’s

storage (quality/inspection, stacking, WHR etc.) and subsequently issue (delivery order, movement challans etc.) of food grains.

iii) Accounting Management System

This module deals with the financial reporting, billing and general accounting. All the accountancy is done at storage centre and then the details are sent at district level. The information is maintained at district level and at state level as well. The accounts module is according to the guidelines and approvals taken by different authorities at different levels like warehouse level, mandi level, district level etc. All the authorization and authentication features is embedded.

It captures all the billing related with procurement and storage automatically like storage charges bills, transporter bills, wheat sale bills etc. And it also provides a double verification of vouchers and bills before affecting to books.

2.6 Project Overview At present HSWC is using an On-line system for Monitoring of Food Grain Procurement, Warehousing and Accounting Information System (SMART). The Current Application is developed on ASP.Net platform with SQL Server as database. This application converts the manual Procurement, lifting and warehousing system into an online centralized system. This application captures the data procurement,


storage , lifting, payments, receipts etc. The system provides the facility of anywhere anytime access of the application to the end users.

However, SI may undertake independent assessment and fill up any gap in terms of the understanding and information required to design and develop the application through stakeholder interaction at various levels as felt necessary by the SI. Apart from design of corporate web portal on WCAG guidelines, given below is the list of high level processes which should be covered in the system functionality.

i) Food grains Procurement Management System ii) Warehouse Management System (linking Lorry Weigh Bridge with

receipt/dispatch) ) iii) Accounting Management System iv) Personnel Information System (PIS) v) Construction Management System

Project Coverage This project will be implemented in clusters, covering all warehouses, all nine District Office and head office. The project will be for a period of four years extendable by one year on mutual agreement.

Application: It is envisaged that the SI will bring in the relevant experience in building application to cover Warehouse operations at HSWC including receipt, storage and dispatch of food grains at the warehouse, quality check within the warehouse; movement of food grains across regions; physical verification of stock; engineering works etc. One of the key solution feature expected from the proposed system is ability to work both in online and offline mode so that data entry can be done even if there is intermittent no connectivity within the warehouse, and also provide mobility based solution to capture data inside the godown by the field staff. This will facilitate capturing of data at the source and hence eliminates the need to maintain manual registers to record all warehouse level transactions. It is also expected that this proposed system will provide analytics and dashboard facility for all levels of decision makers so that the warehouse operations can be aided by the real time data. The application should also integrate with various internal (e.g. FOODNET of Haryana State etc.) and external system (such as Depot online System of FCI etc.). It is to be noted that the application will be hosted at NIC server and will be accessible via the existing internet connectivity at the Circle/Warehouse and Head Office. At present the application will be used across all the District Offices/clusters. However the application must be scalable to be rolled out to all warehouses in the future. For details on the to-be IT landscape, refer to Appendix-VII of this RFP document. The complete application, including customization and add on modules, is expected to be built on appropriate platform to bring down the total cost of ownership (TCO). It is to be noted that the software cost in the price bid must give the TCO to include all


necessary license fees, support and upgrade cost considering a total contract period as per this RFP. Also the rights and ownership of the software must be transferred to HSWC at the end of the warranty period to enable HSWC to continue with the solution on the exit of the System Integrator.

Training: The SI must ensure adequate trainings are provided to all stakeholders at different levels so that the transition to this new system happens smoothly Support: The SI shall provide post rollout manpower support up to the HSWC District/Head office level as well as warranty and support for the application and the deployed client side hardware. Hardware and Networking: The SI shall supply and install client side hardware like laptops / desktops, UPS, printers , Tablets , networking equipment, connectivity etc at clusters / D.O./ H.O. to make sure smooth running of the application.

3. Scope of Work 3.1 Brief Scope of work

HSWC has a large network of 117 warehouses, which may vary, spread across Haryana State to manage the stock of the food grains and other notified commodities deposited by farmers, traders and government organisations. The various operations at HSWC are complex considering its large network of godowns and operations involved in procurement , storage, quality control, inventory control, human resource management etc., HSWC needs real time decision making to efficiently manage this. However, currently the procurement and accounting operations are digitized to some extent but not completely and without any integrated IT system to automate their end to end processes. The storage operations at warehouse are manual and the warehouse level staff needs to manage multiple registers which is repetitive, time taking and prone to errors. This result in major challenge to staff, both at the Warehouse level and the management level at District office and head office for effective decision making due to non-availability of real time data from the warehouses. The manual operations results in warehouse staff spending huge time in managing operational data in registers thereby reduce the overall effectiveness of the manpower. The management also has to rely on the manually compiled data received from the warehouses which is prone to errors. The SMART application is now proposed to be implemented at data generation level i.e. Warehouse. For this purpose, a group of warehouses shall be clubbed together to form a cluster, numbering about 23 which may increase or decrease, depending upon capacity and geographic location of warehouse, for the ease of data collection, entry, validation and delivery of deliverables like end reports.


The SI will customize the existing SMART application software to fill the gaps and design, develop and implement the new modules as per scope mentioned in the detailed functional coverage of work at Appendix-III. The SI will install hardware and networking equipment at each cluster to ensure data connectivity. Every cluster will be equipped with its own IT infrastructure and manpower (to be provided by the SI ) who will be responsible for the region’s data collection,entry, validation, updation, maintenance and make system ready to generate reports from the applications within 24 hours of providing validated data to the SI.

Owing to its large network of operations and, complexity of interactions with internal and external stakeholders, HSWC has been facing multiple challenges in effective management of warehouse level operations, construction works, personal management etc. The primary challenges are:

Information support for timely decision on personnel matters of employees like promotions, disciplinary cases, probation, career development etc.

Information support for spot decisions owing to dynamic nature of operations Shortage of storage during peak season Decision on staffing at warehouse on the basis of its capacity/ utilisation. Availability of chemicals and pesticides as per requirement Shifting and managing the use of wooden crates, covers and chemicals

during peak requirement season. Timely and accurate data flow from district to warehouse level and vice-versa Lack of single source of validated information for warehouse level data Monitoring the progress of ongoing civil works

It is therefore envisaged that transformation of warehouse operation through an integrated IT system is the need of the hour for better management of operations related to procurement, storage, movement, quality control, human resources development, works management and record-keeping of food grains at all warehouses of HSWC. Implementing a Integrated SMART application would facilitate process automation, standardization and efficiency of management of food grains distribution and would enable real time monitoring of operations and timely data reporting. This implementation would also require the deployment of hardware like desktop, UPS, tablets and printers at all the warehouses. Following are the key benefits expected from implementing the Integrated SMART application:

Process streamlining and increasing efficiency by integrated view of end-to-end processes, use of workflow, notification and alerts


Better coordination between warehouses and district offices of HSWC through integrated system

Maintain inventory of dead stock articles, handing taking over charge and charge report of every employee posted at the warehouse

Reduce redundancy in processes by capturing data at the source and in real time

Reduce weigh bridge data manipulation by integrating LWB and automatically read data

Each warehouse will be projected as a profit centre on the dashboard, Intelligent reporting of quality control alerts to concerned authorities. Tracking, monitoring , planning and advance management of human

resources like ACP, promotions, increments, disciplinary action, training etc.

Works management to bring efficiency and transparency in works.. Free up manpower from laborious data collation and report preparation Leverage IT as decision support systems to handle dynamic nature of

business KPI driven dashboard for the top management Align with ‘Digital India’ vision for transformation of food distribution

supply chain in India

It is suggested that the SI should carefully analyze the requirement of manpower and hardware including computers, UPS, printers, networking equipment, etc. at Head Office, District Offices and Warehouse clusters. A suggestive list of District Office / Warehouse clusters is given in the Appendix-II. The SI shall use due diligence to contact/ visit the District Managers and make assessment of volume of work , volume of clusters and requirement of hardware, manpower and infrastructure on the basis of volume of work which may increase during peak procurement season. To meet the above objective HSWC intends to select a System Integrator (SI) for the customization of SMART application, design, development and testing of add-on modules, integration all modules into “Integrated SMART System”, end-to-end rollout of the Integrated SMART application, training, to all HSWC warehouses (approx. 117), supply and commissioning of client side hardware (desktop, UPS, printers, tablets and SIM) , providing comprehensive manpower support for application and hardware and timely delivery of digital reports which are so far being generated manually.

3.2 Salient features

i) Receipt / delivery of stocks is captured at warehouse / mandi level ii) Procurement data is captured at mandi level and all subsequent activities related

to “I” Form including purchase, delivery, lifting and payments to arhtias is generated. The system links lifting with receipts in warehouses/ delivery to FCI,


thereby reducing scope of fraud on the part of purchaser. It shall ensure timely, objectively & economical procurement.

iii) Financial transactions generated on account of delivery of stocks, storage and other events are captured to generate accounts books and profitability of the warehouse / Circle.

iv) Inventory Management System to monitor and control optimum and efficient use of storage space, construction material, fumigants, insecticides, dead stock articles, etc.

a. Maintain most optimum level of utilization, inventory of stocks at locations where required.

b. Control and monitor efficient use of article on FIFO basis. c. Generate SMS/e-mail alert whenever inventory/ utilization level falls below

designated level. v) Construction Management System

a. PERT of construction, repair and maintenance of godowns. b. Prepare MBR, running bills c. Generate SMS / e-mail for defaults in schedule.

vi) Personal Information System a. Generate monthly career growth statements of employees like

increments, ACP, promotions, etc. b. Generate MIS for training, awards, punishments, disciplinary cases etc.

vii) Efficient management of funds/ loans. viii)Centralized MIS. ix) The Integrated SMART system should automatically generate SMS/e-mail alert

in case of under utilization of space, Quality defaults, PV criticals, warehouses running at loss and default cases.

x) The procurement data should be captured online. A web portal shall be designed for arhtiyas for entry of daily procurement detail. This will ensure proper utilization of funds and check malpractices by traders.

xi) Database of the application at each location, if any, shall be secured. xii) The system shall generate appropriate MIS for all the levels of functional and

administrative hierarchy.

3.3 Detailed Scope The details of the above in-scope components for the SI are mentioned below: 3.3.1. Web Portal Design, Application Customization and Development i) Web-based application development and customization on appropriate technology

platform. The Haryana Government is appointing consultant for FoodNet project who will conduct gap analysis of ongoing similar projects in State procuring/ storage agencies. The SI will ensure that the gaps identified by the consultant in the SMART application are addressed to meet the requirement of organization.

ii) The SI shall study the existing business process functionalities, MIS reporting requirements, problem areas and expectations of the current system. ii. The SI shall prepare a Solution Design Document highlighting the best practices available in the proposed solution. The document will indicate the additions/ modification that need to be made to the business process in view of overall implementation.


iii) The SI can build the solution using appropriate platform. Also the user right and ownership of the software must be transferred to HSWC at the end of the development.

iv) The SI shall also identify the customizations/ workaround that need to be made to the base software if COTS (Commercial off the shelf) product, if applicable, and submit a document on the customization requirements.

v) All the functionality, as mentioned in the Functional Requirement Specification needs to be covered by the SI in proposing the solution. At a minimum, the SI will provide all the functional components as mentioned in the Appendix III and can propose any other components as may be necessary for the successful implementation.

vi) Based on the approved Solution Design Document and any additional feedback from HSWC, the SI will undertake the system development of add on modules, configuration and customization of existing modules.

vii) SI has to design and implement the requisite user authentication and authorization as well as other IT security controls, for the entire solution.

viii) All registers and reports, as per users’ requirements, or currently available in the existing applications, shall be incorporated in the MIS solution of the proposed system.

ix) The SI shall develop an Analytics solution to enable HSWC users to create analytical reports for decision-making or decision-support purpose as well as build Dashboard as per the KPIs of the individual divisions. SI will propose a set of KPIs and the SI is encouraged to create a comprehensive list based on discussion with individual divisions.

Scope of work can be categorized into two different parts components : EDP services at head office/ District office / cluster/ warehouse Level. i) PART 1: Software Development, integration & roll out related Activities.

Design, Development and implementation of web based application Software with modules as under:

Design and hosting of Corporate Web Portal as per WCAG guidelines Customization of SMART, linking with LWB Personal Information System Construction Management System Any other add-on modules, application as & when desired by

department on mutually agreed term, rates and conditions.

The EDP services in respect of above add-on modules shall primarily be required at District office / Head Office. Accordingly, the SI shall make adequate arrangement for manpower and infrastructure. The detailed functional coverage of work for above modules is given at Appendix-III. The SI will also customize the existing application software as per requirements and scope mentioned in detailed functional coverage of work at Appendix-III and gaps identified in SMART application by the Consultant appointed by the Haryana government for Foodnet project.


ii) PART 2: EDP Services related activities : Selected SI will provide EDP services at District Office, Clusters of HSWC and deploy manpower, IT infrastructure/Hardware at every cluster level in accordance with the volume of work so as to ensure that validated data is uploaded within 24 hours of its receipt so that the system is ready to generate reports at scheduled frequencies at Warehouse/ District Office and Head Office. However during procurement season and dispatch by specials, the SI is allowed maximum of 48 hours upload time. The services will include implementation of Integrated SMART System ( modules in SMART application software already being used and new add-on application modules like PIS,CMS) by providing manpower services for data collection / entry/ validation, transmission/ maintenance / updating, supply of hardware, software at District/ cluster Level. However, since construction work is basically undertaken at site, the responsibility of data entry in the application of Construction Management System shall be of HSWC. SI will ensure Implementation of Integrated SMART application at Warehouse level by capturing data generated at Warehouse as a result of receipt / delivery of stocks, preservation & storage of stocks, procurement of food grains and financial transactions. After receipt of stocks in Warehouse, the Manager / In-charge makes entry in WHR and the SI is expected to feed the consolidated data of stocks, stack-wise/ godown-wise/ commodity-wise/ depositor-wise. Once the stocks are stored in godowns, preservation and maintenance of stocks is undertaken. The SI shall entail entry of activities related to preservation and maintenance. It shall generate SMS/e-mail alert for pending action or any other default. This will help in tracking the quality and quantity of stocks in storage. Delivery of stocks should be captured and updated in the system. All mandatory reports / bills related to delivery of stocks like Rice sale bill, Wheat sale bill etc. (generated at District office level), Storage charges Bill, Labour Bill, Transporter Bill, etc. (at Warehouse level) shall be created by the SMART system and got validated from concerned Manager/ In-charge.The SI is expected to undertake all operations / activities available in SMART application so that end users of HSWC at Warehouse , District Offices and Head Office are able to retrieve latest updated information from the SMART system, with 48 hrs. pendency. HSWC will undertake data entry process of MBR/ construction bill at site through site staff. SI will technical support and training for CMS module. For food grain procurement module, SI will design data entry form for procurement detail for use by arhtiyas in mandi. In such cases, the SI shall provide discount in bill for undertaking these activities by HSWC. SI will be responsible to provide IT services for the following:

Customization and changes required in the existing software application.


For making any changes into the application as per the new instructions and regulations of HSWC and will be ready for any kind of report format changes or database related changes

To provide sufficient Hardware, Networking and internet connection at District and Warehouse Cluster level.

To Verify/ validate the data entered by Field Offices from documents by Back Office operators of SI.

To collect, enter and obtain validation of data from staff of HSWC for the smooth and trouble free running of the existing application software of HSWC.

Maintenance of hardware and IT infrastructure including computers, networking etc.

For implementation, Training & technical support, troubleshooting support and hardware maintenance support.

On receiving the data from the department, it will be the sole responsibility of the IT Service Provider to upload the data correctly in the application. The daily transaction data from Warehouse/ District Office will be handed over to SI within 48 hours of transactions. However, in case of delay in peak season, the benefit of delay period in number of days will be passed on to the SI. But the SI shall endeavor to make all efforts to expedite data entry/ validation.

Any hardware related problem should be resolved within 48 hours of its reporting.

Digitization, conversion, migration and porting of records in all formats.

The deployment of manpower should be for developing any New Module/Feature of the Web Application available with HSWC

For any kind of Bug Fixing and change request suggested by the HSWC . All the work related to online MIS generation. However, it will be the

responsibility of the HSWC to provide the data to IT Service Provider. Taking the timely and accurate Data Backup of the application software will

be the sole responsibility of the IT Service Provider until the period of contract.

For handling all the HSWC data for the period of contract. Any New Reports, Edition, Updations, deletion, Calculation basis reporting,

Query basis reporting etc will be responsibility of IT Service Provider A regular and large amount of data is received from mandis, procurement

centres and warehouses to be uploaded on the application software. SI has to maintain the received data on to the application in the suggested mode of uploading. This mode of uploading could be through API. SI will create APIs for the other agencies so that they could download/upload their data throughout the system and verification of the data will be done in the application itself.


To provide any kind of data in any format as defined in the scope.

To provide any kind of daily/monthly/yearly reports to the HSWC or its authorized agencies, as and when required.

Necessary infrastructure like space to install the hardware, etc. would be provided by HSWC at each cluster. However, electricity charges will be borne by the vendor.

SMS gateway shall be responsibility of SI. Hosting of Application on secure Indian server will be responsibility of SI after

taking approval from HSWC. The SI shall host the Application on NIC server or any Govt. service provider server and HSWC shall obtain the domain name. The database so generated will be the exclusive property of HWC with exclusive usage rights of Application software. The hosting charges will be paid by the HSWC directly to NIC during the project.

3.3.2. Mobile App Development with offline capability Most of the warehouse level operations happen inside the godowns and in the fields/ construction sites (for example Mandis/Purchase Centers, etc.). This would necessitate the use of smart phones and tablets for data entry, data submission, data view or status checking purposes due to the lack of feasibility in having desktop or PC setup at each point of transactional data source/origin. The SI shall develop mobile apps on Android or equivalent Platform, specific to each functional group, as part of the overall IT solution. This will include:

a) Provision of installing, configuring and using function-specific mobile apps for both smart phones and tablets to capture and submit data by the internal and external users during their routine field level activities

b) Initial data upload for warehouse specific data to configure the online and mobile application for use

c) Standardization of mobile apps on Android or equivalent mobile platform and support for push notification and application updates from the central server

Following is the minimum set of different functional areas, for which specific apps have to be developed as per their respective data capture and viewing needs:

a) Godown Operation including receipt, storage , billing & delivery of stocks b) Quality Control

3.3.3 Integration with internal and external applications

a) SI has to study the existing internal applications of HSWC as well as the external

applications related to warehouse operations and then carry out the necessary integration of the proposed system with those applications after identifying the integration points, data exchange type and mode of integration.


b) Currently it is envisaged that the proposed Integrated SMART system would have to integrate with the following internal and external applications:

i) FoodNet of Haryana ii) Procurement Monitoring System of FCI (PMS) iii) Depot online system of FCI iv) IRRS of FCI.

3.3.4. Data Migration from legacy applications The SI shall perform the data migration from the existing legacy systems to the proposed solution.

3.3.5. Project Documentation

i) The SI will provide detailed system documentation for reference of the HSWC

personnel, who will be using the system. SI shall prepare the final user manual incorporating details of all menus and functionality provided by the system.

ii) HSWC expects the following (but not limited to) from the SI with respect to project documents. Additionally, the SI will provide ongoing project information for reference purposes and facilitating self-education for HSWC personnel. Key documents required are: a) Solution design documents consisting of granular details of each functional

activity and any changes (if any) after the proposed system implementation. b) Configuration documents consisting of system setting and parameters for

each function. c) User Manual including system instructions and use cases, sample reports,

screen formats, details of menus and instructions on how to perform specific tasks in the system using screenshots.

d) Any other documentation required for usage and maintenance of implemented solution at each warehouse like Technical Manual, Installation Guide, System Administration Manual.

e) System operational procedure manual. f) Troubleshoot guides for every component of the software application as well

as IT infrastructure. iii) The SI shall provide minimum three hard copies and two soft copies on the

above mentioned manuals.

3.3.6. Training and Capacity Building The SI has to undertake necessary training to different stakeholders and capacity building activities at different levels of HSWC to ensure the successful implementation and rollout of the proposed solution at all the concerned warehouses. The SI shall prepare detailed Training plan for the different stakeholders of HSWC. 3.3.7. Rollout of application across all warehouses The SI has to undertake the following activities with respect to the pilot and rollout of the application at each of the clusters. SI has to ensure adequate manpower to support all clusters till the end of project duration, and ensure

i) Installation of app and role-based configuration of the handheld devices at the district level


ii) Rollout of the application to all HSWC clusters based on fulfilling the agreed acceptance criteria for go-live at individual warehouses

iii) Ensure the generation of all reports on-line through the implemented system after the go-live of each of the warehouses.

3.3.8 4 years Warranty Support This shall cover the services/support dedicated to the continuous operation of the Integrated SMART System post successful implementation of the complete application at all warehouses. The SI shall provide application warranty for a period of 4 years post successful Go Live with the complete application functionality at all warehouses. SI has to provide warranty of the application, fixes/patches and upgrade for all proposed software for a period of 4 years. On completion of the warranty period, the SI will ensure a smooth transition by handing over complete source code and all system related up-to-date documentation as well as providing training to the HSWC IT Team on all technical aspects of the system.

A. Application Support

i) The SI shall provide application warranty for a period of 4 years post successful Go Live with the complete application functionality at all warehouses.

ii) This will include, but not limited to, production monitoring, troubleshooting and addressing the functionality, availability and performance issues, as well as implementing the system changes.

iii) As part of these services, the SI shall provide support for bug fixes, enhancements, operational support, and assistance to the users at all HSWC warehouses and offices.

iv) The scope covers the following activities to be done by System integrator:

a) Enhancement / modifications with respect to new / enhanced / enriched functionality

b) Ensuring the desired functioning of the interfaces / integration points c) Test scripts preparation and interim application testing d) Application installation and testing for any patch or new release of the

application e) Modification/development of MIS reports f) Database administration based on requests and standards g) Present relevant information and training, whenever applicable and

necessary, regarding the use of new features or functional changes to the relevant users identified by HSWC.

h) Backup/restore and reinstallation on a high priority basis during application failure.

i) Restoration of previous data backups on a high priority basis during database failure.

v) SI will also be responsible for maintaining the application in the hosting

infrastructure by taking regular data and application backup for recovery, provide patches and updates to maintain the application performance up to the desired


level, installation of applications in the servers, provide reports on application uptime and performance as per the defined SLAs on monthly basis.

B. Incident Management

Defect management is an important activity and it will have expected turnaround time, as agreed with HSWC, based on the severity and priority level. The SI shall resolve any logged or reported defects on ‘best of efforts’ basis as per timeline.

C. Maintain configuration information & System documentation SI shall maintain and update documentation of the software system to ensure that User manuals, training manuals are updated to reflect on-going changes/enhancements

D. Manpower Based Support SI will maintain adequate number of resource at each HSWC cluster/D.O./H.O. as per scope of work for the period of contract to facilitate the following activities:

a) Onsite support to handhold the user to troubleshoot any issues in the centralized application or the application running on the hand held devices

b) Coordinate with backend application support team to explain any issues and assist them resolving the issues in timely manner

3.3.9. Supply, Installation and Configuration of Client side Hardware

i) The SI shall be responsible for supply, installation, commissioning and maintenance of tablets, desktop, printers and UPS devices as per the specifications given below for all clusters in the State. All Hardware Devices should carry a 3 years comprehensive warranty from the date of installation and commissioning and acceptance sign off provided by the concerned HSWC warehouse manager.

ii) The SI must ensure that the desktop supplier has shipped the desktops with pre-loaded software as specified in this RFP.

A. AMC/Warranty Support for 3 years

i) The SI shall provide the onsite after-sales support as per the service level agreement mentioned in this document.

ii) For each site, an “Installation & Commissioning Certificate” indicating the date of commissioning, list of hardware equipment/devices installed at the site along with their make/model and unique serial numbers, address of the site etc. signed jointly by the representatives of the SI and HSWC, shall be provided to HSWC.

iii) The SI is required to provide a comprehensive warranty for the hardware products for a period of 3 years commencing from the date of “Installation & Commissioning Certificate”. The warranty shall cover all the components and sub-components of the supplied hardware.

B. Site Preparation

i) The SI should ensure that the site survey is done for all sites within one week

from the date of the order and based on the site survey, HSWC will provide the site readiness for each site within the stipulated delivery time.


ii) In case any damage of HSWC’s property during execution of work is attributable to the System integrator, SI has to replace the damaged property at his own cost.

3.3.10. Inspection & Quality Tests of hardware

i) HSWC reserves the right to carry out pre-shipment factory/godown inspection of

hardware by a team of HSWC officials or demand a demo of the solution proposed on a representative model in System integrator’s office.

ii) HSWC’s right to inspect, test and wherever necessary, reject the product after the product’s arrival at the destination shall in no way be limited or waived by reason of the products having previously been inspected, tested and passed by HSWC or its representative prior to the products shipment from the place of origin by HSWC or its representative prior to the installation and commissioning.

3.4 Technical Scope i) The solution should have comprehensive online help facility to access system

specific technical / functional areas. ii) Upgrades should not affect the current version adversely. iii) The solution should support data conversion tools. iv) The solution should support e-mail integration. v) All functionalities like data entry screens, various reports, batch processing,

integration, etc. should use a common unified application platform suite to provide ease of management to avoid compatibility issues.

3.5 Other Responsibilities of SI:

SI shall provide qualified Project Manager at Head Office to report progress regularly.

Selected bidder shall attend fortnightly Monitoring meeting at District Office level , monthly meeting at Head Office level and Quarterly meeting with MD or authorized representative to discuss , address and resolve the issues pertaining to project implementation.

Daily replication of the databases at the Central Server at Data Centre and consolidation and preparation of daily MIS reports

Management Information System (MIS) generation and updation Digitization, conversion, migration and porting of records in all formats To undertake relevant legacy data entry for running the application software. To provide interface with biometric devices at warehouses for linking with PIS.

In such cases, the Biometric devices / smart card shall be provided by HSWC. To deploy properly trained manpower at HSWC Field offices & Head Office. To provide Additional manpower as per requirements of Peak seasons of Rabi

& Kharif crops To take regular Data Backup.


To impart requisite training to staff of HSWC in Basic Computers and use of Application software.

Maintenance IT Hardware & Software for project duration. To Provide internet connection at all locations To generate reports as per application software system. However, toner and

stationery items shall be provided by the respective District Manager to SI on demand.

To develop MIS system of about 10 reports / Graphs for senior management of HSWC.

Training of the manpower will be the responsibility of SI and if any person leaves with prior notice SI will provide the replacement within two weeks.

For the training and support to HSWC employees as and when desired by the department.

For all the database security related matters and maintaining security features. To replace the resources (any/all) as per the schedule if asked by the

department. IT Service Provider will deploy manpower for operations and maintenance of

system Client location with respect to delivery of services as under to the HSWC for the duration of the project at various locations respectively.

Daily Coordination with the HSWC officers.

3.6 Responsibilities of HSWC :

The site/space, furniture, mains power supply will be provided by the HSWC. Central Point of contact will be provide by HSWC at Head office, District

office, Cluster level to coordinate with SI. A coordinator shall be appointed at each point by HSWC to coordinates with SI.

Coordinator will be responsible to provide data, to check and verify the digitized data. The data should be verified within one week of entry by the coordinator and if not verified , it will be considered as final data.

Fortnightly feedback report from coordinators will be shared by HSWC and SI.

3.7 MIS Reports: MIS reports and other support reports desired by HSWC will have to be forwarded on demand and shall be available online. The SI will study the requirements and design & develop the MIS System for HSWC as per the requirements. The Application should generate following minimal MIS reports to be available on line to all the authorized users.

i. Statement of Transactions ( Deposits / Dispatches over a period of time) ; ii. Stock position ( Commodity / Depositor over a period of time) iii. Warehouse Utilization flow during a period; iv. Income and Expenditure Statement (monthly) v. Storage Gain/ Loss Analysis vi. Balance Sheet (Quarterly and Annually)


vii. Procurement/ Stock position/ Storage Billing Reports required by Warehouse Manager and District Manager

3.8 Features of the Solution Following are the anticipated features required to be provided by the SI : Secure web-based access (e.g., https instead of http) Access with single sign-on Supporting bio-metric and smart card inputs Capability for continuous improvement and up-gradation Configurability through web-interface and client interface Provision for decision support mechanism Facilitate paperless working Workflow based process approval and archival mechanism Digital signatures for selected high level functionaries Comprehensive data and application security features Adequate security provisions for preventing tampering of the software as well

as data Archival of information and data Provision to define and view rules and regulations of the Corporation . Provision for role based access rights Provision of interactive validations of data entries Provision for data item based access rights Provision for reports generation as per requirements To provide four years onsite Warranty of the software. To undertake relevant data entry for running the application software suites. To get the software security audit done from NIC /approved source. Store the data on daily basis and should synchronize with the web application.

3.9 Deliverables The deliverables of the project would be as follows: System Requirement Specification Report. System Design Report including the user interfaces and network design. 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. Audit results from the security audit of the software.

3.10 Documents/Manuals to be provided

User Manual of the software Technical Manual of the software developed Training Manual

3.11 Hardware Specification SI will be responsible for Supply and Installation of the data Capturing device like Tablets/Mobile Handsets/ printers or devices based on any other technology and its related accessories.


Following are detail specification for the hardware to be provided by the SI at the clusters/ DO/ HQ for rolling out the Integrated SMART System. The SI must ensure that the developed application is compatible with the provisioned hardware and it can function smoothly meeting the SLAs defined in this RFP. 3.11.1. Client side Hardware

Hardware Type

Specification

Desktop / Laptop

Processor: 2.8 Ghz, Quad Core, 2 MB Cache or higher processor OS: Windows 7 or above (64-bit) pre-installed (OEM media for OS and Drivers will be supplied by the SI, along with licensed CD or backup CD) Form Factor: All-in-One Serial ATA Hard Drive: 256GB or higher SATA-II or higher HDD 7200 rpm Memory: 2GB or higher DDR-III 1333MHz or higher Optical Drive: DVD Drive LAN: Integrated Ethernet Controller, 10M or above Wi-Fi: Standard Wi-Fi Adapter Preloaded Software:

Windows 7 or above Web Security Solution Antivirus Software with one year free upgrade validity All necessary plug-ins/utilities and drivers bundled in

DVD Media Warranty: Comprehensive 3 years Unconditional Warranty (including all system software)

Tablet Display: 7-inch or higher diagonal, scratch resistant, multi point capacitive touch screen with minimum WSVGA resolution (1024 X 600). Contrast Ratio should be 800:1 and Aspect Ratio should be 16:9. Processor Speed: 1 GHz Dual Core or higher 64 bit processor RAM: 1 GB or higher Inbuilt Storage: 8 GB or higher flash memory Expansion Slot: At least a micro SD slot supporting up to 32 GB memory card Audio: Good quality Speaker with 1W or higher output for announcements External Keyboard Support (optional): Device should support keyboard through USB or Bluetooth interface. Connectivity: Device should support 3G, GPRS and Wi-Fi 802.11 b/g/n/i. It should also support Bluetooth® 4.0 + LE (Low Energy, High-speed Data Transfer) Flexible integrated 3G as well as GPS feature.


Ports: At least one free USB port shall be available after setting up the entire solution including peripheral devices along with one 3.5 mm headphone jack. Battery: Swappable & Rechargeable 4000mAH or higher, Li-ion or Li Polymer battery capable of providing minimum 8 hours of operation while all function of device active Operating System: Linux (Latest Stable Kernel)/Android 4.4.2 or higher/Windows 8 or higher. The device operating system should support HTML5 based web browser and CSS 3.0 Certification: RoHS (Restriction of Hazardous substance) CE or UL Camera Barcode Reader: Capable of reading 1D line barcode and QR codes using 5MP auto-focus camera Indicators: Status indicator provides ease of use; indicators for connectivity (presence/absence), signal strength, battery status etc. Sensors: Accelerometer, Ambient light sensor, Vibration SAM Slot: Device should have at least a SAM slot to support secure loading of signed applications Terminal Management: Device should be remotely manageable in secured mode External Casing: Ruggedized casing (4’ (1.22 m) Drop Direct to Plywood over Concrete while System is Operating, 26 Drops) Security Feature: Capable of integrating with Mobile Device Management Solution for software/ hardware hardening Additional Port (optional): RJ45 Port for connecting corresponding cables Warranty: Comprehensive 3 years Unconditional Warranty (including all system software)

UPS 1 KVA Line Interactive UPS system with minimum 60 minute battery backup on full load. Warranty: Comprehensive 3 years Unconditional Warranty

Laser Printer A4 size Laser B&W printer with duty cycle of approx. 1000 pages per month Warranty: Comprehensive 3 years Unconditional Warranty

3.11.2. Client side Hardware Quantity The Bidder should deliver the complete hardware as per the project go live schedule. The system software (if any) should also be delivered along with the delivery of hardware. The commissioning as per the scope of work is expected to be completed within one week from the date of delivery of the hardware. It may also be noted that the quantity mentioned below is indicative and actual quantity will be based on the ground level requirements during the time of implementation.


The scope of work in this RFP includes the Integrated SMART System roll out to 23 clusters and deployment of required client hardware at those clusters only. However the hardware quantity mentioned in the scope of work of this RFP is indicative. HSWC reserves the right to change the number of clusters for rollout, hardware deployment and networking, which may vary from what is being specified in the RFP and the payment will be made on the basis of actual number of clusters rolled out and commissioned in those. The minimum number of hardware to be deployed by the SI at clusters/DO/HO is given below –

Quantity Desktop / Laptop with Dongle & UPS ##

Laser Printer Tablets with SIM card

Qty per Cluster 3 3 2 Additional Qty per District Office*

2 2 heavy duty laser printer(3 in one)

2

Qty at H.Q. 4 2 heavy duty laser printer(3 in one)

10

TOTAL (23x3)+(9x2)+(1x4)=91

(23x3)+(9x2)+(1x2)=89 (69 laser & 20 3-in-one heavy duty laser printer)

(23x2)+(9x2)+(1x10)=74

## Laptop with minimum three hours backup will be provided by the SI. It will also be ensured that at the time of end of contract, the backup of laptop is retained at three hours else HSWC reserves right to get battery of laptop replaced at the risk & cost of SI. The desktop must be provide with UPS having three hours backup with same terms & conditions as in case of laptop. * Each district office is also a cluster.

During peak season of procurement , there may be requirement of additional hardware at clusters/D.O./ H.O. The SI will be responsible to arrange additional hardware at his risk & cost. 3.11.3. Delivery Requirements / Precautions

i) Delivery of the hardware products shall be made by the SI in accordance with the timelines as specified.

ii) Post successful delivery, the following documentation is to be furnished by SI a) Delivery Note or acknowledgement of receipt of hardware from the

Warehouse Manager b) Manufacturer’s warranty certificate

3.11.4 Application Testing and Certification SI will perform the Testing of the software application before the application is made ready for acceptance and rolling out at warehouses. The primary goal of Testing is to ensure that all the functional requirements and integration components or data exchange interfaces of the developed application are working as per the FRS and user expectations.


Additionally SI is also required to get the software application to be audited and certified by a third party agency approved by NIC to ensure that the application meets the security and performance standards, It is to be noted that HSWC may also get the solution audited through a Third Party periodically after Go-Live in order to ensure the success of the project. Such third-party agency for carrying out the periodic audit and certification of the entire solution will be nominated by HSWC.

3.11.5 Security and Performance Testing The software developed/customized may be audited by third party from a security and controls perspective. Such audit shall also include the IT infrastructure and network deployed for the project.

3.11.6. User Acceptance Testing The SI must ensure through testing of the application before the final solution is delivered for User Acceptance Testing (UAT) by HSWC. Detail UAT test cases/ scenarios along with test data will have to be provided by the SI to HSWC for review. Any defects or functional gaps identified during the UAT shall be addressed by the vendor for final acceptance of the solution. For conducting the User Acceptance Testing, HSWC shall identify the employees from respective divisions, who shall be responsible for day-to-day operations of the functions automated through the project. The system, during the functional requirements review, shall necessarily satisfy the user acceptance testing process. 3.11.7 Go-live Acceptance Criteria Following are the list of acceptance criteria to be adopted for the project. The list below is indicative and the activities will include but not be limited to the following: Client hardware and handheld devices (tablets) deployed and configured

successfully Required training and handholding sessions conducted successfully for

warehouse online staff warehouse operations undertaken using the Integrated SMART system Daily warehouse level reports generated accurately for different stakeholders Dashboard successfully displaying real time human resources data, progress of

civil works, warehouse level data like capacity,utilization, procurement,income/expenditure, stack wise storage loss, etc. for various stakeholders

Warehouse level manual registers digitized and viewable from within the System Offline data capture with tablets and subsequent synchronization with central

server working successfully Confirmation from the Warehouse Manager about warehouse operations going

live using the new system Warehouse operations stabilized using the new system for a period of 15 days

post go-live

HSWC would assign a designated nodal officer at district/cluster level with the responsibility to provide the Go-Live acceptance.


4. Key Personnel This RFP requires the availability of key personnel like Project Manager and Domain Expert/ Support lead onsite at HSWC HQ till the end of the first year of warranty period and in all important meetings subsequently. The positions identified for the key personnel against which the bidder has to propose the CVs. The proposed resources must be in the payroll of the bidder (or any member of the consortium). 4.1. Positions Identified for Key Personnel 4.1.1. Project Manager The project manager shall be responsible for overall implementation of the system and shall be the single point of contact for any project status or execution related discussions with HSWC. The individual designated to perform the role of Project manager should have adequate relevant experience in managing projects of such scale.

4.1.2. Domain Expert The implementation of the application requires the project team to have sufficient domain knowledge in the food procurement storage and distribution operations and specifically how process improvement can be done in those processes through implementation of IT and other technology intervention. The domain expert should also be able to bring in global knowledge and expertise in this field and be able to use the best practices to develop the new application. He/She will also be responsible for the training and support for the entire training track of the project. 4.2. Other Instructions 4.2.1. Initial Composition, Full Time Obligation, Continuity of Personnel The Bidder shall ensure that each member of the Key Personnel devotes full working time to perform the services to which that person has been assigned as per the proposal.

5. Deliverables, Timelines and Payment schedule The overall project implementation timeline to roll out at all HSWC warehouse is 6 months from the award of the contract. The Bidder shall use the table below to have an understanding on the deliverables and expected timelines, as required for this project, during the proposal submission. The Bidder can include any additional deliverables, deemed necessary. However, any suggestion for deviation to the timeline in the proposal should be accompanied with proper justification and the acceptance or rejection of the same will be at the sole discretion of HSWC. Bidder in their bid may propose to implement the application functionality in two phases to ensure adherence with the 6 months roll out time line, and deliver the minimum set of key functionality as specified in the Appendix-VII within six months and deliver complete application functionality in another 3 months. However warranty will start only after the complete functionality is rolled out at all the warehouses.


At any time during the project implementation, HSWC may decide to extend the project timeline further up to three months.

Sl No

Time line in weeks

SMART system Implemen-tation/ Customization

Capacity Building/ Training

IT Infrastructure Commission-ing and Hosting

Deliverables Payment schedule

1 T Signing of contract Bank Guarantee for advance payment. (This is equal to the advance payment. The advance will be adjusted in the first bill raised by the SI.)

-------

Mobilization Phase 2 T+1 Project Kick Off - Detailed Project Plan for

Warehouse Online System solution implementation and its approval from HSWC

Detailed Project Plan (as agreed and finalized)

Manpower Deployment Plan

2% of Software, Rollout and Training Cost

System Development Phase 3 T+4 System

study and design for new solution

Gap analysis for customization of existing solution SMART

Validation and finalization

HSWC orientation

Change mgmt. and comm. workshop

Study of IT infrastructure security Study of hardware components

System Requirements Specification

Application Architecture

Integration Architecture

Data Architecture Deployment

Architecture Integration and

interfacing model Integration Design document

System Implementation Plan

------

4 T+15 Customization of existing solution

Live functional Testing of existing customized solution at Ambala Circle

Phase 1 Go-

Planning for roll out of final customized solution to all clusters.

Deployment planning Finalization of the site and approval from HSWC

Site preparation

Client side hardware delivery and

Test Execution Report

Capacity Building Plan

Communication plan

Application and System Performance Monitoring Plan

Delivery and

18 % of Software, Rollout and Training Cost

50% of Hardware Cost within 30 days.

100%


live at all HSWC clusters / warehouses

installation for all locations

Application configuration in tablets

acceptance report for client hardware

Phase 1 Go-Live Report including

Infrastructure Deployment / Commissioning Report for phase 1

Training Curriculum

Delivery and acceptance report for client hardware

Start of EDP services for customized solution.

monthly payments for providing EDP services within 10 days of submission of bills.

At the end of T+15, the gap-analysis, customization and development of existing solution SMART will be completed and implemented along with hardware installations at all the clusters.

5 T+24 New Application Development

Unit Testing Functional Testing Integration

with LWB Defect

Resolution Regression Integration

with identified systems

Planning for capacity building

Overview Training to Top Management

Completion of setup of training centres

Deployment planning for new solution

Test Execution Report

Capacity Building Plan

Communication plan

Application and System Performance Monitoring Plan

Integration report

6 T+24 Data Migration

Audit and Certification

Data Migration report

Phase 2 T+24 New

modules go-live Handholding for pilot locations

Application configuration with warehouse specific data

Complete application training and start of hand holding

IT Infrastructure Installation Report for Phase I locations

Go-Live Report


Rollout of complete Integrated SMART application to HSWC Clusters (Phase 2)

7 T+24 Phase 2 Go-live at all HSWC clusters / warehouses (incl. pilot warehouses))

Handholding for Phase 2

Application configuration with warehouse specific data

Warehouse level application training and hand holding

Client hardware setup at all clusters/DO/H.O. locations

Application configuration in tablets

Phase 2 Go-Live Report including

Infrastructure Deployment / Commissioning Report for phase 2 locations.

Training Curriculum

Configuration/ customization.


40% of Hardware Cost within 30 days.

8 Monthly payments for providing EDP services on submission of bills.

100% each month within 10 days of submission of bills.

The SI will be responsible for providing EDP services in respect of PIS and CMS from the T+15 i.e. the timeline when EDP services for customized solution began.

Warranty & Support 9 4

year Warranty support

4 years Application warranty

Application

Helpdesk support for 4 years

Onsite

manpower support for 1 year

Hardware 3 years AMC support (to begin immediately after commissioning of hardware at the warehouse)

Hardware helpdesk support for 4 years (to begin immediately after commissioning of hardware at the warehouse)

Detailed call logging by the helpdesk indicating calls which are resolved over the on-call support, site visit or application team

Detail of manpower deputed at each of the locations and their weekly attendance

10 End of Warranty Period 10 % of Hardware Cost



NOTE: The taxes would be paid at the prevalent rates. * By successful rollout in a cluster/DO/H.O. it is meant that the manpower at all levels are trained adequately, Integrated SMART System has been completely operational in that warehouse/cluster and all reports are generated on-line through the new system. Please refer clause “3.11.7 Go-live Acceptance Criteria” for the detail acceptance criteria. Note: HSWC shall make the payment within 30 days of receiving of invoice along with proof of acceptance of deliverable


Part II -Instruction to the Bidders


6. Instructions to the Bidders

6.1. General

a) While every effort has been made to provide comprehensive and accurate background information and requirements and specifications, Bidders must form their own conclusions about the support required. Bidders and recipients of this RFP may wish to consult their own legal advisers in relation to this RFP. b) All information supplied by Bidders may be treated as contractually binding on the Bidders, on successful award of the assignment by the HSWC on the basis of this RFP c) No commitment of any kind, contractual or otherwise shall exist unless and until a formal written contract has been executed by or on behalf of the HSWC. The HSWC may cancel this RFP at any time prior to a formal written contract. d) This RFP supersedes and replaces any previous public documentation & communications, and Bidders should place no reliance on such communications. 6.2. Compliant Proposals/Completeness of Response a) Bidders are advised to study all instructions, forms, requirements, appendices and other information in the RFP documents carefully. Submission of the bid / proposal shall be deemed to have been done after careful study and examination of the RFP document with full understanding of its implications. b) Failure to comply with the requirements of the RFP may render the Proposal non-compliant and the Proposal may be rejected. Bidders must:

i. Comply with all requirements as set out within this RFP. ii. Submit the forms as specified in this RFP and respond to each element in the order as set out in this RFP iii. Include all supporting documentations specified in this RFP

6.3. Pre-Bid Meeting & Clarifications 6.3.1. Bidders Queries a) HSWC shall hold a pre-bid meeting after 8 days from the date of release of this RFP with the prospective bidders on 15.09.2015 3:00 PM at :

HARYANA STATE WAREHOUSING CORPORATION, BAYS 15-18, SECTOR-2, PANCHKULA

b) The Bidders will have to ensure that their queries for Pre-Bid meeting should reach to [email protected] by email on or before 12.09.2015 by 10:00 AM c) The queries should necessarily be submitted in the following format:

S. No. RFP Document Reference(s) (Section & Page No.(s))

Content of RFP requiring clarification (s)

Points of Clarification


6.3.2. Responses to Pre-Bid Queries and Issue of Corrigendum a) The Officer notified by the HSWC will endeavor to provide timely response to all queries. However, HSWC makes no representation or warranty as to the completeness or accuracy of any response made in good faith, nor does HSWC undertake to answer all the queries that have been posed by the bidders. b) At any time prior to the last date for receipt of bids, HSWC may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, modify the RFP Document by a corrigendum. c) The Corrigendum (if any) & clarifications to the queries from all bidders will be posted on the https://haryanaeprocurement.gov.in & www.hwc.nic.in and emailed to all participants of the pre-bid conference. d) Any such corrigendum shall be deemed to be incorporated into this RFP. e) In order to provide prospective Bidders reasonable time for taking the corrigendum into account, HSWC may, at its discretion, extend the last date for the receipt of Proposals. 6.4. Key Requirements of the Bid 6.4.1. Right to Terminate the Process a) HSWC may terminate the RFP process at any time and without assigning any reason. HSWC makes no commitments, express or implied, that this process will result in a business transaction with anyone. b) This RFP does not constitute an offer by HSWC. The bidder's participation in this process may result HSWC selecting the bidder to engage towards execution of the contract.

6.4.2. Cost of Tender and e-Service Fee a) Bidders shall submit non-refundable Cost of Tender of INR 10,000/- (Rupees Ten Thousand Only) in form of Demand draft in favour of Haryana State Warehousing Corporation, Panchkula and e-Service fee of INR 1,000/- (Rupees One Thousand only) in form of Demand draft in favour of “Society for IT Initiative Fund for e-Governance” Payable at Chandigarh in original along with Technical Bid. The Cost of Tender and e-Service fee shall not be entertained in any other form. b) The bidder can download the RFP documents from the Haryana State Procurement Portal https://haryanaeprocurement.gov.in & home page of www.hwc.nic.in. Interested bidders should enroll or register before participating through the Procurement Portal. The enrollment is free of cost. Proposals received without or with inadequate Cost of Tender and e-Service fee shall be rejected.


6.4.3. Earnest Money Deposit (EMD) a) Bidders shall submit, along with their Bids, EMD of INR 2 lacs only (Rupees Two lacs Only), in form of Demand draft in favour of Haryana State Warehousing Corporation, Panchkula. EMD must be submitted in Technical bid and shall not be entertained in other form. b) EMD of all unsuccessful bidders would be returned by HSWC as promptly as possible, but no later than 60 days after the award of the contract to the successful bidder. The EMD, for the amount mentioned above, of successful bidder would be returned within 15 days after submission of Performance Bank Guarantee as per the format provided in Appendix-V, and subject to entering into a contract/signing of SLA with HSWC. c) The EMD amount is interest free and will be refundable to the unsuccessful bidders without any accrued interest on it. d) The bid / proposal submitted without EMD, mentioned above, will be summarily rejected. e) The EMD may be forfeited: If a bidder withdraws its bid during the period of bid validity. If a bidder increases his quoted prices during the period of bid validity or is

extended period, if any. In case of a successful bidder, if the bidder fails to sign the contract or to furnish

Performance Bank Guarantee within specified time, in accordance with this RFP.

6.4.4. Submission of Responses a) The bidders shall submit their responses in 2 parts namely “Pre-Qualification & Technical Proposal” and “Commercial Proposal”. The online packets containing the Proposal shall include the scanned copy of all relevant documents as mentioned below, serially numbered, and duly signed on each page by the bidder. All documents as required to be submitted needs to be digitally signed or self-attested by the Authorized Signatory.

i) Pre-Qualification & Technical Proposal : a) All documentary evidences as specified in the Section 7.1 for Pre-Qualification

Criteria b) Scanned copy of Demand draft towards Earnest Money Deposit c) Scanned copy of Demand draft towards non-refundable Cost of Tender and e-

Service fee. d) A registered/notarized power of attorney authorizing the bidder to sign/execute

the proposal as a binding document and also execute all relevant agreements forming part of the RFP


e) All relevant Experience Certificates and documents as evidence of meeting technical evaluation criteria

f) Project Delivery Strategy as per the RFP Timelines g) Detailed Resource Deployment Plan h) Detailed Approach and Methodology i) Solution Architecture j) Curriculum Vitae (CV) of proposed staff (as per Appendix-V) k) All the Technical Proposal Forms (as per Appendix-V) l) Tender document signed on each page

ii) Commercial Proposal

a) Commercial Proposal (as per Appendix-VI) b) Please note that the prices should not be indicated in the Pre-Qualification and

Technical Proposal but should only be indicated in the Commercial Proposal. The Commercial Proposal should strictly follow the templates provided in the RFP and must be uploaded in the Procurement Portal.

c) Any proposal received by HSWC after the above deadline shall be rejected and returned unopened to the bidder.

d) The bids submitted by telex/telegram/fax/email etc. shall not be entertained. No correspondence will be entertained on this matter.

e) All the pages of the proposal must be sequentially numbered and must contain the list of contents with page numbers. Any deficiency in the documentation may result in the rejection of the Bid.

f) The proposal/bid shall be prepared in indelible ink. It shall contain no interlineations or overwriting, except as necessary to correct errors made by the bidder itself. Any such corrections must be initialed by the person (or persons) who sign(s) the proposals.

g) All pages of the bid shall be initialed and stamped by the person or persons who sign the bid.

h) Any default by the bidder in respect of tender terms and conditions will lead to rejection of the bid.

i) HSWC reserves the right to reject any or all proposals without assigning any reasons thereof.

6.4.5. Authentication of Bids Proposal should be accompanied by a power-of-attorney in the name of the signatory of the Proposal.


6.4.6. Consortium Bidder should have authorization from hardware / networking principles for supply installation and post warranty support for platform proposed by bidder. Undertaking to this effect should be submitted with proposal. The Bidder is allowed to enter into a Consortium Agreement with another entity in order to present the proposal as a single bid. However, the RFP does not allow for more than 2 members in the Consortium – comprising of a software and a hardware vendor, and either of them can be the Lead Bidder. The Lead Bidder will procure the tender document and finally sign and submit the proposal on behalf of Consortium. He shall be authorized to incur the liabilities and receive instructions for and on behalf of any and all partners of the consortium. In case of a successful bidder, which is a consortium, the parties of consortium shall be jointly and severely held responsible for the successful implementation of the project and provision of services. The proposal should detail out the value add and experience of consortium partner and the lead bidder separately. The Lead Bidder has to submit the Consortium MOU as part of the technical proposal submission. Please refer to the Consortium MOU template in Appendix-V. 6.4.7. Sub Contracting The Bidder is allowed to subcontract non-core elements of the project. It may be noted that in case of subcontracting, the bidder is mandated to detail out the activities being proposed for subcontracting in the technical proposal. The subcontracting can only be done for one or more of the non-core elements as listed below: Training & Handholding Helpdesk for Software & Hardware

6.5. Preparation and Submission of Proposal 6.5.1. Proposal Preparation Costs The bidder shall be responsible for all costs incurred in connection with participation in the RFP process, including, but not limited to, costs incurred in conduct of informative and other diligence activities, participation in meetings/discussions/presentations, preparation of proposal, in providing any additional information required by HSWC to facilitate the evaluation process, and in negotiating a definitive contract or all such activities related to the bid process. HSWC will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. 6.5.2. Language The Proposal should be filled by the bidders in English language only. If any supporting documents submitted are in any language other than English, translation of the same in English language is to be duly attested by the Bidders. For purposes of interpretation of the documents, the English translation shall govern.


6.5.3. Venue & Deadline for Submission of Proposals Proposal, in its complete form in all respects as specified in the RFP, must be submitted electronically to HSWC in the Haryana procurement portal (https://haryanaeprocurement.gov.in). Possession of Digital Signature Certificate (DSC) and registration on the portal i.e. https://haryanaeprocurement.gov.in is a prerequisite for e-tendering. Kindly contact NexTenders (India) Pvt. Ltd., O/o DS & D Haryana, 2nd Floor , SCO-9, Sector -16, Panchkula-134108. Tel Nos. 0172-2618292/ 2582008, Toll free No. 1800 180 2097 Email [email protected] The start date and time for submission of online bid is 7.09.2015 at 10:00 AM and the end date and time for submission of online bid is 28.09.2015 at 05:00 PM. Bidder should log into the State Portal well in advance for Bid submission so that he can upload the Bid on time i.e. on or before the bid submission end time. Bidder will be responsible for any delay due to other issues. HSWC doesn’t take any

responsibility for any technical snag or failure that has taken place during document upload due to client system or insufficient bandwidth at the bidder side. The server time, which is displayed on the bidder’s dashboard, will be considered as

the standard time for referencing the deadlines for submission of the bids by the bidders. The bidders should follow this time during bid submission. 6.5.4. Late Bids

a) Bids received after the due date and the specified time (including the extended period if any) for any reason whatsoever, shall not be entertained and shall be returned unopened.

b) The bids submitted by telex/telegram/fax/e-mail etc. shall not be considered. No correspondence will be entertained on this matter.

c) HSWC shall not be responsible for any postal delay or non-receipt/ non-delivery of the documents. No further correspondence on the subject will be entertained.

d) HSWC reserves the right to modify and amend any of the above-stipulated condition/criterion depending upon project priorities vis-à-vis urgent commitments.

6.6 Deviations No deviations will be allowed in the bidders response and the bidder has to agree unconditional acceptance of all the contents of the RFP document including Terms and Conditions, Scope of Work, Deliverables and Timelines, Payment Terms, Service Levels Agreements and Penalty.

https://haryanaeprocurement.gov.in/

https://haryanaeprocurement.gov.in/


6.7. Tender Evaluation Process 6.7.1. General

a) HSWC will constitute a Proposal Evaluation Committee to evaluate the responses of the bidders

b) The Proposal Evaluation Committee constituted by the HSWC shall evaluate the responses to the RFP and all supporting documents / documentary evidence. Inability to submit requisite supporting documents / documentary evidence, may lead to rejection.

c) The decision of the Managing Director, HSWC in the evaluation of responses to the RFP shall be final. No correspondence in this regard will be entertained.

d) The Proposal Evaluation Committee may ask for meetings with the Bidders to seek clarifications on their proposals

e) The HSWC reserves the right to reject any or all proposals on the basis of any deviations.

f) Each of the responses shall be evaluated as per the criterions and requirements specified in this RFP.

6.7.2. Minimum Quantity The scope of work in this RFP includes the customization of SMART application, design/ development of add-on modules like Personal Information System and Works Management System, its implementation by deployment of manpower and hardware across the tentative 23 clusters / District offices / H.O. However the hardware quantity mentioned in the scope of work of this RFP is indicative. HSWC reserves the right to change the number of warehouses in clusters, number of clusters , hardware deployment and networking, which may vary from what is being specified in the RFP (in the event of changes in number of active warehouses of HSWC). Any decision of HSWC in this regard shall be final, conclusive and binding on the bidder. 6.7.3. Tender Opening The Proposals submitted up to 28.09.2015 at 05:00 PM will be opened on 29.09.2015 at 03:00 PM by HSWC designated officials, in the presence of such of those Bidders or their representatives who may be present at the time of opening. The representatives of the bidders should be advised to carry the identity card or a letter of authority from the tendering firms to identify their bonafides for attending the opening of the proposal. 6.7.4. Tender Validity The offer submitted by the Bidders should be valid for minimum period of 180 days from the date of submission of proposal.


6.7.5. Tender Evaluation a) Initial bid scrutiny will be held and incomplete details, as given below, will be treated as non-responsive. Proposals are not submitted as specified in the RFP document received without the Letter of Authorization (Power of Attorney) are found with suppression of details with incomplete information, subjective, conditional offers and partial offers

submitted submitted without the documents requested in the checklist in Appendix-V have non-compliance of any of the clauses stipulated in the RFP with lesser validity period

b) All responsive Bids will be considered for further processing as outlined below. Stage 1: Pre-Qualification

i) The Proposal Evaluation Committee shall open the packet for “Pre-

Qualification & Technical Proposal” from the Haryana e-Procurement Portal. ii) The committee will evaluate each of the responses to validate the compliance

of the bidders according to the pre-qualification criteria mentioned in this RFP, as per format and supporting documents mentioned against each clause. Each of the Pre-Qualification criteria mentioned in Section 7.1 is MANDATORY. The bidder will qualify only if ALL the pre-qualification criteria are met. In case the bidder does not meet any one of the conditions, the bidder will be disqualified.

iii) Bidders would be informed of their qualification/disqualification based on the Pre-Qualification criteria through email and/or HSWC portal. The EMD amount will be returned to the respective disqualified bidders and their Technical Proposal will remain unopened in the Central Procurement Portal.

iv) Bidders who have qualified in Pre-Qualification stage will only be eligible for Technical Evaluation

Stage 2: Technical Evaluation i) The Technical Evaluation stage will begin after the completion of the Pre-

Qualification stage for those bidders who have qualified in the Pre-Qualification stage.

ii) The committee will review the technical proposals of the shortlisted bidders to determine whether the technical proposals are substantially responsive as per the Technical Evaluation Criteria detailed in Section 7.2. Proposals that are not substantially responsive are liable to be disqualified at the committee’s

discretion. iii) The bidders must conform to all the requirements stated in the RFP document to

qualify in the Technical Proposal evaluation.


iv) Bidders will be required to give presentation of the envisaged solution to the committee as per the guidelines shared in Section 7.2 of this RFP under Technical Evaluation Criteria. The date and time of presentation will be informed to the eligible bidders during the Technical Evaluation stage.

v) Each Technical Proposal will be assigned a technical score out of a maximum of 100 marks. Only the bidders who get a Technical score of 70% or more will qualify for commercial evaluation stage. Failing to secure minimum marks shall lead to technical rejection of the Bid and Bidder.

vi) Bidder should also score at least 60% in each of the individual sections of Technical Evaluation as mentioned in Technical Qualification Criteria.

vii) The bidder shall not incorporate any condition in the bid, as the conditional bids are liable to be rejected.

Stage 3: Commercial Evaluation i) All the technically qualified bidders will be notified to participate in Commercial

Bid opening process. ii) The commercial bids of the technically qualified bidders will then be opened from

the corresponding packet in Procurement Portal on the notified date and time and reviewed to determine whether they are substantially responsive. Bids that are not substantially responsive are liable to be disqualified at the committee’s

discretion. iii) The Commercial bids shall be evaluated on the Quality and Cost Based

Selection (QCBS) as explained Section 7.3 of this document. iv) In the event the overall score, calculated on technical and financial scores of the

bidders, is ‘tied’ between two or more bidders, the bidder securing the highest

score in Technical Evaluation out of them will be selected for award of the Project.

v) Only fixed price financial bids indicating total price for all the deliverables and services specified in this bid document will be considered.

vi) The bid price will include all taxes and levies except service tax and shall be in Indian Rupees.

vii) Arithmetical errors in the commercial bid will be rectified on the following basis: a) If there is a discrepancy between unit price and the total price that is

obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected.

b) If there is a discrepancy between words and figures, the amount in words will prevail.

7. Criteria for Evaluation 7.1. Pre-Qualification (PQ) Criteria The Bidder’s response will be evaluated as per the pre-qualification criteria tabulated in the page(s) below. The Proposal Evaluation Committee will validate the bidder compliance according to the pre-qualification criteria along with the format and


supporting documents mentioned against each clause. Each of the Pre-Qualification criteria mentioned below is MANDATORY. The bidder will qualify for the Technical Evaluation only if ALL the pre-qualification criteria are met. In case the bidder does not meet any one of the conditions, the bidder will be disqualified and will not be considered for the Technical Evaluation.

SNo.

Pre-Qualification Criteria Description

Single Bidder

Consortium of maximum up to two partners

Evidence Required

1 Incorporated in India under the Companies Act, 1956 and subsequent amendments thereto.

Must meet

Must meet by both consortium partners

Certificate of Incorporation, PAN, Service Tax Registration Number and Sales Tax Registration Number

2 Average turnover of at least INR 5 Cr from software services and hardware supply and commissioning, as per the audited consolidated financial statements for FY 2014-15, 2013-14 and 2012-13

Must meet

Must meet Audited financial statements for the last three financial years OR Certificate from CA

3 Positive net worth as per audited consolidated financial statements during each of the FY 2014-15, 2013-14 and 2012-13

Must meet


Audited financial statements for the last three financial years OR Certificate from CA

4. Successful implementation of at least five projects based on similar technologies i.e Microsoft .net and Microsoft Sql Server for any Govt

Must meet

Must meet by software partner

Work Order/Contract with scope of work and value

Completion/implementation certificate from client with clear reference of broad scope of work & date of implementation/go-live/


Departments/ Public Support Undertaking (PSU). At least one should be of minimum Rs. 1 Crore of Application Development, roll out, training, manpower deployment, hardware deployment and Implementation. The experience of implementing such project in State / Central storage / procurement agency would be an added advantage.

completion date OR

Self-Certificate of Completion of completion from authorized signatory (same as POA)

In case of on-going project, Self-Certification in Affidavit form (Certified by CA) conforming receipt of 60% or more payment of the total project value as per contract

5 CMMi (Level 3 or above) Quality Certification OR ISO in software development

Must meet


Copy of certificates (must be valid at the time of bid submission)

6 At least 25 software development resources on payroll at the time of bid submission

Must meet


Self-Certification by authorized signatory with clear declaration of staff at the centres which are proposed to deliver this project

7 Locational capability in Haryana State through offices at Panchkula/ Mohali/ Chandigarh and/or support centers in at least 5 districts in the State of Haryana.

Must meet

Must meet by both of the consortium partners

Self-Certification by authorized signatory with clear declaration of the offices and support center in Haryana along with address and contact details or provide certificate to set up the same.

8 No blacklisting by any Central/State Govt. in India during the last 5 years, preceding the

Must meet


Self-certificate letter of undertaking to this effect on company's letter head signed by authorized


date of submission of this bid. Further, if the single bidder or lead bidder / partner (in case of a consortium) is blacklisted by any Central/State Govt. in between the bid submission date and the date of award of contract, bidder is liable to be disqualified.

signatory

7.2. Technical Qualification Criteria Bidders who meet the pre-qualification/eligibility requirements would be considered as qualified to move to the next stage of Technical and Commercial evaluations. The solution offered should meet all the technical and functional details provided in the section “Scope of Work”. Any non-compliance will attract rejection of the proposal. For technical evaluation, bidders are required to provide similar evidence documents as mentioned in the pre-qualification criteria where ever applicable. The Proposal Evaluation Committee will review the technical proposals of the bidders who have qualified during the Pre-qualification stage to determine whether they are substantially responsive as per the Technical Evaluation Criteria detailed in this Section. Proposals that are not substantially responsive are liable to be disqualified at the committee’s discretion. Bidders will be required to give presentation of the

envisaged solution to the committee as per the criteria under “Implementation Architecture, Approach and Methodology”. The date and time of presentation will be

informed to the eligible bidders during the Technical Evaluation stage. The bidder’s technical solution proposed in the Technical Proposal document will be evaluated as per evaluation criteria mentioned in the following table. Each Technical Proposal will be assigned a technical score out of a maximum of 100 marks. The bidder has to score at least 60 in each of the individual sections of Technical Evaluation and get a total score of 70 or more to qualify for the commercial evaluation. Failing to secure minimum marks shall lead to technical rejection of the bid and bidder.

# Evaluation Criteria Total Marks

Minimum Qualifying Marks (Cut-Off)

1.

Relevant Project Experience in Application development, Hardware Supply and Maintenance Services & Rollout

50 >= 30 (60%)


2.

Solution Architecture, Approach and Methodology

30 >= 18 (60%)

3.

Bidder Profile 20 >= 12 (60%)

Overall Score 100 >= 70 (70%) The following sections explain how the Bidders will be evaluated on each of the above evaluation criteria. 7.2.1. Relevant Project Experience for Application Development and Rollout # Criteria Criteria Details Marks

Allotted 1.

Application development and implementation in the domain of food grain procurement/ Storage/ Warehouse/ Inventory Management

Citations along with Work Order and Completion Certificate for application development and implementation in the domain of food grain procurement/ Storage/ Warehouse/Inventory Management of value of INR 1 Crores and above =15 value of INR 50 lacs & less than INR 1

Crores = 10 value of INR 25 lacs & less than INR 50

lacs = 5 Total subject to maximum of 20 marks

20

2.

Government Experience

Citations along with Work Order and Completion Certificate for application development and rollout for IT implementation projects in Haryana of value of INR 1 Crores and above =12 value of INR 50 lacs & less than INR 1



15

3.

Project involving Application Warranty, Annual Maintenance and Support including Manpower Support for a duration of at least 1 year.

Citations along with Client Acknowledgement Letter for projects /assignments related to Application Warranty, Annual Maintenance and Support including Manpower Support for a minimum period of 1 year and project of value of INR 1 Crores and above =7 value of INR 50 lacs & less than INR 1

Crores = 5

10


value of INR 25 lacs & less than INR 50 lacs = 2

Total subject to maximum of 10 marks

4. Hardware supply, installation and commissioning for turnkey IT projects

Citations along with Work Order and Completion Certificate for supply, installation and commissioning of hardware including Desktop/ UPS/Printer/Tablets, for turnkey IT implementation projects with value of INR 1 Crores and above =3 value of INR 50 lacs & less than INR 1



5

TOTAL 50


7.2.2. Solution Architecture and Approach & Methodology # Criteria

Criteria Details Marks

Allotted 1.

Proposed Solution

Evaluation would be done on the basis of bidder’s understanding on the 1) proposed

solution architecture for mobile based application, online-offline capability, integration with external systems like LWB, etc., building Analytics and Dashboard and b) architecture to host the application in data center, replication and backup mechanism, and plan for meeting the application performance and uptime related SLAs Significantly Exceeds Requirement 10 Exceeds Requirement 7 Meets Requirement 5

10

2. Training Plan

Evaluation would be done on the Bidder’s

proposed number of trainings, contents, delivery mechanism etc. at various levels and locations of HSWC, keeping in mind the expectation of the project Significantly Exceeds Requirement 5 Exceeds Requirement 3 Meets Requirement 1

5

3. Presentation of proposed Platform & Technologies

Evaluation would be done on the basis of clarity of understanding of project objective, scope and timeline and demonstration of any already available solution similar to the requirement of HSWC specially having modules such as godown management, warehouse operation of weigh bridge, quality testing etc., inward and outward truck movement, mobile application, linking with LWB, PIS and works management system. -Dashboard for a depot manager to see complete real time status of stock i.e. shed wise and stack wise stock position, - Integration with Weighbridge to capture data automatically -Truck weighment at LWB

15


-Quality check of gunnies and food grains -10% of weighment of bags -Stacking of food grain within a godown -Quality control of food grains -Physical verification of stock -Daily stock position for shed and whole depot -Movement of bags in and out of warehouse -Reports and MIS at depot level as well as HO and DO level to see daily stock data -Online offline capability

TOTAL 30


7.2.3. Bidder Profile # Criteria Criteria Details Marks

Allotted 1.

Average turnover from IT software services and hardware supply and commissioning, as per the audited consolidated financial statements for FY 2014-15, 2013-14 and 2012-13

Turnover >= INR 7 Cr (Sum of Average turnover of partners in case of consortium) = 10 marks Turnover >= INR 5 Cr and < INR 7 Cr (Sum of Average turnover of partners in case of consortium) = 5 marks

10

2. Presence of Service Delivery & manpower deployment Network

Number and details of existing service centers/ project office / branch office in Haryana State. This should accompany a self-declaration by the bidder in its official letterhead with complete office details. 2 marks for head office in Chandigarh/ Mohali/ Panchkula or Haryana State 1 marks for presence per District of Haryana, including client site office.

10

TOTAL 20 7.3. Commercial Bid Evaluation Criteria

The Bidder shall exercise due diligence to find out storage capacity, transactions and hardware availability etc. at cluster/ warehouse, District office and head office before quoting rates. The Bidders who gets a overall score of 70 or more in the technical bid round shall be considered to be technically qualified. The weightage of marks obtained in the technical evaluation will be considered in the commercial evaluation.

The selection of the vendor for this project will be done on Quality and Cost Based Selection (QCBS) criteria. The commercial bids of the technically qualified bidders will be opened on the notified date and time. The amount mentioned against Total Cost field in the Table-A Total Cost table in Appendix-VI will be considered for the commercial evaluation of the technically qualified bidders.

7.3.1 Combined Evaluation of Technical & Commercial Bids a) The technical and financial scores secured by each bidder will be added

using weightage of 70% and 30% respectively to compute a Composite Bid Score.


b) Financial Bids that are less than 50% of the average bid price will be disqualified.[The average bid price is computed by adding all Financial Bid values of all the qualified bidders and dividing the same by the number of bidders].

c) The bidder securing the highest Composite Bid Score will be adjudicated as the Best Value Bidder and shall be called for further process leading to the award of the Project.

d) In the event the composite bid scores are ‘tied’, the bidder securing the

highest technical score will be adjudicated as the Best Value Bidder for award of the Project.

A. Commercial Bids Evaluation:

The Commercial Bids of only those Bidders, who have technically qualified in the technical evaluation, would be opened. The bidder may be required to produce detailed price break-up to demonstrate the internal consistency and justification/ reasonability of those quoted prices. Commercial evaluation would be done based on the commercial quote made by the bidders. Following method will be used: The commercial scores for each of the set will be calculated as:

Fn = Fmin / Fbid * 100 Where Fn = Normalized financial score of the bidder under consideration Fbid = Evaluated cost for the bidder under consideration Fmin = Minimum evaluated cost (TQ) for any bidder

B. Final evaluation procedure of Technical and Commercial Bids Quality and Cost Based Selection (QCBS) An overall score will be calculated based on the technical and financial scores of each bidder as detailed below. The overall score will be calculated as follows: Bn = (W-tech * Tb) + (W-fin * Fn) Where Bn = Overall score of the bidder under consideration Tb = Absolute Technical score for the bidder under consideration Fn = Normalized Financial score of the bidder under consideration W-tech = 0.70 W-fin = 0.30 The bid obtaining highest overall score shall be declared as the most representative bid and be invited for negotiations.


8. Appointment of SI 8.1. Award Criteria HSWC will award the Contract to the successful bidder whose proposal has been determined to be the most responsive bids as per the process outlined above. 8.2. Right to Accept Any Proposal and To Reject Any or All Proposal(s) HSWC reserves the right to accept or reject any proposal, and to annul the tendering process / Public procurement process and reject all proposals at any time prior to award of contract, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for HSWC action. 8.3. Notification of Award Prior to the expiration of the validity period, HSWC will notify the successful bidder in writing or by fax or email, that its proposal has been accepted. In case the tendering process / public procurement process has not been completed within the stipulated period, HSWC may like to request the bidders to extend the validity period of the bid. Upon the successful bidder's furnishing of Performance Bank Guarantee, HSWC will notify each unsuccessful bidder and return their EMD. 8.4. Contract Finalization and Award HSWC shall reserve the right to negotiate with the bidder(s) whose proposal has been ranked best value bid on the basis of Technical and Commercial Evaluation to the proposed Project, as per the guidance provided by CVC. On this basis the draft contract agreement would be finalized for award & signing. 8.5. Performance Guarantee HSWC will require the selected bidder to provide a Performance Bank Guarantee from a nationalized bank, within 15 days from the Notification of Award, for a value of INR five lacs. The Performance Guarantee shall be kept valid till completion of the project and Warranty period. The Performance Guarantee shall contain a claim period of three months from the last date of validity. The selected bidder shall be responsible for extending the validity date and claim period of the Performance Guarantee as and when it is due on account of non-completion of the project and Warranty period. In case the selected bidder fails to submit performance guarantee within the time stipulated, HSWC at its discretion may cancel the order placed on the selected bidder without giving any notice. HSWC shall invoke the performance guarantee in case the selected Vendor fails to discharge their contractual obligations during the period or HSWC incurs any loss due to Vendor’s negligence in carrying out the project

implementation as per the agreed terms & conditions. 8.6. Signing of Contract Post notification to the successful bidder by HSWC that its proposal has been accepted and subsequent submission of Performance Guarantee by the successful bidder, HSWC shall enter into a contract, incorporating all clauses, pre-bid clarifications and the proposal of the bidder between HSWC and the successful bidder.


8.7. Fraud and Corrupt Practices a) The Bidders and their respective officers, employees, agents and advisers shall observe the highest standard of ethics during the Selection Process. Notwithstanding anything to the contrary contained in this RFP, the HSWC shall reject a Proposal without being liable in any manner whatsoever to the Bidder, if it determines that the Bidder has, directly or indirectly or through an agent, engaged in corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice (collectively the “Prohibited Practices”) in the Selection Process. In such an event, the HSWC shall, without prejudice to its any other rights or remedies, forfeit and appropriate the Bid Security or Performance Security, as the case may be, as mutually agreed genuine pre-estimated compensation and damages payable to the Authority for, inter alia, time, cost and effort of the Authority, in regard to the RFP, including consideration and evaluation of such Bidder’s Proposal. b) Without prejudice to the rights of the HSWC under Clause above and the rights and remedies which the HSWC may have under the LOI or the Agreement, if an Bidder or Systems Implementation Agency, as the case may be, is found by the Authority to have directly or indirectly or through an agent, engaged or indulged in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice during the Selection Process, or after the issue of the LOI or the execution of the Agreement, such Bidder shall not be eligible to participate in any tender or RFP issued by the HSWC during a period of 2 (two) years from the date such Bidder, as the case may be, is found by the HSWC to have directly or through an agent, engaged or indulged in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice, as the case may be. c) For the purposes of this Section, the following terms shall have the meaning hereinafter respectively assigned to them: “corrupt practice” means (i) the offering, giving, receiving, or soliciting, directly or

indirectly, of anything of value to influence the action of any person connected with the Selection Process (for avoidance of doubt, offering of employment to or employing or engaging in any manner whatsoever, directly or indirectly, any official of the HSWC who is or has been associated in any manner, directly or indirectly with the Selection Process or the LOI or has dealt with matters concerning the Agreement or arising there from, before or after the execution thereof, at any time prior to the expiry of one year from the date such official resigns or retires from or otherwise ceases to be in the service of the HSWC , shall be deemed to constitute influencing the actions of a person connected with the Selection Process); or (ii) save as provided herein, engaging in any manner whatsoever, whether during the Selection Process or after the issue of the LOA or after the execution of the Agreement, as the case may be, any person in respect of any matter relating to the Project or the LOA or the Agreement, who at any time has been or is a legal, financial or technical consultant/ adviser of the HSWC in relation to any matter concerning the Project;


“fraudulent practice” means a misrepresentation or omission of facts or

disclosure of incomplete facts, in order to influence the Selection Process; “coercive practice” means impairing or harming or threatening to impair or harm,

directly or indirectly, any persons or property to influence any person’s

participation or action in the Selection Process; “undesirable practice” means (i) establishing contact with any person connected

with or employed or engaged by HSWC with the objective of canvassing, lobbying or in any manner influencing or attempting to influence the Selection Process; or (ii) having a Conflict of Interest; and

“restrictive practice” means forming a cartel or arriving at any understanding or

arrangement among Bidders with the objective of restricting or manipulating a full and fair competition in the Selection Process.

8.8. Conflict of Interest The Vendor shall disclose to HSWC in writing, all actual and potential conflicts of interest that exist, arise or may arise (either for the Vendor the Bidder’s team) in the

course of performing the Service(s) as soon as practical after it becomes aware of that conflict.


Part III -Terms and Conditions of Bids


9. Terms and Conditions: Post Award of Contract 9.1. Termination Clause 9.1.1. Right to Terminate the Process HSWC reserves the right to cancel the contract placed on the selected bidder and recover expenditure incurred by HSWC under the following circumstances:-

a) The selected bidder commits a breach of any of the terms and conditions of the bid.

b) The bidder goes into liquidation, voluntarily or otherwise. c) An attachment is levied or continues to be levied for a period of seven days

upon effects of the bid. d) If the selected bidder fails to complete the assignment as per the time lines

prescribed in the RFP and the extension if any allowed, it will be a breach of contract. The HSWC reserves its right to cancel the order in the event of delay and forfeit the bid security as liquidated damages for the delay.

e) If deductions of account of liquidated damages exceeds more than 10% of the total contract price.

f) In case the selected bidder fails to deliver the quantity as stipulated in the delivery schedule, HSWC reserves the right to procure the same or similar product from alternate sources at the risk, cost and responsibility of the selected bidder.

g) After award of the contract, if the selected bidder does not perform satisfactorily or delays execution of the contract, HSWC reserves the right to get the balance contract executed by another party of its choice by giving one month’s notice for

the same. In this event, the selected bidder is bound to make good the additional expenditure, which HSWC may have to incur in executing the balance contract. This clause is applicable, if for any reason, the contract is cancelled.

h) HSWC reserves the right to recover any dues payable by the selected Bidder from any amount outstanding to the credit of the selected bidder, including the pending bills and/or invoking the bank guarantee under this contract.

9.1.2. Consequences of Termination

a) In the event of termination of the Contract due to any cause whatsoever, [whether consequent to the stipulated term of the Contract or otherwise], HSWC shall be entitled to impose any such obligations and conditions and issue any clarifications as may be necessary to ensure an efficient transition and effective business continuity of the Service(s) which the Vendor shall be obliged to comply with and take all available steps to minimize loss resulting from that termination/breach, and further allow the next successor Vendor to take over the obligations of the erstwhile Vendor in relation to the execution/continued execution of the scope of the Contract.

b) Nothing herein shall restrict the right of HSWC to invoke the HSWC Guarantee and other guarantees, securities furnished, enforce the Deed of Indemnity and


pursue such other rights and/or remedies that may be available HSWC under law or otherwise.

c) The termination hereof shall not affect any accrued right or liability of either Party nor affect the operation of the provisions of the Contract that are expressly or by implication intended to come into or continue in force on or after such termination.

9.2. Acceptance Tests The selected bidder in presence of the HSWC authorized officials will conduct acceptance test at the site. The test will involve installation and commissioning and successful operation of the hardware, software, communication equipment etc. No additional charges shall be payable by the HSWC for carrying out these acceptance tests. 9.3. Audits by Third Party HSWC at its discretion may appoint third party auditor for undertaking comprehensive audit of the implementation and rollout of the Integrated SMART system. 9.4. Penalty

a) The bidder shall perform its obligations under the agreement entered into with HSWC , in a professional manner.

b) In the event of failure of maintaining the uptime SLA, penalty would be levied as per the clause in this RFP.

c) HSWC may recover such amount of penalty from any payment being released to the vendor, irrespective of the fact whether such payment is relating to this contract or otherwise.

d) If any act or failure by the bidder under the agreement results in failure or inoperability of systems and if HSWC has to take corrective actions to ensure functionality of its property, HSWC reserves the right to impose penalty, which may be equal to the cost it incurs or the loss it suffers for such failures.

e) HSWC may impose penalty to the extent of damage to its any equipment, if the damage was due to the actions directly attributable to the staff of Bidder.

f) HSWC shall implement all penalty clauses after giving due notice to the bidder. g) If the Bidder fails to complete the due performance of the contract in accordance

with the specification and conditions of the offer document, HSWC reserves the right either to cancel the order or to recover a suitable amount as deemed reasonable as Penalty / Liquidated Damage for non-performance.

9.5. Dispute Resolution Mechanism This Contract shall be governed by the Laws of India for the time being in force. The courts at Panchkula / Chandigarh shall have exclusive jurisdiction for settlement of any dispute arising out of this contract.


Arbitration: i) All matter questions, disputes, differences and/or claims arising out of and/or

in connection and/or in consequences or relating to this contract whether or not obligations of either or both parties under this contract be subsisting at the time or such dispute and whether or not this contract has been terminated or purported to the terminated or completed, shall be referred to the Sole Arbitration of the MD, HSWC or an officer appointed by the MD, HSWC as his nominee. The award of Arbitrator shall be final and binding on the parties to this contract

ii) The objection that the Arbitrator has to deal with the matters to which the contract relates in the course of his duties or he has expressed his views on any or all the matters in dispute of difference shall not be considered as a valid objection.

iii) The Arbitrator may from time to time with the consent of parties to the contract, enlarge the time for making the award. The venue of arbitration shall be the place from which the acceptance of offer is issued or such other place as the Arbitrator in his discretion may determine.

iv) Subject to aforementioned provisions, the provision of the Arbitration and Conciliation Act 1996 and the Rule there under any statutory modifications thereof for the time being in force, shall be deemed to apply to the Arbitration proceeding under this contract

9.6 Notices Notice or other communications given or required to be given under the contract shall be in writing and shall be faxed/e-mailed followed by hand-delivery with acknowledgement thereof, or transmitted by pre-paid registered post or courier. Any notice or other communication shall be deemed to have been validly given on date of delivery if hand delivered & if sent by registered post than on expiry of seven days from the date of posting. 9.7 Force Majeure Force Majeure is herein defined as any cause, which is beyond the control of the selected bidder or HSWC as the case may be which they could not foresee or with a reasonable amount of diligence could not have foreseen and which substantially affect the performance of the contract, such as:

a) Natural phenomenon, including but not limited to floods, droughts, earthquakes and epidemics

b) Acts of any government, including but not limited to war, declared or undeclared priorities, quarantines and embargos

c) Terrorist attack, public unrest in work area provided either party shall within 10 days from occurrence of such a cause, notifies the other in writing of such causes. The bidder or HSWC shall not be liable for delay in performing his/her obligations resulting from any force majeure cause as referred to and/or defined above. Any delay beyond 30 days shall lead to termination of contract by parties


and all obligations expressed quantitatively shall be calculated as on date of termination. Notwithstanding this, provisions relating to indemnity, confidentiality survive termination of the contract.

9.8 Failure to Agree with the Terms and Conditions of the RFP Failure of the successful bidder to agree with the Draft Legal Agreement and Terms & Conditions of the RFP shall constitute sufficient grounds for the annulment of the award, in which event HSWC may award the contract to the next best value bidder or call for new proposals from the interested bidders. In such a case, the HSWC shall invoke the PBG of the selected bidder. 9.9 Defect Liability The selected bidder (or SI) warrants that the System, including all Information Technologies, Materials, and other Goods supplied and Services provided, shall be free from defects in the design, engineering, Materials, and workmanship that prevent the System and/or any of its components from fulfilling the Functional and System Requirements or that limit in a material fashion the performance, reliability, or extensibility of the System and/or Subsystems. Exceptions and/or limitations, if any, to this warranty with respect to Software (or categories of Software), shall be as specified by the SI in agreement with HSWC . Commercial warranty provisions of products supplied under the Contract shall apply to the extent that they do not conflict with the provisions of this Contract. If during the Warranty Period any defect should be found in the design, engineering, Materials, and workmanship of the Information Technologies and other Goods supplied or of the Services provided by the SI, the SI shall promptly, in consultation and agreement with HSWC regarding appropriate remedying of the defects, and at its sole cost, repair, replace, or otherwise make good (as the SI shall, at its discretion, determine) such defect as well as any damage to the System caused by such defect. Any defective Information Technologies or other Goods that have been replaced by the SI shall remain the property of the SI. The SI shall not be responsible for the repair, replacement, or making good of any defect or of any damage to the System arising out of or resulting from any of the following causes:

a) improper operation or maintenance of the System by HSWC ; b) normal wear and tear; c) use of the System with items not supplied by the SI, unless otherwise identified

in the Functional and System Requirements, or approved by the SI; or d) modifications made to the System by HSWC , or a third party, not approved by

the SI.


9.10. Functional Guarantees The selected bidder (or SI) guarantees that, once the Operational Acceptance has been completed, the System represents a complete, integrated solution to HSWC ’s

requirements set forth in the Functional Requirements and Scope of Work and it conforms to all other aspects of the Contract. If, for reasons attributable to the SI, the System does not conform to the Functional Requirements or does not conform to all other aspects of the Contract, the SI shall at its cost and expense make such changes, modifications, and/or additions to the System as may be necessary to conform to the Functional Requirements and meet all functional and performance standards. The SI shall notify HSWC upon completion of the necessary changes, modifications, and/or additions and shall request HSWC to repeat the Operational Acceptance Tests until the System achieves Operational Acceptance. If the System (or Subsystem[s]) fails to achieve Operational Acceptance, HSWC may consider termination of the Contract, pursuant to Clause 6.1, and forfeiture of the Performance Bank Guarantee in compensation for the extra costs and delays likely to result from this failure. 9.11. Limitation of Liability Provided the following does not exclude or limit any liabilities of either party in ways not permitted by applicable law:

a) the Supplier shall not be liable to the Purchaser, whether in contract, tort, or otherwise, for any indirect or consequential loss or damage, loss of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall not apply to any obligation of the Supplier to pay liquidated damages to the Purchaser; and

b) the aggregate liability of the Supplier to the Purchaser, whether under the Contract, in tort or otherwise, shall not exceed the total Contract Price, provided that this limitation shall not apply to any obligation of the Supplier to indemnify the Purchaser with respect to intellectual property rights infringement.

9.12. Source Codes, User Rights and Indemnity Liability a) The documents created during the course of this project, source codes of the

customized software, and user rights related to this project and its scope of work vests solely with the HSWC. The software (except third party software), data, hardware, networking equipment, manual, CDs, Drivers, Training material etc. will be the exclusive property of the HSWC after it is successfully tested and implemented. The Intellectual Property Rights in all Standard Software and Standard Materials shall remain vested in the owner of such rights. User rights of the newly developed software, customized software will be with the HSWC for its own use .


b) No goods or work covered by the contract shall be manufactured, sold, disposed or done by Bidder in violation of any right whatsoever of the Third Party, and in particular, but without prejudice to the generality of the foregoing of any patent right, trademark or similar right, or of any charge, mortgage or lien.

c) The Bidder shall not provide or use the goods/services for the performance of work which would infringe any Indian or foreign patent, trademark, registered design or other intellectual property rights, whether or not similar to any of the said goods.

d) Bidder should submit Certificate/Affidavit regarding non-violation / infringement of any Indian or foreign patent, trademark, registered design or other intellectual property rights.

e) The Bidder shall indemnify the HSWC for any Third Party liability arising out of patent or copyright or intellectual property or any other dispute. Bidder shall bear the cost of any dispute arising as of alleged violation of any law and policy applicable in India, with respect to this project.

f) HSWC shall have complete and total ownership and control over all the data generated, stored and processed during the Project.

9.13. Confidentiality The Bidder, their partners, suppliers, associates and their personnel shall not, at any time either during implementation or after completion of the project and further during operation and maintenance of the project, collect, compile, record, store, copy, forward or disclose in any manner any proprietary or confidential or personal information relating to the services, Agreement, the HSWC ’s official data or

information / data being recorded into the systems without the prior consent and authority of the Competent Authority. Bidder and its personnel shall not disclose any information stored in the servers of the system to any person on any ground except with the express permission of competent authority unless it is legally required as per direction of court of competent jurisdiction. For any breach of confidentially the bidder organization shall be responsible under all civil and criminal law in addition to the personal liability of the person indulging in such misconduct. 9.14. Laws and Jurisdiction The Contract and the transactions contemplated therein shall be governed by and construed in accordance with the laws of India. All the parties and their personnel deciding to participate in this process shall be deemed to be submitting themselves to the laws of India. 9.15 Failure of Services : In case of failure of services as prescribed, HSWC shall have the right to takeover all hardware, infrastructure etc. from the party so as to ensure smooth functioning of the Project.


9.16 Agreement a) The Successful Bidder will have to enter into an Agreement with the HSWC ,

for the performance of the contract on INR 100/- Non Judicial Stamped Paper, within 15 days of the communication of the final order on Bids, the cost of which has to be borne by the Bidder. HSWC shall provide Performa for such an Agreement. No variation is permitted in this Agreement.

b) Till such an Agreement is signed, there is no liability for HSWC . c) HSWC may scrap the tender or any of it part without assigning any reason at

any time before the signing of the Agreement. In case of scrapping of tender or its part HSWC will not be liable for any loss or cost to Bidder.

d) Till the signing of Agreement the Selected Bidder shall bear its own cost for all the activities relating to this tender.

e) Draft copy of the Agreement will be provided to the Successful Bidder. f) Security deposit will have to be submitted along with the agreement signing. g) On submission of security deposit and signing of the agreement, the timeline

for completion of tasks under the RFP shall commence forthwith.

9.17 Exit Management 9.17.1. Transfer of Assets The Selected Bidder will be allowed to continue work on the assets for the duration of the exit management period which may be a three months period from the date of expiry or termination of the Agreement, if required by HSWC to do so. During this period, the Selected Bidder will transfer all the assets in good working condition and as per the specifications of the bidding document including the ones being upgraded to the department/ designated agency. The security deposit/ performance security submitted by Selected Bidder will only be returned after the successful transfer of the entire project including its infrastructure. The Selected Bidder, if not already done, will transfer all the Software Licenses under the name of HSWC during the Exit Management Period. The Selected Bidder shall also transfer all the relevant Software Passwords, User Names and Keys. HSWC during the project implementation phase and the operation and management phase shall be entitled to serve notice in writing to the Selected Bidder at any time during the exit management period requiring the Selected Bidder to provide with a complete and up-to-date list of the assets within 15 days of such notice. Upon service of a notice, as mentioned above, the following provisions shall apply:

a) In the event, if the assets which are to be transferred to HSWC mortgaged to any financial institutions by the Selected Bidder, the Selected Bidder shall ensure that all such liens and liabilities have been cleared beyond any doubt, prior to such transfer. All documents regarding the discharge of such lien and liabilities shall be furnished to HSWC or its nominated agencies.


b) Files, Storage Media etc. The program, master files, transaction files on storage media, developed by the Bidder during the contract period will become the property of the HSWC from the date of its development and the same will remain in the custody of the SI in trust. The same can also be utilized by the HSWC in the manner it deems fit. These shall be handed over by the SI to the HSWC on termination of contract at the bidder cost.

c) All title of the assets to be transferred to HSWC or its nominated agencies pursuant to clause(s) above shall be transferred on the last day of the Exit Management Period. All expenses incurred during transfer of assets shall be borne by the Selected Bidder.

d) That on the expiry of this clause, the Selected Bidder and any individual assigned for the performance of the services under this clause shall handover or cause to be handed over all confidential information and all other related material in its possession, including the entire established infrastructure supplied by the Selected Bidder to HSWC .

e) That the products and technology delivered to HSWC during the contract term or on expiry of the contract duration should not be sold or re-used or copied or transferred by the Selected Bidder to other locations apart from the locations mentioned in the this bidding document without prior written notice and approval of HSWC . Supplied hardware, software & documents etc., used by Selected Bidder for HSWC shall be the legal properties of HSWC .

9.17.2. Confidential Information, Security and Data The Selected Bidder will promptly on the commencement of the Exit Management Period supply to HSWC or its nominated agencies the following:

a) Documentation relating to Intellectual Property Rights; b) Project related data and confidential information; c) All current and updated data as is reasonably required for purposes of HSWC or

its nominated agencies transitioning the services to its replacement Selected Bidder in a readily available format nominated by HSWC or its nominated agencies; and

d) All other information (including but not limited to documents, records and Agreements) relating to the services reasonably necessary to enable HSWC or its nominated agencies, or its Replacement Operator to carry out due diligence in order to transition the provision of the services to HSWC or its nominated agencies, or its Replacement Operator (as the case may be)

e) Before the expiry of the Exit Management Period, the Selected Bidder shall deliver to HSWC or its nominated agencies all new or up-dated materials from the categories set out above and shall not retain any copies thereof, except that the Selected Bidder shall be permitted to retain one copy of such materials for archival purposes only.

9.17.3. Transfer of Certain Agreements On request by HSWC , the Selected Bidder shall effect such assignments, transfers, innovations, licenses and sub-licenses as HSWC or its nominated agencies may


require in favor of HSWC or its nominated agencies, or its Replacement Operator in relation to any equipment lease, maintenance or service provision Agreement between Selected Bidder and the Third Party lessors, operators, or operator, and which are related to the services and reasonably necessary for carrying out of the replacement services by HSWC or its nominated agencies, or its Replacement Operator. Selected Bidder shall handover the copy of connectivity and back to back SLA arrangements with Network Service providers and OEMs to the HSWC to enable the latter to work out further arrangement with them post- Exit period. Right of Access to Premises: At any time during the Exit Management Period and for such period of time following termination or expiry of the SLA, where assets are located at the Selected Bidder’s premises, the Selected Bidder will be obliged to give reasonable rights of access to or, in the case of assets located on a Third Party's premises, procure rights of access to HSWC or its nominated agencies, and/ or any Replacement Operator in order to inventory the assets. 9.17.4. General Obligations of Selected Bidder

a) The Selected Bidder shall provide all such information as may reasonably be necessary to effect as seamless during handover as practicable in the circumstances to HSWC or its nominated agencies or its Replacement Operator and which the operator has in its possession or control at any time during the exit management period.

b) The Selected Bidder shall commit adequate resources to comply with its obligations under this Exit Management Clause.

9.17.5. Exit Management Plan

a) The Selected Bidder shall provide HSWC or its nominated agencies with a recommended exit management plan ("Exit Management Plan") which shall deal with at least the following aspects of exit management in relation to the SLA as a whole and in relation to the Project Implementation, the Operation and Management SLA and SOWs within 15 days in case of Suspension/termination of contract or 4 months prior to end of contract date.

b) A detailed program of the transfer process that could be used in conjunction with a Replacement Operator including details of the means to be used to ensure continuing provision of the services throughout the transfer process or until the cessation of the services and of the management structure to be used during the transfer; and

c) Plans for the communication with such of the Selected Bidder’s, staff, suppliers,

customers and any related Third Party as are necessary to avoid any material detrimental impact on HSWC operations as a result of undertaking the transfer; and


d) If applicable, proposed arrangements and Plans for provision of contingent support in terms of business continuance and hand holding during the transition period, to HSWC or its nominated agencies, and Replacement Operator for a reasonable period, so that the services provided continue and do not come to a halt.

e) The Bidder shall re-draft the Exit Management Plan by end of each year post Go-Live to ensure that it is kept relevant and up to date.

f) Each Exit Management Plan shall be presented by the Selected Bidder to and approved by HSWC or its nominated agencies.

g) In the event of termination or expiry of SLA, Project Implementation, Operation and Management SLA or SOWs each party shall comply with the Exit Management Plan.

h) During the Exit Management Period, the Selected Bidder shall use its best efforts to deliver the services.

i) Payments during the Exit Management period shall be made in accordance with the Terms of Payment Clause.

j) It would be the responsibility of the Selected Bidder to support new operator during the transition period.

9.17.6. Approval and Required Consents

a) The selected bidder (or SI) shall cooperate to procure, maintain and observe all relevant and regulatory and governmental licenses, clearances and applicable approvals (hereinafter the “Required Consents”) necessary to provide the

Services. The costs of such Approvals shall be borne by the SI normally responsible for such costs according to local custom and practice in the locations where the Services are to be provided.

b) The HSWC or its nominated agencies shall use reasonable endeavors to assist System Integrator to obtain the Required Consents. In the event that any Required Consent is not obtained, the System Integrator and the HSWC or its nominated agencies will co-operate with each other in achieving a reasonable alternative arrangement as soon as reasonably practicable for the HSWC or its nominated agencies to continue to process its work with as minimal interruption to its business operations as is commercially reasonable until such Required Consent is obtained, provided that the System Integrator shall not be relieved of its obligations to provide the Services and to achieve the Service Levels until the Required Consents are obtained if and to the extent that the System Integrator’s

obligations are not dependent upon such Required Consents. 9.18 Ethics The selected bidder represents, warrants and covenants that it has given no commitments, payments, gifts, kickbacks, lavish or expensive entertainment, or other things of value to any employee or agent of HSWC or its nominated agencies in


connection with this agreement and acknowledges that the giving of any such payment, gifts, entertainment, or other things of value is strictly in violation of HSWC standard policies and may result in cancellation of this Agreement, or the SLA. 9.19 Payment Terms The payments as per the Payment Schedule shall be paid by HSWC. However, Payment of the Bills would be payable, on receipt of advice/confirmation for satisfactory delivery/installation/re-installation, live running and service report from the concerned sites and nodal officers appointed for the purpose where the purchased equipment have been delivered. Also the bidder has to submit the certificate of insurance covering all the risks during transit, storage, installation, commissioning, testing and handling including third part liabilities. HSWC may also undertake third party audit for the software implemented and rolled out at the HSWC locations. 10. Service Level Agreement & Penalties Service Level Agreement (SL A) will form part of the contract between HSWC and the Vendor. SLA defines the terms of the vendor’s responsibility in ensuring the timely

delivery and the compliance to the Performance Indicators as detailed in this document. The Vendor has to comply with Service Levels requirements to ensure adherence to timelines, quality and availability of products / service.

The selected bidder shall sign a Service Level Agreement with HSWC indicating clear units of milestone of the scope of work in the SLA and provision will be defined in SLA as per HSWC’s needs in due course and nature of work. The selected SI will be responsible for installation of computer infrastructure at the desired locations suggested by HSWC, depending upon the volume of work and shall provide the following services:

Operation, Maintenance and customization of the existing online application of HSWC.

Supply, installation and maintenance of Hardware and peripherals. Supply and deployment of manpower as per the requirement of HSWC for

technical support, data entry, technical support, system operations and management etc.

Data Entry and uploading of the same on to the web application. Timely back up of the data and application. Generation of warehouse wise various MIS reports as per list at Appendix-

IV. Generation/ Transmission of reports to HSWC. Timely Back up of the data and application. Training of HSWC staff and role based access to HO staff to the MIS reports

database from District offices.


All Hardware for computing and training shall be provided by SI and SI shall be responsible for its operation and maintenance The current SLAs are defined based on consideration that the project rollout has to be done within 6 months from award. However, in case HSWC decides to extend the project rollout timeline on account of any unavoidable circumstances, the SLA timelines would be extended accordingly. In case SLA defined are not achieved, HSWC may decide at its discretion to impose/waive off/partially waive off the penalty if it is established that the delay is not attributable to the system integrator.

10.1 Application Development and Rollout Penalty would be deducted from the next payment being made to the System integrator. If the System integrator fails to achieve the completion of any of the application roll out milestone within the defined duration, following penalty will be applicable for deduction:

i) In case of delay in delivery of the relevant milestone based on reasons solely attributable to the SI, 2% of the payment for that relevant milestone for every week of delay beyond 10 days in case of HSWC clusters.

ii) In any case the total penalty amount shall not be greater than 10% of the total cost of the project. The HSWC may carry out the work at the risk and cost of SI if they fail to achieve the milestone with reasonable period or period decided by the department. Time extension can be considered if the delay is not on the part of the SI.

10.2 Manpower support and EDP services In case of delay beyond 48 hrs/02 working days (prescribed time limit) for entering day to day data (except legacy data) for the reasons solely attributable to the SI of a particular Cluster a penalty to the tune of 0.5% for every working day shall be imposed. In procurement seasons if the Cluster is working on holidays then the holidays shall also count as working days for penalty purposes. The maximum penalty is limited to 10% from calculated payment of that particular Cluster for a day (In which delay is caused).

10.3. Hardware Supply and Commissioning SLA for hardware supply and commissioning will define the terms of the vendor’s

responsibility in ensuring the timely delivery and compliance as detailed in this document. The Vendor has to comply with Service Levels requirements to ensure adherence to timelines, quality and availability of products / service.


HSWC shall have the right to expect the following service levels and also impose penalty on hardware vendor on its failure to meet them as under.

S. No. SLA Description Target Performance

Penalty

1 Delay in delivery of 100% of the ordered quantity of hardware (Laptop/ Desktop, Printers, Tablets, UPS etc.) at field/designated clusters after issuance of purchase order by HSWC

Within 4 weeks No Penalty

Between 4 weeks and 8 weeks

1% of the value of delayed delivery quantity. After 8 weeks 1% of the value of delayed delivery quantity per week for every subsequent week till the 16th week.

>16 week The contract may be terminated along with forfeiture of the PBG amount

2 Delay in replacement / resolution of any device or other peripheral which was found to be defective by HSWC.

Within 2 weeks from the time of reporting /delivery of H/W.

No Penalty

Between 2 weeks and 4 weeks

2 % of the value of the defective hardware

Note:

a) In case the date of delivery falls over the weekend or a Gazette holiday the same shall be delivered in the next working day.

b) In any case the total penalty amount shall not be greater than 10% of the total cost of the Project. The HSWC may carry out the work at Risk & Cost of Service Provider, if they fail to achieve milestone within a reasonable period or period decided by the department. Time extension can be granted on reasonable grounds, if the delay is not on the part of SI. The SI may apply time extension to the MD,HSWC, who shall be competent for granting time extension. In case of breech of Agreement or in case the work is left in between. The HSWC shall revoke/forfeit the Bank Guarantee.

c) Any penalty waive off decision shall be at the discretion of MD,HSWC.


Part IV -Appendix


APPENDIX-I

LIST OF WAREHOUSES AND DISTRICT OFFICES WITH CAPACITY ( COVERED & OPEN) AS ON 30/06/2015

S.NO

NAME OF WAREHOUSE

CAPACITY (MTs)

COV. OPEN TOTAL OWNED

AMBALA CIRCLE

AMBALA DISTT.

1 AMBALA CITY 16000 0 16000 16000

2 NANEOLA 4925 0 4925 4925

3 SAHA 6700 0 6700 6700

4 MULLANA 9180 0 9180 9180

5 SHAHZADPUR 10164 0 10164 10164

6 NASIRPUR 18326 0 18326 18326

TOTAL 65295 0 65295 65295

Y.NAGAR DISTT.

7 JAGADHARI 29000 0 29000 0

8 YAMUNA NAGAR 21700 0 21700 7000

9 RADAUR 10820 0 10820 10820

10 SADHAURA 5000 0 5000 5000

TOTAL 66520 0 66520 22820

CIRCLE TOTAL 131815 0 131815 88115

KURUKSHETRA CIRCLE

KURUKSHETRA DISTT.

11 KURUKSHETRA-1 16020 0 16020 16020

12 KURUKSHETRA-2 14600 0 14600 14600

13 SHAHABAD 13000 0 13000 13000

14 LADWA 20180 0 20180 20180

15 ISMAILABAD 14030 0 14030 14030

16 PEHOWA 14418 0 14418 14418

17 GUMTHALA GARHU 4000 0 4000 4000

18 PIPLI 32915 0 32915 32915

CIRCLE TOTAL 129163 0 129163 129163

KAITHAL CIRCLE

KAITHAL DISTT.

19 KAITHAL-1 20000 0 20000 9500

20 KAITHAL-2 15180 0 15180 15180


S.NO

NAME OF WAREHOUSE

CAPACITY (MTs)


21 KAITHAL-3 28340 8006 36346 36346

22 KAITHAL-4 20460 0 20460 0

23 DHAND 2451 0 2451 0

24 PUNDRI 10000 0 10000 10000

25 SIWAN 14590 0 14590 14590

26 CHEEKA - 1 19380 0 19380 19380

27 CHEEKA - 2 48896 0 48896 48896

28 JAKHOLI 17286 0 17286 17286

29 PAI 17907 0 17907 17907

30 KAUL 5670 0 5670 5670

31 KALAYAT 5300 0 5300 5300

32 RAJOUND 8932 0 8932 8932

33 SANTOKH MAJRA 10934 0 10934 10934

CIRCLE TOTAL 245326 8006 253332 219921

PANIPAT CIRCLE

PANIPAT DISTT.

34 PANIPAT-1 8000 0 8000 8000

35 PANIPAT-2 12500 3387 15887 0

36 MADLAUDA 12950 0 12950 8000

37 SAMALKHA 7000 0 7000 7000

38 ISRANA 17772 0 17772 17772

39 BAPOLI 24433 0 24433 24433

TOTAL 82655 3387 86042 65205

KARNAL DISTT.

40 SALWAN 5977 0 5977 5977

41 GHARAUNDA-1 11820 0 11820 11820

42 GHARAUNDA-2 21072 1488 22560 22560

43 JUNDLA 12000 2308 14308 14308

44 TARAORI 16000 1500 17500 7500

45 GHEER 9830 0 9830 9830

46 NIGDHU 21660 3800 25460 25460

47 BARSAT 3540 0 3540 3540

48 NISSING 14250 0 14250 14250

TOTAL 116149 9096 125245 115245


S.NO

NAME OF WAREHOUSE

CAPACITY (MTs)


SONEPAT DISTT.

49 GOHANA 12100 0 12100 12100

50 PUNGTHALA 19938 0 19938 19938

TOTAL 32038 0 32038 32038

CIRCLE TOTAL 230842 12483 243325 212488

FATEHABAD CIRCLE

HISAR DISTT.

51 BARWALA 64187 0 64187 64187

52 HANSI 61967 0 61967 61967

53 UKLANA 21920 1571 23491 23491

TOTAL 148074 1571 149645 149645

FATEHABAD DISTT.

54 FATEHABAD 19316 1480 20796 20796

55 DHARSUL 19000 0 19000 19000

56 TOHANA-1 14944 0 14944 14944

57 TOHANA-2 35000 0 35000 35000

58 JAKHAL 23902 0 23902 23902

59 RATTIA 7000 1000 8000 8000

60 BHUNA 10000 0 10000 10000

61 BHATTU 5000 0 5000 5000

TOTAL 134162 2480 136642 136642

BHIWANI DISTT. 0

62 BHIWANI 5000 0 5000 0

63 BAWANI KHERA 19200 2500 21700 21700

64 KOHLAWAS 6468 0 6468 6468

TOTAL 30668 2500 33168 28168

CIRCLE TOTAL 312904 6551 319455 314455

SIRSA CIRCLE

SIRSA DISTT.

65 SIRSA-1 10500 3010 13510 13510

66 SIRSA-2 2500 0 2500 0

67 SIRSA-3 5000 0 5000 0

68 DABWALI 7000 19000 26000 7000

69 ELLENABAD 22698 0 22698 22698


S.NO

NAME OF WAREHOUSE

CAPACITY (MTs)


70 KALANWALI 5000 1390 6390 6390

71 RANIA 16000 17400 33400 18400

72 CHAUTALA 21660 0 21660 21660

73 JIWAN NAGAR 8200 0 8200 8200

74 MALLEKAN 1225 0 1225 0

75 RORI 4130 0 4130 4130

76 BANI 7500 1000 8500 8500

77 BARAGUDHA 7392 0 7392 7392

CIRCLE TOTAL 118805 41800 160605 117880

ROHTAK CIRCLE

ROHTAK DISTT.

78 ROHTAK-1 8000 0 8000 8000

79 ROHTAK-2 7500 0 7500 0

80 LAKHAN MAJRA 7540 1200 8740 8740

81 MEHAM 9000 3695 12695 12695

TOTAL 32040 4895 36935 29435

JIND DISTT.

82 JIND 5000 0 5000 5000

83 SAFIDON-1 20901 0 20901 20901

84 SAFIDON-2 31600 0 31600 0

85 UCHANA 21454 2300 23754 23754

86 ALEWA 4800 0 4800 4800

87 DHAMTAN SAHIB 3670 0 3670 3670

88 DHANAURI 5010 0 5010 5010

89 JULLANA 51216 5551 56767 51216

90 NAGURA 18700 0 18700 18700

91 NAYA BANS 17864 0 17864 17864

92 GUGAHERI 13770 0 13770 13770

TOTAL 193985 7851 201836 164685

CIRCLE TOTAL 226025 12746 238771 194120

REWARI CIRCLE

REWARI DISTT.

93 REWARI - 1 11957 0 11957 11957

94 REWARI - 2 23050 0 23050 23050


S.NO

NAME OF WAREHOUSE

CAPACITY (MTs)


TOTAL 35007 0 35007 35007

NARNAUL DISTT.

95 NARNAUL 8000 0 8000 8000

96 KANINA 5545 0 5545 5545

97 ATELI 7420 0 7420 7420

98 N.CHAUDHARY 2000 0 2000 2000

99 MOHINDERGARH 7000 0 7000 7000

TOTAL 29965 0 29965 29965

JHAJJAR DISTT.

100 JHAJJAR 7400 0 7400 7400

101 BAHADURGARH 5000 0 5000 0

102 RAMPURA 9500 0 9500 9500

TOTAL 21900 0 21900 16900

CIRCLE TOTAL 86872 0 86872 81872

PALWAL CIRCLE

FARIDABAD DISTT.

103 KHERIKALAN 10865 0 10865 10865

104 SEVALI 16632 0 16632 16632

TOTAL 27497 0 27497 27497

PALWALDISTT.

105 PALWAL-1 7700 2712 10412 10412

106 PALWAL-3 27392 0 27392 27392

107 HODAL-1 16000 5500 21500 21500

108 HODAL-2 16996 9894 26890 0

109 BADAULI 9854 0 9854 9854

110 HATHIN 8000 1800 9800 9800

TOTAL 85942 19906 105848 78958

GURGAON DISTT.

111 PATAUDI 8000 600 8600 8600

112 FARUKH NAGAR 6000 0 6000 6000

113 SEWADI 15111 0 15111 15111

TOTAL 29111 600 29711 29711

MEWAT DISTT.

114 TAURU 10750 3080 13830 13830


S.NO

NAME OF WAREHOUSE

CAPACITY (MTs)


115 NUH 7400 1820 9220 9220

116 PINANGWAN 3000 0 3000 3000

117 F.ZHIRHA 9850 1000 10850 10850

TOTAL 31000 5900 36900 36900

CIRCLE TOTAL 173550 26406 199956 173066

G. TOTAL 1655302 107992 1763294 1531080

NOTE : NUMBER OF WAREHOUSES AND CAPACITY MAY VARY EVERY MONTH.


APPENDIX-II

TENTATIVE LIST OF WAREHOUSE CLUSTER UNITS

CLUSTER

S.NO

NAME OF CLUSTER

DISTRICT OFFICE/

WAREHOUSE

CAPACITY (MTs)

COVERED OPEN TOTAL OWNED

C-1 AMBALA D.O.

1 AMBALA CITY 16000 0 16000 16000

2 NANEOLA 4925 0 4925 4925

3 SAHA 6700 0 6700 6700

4 MULLANA 9180 0 9180 9180

5 SHAHZADPUR 10164 0 10164 10164

6 NASIRPUR 18326 0 18326 18326

C-2 YAMUNA NAGAR

7 JAGADHARI 29000 0 29000 0

8 YAMUNA NAGAR 21700 0 21700 7000

9 RADAUR 10820 0 10820 10820

10 SADHAURA 5000 0 5000 5000

C-3 KURUKSHETRA D.O.

11 KURUKSHETRA-1 16020 0 16020 16020

12 KURUKSHETRA-2 14600 0 14600 14600

13 PIPLI 32915 0 32915 32915

14 LADWA 20180 0 20180 20180

C-4 SHAHABAD 0

15 SHAHABAD 13000 0 13000 13000

16 ISMAILABAD 14030 0 14030 14030

17 GUMTHALA GARHU 4000 0 4000 4000

18 PEHOWA 14418 0 14418 14418

C-5 KAITHAL D.O.

19 KAITHAL-1 20000 0 20000 9500

20 KAITHAL-2 15180 0 15180 15180

21 KAITHAL-3 28340 8006 36346 36346

22 KAITHAL-4 20460 0 20460 0

C-6 CHEEKA - 2

23 SIWAN 14590 0 14590 14590

24 CHEEKA - 1 19380 0 19380 19380

25 CHEEKA - 2 48896 0 48896 48896


CLUSTER

S.NO

NAME OF CLUSTER

DISTRICT OFFICE/

WAREHOUSE

CAPACITY (MTs)

COVERED OPEN TOTAL OWNED C-7 PAI

26 DHAND 2451 0 2451 0

27 PUNDRI 10000 0 10000 10000

28 JAKHOLI 17286 0 17286 17286

29 PAI 17907 0 17907 17907

30 KAUL 5670 0 5670 5670

31 KALAYAT 5300 0 5300 5300

32 RAJOUND 8932 0 8932 8932

33 SANTOKH MAJRA 10934 0 10934 10934

C-8 PANIPAT D.O.

34 PANIPAT-1 8000 0 8000 8000

35 PANIPAT-2 12500 3387 15887 0

36 MADLAUDA 12950 0 12950 8000

37 SAMALKHA 7000 0 7000 7000

38 ISRANA 17772 0 17772 17772

C-9 GHARAUNDA-1

39 BAPOLI 24433 0 24433 24433

40 SALWAN 5977 0 5977 5977

41 GHARAUNDA-1 11820 0 11820 11820

42 GHARAUNDA-2 21072 1488 22560 22560

43 BARSAT 3540 0 3540 3540

C-10 NIGDHU

44 JUNDLA 12000 2308 14308 14308

45 TARAORI 16000 1500 17500 7500

46 GHEER 9830 0 9830 9830

47 NIGDHU 21660 3800 25460 25460

48 NISSING 14250 0 14250 14250

C-11 HANSI

49 BARWALA 64187 0 64187 64187

50 HANSI 61967 0 61967 61967

51 UKLANA 21920 1571 23491 23491

52 BHIWANI 5000 0 5000 0

53 BAWANI KHERA 19200 2500 21700 21700

54 MEHAM 9000 3695 12695 12695

55 KHOLAWAS 6468 0 6468 6468


CLUSTER

S.NO

NAME OF CLUSTER

DISTRICT OFFICE/

WAREHOUSE

CAPACITY (MTs)


C-12 FATEHABAD D.O.

56 FATEHABAD 19316 1480 20796 20796

57 BHUNA 10000 0 10000 10000

58 BHATTU 5000 0 5000 5000

C-13 TOHANA-2

59 DHARSUL 19000 0 19000 19000

60 TOHANA-1 14944 0 14944 14944

61 TOHANA-2 35000 0 35000 35000

62 JAKHAL 23902 0 23902 23902

63 RATTIA 7000 1000 8000 8000

C-14 SIRSA D.O.

64 SIRSA-1 10500 3010 13510 13510

65 SIRSA-2 2500 0 2500 0

66 SIRSA-3 5000 0 5000 0

C-15 DABWALI

67 DABWALI 7000 19000 26000 7000

68 KALANWALI 5000 1390 6390 6390

69 CHAUTALA 21660 0 21660 21660

C-16 RANIA

70 RANIA 16000 17400 33400 18400

71 ELLENABAD 22698 0 22698 22698

72 JIWAN NAGAR 8200 0 8200 8200

73 MALLEKAN 1225 0 1225 0

74 RORI 4130 0 4130 4130

75 *BANI 7500 1000 8500 8500

76 BARAGUDHA 7392 0 7392 7392

C-17 ROHTAK D.O.

77 ROHTAK-1 8000 0 8000 8000

78 ROHTAK-2 7500 0 7500 0

79 SAFIDON-1 20901 0 20901 20901

80 SAFIDON-2 31600 0 31600 0

C-18 JIND

81 JIND 5000 0 5000 5000

82 ALEWA 4800 0 4800 4800

83 NAGURA 18700 0 18700 18700


CLUSTER

S.NO

NAME OF CLUSTER

DISTRICT OFFICE/

WAREHOUSE

CAPACITY (MTs)


84 UCHANA 21454 2300 23754 23754

85 DHANAURI 5010 0 5010 5010

86 DHAMTAN SAHIB 3670 0 3670 3670

87 NAYA BASS 17864 0 17864 17864

88 GUGAHERI 13770 0 13770 13770

C-19 JULLANA 0

89 JULLANA 51216 5551 56767 51216

90 LAKHAN MAJRA 7540 1200 8740 8740

91 GOHANA 12100 0 12100 12100

92 PUNGTHALA 19938 0 19938 19938

C-20 REWARI D.O.

93 REWARI - 1 11957 0 11957 11957

94 REWARI - 2 23050 0 23050 23050

95 KANINA 5545 0 5545 5545

C-21 NARNAUL

96 NARNAUL 8000 0 8000 8000

97 ATELI 7420 0 7420 7420

98 N.CHAUDHARY 2000 0 2000 2000

99 MOHINDERGARH 7000 0 7000 7000

100 JHAJJAR 7400 0 7400 7400

101 BAHADURGARH 5000 0 5000 0

102 RAMPURA 9500 0 9500 9500

C-22 PALWAL D.O.

103 PALWAL-1 7700 2712 10412 10412

104 PALWAL-3 27392 0 27392 27392

105 KHERIKALAN 10865 0 10865 10865

106 HATHIN 8000 1800 9800 9800

107 HODAL-1 16000 5500 21500 21500

108 HODAL-2 16996 9894 26890 0

109 BADAULI 9854 0 9854 9854

110 PINANGWAN 3000 0 3000 3000

111 F.ZHIRHA 9850 1000 10850 10850

112 SEVALI 16632 0 16632 16632


CLUSTER

S.NO

NAME OF CLUSTER

DISTRICT OFFICE/

WAREHOUSE

CAPACITY (MTs)

COVERED OPEN TOTAL OWNED C-23 TAURU

113 TAURU 10750 3080 13830 13830

114 NUH 7400 1820 9220 9220

115 PATAUDI 8000 600 8600 8600

116 FARUKH NAGAR 6000 0 6000 6000

117 SEWADI 15111 0 15111 15111


APPENDIX-III

Detailed Functional Coverage of Work : 1. Web Site on WCAG Guidelines; Need to develop an integrated website with web content accessibility guideline (WCAG 2.0) more accessible to people with disability . Accessibility involves a wide range of disabilities including visual auditory, physical . speech, cognitive language, learning and neurological disabilities and website should be uploaded , updated through content management system (CMS). 2 Implementation of application SMART : To create cluster of Warehouses numbering about 30 which may increase or decrease, depending upon capacity and geographic location, for the ease of data entry, validation and delivery of deliverables like output report MIS / query reports etc.. Every cluster is expected to be equipped with its own IT infrastructure and is responsible for the region’s data entry and delivery

of end product in the form of reports to the end users at Warehouse and District Offices. 3 Customize the application software, design, develop and implement add-on modules: The Haryana Government is appointing consultant for FoodNet project who will conduct gap analysis of ongoing similar projects in State procuring/ storage agencies. The SI will ensure that the gaps identified by the consultant in SMART application are addressed to meet the requirement of organization. The SI shall be responsible to design, develop and implement the ERP like solutions in consultation with HSWC as under:

3.1 Finance and Accounts

i) General Accounts Receivable, Accounts Payable, Storage charges and Billing, Asset Accounting, Cash / Bank Management, Funds Management, General Ledger, Budgeting and Planning, Depositor / Gunny / Paddy/ Wheat Accounts, etc ii) Salary Unit Drawing salary including allowances, bonuses, etc. of employees of all categories –regular, contract ,temporary / various advances and settlements / reimbursement of various allowances / retirements and final payments/issue of annual Form 16 / Form 16A / pay fixation and arrear payments etc. iii) Payroll Module: Payroll module must cover Employee Master, Employee Transactions, Leave and Attendance, Payroll and Statutory Modules. iv) Retirement Benefits Unit Pension Payment of retirement benefits i.e. gratuity, pension, family pension, commuted value of pension / pension revision and payment of arrears due to revision in pay / monthly pension disbursement of approx.. 1900 pensioners and family pensioners /


income tax calculation and issue of Form 16 / preparing budget for pensionary benefits v) GPF / CPF GPF, CPF subscriptions, advances, withdrawals and payments.

NPS Registration of employees / transfer of NPS subscription to Specified Financial Institutions subscribers account / final payment of accumulated fund through NSDL Bank reconciliation / preparation of final accounts / investment funds in banks / budget preparation. Stores Accounts Unit Local purchase through purchase order / payment through telegraphic transfer and through letter of credit, etc.

Payment for construction work bills / maintenance and repair bills / power supply and electrical maintenance works / interior renovation / decoration / design works / public health works, etc. Employee Service Book, Faculty Affairs, Leave Travel Concession, Payroll, Recruitment, Staff Training, etc.

2.2 Personnel Information System (PIS) The Personnel Information system is a Computer based system for maintenance of the Service Registers of individuals in the HSWC. The details pertaining to personnel, postings, promotions, increments, career growth, qualifications, departmental tests passed, training attended, family details etc are stored in this system. Retrieval of information should be possible based on any individuals or on collective information grouped by certain categories namely designation, retirement, length of service, place of working etc.

i) Admin Module: Admin module is the administrative module that should be operated by the Head Office/ District Office of HSWC. Here various options must be provided to control the Application Module. Head Office can generate various reports, view or edit branch filled in forms etc. All the employees should have their unique login id’s.

Though these unique login’s the employee’s can see all their information’s

regarding leaves, promotion, salary, education etc. Following details of all the employees should be maintained:

Joining details, Promotion, Additional Charge ,Training, Disciplinary Action (Suspension/Termination) ,Charge Sheets, ACR details & Property Return

Transfer/Posting Salary , Pay Scale, Qualification, Service Book, Leave, Leave Travel Concession Details,

Legal, Loans/Advances, Retirement Details


ii) Role Assignment: Role assignment is done on the basis of the designation given to the members of the organization. This role assignment is divided into three different levels: iii) MIS Reports: MIS report is known as Management Information System. It must contain the details regarding the Manpower status of a particular month, place and overall. Some of the MIS reports should be:

Training details of Employees Details of Date of Increment consolidate List of leaves taken by employees Seniority List Details of Retirements, Suspension, Promotion of Employees Details of various punishments given to employees Designation wise summary Service Book Annual Confidential Report Cadre wise reports Posting wise employee details List of employees transferred

Any other report desired by the Corporation. iv) Anticipated Benefits of the Personal Information System:

Finding ground level employee performance by the topmost manager. Maintenance of profile details of the employees, and retrievals as and

when required. Overall & detailed view of the organization hierarchy, which is very

much essential in making effective decisions. Judging the potential of the employees. Maintenance of the data when the organization has many branches

spread over wide geographical area. Accessing one branch information from another branch. Future planning issues based on the current HR information. Employees success planning. Vacancy situations and their priority /effect on the organizations

performance. 2.3 Construction Management System : The construction and maintenance of storage godowns and ancillary infrastructure is carried out through the Construction Wing of the HSWC . 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 activity. The module automates the functioning of Construction wing of HSWC. Construction wing is undertaking construction and maintenance of godowns 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.

Works Accounts Unit Payment for construction work bills / maintenance and repair bills / power supply

and electrical maintenance works / interior renovation / decoration / design works / public health works, etc.


APPENDIX-IV MAINTENANCE OF RECORD AND REPORTS Following records/registers are maintained in the Warehouses and are expected to be

generated by the Integrated SMART System at warehouse / Cluster, District/ H.O. level.

Warehouse Record

Sr. No.

Name of Record Sr. No.

Name of Record

1 Main Gate register 10 Storage charges Register 2 Sub operation register 11 Insecticide Register 3 Main operation 12 Made up bag Register 4 Tech. Inspection Register

(Stack wise Register) 13 Dead stock Register

5 Godown Register 14 Gunny bag Register 6 WHR 15 Storage gain/loss register 7 Depositor Ledger 16 Insurance register 8 Stock Ledger 17 Railway Receipt Register 9 Custom Ledger

Weekly/ Fortnightly Monthly reports

Sr. No.

Name of Record Sr. No.

Name of Record

1 Weekly costume Report 8 Dis-infestation Extension service Scheme (DESS)

2 Business Report 9 Farmers Extension Service Scheme (FESS)

3 Monthly Technical Report (MTR) 11 Recoupement Statement 4 Technical Appraisal Report 12 General Cash Book 5 Fortnightly stock poison 13 Monthly Condition Report (MCR) 6 Storage loss/gain report 14 Monthly Fumigation Report 7 Stock Account of gunnies

Accounts books, ledgers, etc. as required in accounting procedure. Any other if required by user department.

The Application should generate following minimal MIS reports to be available on line to all the authorized users.

i. Statement of Transactions ( Deposits / Dispatches over a period of time) ; ii. Stock position ( Commodity / Depositor over a period of time) iii. Warehouse Utilization flow during a period; iv. Income and Expenditure Statement (monthly) v. Storage Gain/ Loss Analysis vi. Balance Sheet (Quarterly and Annually) vii. Procurement/ Stock position/ Storage Billing Reports required by Warehouse

Manager and District Manager


Appendix V: Pre-Qualification & Technical Bid Templates The bidders are expected to respond to the RFP using the forms given in this section and all documents supporting Pre-Qualification / Technical Evaluation Criteria. Pre-Qualification Bid & Technical Proposal shall comprise of following forms: Forms to be used in Technical Proposal

Form 1: Particulars of the Bidders

Form 2: Compliance Sheet for Pre-qualification Proposal

Form 3: Compliance Sheet for Technical Proposal

Form 4: Performance Bank Guarantee

Form 5: Letter of Proposal

Form 6: Project Citation Format

Form 7: Proposed Solution

Form 8: Proposed Work Plan

Form 9: Curriculum Vitae (CV) of Key Personnel

Form 10: Consortium MOU


Form 1: Particulars of the Bidder SI No. Information Sought

Details to be Furnished

A Name and address of the bidding Company

B Incorporation status of the firm (public limited / private limited, etc.)

C Year of Establishment D Date of registration E ROC Reference No. F Details of company registration

G Details of registration with appropriate authorities for service tax

H PAN Card I Service Tax Registration Number

J Sales Tax Registration Number K Name, Address, email, Phone nos. and Mobile

Number of Contact Person

Note: All the above information is mandatory


Form 2: Compliance Sheet for Pre-qualification The documents mentioned in this compliance sheet along with this form will be used for pre-qualification of the bidders and should form a part of the Technical Proposal. S. No.

Basic Requirement

Documents Required Provided

Reference & Page Number

1. Cost of Tender Scanned copy of Demand draft Yes / No

2 Legal Entity Copy of the Certificate of Incorporation in India

Yes / No

3 Particulars of the Bidders

As per Form 1 Yes / No

4 Earnest Money Deposit & e-Service fee

Scanned copy of demand draft Yes / No

5 Annual Turnover for FY 2013-14, 2012-13 and 2011-12

Audited financial statements for the three financial years; OR Certificate from the statutory auditor

Yes / No

6 Positive Net Worth during FY 2013-14, 2012-13 and 2011-12

CA’s certificate confirming net

worth Yes / No

7 Consortium [As relevant]

Copy of Consortium MOU Yes / No

8 Technical Capability (Application Development & Rollout)

Completion/Implementation Certificate from the client; OR Work Order + Self Certificate of Completion from authorized signatory; OR Self-Certificate in affidavit form for Phase Completion from the Statutory Auditor/CA confirming receipt of 60% or more payment of project value

Yes / No


9 Technical Capability (Hardware Supply and Commissioning)

Completion/Implementation Certificate from the client; OR Work Order + Self Certificate of Completion from authorized signatory; OR Self-Certificate in affidavit form for Phase Completion from the Statutory Auditor/CA confirming receipt of 60% or more payment of project value

Yes / No

10 Manpower Strength Self-Certification by an authorized signatory

Yes / No

11 Quality Certifications

Active CMMi Certification from SEI and listing in SEI website

Yes / No

12 Locational capability for hardware supply, commissioning and support

Self-Certification by authorized signatory

Yes / No -

13 Blacklisting Self-certificate letter Yes / No


Form 3: Compliance Sheet for Technical Proposal The Technical proposal should comprise of the following basic requirements. The documents mentioned in this compliance sheet along with this form, needs to be a part of the Technical proposal S. No.

Specific Requirements Documents Required Compliance

Reference & Page No.

1 Covering Letter for Technical Proposal

As per Form 5 Yes / No

2 Technology: Demonstrated robustness of the solution in terms of

Scalability Security

Ease of implementation

A note containing details on: a) Solution architecture b) Security c) System Performance d) Supported Platform Operating System e) Client Hardware Operating System f) Database g) System Management h) Web Server Support i) Application Server Support j) Single Sign-on k) Presentation l) Session Management m) Integration capabilities n) Auditing / Reporting features Disaster recovery & back-up

Yes / No

3 Project experience for Application Development ,Hardware supply and Rollout: Number of citations as per the Technical Qualification Criteria

Project citation (Form 6) AND Completion/Implementation Certificate from the client; OR Work Order + Self Certificate of Completion from authorized signatory; OR Self-Certificate in affidavit form for Phase Completion from the Statutory Auditor/CA confirming receipt of 60% or more payment of project value

Yes / No


4 Project experience for Hardware Supply, Commissioning and Maintenance Services: Number of citations as per the Technical Qualification Criteria

Project citation (Form 6) AND Completion/Implementation Certificate from the client; OR Work Order + Self Certificate of Completion from authorized signatory; OR Self-Certificate in affidavit form for Phase Completion

Yes / No

5 Training: Trainings proposed by the bidder including number of trainings, contents, delivery mechanism at various levels and locations of HSWC

A note on training containing a) Training model b) Approach c) Deliverables

Yes / No

6 Profile of proposed team members: Relevant assignment experience / Years of experience / Certifications in Technology specific to Solution proposed

Form 9 Yes / No

7 Project Methodology, Support and Documentation

Form 8 & additional notes/document for support & documentation

Yes / No


Form 4: Performance Bank Guarantee <Location, Date> PERFORMANCE SECURITY:

<Name> <Designation> <Address> <Phone Nos.> <Fax Nos.> <email id>

Whereas, <<name of the supplier and address>> (hereinafter called “the bidder”) has

undertaken, in pursuance of contract no. <Insert Contract No.> dated. <Date> to provide Implementation services for <<name of the assignment>> to HSWC (hereinafter called “the beneficiary”) And whereas it has been stipulated by in the said contract that the bidder shall furnish you with a bank guarantee by a recognized bank for the sum specified therein as security for compliance with its obligations in accordance with the contract; And whereas we, <Name of Bank> a banking company incorporated and having its head /registered office at <Address of Registered Office> and having one of its office at <Address of Local Office> have agreed to give the supplier such a bank guarantee. Now, therefore, we hereby affirm that we are guarantors and responsible to you, on behalf of the supplier, up to a total of Rs.<Insert Value> (Rupees <Insert Value in Words> only) and we undertake to pay you, upon your first written demand declaring the supplier to be in default under the contract and without cavil or argument, any sum or sums within the limits of Rs. <Insert Value> (Rupees <Insert Value in Words> only) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. We hereby waive the necessity of your demanding the said debt from the bidder before presenting us with the demand. We further agree that no change or addition to or other modification of the terms of the contract to be performed there under or of any of the contract documents which may be made between you and the Bidder shall in any way release us from any liability under this guarantee and we hereby waive notice of any such change, addition or modification. This Guarantee shall be valid until <<Insert Date>>) Notwithstanding anything contained herein: I. Our liability under this bank guarantee shall not exceed Rs. <Insert Value> (Rupees <Insert Value in Words> only). II. This bank guarantee shall be valid up to <Insert Expiry Date>) III. It is condition of our liability for payment of the guaranteed amount or any part thereof arising under this bank guarantee that we receive a valid written claim or demand for payment under this bank guarantee on or before <Insert Expiry Date>) failing which our liability under the guarantee will automatically cease. (Authorized Signatory of the Bank) Seal: Date:


Form 5: Letter of Proposal To

The Managing Director Haryana State Warehousing Corporation Bays 15-18, Sector-2, Panchkula- 134112 Tel. No. 0172-2587641 FAX No.0172-2578481 E-mail: hwc @hry.nic.in

Subject: Submission of the Technical bid for Implementation of SMART Application Software. Dear Sir/Madam, We, the undersigned, offer to provide systems implementation solution to HSWC on Software Development and Rollout of Integrated SMART system with your Request for Proposal dated <insert date> and our Proposal. We are hereby submitting our Proposal, which includes this Technical bid and the Financial Bid sealed in a separate envelope. We hereby declare that all the information and statements made in this Technical bid are true and accept that any misinterpretation contained in it may lead to our disqualification. We undertake, if our Proposal is accepted, to initiate the Implementation services related to the assignment not later than the date indicated in Fact Sheet. We agree to abide by all the terms and conditions and agree for unconditional acceptance of all the contents of the RFP document. We would hold the terms of our bid valid for 180 days as stipulated in the RFP document. We understand you are not bound to accept any Proposal you receive. Yours sincerely,

Authorized Signature [In full and initials]: Name and Title of Signatory:

Name of Firm: Address: Location:

Date:


Form 6: Project Citation Format Relevant IT project experience (provide no more than 5 projects in the last 5 years) General Information Name of the project Client for which the project was executed Name and contact details of the client Project Details Description of the project Scope of services Service levels being offered/ Quality of service (QOS)

Technologies used Outcomes of the project Other Details Total cost of the project Total cost of the services provided by the respondent

Duration of the project (no. of months, start date, completion date, current status)

Other Relevant Information Letter from the client to indicate the successful completion of the projects

Copy of Work Order


Form 7: Proposed Solution Technical approach, methodology and work plan are key components of the Technical Proposal. You are suggested to present a detailed note on Approach and Methodology divided into the following sections:

a) Solution Proposed b) Understanding of the project (how the solution proposed is relevant to the understanding) c) Technical Approach and Methodology

Form 8: Proposed Work Plan No

Activity

Calendar Months

1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 1. Indicate all main activities of the assignment, including delivery of reports (e.g.: inception, interim, and final reports), and other benchmarks such as Purchaser approvals. For phased assignments indicate activities, delivery of reports, and benchmarks separately for each phase. 2. Duration of activities shall be indicated in the form of a bar chart.


Form 9: Curriculum Vitae (CV) of Key Personnel

General Information Name of the person Current Designation / Job Title Current job responsibilities Proposed Role in the Project Proposed Responsibilities in the Project Academic Qualifications:

Degree

Academic institution graduated from

Year of graduation

Specialization (if any)

Key achievements and other relevant information (if any)

Professional Certifications (if any) Total number of years of experience Number of years with the current company Summary of the Professional / Domain Experience

Number of complete life cycle implementation carried out

Names of customers (Please provide the relevant names)


Form 10: Consortium MOU Between M/s ___________ having its registered office at _________ (hereinafter referred to as ………..) acting as the Lead Partner of the first part, And M/s ___________ having its registered office at _________ (hereinafter referred to as ………..) in the capacity of a Joint Partner of the other part The expressions of ________ and ________ shall wherever the context admits, mean and include their respective legal representatives, successors-in-interest and assigns and shall collectively be referred to as “the Parties” and individually as “the Party” WHEREAS: Food Corporation of India ( HSWC ) [hereinafter referred to as “Purchaser”] has invited

bids for _________ (insert name of the work). NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS: The following documents shall be deemed to form and be read and construed as an integral part of this MOU. i. Notice for Bid, and ii. Bidding document iii. Any Addendum/Corrigendum issued by Food Corporation of India iv. The bid submitted on our behalf jointly by the Lead Partner The ‘Parties’ have studied the documents and have agreed to participate in submitting a ‘bid’ jointly. M/s ________ shall be the lead partner of the Consortium for all intents and purpose and shall represent the Consortium in its dealing with the Purchaser. For the purpose of submission of bid proposals, the parties agree to nominate __________ as the Leader duly authorized to sign and submit all documents and subsequent clarifications, if any, to the Purchaser. However M/s ________ shall not submit any such proposals, clarifications or commitments before securing the written clearance of the other partner which shall be expeditiously given by M/s __________ to M/s ____________. The lead partner shall be authorized to incur the liabilities and receive instructions for and on behalf of any and all partners of consortium. The lead partner will be solely responsible to design, development, configuration, and/ or customization, implementation and maintenance of Depot Online System, change management and training. The ‘Parties’ have resolved that the following distribution of responsibilities will be followed in the event that the Consortium Bid is accepted by Food Corporation of India. a) Lead Partner share ___ %;


Responsibilities (i) (ii) (iii) b) Consortium Partner share ___ %; Responsibilities (i) (ii) (iii) Assignment and Third Parties The parties shall co-operate throughout the entire period of this MOU on the basis of exclusivity and neither of the Parties shall make arrangement or enter into agreement either directly or indirectly with any other party or group of parties on matters relating to the Project except with prior written consent of the other party and HSWC . Responsibilities All partners of the Consortium shall be liable jointly and severally for the execution of the Contract in accordance with the Contract terms, Executive Authority The said Consortium through its authorized representative shall receive instructions, payments from the Purchaser. The management structure for the project shall be prepared by mutual consultations to enable completion of project to quality requirements within permitted cost and time. Guarantees and Bonds Till the award of the work, the lead partner shall furnish bid bond and all other bonds/guarantees to the Purchaser on behalf of the Consortium which shall be legally binding on all the partners of the Consortium. Bid Submission Each Party shall bear its own cost and expenses for preparation and submission of the bid and all costs until conclusion of a contract with the Purchaser for the Project. Common expenses shall be shared by both the parties in the ratio of their actual participation. Indemnity Each party hereto agrees to indemnify the other party against its respective parts in case of breach/default of the respective party of the contract works of any liabilities sustained by the Consortium. For the execution of the respective portions of works, the parties shall make their own arrangements to bring the required finance, plants and equipment, materials, manpower and other resources. All the payments from HSWC will be received by the Lead partner. Documents and Confidentiality


Each Party shall maintain in confidence and not use for any purpose related to the Project all commercial and technical information received or generated in the course of preparation and submission of the bid. Arbitration Any dispute, controversy or claim arising out of or relating to this agreement shall be settled in the first instance amicably between the parties. If an amicable settlement cannot be reached as above, it will be settled by arbitration in accordance with the Indian Arbitration and Conciliation Act 1996 or any amendments thereof. The venue of the arbitration shall be Panchkula/ Chandigarh. Validity This Agreement shall remain in force till the occurrence of the earliest to occur of the following, unless by mutual consent, the Parties agree in writing to extend the validity for a further period. a) The bid submitted by the Consortium is declared unsuccessful, or b) Cancellation/ shelving of the Project by the Purchaser for any reasons prior to award of work c) Execution of detailed Consortium agreement by the parties, setting out detailed terms after award of work by the Purchaser. This MOU is drawn in ___ number of copies with equal legal strength and status. One copy is held by M/s _________ and the other by M/s. __________ and a copy submitted with the proposal. This MOU shall be construed under the laws of India. Notices Notices shall be given in writing by fax confirmed by registered mail or commercial courier to the followingfax numbers and addresses: Lead Partner Other Partner ---------------------- ---------------------- ---------------------- ---------------------- (Name & Address) (Name & Address) IN WITNESS WHEREOF, THE PARTIES have executed this MOU the day, month and year first before written. M/s ________________ M/s ________________ -------------------------------- -------------------------------- (Seal) (Seal) Witness 1. _________________ (Name & Address) 2. _________________ (Name & Address)


Appendix VI: Commercial Proposal Template The bidders are expected to respond to the RFP using the forms given in this section for Commercial Proposal. Form 1: Covering Letter Form 2: Commercial Bid Template


Form 1: Covering Letter To

The Managing Director Haryana State Warehousing Corporation Bays 15-18, Sector-2, Panchkula- 134112 Tel. No. 0172-2587641 ,FAX No.0172-2578481 E-mail: hwc @hry.nic.in

Subject: Submission of the financial bid for development and implementation of Integrated SMART system Dear Sir/Madam, We, the undersigned, offer to provide the Implementation services for Software Development and Rollout of Integrated SMART system in accordance with your Request for Proposal dated [Date] and our Proposal (Technical and Financial Proposals). Our attached Financial Proposal is for the sum of [Amount in words and figures]. This amount is inclusive of all taxes except service tax.. 1. PRICE AND VALIDITY

All the prices mentioned in our Tender are in accordance with the terms as specified in the RFP documents. All the prices and other terms and conditions of this Bid are valid for a period of <days> calendar days from the date of opening of the Bid.

We hereby confirm that our prices include all taxes except service tax. We understand that the actual payment would be made as per the existing

indirect tax rates during the time of payment. 2. UNIT RATES We have indicated in the relevant forms enclosed, the unit rates for the purpose of on account of payment as well as for price adjustment in case of any increase to / decrease from the scope of work under the contract. 3. UNCONDITIONAL ACCEPTANCE We declare that all the services shall be performed strictly in accordance with the Tender documents and agree for unconditional acceptance of all contents of the RFP document, irrespective of whatever has been stated to the contrary anywhere else in our bid.


4. TENDER PRICING We further confirm that the prices stated in our bid are in accordance with your Instruction to Bidders included in Tender documents. 5. QUALIFYING DATA We confirm having submitted the information as required by you in your Instruction to Bidders. In case you require any other further information/documentary proof in this regard before evaluation of our Tender, we agree to furnish the same in time to your satisfaction. 6. BID PRICE We declare that our Bid Price is for the entire scope of the work as specified in the <Refer Section No.>. These prices are indicated Commercial Bid attached with our Tender as part of the Tender. 7. PERFORMANCE BANK GUARANTEE We hereby declare that in case the contract is awarded to us, we shall submit the Performance Bank Guarantee as specified in the Appendix-V of this RFP document. Our Financial Proposal shall be binding upon us, up to expiration of the validity period of the Proposal, i.e., [Date]. We hereby declare that our Tender is made in good faith, without collusion or fraud and the information contained in the Tender is true and correct to the best of our knowledge and belief. We understand that our Tender is binding on us and that you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature: Name and Title of Signatory: Name of Firm: Address:


Form 2: Commercial Bid Template Instruction:

Instructions 1 Bidder must provide all prices as per the prescribed format. Bidder should not

leave any field blank. In case the field is not applicable, Bidder must indicate “0”

(Zero) in all such fields. 2 Bidder must refer to the RFP for details on the requirements for each cost

component and ensure that quoted price is all inclusive. HSWC will not pay any additional amount for any missing item(s) which is deemed to be necessary for the successful roll out of the project.

3 Prices must be entered in Indian Rupees ONLY. 4 All costs should be inclusive of all applicable taxes and levies except service tax. 5 Price bid evaluation will be done on the total cost. 6 HSWC reserves the right to ask the Bidder to submit proof of payment against

any of the taxes, duties, levies indicated. 7 Bidders are required to provide per unit rate wherever applicable as per the

commercial bid template; per unit rate should not exceed the rate used for calculating the total cost.

8 HSWC reserves the right to increase or decrease the number of clusters , networking and quantity of hardware to be deployed in clusters/D.O./H.O. .

9 The bidder will ensure that the quoted prices for all software and hardware components will be valid for the entire period of the contract and without any additional operational and maintenance charges for the same.

THE UNIT RATES PRESCRIBED FOR ANY OF THE ITEMS MENTIONED WILL BE VALID FOR ADDITIONAL PROCUREMENT OF THOSE ITEMS DURING THE CONTRACT PERIOD, IF HSWC FEELS THE NEED FOR ADDITIONAL ITEMS TO BE PROCURED.


Table A: Total Cost

S. No.

Item Table Name

Total Cost in INR

1 Web Portal design, Software, & Warranty Cost

B

2 Manpower , Training and Support Services Cost ( as calculated at (d) in Table C)

C

3 Hardware Cost D Total Cost: Total cost in words:

Table B: Web Portal, Software & Warranty Cost

Activity Software

Cost ( `)

4 Years Warranty Cost (b)

a) Web Portal Design, hosting with CMS as per WCAG guidelines

b) Customization of SMART application, Software design, development , implementation & warranty cost (including licensing Cost with source code and security audit), mobile app etc. PERSONNEL INFORMATION SYSTEM (PIS)

CONSTRUCTION MANAGEMENT SYSTEM (CMS)

SUB TOTAL

Others (please specify)

Total Cost (a+b) (Please mention the amount in figures)

Total Cost in words (a+b)

Instructions: Software Cost must include any software license cost if applicable, performance and security audit required for execution of the end to end project and consider the Total Cost of Ownership (TCO). HSWC shall not pay for any additional licenses during the contract period.


Table C: Manpower, Training and Support Services Cost Activity/ Service Total Cost (per cluster /per month )

including H.O. & D.O.

EDP SERVICES COST FOR IMPLEMENTATION

Year 1 Year 2 Year 3 Year 4

i) Manpower deployment, Data collection, data Entry, validation, transmission, connectivity, maintenance, Training, Stationery (CDs/pen drive etc.),for SMART application #

(a) Total cost per cluster per month

(b) Total Cost per year for 23 clusters (23*12*a)

(c) Total cost per year in words

(d) Total Average yearly cost of four years

(in words)

# The bidder must include the cost of training to HSWC officials in operations of Integrated SMART system. The first training will be carried out on roll out of Phase-1 at all nine circle and head office. The second training on rollout of phase-2 at all nine circle and head office, followed by quarterly training at District office and head office. The training batch will not exceed 20 officials.

Stationery and printer toner shall be provided by the respective District Manager, HSWC on demand to SI. However, SI shall maintain buffer stock of these items so that operations and reporting is not held up for want of stationery items.

Bidder has to include costs for travel, lodging, and other expenses relevant for the support.

Table D: Hardware Cost :

S.No. Hardware Item No. Of each hardware item (a)

Unit Cost of Item including 3 years warranty (b)

Total Cost for each Item per cluster (c = a x b)

1 Desktop /Laptop with minimum of three hours power backup.

91

2 Laser Printer 69 3-in-one heavy 20


duty laser printer 3 Tablets 74 4. Others Total Cost: Total Cost In Words:

Gestation Deployment Period: We do hereby undertake that in the event of acceptance of our bid, the proposed manpower will be delivered within 4 weeks unless otherwise specified in the purchase order.

1. Terms of Taxes: The monthly prices quoted are inclusive of all taxes. 2. We agree to abide by our offer for a period of 90 Days from the date fixed for

opening of the Technical bids and that we shall remain bound by a communication of acceptance within that time.

3. We hereby certify that we have read and understood the terms and conditions applicable to the bidder and we do hereby undertake to supply as per these terms and conditions.

4. Certified that the Bidder is: Or A company and the person signing the bid/offer is the constituted attorney.

5. We do hereby undertake that until a formal Contract is prepared and executed, this bid, together with your written acceptance thereof and placement of letter of intent awarding the Contract shall constitute a binding Contract between us.

Deliverables: Supply and Installation of ready to use Hardware Infrastructure where ever

required at district/Cluster level. Collection of data and its porting (including data entry) into database and

application. Training of personnel for use of the developed software. User & Training Manual of the software. End to end delivery of services within agreed time frame and submission of

agreed MIS reports to HWC at agreed frequency. Maintenance of Hardware, application software and data during period of

contract. Transfer of all Hardware, application, data and backup to HWC in perfect

operating conditions on expiry of the contract.

Signature of Bidder

Dated: Full Name: ___________________ Stamp: ___________________


Appendix VII: To Be IT Landscape

The following key focus areas should be taken into consideration while preparing the To-Be IT solution design. 1. Convert manual registers into electronic format The practice of maintaining manual registers at each step of the operational processes by different functional groups should be replaced by at-source capturing and submission of data through respective users. The captured data at each step during the day will get automatically consolidated and rolled up to generate the daily/weekly/fortnightly/monthly registers and reports. This would eliminate the need of keeping track of the operational/stock data manually as temporary notes and finally entering the same data in the different registers. So the IT solution should have provision to capture form-based data, submitted by different users at each step, for future access and use/reference and maintain the integrity and quality of the data. 2. Mobility solution using tablets and smart phones for convenient capturing of data at-source anytime anywhere Most of the depot level operations occur either in the godowns, or at the procurement/purchase centers. This would necessitate the use of smart phones and tablets for data entry, data submission, data view or status checking purposes due to the lack of feasibility in having desktop or PC setup at each point of transactional data source/origin. 3. Offline mode of operation to handle the inconsistent or ‘no’ connectivity situations during the normal day-to-day operations The connectivity across and within all the HSWC clusters / warehouses may not be similar and consistent due to the lack of availability of adequate network infrastructure in the local environment. As a result, the To-Be IT landscape should include both offline and online mode of operation as a key functionality like data capturing of receipt, dispatch and procurement . 4. Efficient maintenance of all the warehouse level operational data for MIS reports The current practice of day-end entry of data in the standalone applications for MIS reports generation purpose should be replaced by real-time data entry in a single application. This would not only reduce the effort in capturing data in multiple applications, which had earlier led to redundancy and duplication, but also improve the accuracy of the captured data. The To-Be IT solution should thus help HSWC in phasing out of some of the current standalone MIS applications thereby reducing the maintenance effort, and enabling more efficient monitoring and increase in productivity.


5. Analytics and management dashboard for informed decision making or decision support The To-Be IT solution should provide a higher degree of management reporting through extraction of data from various external and internal systems into a common platform. The dashboard at each hierarchical level should be a collection of internally produced graphs, charts, gauges, or other indicators that would allow at-a-glance visualization of current health of HSWC stocks and operations, and monitoring of key performance indicators. The IT solution should have a tightly coupled data warehouse component for a more effective analytics in future when volume and complexity of data would grow. A brief functional modules and key requirements to be included, but not limited to, in the proposed Integrated SMART system is outlined below – Procurement of Wheat/Paddy/Rice/Coarse Grains This module should capture the daily procurement data for HSWC. It should provide for capturing data at source regarding the quantity of food grains to be procured and moved to the warehouses, delivery to FCI , payment to BCPA/ arhtiya etc.. It would cover the following key functions:

Mapping of Mandis with the Warehouses Daily procurement by HSWC/Millers Quality check and acceptance/rejection at Mandis Lifting of procured food grains Receipt of CMR

Warehouse Operation and Storage This module should capture details of all the godown operations and cover the following key functions:

Stack management Stack killing Spillage management Stock maintenance Gunny made-up, release and replacement Indent for gunny bags Internal movement of gunny bags Daily gunny reconciliation at the depot Stacking plan Stacking history Quality checking of stored stocks Storage loss/gain calculation Maintenance of Registers


Quality Control for Procurement and Storage This module should capture the details of and support the quality control of food grains in sheds as well as track the quality of food grains along with maintaining prioritization. It would cover the following key functions:

Curative treatment Prophylactic treatment Monitoring of chemical consumption Quality analysis of procured food grains

Stores and Inventory This module should provide the functionality related to stores operation within a Warehouse along with the tracking and control of items’ inventory. It would cover the following key functions –

Monitoring and maintenance of chemicals inventory Monitoring of equipment inventory Receipt of fresh dead stock through procurement Maintaining the inventory threshold Requisition for dead stock Issue of dead stock from Stores Disposal of expired stocks Update of dead stock accounts Dead stock delivery monitoring and tracking

Stock PV This module should capture the details of observation from physical verification (PV) of stocks in the depot by designated teams from District Offices. It would cover the following key functions:

Identification of stacks to be audited (for ISI Method) Advance communication of schedule Weighment of the stocks 100% weighment for Zero Stock PV 100% liquidation for Zero Stock PV Preparation of Audit Report

Finance Management Following Reports would be generated and any other report desired by the department would be maintained.

Day Book Cash Book General Ledger Position of funds Monthly performance report Trail Balance Income and Expenditure Statement Balance Sheet Budget


All the above accountancy would be done at storage centre and then the details would be sent at district level. The information would be maintained at district level and at state level as well. The accounts module would be according to the guidelines and approvals would be taken by different authorities at different levels like warehouse level, district level etc. All the authorization and authentication features would be embedded.

PIS (Personnel Information System) The Personnel Information system is a Computer based system for maintenance of the Service Registers of individuals in an organization. The details pertaining to personnel, postings, qualifications, departmental tests passed, training attended, family details etc are stored in this system. The system must be capable to auto generate the promotion, increment , disciplinary status and other time related reports in advance. Retrieval of information is possible based on any individuals or on collective information grouped by certain categories namely designation, retirement, length of service, place of working etc. Some of the MIS reports would be:

Training details of Employees Details of Date of Increment consolidate List of leaves taken by employees Seniority List Details of Retirements, Suspension, Promotion of Employees Details of various punishments given to employees Designation wise summary Service Book Annual Confidential Report

Any other report desired by the department.

Data Capture and Retrieval using Mobile Apps This would include but not limited to the following apps:

App for end to end depot operation including truck movement, LWB, quality control, stacking and other godown operation.

App for procurement site operation to track daily procurements, stocking and dispatching details

Construction Management System This would include but not limited to the following Physical Activities

Define Activities Add Progress Revised Targets Bar Chart Site Photographs & Videos


Bottlenecks Clauses Contractor Performance Complete Contractor Detail Allotment Report Contractor Performance Chart Reporting Customize Report Bar Chart Major Allotment Progress

MIS Reporting This would include the following types of reports:

Daily report Fortnightly report Monthly report Procurement report Miscellaneous report

Analytics and Dashboard This would include the following :

Key Performance Indicators – Capacity Utilization Key Performance Indicators – Quality Control Key Performance Indicators – Storage Key Performance Indicators – Procurement Key Performance Indicators – Income per employee Key Performance Indicators – Expenditure per employee Key Performance Indicators – Capacity per employee


PROCESS FLOW DIAGRAM OF STORAGE

Stocks Stored in Godowns Warehouse Receipt is

issued to Depositor.

Quality control measures

during storage

1. Sub Operation Register 2. Main Operation Register 3. Godown Register 4. Depositor Register 5. Stock Ledger…….

1. Technical Inspection Reg. 2. Stack Card maintained. 3. Storage gain/loss

Depositor requests for

delivery of stocks.

Fills up delivery order

for issue of stocks. 1. Storage Charges Bill prepared.

2. Warehouse Receipt updated.

3. Realize / claim storage charges.

4. Issue gate pass. 5. Sub Operation Reg…… Stocks delivered to

Depositor.

Stocks are storage worthy.

Depositor requests Warehouse

Manager for deposit of stocks.

Quality check of stocks • Moisture contents • Weevling Percentage

End of storage process.

YES

NO


PROCESS FLOW DIAGRAM OF WHEAT PROCUREMENT

Grains meet the

specifications.

Bidding & purchase of wheat.

Entries made in the Register

Lifting of stocks from Mandi

Issue Gate Pass

Transportation of stocks for storage / delivery.

Storage at Warehouse

Direct delivery to FCI.

Gunnies are supplied to Arhtiya / BCPA for filling of grains.

NO Reasons are mentioned

in Bidding Register

Bill raised by Arhtia / BCPA to Procurement Incharge.

Procurement In-charge submits Bills to District Office for payment.

Procurement In-charge enters the Mandi.

Payment made to Arhtiya /

BCPA by District Manager.

Procurement process

ends.

Quality analysis of wheat.

YES

Filling, stitching, weighment

done by ARTIYA.


PROCESS FLOW DIAGRAM OF PADDY PROCUREMENT

Transportation of paddy to millers for milling.

Procurement In-charge enters the Mandi.

Quality analysis of paddy.

Grains meet the

specifications.

Reasons are mentioned

in Bidding Register

Bidding & purchase of paddy.

Gunnies are supplied to Arhtiya / BCPA by miller.

Filling, stitching, weighment

done by ARTIYA.

Bill raised by Arhtia / BCPA to Procurement Incharge.

Procurement In-charge submits Bills to District Office for payment.

Payment made to Arhtiya /

BCPA by District Manager.

Issue Gate Pass

Delivery of CMR to FCI.

YES

NO

End of paddy Procurement.