rfp for transparency portal and consumer affairs portal website · 2018. 8. 23. · request for...

RFP for Transparency portal and Consumer Affairs portal website

Civil Supplies Department, Government Of Kerala Page 1

GOVERNMENT OF KERALA

REQUEST FOR PROPOSAL (RFP)

FOR

THE SELECTION OF IMPLEMENTATION AGENCY FOR DESIGN,

DEVELOPMENT & MAINTENANCE OF THE TRANSPARENCY PORTAL

AND CONSUMER AFFAIRS PORTAL OF FOOD AND CIVIL SUPPLIES

DEPARTMENT

[RFP Document No: CS/IT-1/32975/2012]

Office of the Commissioner of civil supplies Public Office Buildings, Vikas Bhavan P.O. Thiruvananthapuram, Kerala. PIN: 695033

Land Line (O): 0471-2321152, FAX: 0471-2336670, E-mail: [email protected]

URL: http://civilsupplieskerala.gov.in



Disclaimer

The information contained in this proposal (RFP) document provided to the bidder, by or

on behalf of Commissioner, Civil Supplies, Government of Kerala or any of its employees

or advisors, is provided to the bidder(s) on the terms and conditions set out in this RFP

document and all other terms and conditions subject to which such information is

provided.

The purpose of this RFP document is to provide the bidder with information to assist the

formulation of their proposals. This RFP document does not purport to contain all the

information each bidder may require. This RFP document may not be appropriate for all

persons, and it is not possible for Commissionerate of Civil Supplies, Government of

Kerala, its employees or advisors to consider the business/ investment objectives,

financial situation and particulars needs of each bidder who reads or uses this RFP

document. Each bidder should conduct its own investigations and analysis and should

check the accuracy, reliability and completeness of the information in this RFP document

and where necessary obtain independent advice from appropriate sources.

Commissionerate of Civil Supplies, Government of Kerala, its employees and advisors

make no representation or warranty and shall incur no liability under any law, statute,

rules or regulations as to the accuracy, reliability or completeness of the RFP document.



Table of Contents

Contents

TABLE OF CONTENTS .................................................................................................................... 3

I. DATA SHEET .............................................................................................................................. 4

II. NOTICE INVITING TENDER (NIT) ................................................................................................ 6

III. INVITATION TO SUBMIT PROPOSAL ......................................................................................... 7

IV. PURPOSE ................................................................................................................................ 7

SECTION 1: INTRODUCTION .......................................................................................................... 9

SECTION 2: SCOPE OF WORK ...................................................................................................... 10

SECTION 3: ELIGIBILITY / QUALIFYING CRITERIA .......................................................................... 47

SECTION 4: TERMS AND CONDITIONS ......................................................................................... 49

SECTION 5: APPENDIXES ............................................................................................................. 72

APPENDIX A –TECHNICAL PROPOSAL FORM ................................................................................ 72

APPENDIX B –TECHNICAL QUALIFICATION OF THE BIDDER .......................................................... 74

APPENDIX C – FINANCIAL BID FORMAT ....................................................................................... 77

APPENDIX D- BANK GUARANTEE FOR EARNEST MONEY DEPOSIT (EMD) ...................................... 82

APPENDIX E - PERFORMANCE BANK GUARANTEE ....................................................................... 84

APPENDIX F- POWER OF ATTORNEY FOR SIGNING OF PROPOSAL ................................................ 86

APPENDIX G - SELF-DECLARATION .............................................................................................. 87



I. DATA SHEET

Sl.

No.

Description

1 Type of Technical

proposal required

Least Cost basis after technical evaluation (L1)

Least Cost Basis after Technical evaluation method shall be used to

select the Software Development Agency for Software development and

deployment for Transparency Portal and Consumer Awareness

development related processes for the State of Kerala

Financial bid of only those bidders who qualify in Technical Bid by scoring

80% or above shall be evaluated. Lowest bid among opened Financial

bids will be awarded the contract.

2 Last Date of Receipt

of Pre-proposal

Queries

12th August, 2015 at 17:00 hrs

3 Date of Pre-Proposal

Meeting 13th August, 2015 at 15:00 hrs

Posting of

corrigendum and

Addendum

14th August, 2015

4 Last date and time

of Submission of

proposal

1st September 2015 at 15:00 hrs

5 Opening of

Technical Bids 1st September 2015 at 16:00 hrs

6 Evaluation of

Technical bids &

Presentations 3rd September 2015 by 11:00 hrs

7 Opening of Financial

Bids 4th September 2015 at 15:00 hrs

8 Cost of RFP document

Rs. 1000 + VAT @ 5% (Rs. 1100/-)

9 Earnest Money Deposit

Rs. 5,000/- in the form of DD drawn on any scheduled bank issued in

favour of Director, Civil Supplies, Commissionerate of Civil Supplies,

Government of Kerala, payable at Thiruvananthapuram.



10 Validity of proposal 180 days from the last date of submission.

11 PERFOMANCE BANK

GUARANTEE

10 % of the Financial Bid value

12 Evaluation of the

Proposals and

Scoring Criteria

As detailed in the RFP Document

13 Criteria

Representative/Cont

act Person of

Commissionerate of

Civil Supplies

Senior Superintendent (ITCELL) Office of the Commissioner of Civil Supplies, Public office Buildings, Thiruvananthapuram, Phone: 0471-2322155

Renjith.R IT Cell Office of the Commissioner of Civil Supplies, Public office Buildings Thiruvananthapuram Phone:0471-2322155

Smt. AjuSaigal

Management

Associate

Office of the

Commissioner

of Civil supplies

Public office Buildings, Thiruvananthapuram, Cell:

9567542822

Smt.Nimitha Zacharias, Management Associate Office of the Commissioner of Civil supplies Public office Buildings Thiruvananthapuram, Cell: 9447764324

14 Name and Address

Where queries /

correspondence

concerning this

Request for

proposal

is to be sent

Commissionerate of Civil Supplies

Public Office Buildings

Vikas Bhavan P.O.

Thiruvananthapuram : 695033

PHONE NO: 0471-2322155

FAX : 0471-2336670

E-MAIL ID: [email protected]

15 Address where

Bidders

must submit

proposals

Commissioner of Civil Supplies,

Commissionerate of Civil Supplies

Public Office Buildings

Vikas Bhavan P.O.

Thiruvananthapuram : 695033

PHONE NO: 0471-2322155

FAX : 0471-2336670



II. Notice Inviting Tender (NIT) No. CS/IT-1/32975/2012

The Commissionerate of Civil Supplies, Kerala is accepting proposals to design, develop and

host Transparency portal and Consumer Affairs portal website. This will be a concept to

completion production.

The document can be downloaded from the website http://www.civilsupplieskerala.gov.in

from 10th of June 2015.

RFP shall be accompanied with Earnest Money Deposit of Rs.5,000/- in the form of

demand draft from any scheduled bank issued in favour of Director of Civil Supplies,

Thiruvananthapuram payable at Thiruvananthapuram. Applications if any not

accompanied with EMD will not be considered.

Application for the selection of implementation agency for design, development &

maintenance of the transparency portal and consumer affairs portal of food and civil

supplies department supported by prescribed annexure shall be submitted in a sealed

envelope duly super-scribed with the name of work, name & phone nos. of the applicant

and the due date of opening. The applications will be received up to 15:00 hrs on 1st

September, 2015 in the office of Commissioner of Civil Supplies, Thiruvananthapuram.

Those desirous of submitting the application by post may do so subject to the condition

that Commissionerate of Civil Supplies shall not be responsible for any postal delay and

applications received after 15:00 hrs on 1st September, 2015 will be treated as delayed

and will not be entertained. All the applications received up to 15:00 hrs on 1st

September, 2015 will be opened on 1st September, 2015 16:00 hrs onwards (Technical

Proposals only).

Applicants are advised to keep visiting the Civil Supplies Department, Government of

Kerala web-site (http://civilsupplieskerala.gov.in ) from time to time (till the deadline for

bid submission) for any updates in respect of the RFP document notice, if any. Failure to

do so shall not absolve the applicant of his liabilities to submit the RFP document

complete in all respect including updates thereof, if any. An incomplete application may

be liable for rejection.

Commissioner of Civil Supplies, Kerala reserves the right to verify the particulars

furnished by the applicant independently. If any information furnished by the applicant

is found incorrect at a later stage, he shall be debarred from tendering and taking up of

any work in the Civil Supplies Department, Kerala.

http://www.civilsupplieskerala.gov.in/http://civilsupplieskerala.gov.in/



Commissioner of Civil Supplies, Kerala reserves the right to reject any or all prospective

applicants without assigning any reason and to restrict the list of pre-qualified firms to

any number deemed suitable.

III. INVITATION TO SUBMIT PROPOSAL

Commissioner of Civil Supplies, Kerala request for the selection of implementation agency for

design, development & maintenance of the transparency portal and consumer affairs portal for

implementation of the End-to-end Computerization project of the Public distribution System in

Kerala.

There is a need for a single unified information system i.e. State TPDS portal for achieving total

transparency in Targeted Public Distribution System (TPDS) by ensuring all information

pertaining to the TPDS is made available in the public domain. The portal shall be used to

display information related to ARD wise digitized database of ration cards, entitlement of

beneficiaries, stock position at godowns, lifting of food grains, stock availability at ARDS

movement and date of stock/ quantity supplied to ARDS every month for all the shops, etc. The

portal also enables a beneficiary or citizen to log his/her complaints, contact details officers &

CS officers in the vicinity, etc. Under the portal certain information will be static in nature

(circulars, document, etc.) that can be displayed as Static pages. However, most of the TPDS

operation related information should be generated from respective application modules &the

corresponding databases. Integration with all the related applications are therefore necessary

so as to obtain the required information for in Transparency Portal. It must be ensured that the

information is not captured separately or entered manually on the portal.

IV. PURPOSE

Commissionerate of Civil Supplies requires Transparency portal website. Consumer affairs

website is also required to be integrated with transparency portal website. Upon completion of

the development of the site, the service provider shall assume full responsibility for web site

content, maintenance, enhancement, bug fixing and administration for a period of 3 years from

the date of Go Live. All content, coding and graphics will become the sole property of the

Commissionerate of Civil Supplies, Kerala.



SECTION 1: INTRODUCTION

1.1 Public Distribution System in Kerala (See details in www.civilsupplieskerala.gov.in)

1.2 Development of State PDS Transparency portal

a) The portal should have linkages with application software’s like SIMS (State holder

Identity Module Software), e-RCMS, E-PDS, or any other software being used so as

to ensure dynamic data updation. Batch process shall be a suitable method for

synchronization of various reports on Transparency Portal (TP) in a frequent

intervals or off-peak time at night. All the required reports shall be developed in the

Data Analytics Engine and TP shall be integrated with Data Analytics Engine for

populating required details and reports.

b) State Governments may avoid developing multiple portals/websites link and

maintain only one portal which should be widely publicized. Transparency Portal

shall be a one stop shop for all the information for various stakeholders of the

Department. All the reports shall be developed in the Data Analytics Engine and shall

be integrated with Transparency Portal.

c) The contents and the reports should be displayed in a simple manner on the main

page of the portal. Transparency Portal shall be a light weight appealing portal for

accessing information through browsers, mobile and other handheld devices.

d) The reporting formats prepared by NIC have been advised to the States to host the

various reports on their portal. Reports shall be defined and generated in the Data

Analytics Engine and required reports and information shall be populated in the

Transparency Portal.

e) The provision of registration and tracking of public grievances must also be available

on the Transparency Portal. Grievances Redressal module (GR) link shall be given on

TP. GR operations happens in GR site (either on in-house developed application or

CAS). GR shall be integrated with Data Analytics Engine for developing reports; Data

http://www.civilsupplieskerala.gov.in/



Analytics Engine shall be integrated with TP for populating various reports. Bidders

shall have the freedom to choose data structure for exchange of data.

f) The content on the portal must be in the local language of the state as well as in

English wherever possible.

g) The states should established linkages between their respective portals with the

national PDS transparency portal.

1.3 Setting up of Grievance Registration and Redressal Mechanism

a) A toll free helpline number is required to be set up by each State for grievance

registration and redressal. This number should be widely publicized through the state.

b) Provision should be made for the beneficiaries to get acknowledgement of their

complaint through SMS and for tracking the status of their complaints.

c) Further, the provision of registration and tracking of public grievances must also be

there on the transparency portal set up by the state.

d) A dedicated team is to be deployed for the state for addressing the grievances of the

individuals.

e) Support from other agencies can be taken for ensuring this activity.



SECTION 2: SCOPE OF WORK

2.1 Overview

Diagrammatic representation of Transparency Portal an Overview

Transparency Portal shall be a one stop shop for all the information for various stakeholders of

the Department. All the reports shall be developed in the Data Analytics Engine and shall be

integrated with Transparency Portal. Transparency Portal shall be a light weight appealing

portal for accessing information through browsers, mobile and other handheld devices.

Departmental application and other application of different solution providers links shall be

given on the Transparency Portal.



Data Analytics Engine

Data Analytics Engine is the platform where in all the business logic shall be written for

developing dash board. Dash board shall include various types of dynamic reports required for

all stakeholders of the department. Data Analytics Engine service shall be provided by separate

service provider for the Department. All department applications and other applications from

different service providers shall be integrated with Data Analytics Engine.

Grievances Redressal (GR)

Grievances Redressal shall be a different platform where in stakeholders can lodge their

complaint with the Department. GR service shall be provided by separate solution provider and

SMS and email services shall also be integrated with GR platform. GR link shall be given on the

Transparency portal for accessing the GR services.

GPS Application

GPS application shall be used by the department for monitoring supply chain management; this

shall be provided by the separate solution provider. GPS application link shall be given on the

Transparency Portal

2.2 Core components of Transparency Portal

An effective transparency portal requires to present information, reports which are required for

all the stakeholders of the department in a user friendly manner. TP portal shall be integrated

with Data Analytics Engine for various reports and required applications link also shall be given

on TP for various details and operations. TP shall be integrated with existing State Portals and

Gateways.

The transparency portal should be designed in such a way that it is linked with websites like

CAS(Common Application Software),Consumer affairs, SIMS (Stake holders Identity

Management System), DSS( Decision support system),Consumer Grievance system, Computer

Literacy Tracker, Social Media sites and other state related portals. Transparency portal should



be also integrated with existing State Portals and Gateways.

The transparency portal should be designed to present various reports generated by the Data

Analytics and Monitoring System and providing information / updates on department

administrative and operational functions. All the existing and envisaged applications shall be

integrated with Data Analytics and Monitoring System to capture required details for defining

and generating various static and dynamic reports as per the formats provided by the

department.

The two functions are explained below:

• Monitoring reports – These reports will be used by CCS officials and warehouse operators to

ensure smooth day-to-day operations of TPDS. These reports will be specific to each value chain

component, for example beneficiary list seeding progress monitoring report or report on

receipt of food grains at the ARDs, offtake and stock level monitoring reports, resolution and

closure of complaint or grievance report etc. The frequency of these reports will be real-time or

daily, depending upon the component being tracked, and automatic flags will be generated for

urgent issues which require attention and correction.

• Analytics reports – These will be obtained by analyzing the TPDS data over time to determine

long-term trends in operations. Senior CCS officials can use these reports to implement

improvements in the system by addressing recurring issues and streamlining certain operations.

The performance of the system will be tracked over time and can automatically determine the

areas and stakeholders which need to be addressed and reprimanded, thus allowing the

officials to easily identify and bring about improvements in the system.

The above reports shall be generated by the Data Analytics and Monitoring System and

published in the transparency portal.

Following up with appropriate action based on the MIS reports is key to leveraging the

significant benefits of the MIS, and the benefits of the overall TPDS transformation project as

well. For this purpose, all stakeholders will be provided with relevant reports according to their



roles and responsibilities, along with automated alerts on the issues faced immediately under

their jurisdiction. As the level of seniority increases in the system, a larger aggregate of

information will be made available to get an overview of operations. However, granularity of

data will not be lost and at any level stakeholders can drill down to the desired level of

aggregation (per district/taluk/ AWD, ARD, transaction, beneficiary etc.).

Two types of reports are made available to the stakeholders:

• Routine reports – standard reports will be 'pushed' to the relevant stakeholders at

regular intervals according to roles and responsibility. The reports highlight the overall system

performance and urgent issues to be addressed.

• Ad-hoc reports – additional reports can be 'pulled' by the relevant stakeholders to get

more detailed background information as required.



Figure 1: Summary of MIS requirements



2.3 Detailed requirements: functionalities of transparency portal

(a) Core features of the Transparency portal

i. The transparency portal shall be developed to be bilingual i.e. the user may choose to

use the entire website either in English or Malayalam. All details that are there in the

English portal shall also be factored for in the Malayalam portal and the site visitor shall

have an option at the first web page itself to log into the Malayalam version of the web

site. TP should have bilingual option (Malayalam and English) to the users. Data

population on TP shall also have bilingual feature

ii. Details of allocation to AWDs, lifting time and date and quantity and quality of food

grain lifted shall be hosted on the Web site on a real time basis and the allocation made

to the ARDs and the scale and the retail issue price and the entitlement per ration card

holder shall be made available on the website for everyone to see.

iii. As soon as the AWD lifts quantity of food grain from the FCI an automated system gives

the details of the truck number and the AWD number who has lifted the food grain to all

the members of the vigilance committee registered for receiving the SMS and they all

immediately know that food grain has moved out from the FCI and should come to the

AWD go-down, the quantity thereof. Distribution Management System (DMS) shall

enable to send SMS and email to various stakeholders at different levels.

iv. Online Supply chain management shall be developed by making allocations public and

informing movement at least up to the AWD level through the Distribution

Management System (DMS). Later when the point of sale devices at the ARDs are

introduced, the entire system shall be automated with biometric verification of Ration

Card Beneficiary, direct transfer of subsidy in the case of APL – SS scheme and also a

very open and responsive grievance redressal system with a 24 X 7 call centre for

registering complaints and taking action against the defaulters.

v. It should be a real time portal with all allocation, sale, and movement of stock being

shown on the transparency portal. This should include all the details of the AWD,



including photograph, full address, and contact details and also likewise for the ARD,

photograph and the full address and the contact details.

vi. Grievances Redressal (GR) application link shall be given n portal. Users / call centre can

access the GR application through the link to lodge complaint, checking status and for

giving feedback.

vii. The status of the payment of administrative charges and commissions to the AWDs and

ARDs shall be published on the transparency portal. This should be synchronised with

the departmental automated program online wherein based on the allocation made and

the actual lifting done, for a predetermined time period like 30 days, the commission

can be calculated and the admissible amount automatically credited after authorisation

to the AWD, ARD etc.

viii. All status details shall be reflected in the Transparency portal for the staff - promotions,

seniority, performance appraisals, postings etc. but these shall be in an intra-website

requiring a unique password from the staff only and a secure area. The ideal concept

should be an e-office where the staff can actually post grievance, view their service

records, in fact receive alerts by mail of M-governance solutions regarding training,

increments other promotional, deputation avenues etc., in short it should be a

comprehensive online Human resource management portal of the Civil Supplies

Department.

ix. The transparency portal shall be a live portal facilitating a discussion blog, latest news

on the rates of commodities, reports on stock, inspection reports and status reports of

ration issued and outstanding amount to be issued. This section should be an interactive

session wherein citizens can be encourage to give feedback and also all other feedback

given in writing can be hosted online with the content being duly edited can be hosted

or vice versa.

x. Inspection details and tour details of civil supplies staff shall all be recorded and

displayed, all official activity shall also be reflected real time, like minutes of meetings,

notification and GOs etc. The transparency portal shall reflect the actual physical



inspections done by a particular officer compared to the statutory or mandated

inspection he or she is supposed to do. It will also need inspection note updation by the

concerned officer and also generate what results have been achieved with such

inspections. Facility to upload the inspection photographs or videos and also to link the

inspection note date and time on the E- POS in case of an ARD or AWD shall also be

provisioned for to allow for a system allocated detection of time of inspection and place

of inspection.

xi. Details of the, who’s who in the department starting from the Minister to the LGS shall

be available on the net with contact details and the responsibilities assigned to the

concerned staff shall be available on the online portal

xii. Decision Support System link shall be provided in the portal to access detailed

information on the geo representation of reports.

xiii. The Citizen’s charter and the department’s standard procedures and the responsibility

in case of each official and the response time for each service within the department

shall be specified on the online portal

xiv. The Web portal shall have the Minister’s page, the Director’s page, and all DSO’s and

TSO’s page where in the official message and weekly or monthly activity report of the

individual official is put up on the web site for all to see.

xv. The transparency portal should have all the data about the dynamic price data and this

should be reflected for wholesale and retail for essential commodities and the price

fluctuation should be graphically represented with a drill down menu about the price

fluctuation and price rise or fall to be monitored through query modules for specific

time frames.

(b) List of the information which should be available on Transparency portals as follows:

Hierarchy of departments/offices, Officer’s name, designation, contact number and

their roles & responsibility



List of beneficiaries, ARDS, go downs, etc.

Details of monthly allocation, lifting and distribution under TPDS schemes

Gazette notifications, circulars and proceedings

Information regarding Public Awareness including ration card application forms, etc.

Acts & Rules (Consumer Protection Act, Essential Commodities Act, etc.)

SMS alerts Registration facility for beneficiaries, individuals, etc.

Frequently asked Questions (FAQs)

Right to Information

Public Grievance

Details of Officer in-charge of Grievance Cell along with contact and email

details

Toll free number of call centre

Escalation Matrix

Online grievance reporting and status tracking

Policy related

Ration Card related information

Policies/processes of new Ration Card Issuance, modification,

cancellation and surrender

Service Levels/ time limit to process the Ration Cards

Details of officers concerned

Details of State schemes & Allocation Policy

Rate and eligible quantity of commodity distributed under various schemes.

Procedure/information related to ARDS allotment, inspection, cancellation,

Suspension, revocation, etc.

Retailing dates and rules of essential commodity at ARDS.

Dates of Allocation, Lifting and Distribution.

Duties of beneficiaries.



All the reports shall be published on the Transparency Portal through Data Analytics and

Monitoring System and for publishing other information on the portal, details and information

shall be made available to the portal solution providers by the department.

(c) Various reports required in Transparency portal

Information related to stock availability, movement and quantity of stocks supplied to ARDS

shall be made available in public domain by using latest technological interface like

SMSs/website. Following information shall be available on public portal

State-wise Stakeholder Report

Ration Card Report

Allocation Details

Godown Report

Stock Movement report

Utilisation report

Subsidy Report

State-wise Stakeholder Report

Details of District Supply Officer (DSO)

Details of TSO / Area Food Supply Officer (AFSO)

Details of Food Inspector Office

Summary Report of Godowns/Warehouses

Summary Report of Fair Price Shop

Ration Card Report

District-wise Ration Card Count– BPL, AAY & APL (Priority/AAY post NFSA)

Taluk/Farkha/ARD /Circle wise Ration Card Count – BPL, AAY & APL (Priority/AAY post

NFSA)

ARDS-wise Ration Card Count – BPL, AAY & APL (Priority/AAY post NFSA)

Details of Ration Card – BPL, AAY & APL (Priority/AAY post NFSA)



Monthly Ration Card report (BPL, AAY & APL) –created, deleted,

modified, surrendered & cancelled

Allocation Details

District-wise monthly Allocation Orders

ARDS-wise monthly Allocation Order of the District

Godown Report

Capacity and stock position of Godowns

Godown Off-take reports

Stock Movement report

From FCI Godowns to State Godowns – quantity, release order, etc.

State Godowns to ARDSs – quantity, delivery challan, etc.

Subsidy Report

Subsidy Allocation for District, ARDS and up to Beneficiary

Subsidy Utilization by District, ARDS and Beneficiary

Details of Subsidy Pay-outs

Utilization report

ARDS-wise report for issuance of food grains to beneficiaries (BPL, AAY &

APL) – monthly

District-wise issuance of food grains (BPL, AAY & APL) – monthly

Monthly report Issuance of food grains (BPL, AAY & APL) – monthly

Statistical Reports

Stock position of State Godowns for a given duration

Monthly/ yearly Off-take under TPDS and other schemes

Monthly/ yearly allocation and consumption report

Monthly/ yearly Subsidy allocation and utilization report



Comparison of all above reports with preceding years.

Custom Reports

Transparency portal shall be available in local as well as Malayalam/English language. The

portal should have the capability of allowing user to create User Defined reports based on the

data available at the backend.

All the above mentioned reports shall be defined in the Data Analytics and Monitoring System

and shall be published in the portal.

Sample formats of the reports are shown below.

5.1. From FCI Godowns to State Godowns

5.2. State Godowns to ARDS

Sample formats of the reports are shown below.



SAMPLE FORMATS FROM NIC

1 STATE WISE STAKEHOLDER REPORT (FREQUENCY OF UPDATION: AS & WHEN CHANGES MADE)

1.1DISTRICT FOOD SUPPLY OFFICE (DFSO)

Sr.No. DFO/ DFSO

Name

TSO/FSO/

AFSO Name

Name of Food

Inspector Office

Address Phone No. /Fax

No.

Email Id

1.2 TALUKA/TEHSIL/BLOCK SUPPLY OFFICE (TSO) / ASSISTANT FOOD SUPPLY OFFICE (AFSO)

Sr.No. Name of Food & Supply Office Address Phone No. /Fax No. Email Id

1.3 FOOD INSPECTOR OFFICE

District Office :__________

Sr.No. TSO/AFSO Name DFSO Name Taluka/Tehsil/

Sub District Name

Address Phone No. /Fax No. Email Id



1.4 GODOWNS / WAREHOUSE

Sr.No. District Name Godowns/ Warehouse Name Address Owned by Storage Capacity

1.5 FAIR PRICE SHOP DETAILS

Distri

ct

Tehsil ARDS

Name

License

No.

Address Phone

No

Linked

Depot(s)

Status (Active/Suspended) No of

Cards

Total cards

APL

AAY

BPL

other

2. RATION CARD REPORT (FREQUENCY OF UPDATION: MONTHLY)

2.1 DISTRICT WISE RATION CARD COUNT

Sr. No District Name BPL APL AAY Other Total



2.2 TALUKA/TEHSIL/BLOCK/CIRCLE WISE RATION CARD COUNT

District Name :

Sr. No. Taluka/Tehsil /Block/Circle/Mandal Name BPL APL AAY Others Total

2.3 ARD WISE RATION CARD DETAILS

Circle/Block Name: ARDS No/Address:

Sr.

No.

Ration

Card No.

Card

Type

Family BPL ID (if

applicable)

Name

of

Family

Head

Gender No of

Members

Present

Address

Gas

Connection

Status/Details

Kerosene Eligibility

Details

2.4 RATION CARD DETAILS OF AN INDIVIDUAL

Sr.No. Particulars Details of Family Head

1.

Ration Card No.

2.

Ration Card No.

ARDS Address



3.

4.

Card Type

5.

Family BPL Id ( if applicable)

6.

Name of Family Head

7.

Gender

8.

No of Members

9.

No of Units

10.

Present Address

11.

Residential Status( Owner/ Tenant/Temporary/Homeless)

12.

Gas Connection Status/Details

13.

Kerosene Eligibility Details



Details of Members

Sr. No. Name of

Member

Father’s /Spouse’s

Name

Mother’s

Name

Gender

(M/F/T)

Age/Date of

birth

Relationship

with head of

family

UID No

3. ALLOCATION DETAILS (FREQUENCY OF UPDATION: MONTHLY)

3.1 ALLOCATION POLICY

Commodity Details Schemes

Wheat Rice Sugar

Price (Rs.)

Qty allocated (Kg)

Price (Rs.) Qty allocated (Kg)


Unit of Distribution

Below Poverty Line (BPL)

Antyodaya Anna Yojana (AAY)

Above Poverty Line (APL)

Other Scheme



3.2 SAMPLE OF ALLOCATION POLICY


Wheat Rice Sugar

Price (Rs.)

Qty allocated (Kg)


Price (Rs.)

Qty allocated (Kg)

Unit of Distribution

Below Poverty Line (BPL)

Antyodaya Anna Yojana (AAY)

Above Poverty Line (APL)

Other Scheme

3.3 MONTHLY ALLOCATION ORDER OF THE STATE


Wheat Rice Sugar




Unit of Distribution Card based Card based

Individual based

Below Poverty Line (BPL) 5 2.00 25 1.00 400 gm 13.50/Kg

Antyodaya Anna Yojana (AAY) - - 35 1.00 400 gm 13.50/Kg

Above Poverty Line (APL 3 6.70 10 8.90 - -

Other Scheme 3 2.00 9 2.00 - -



3.4 SAMPLE: DISTRICT WISE MONTH ALLOCATION ORDER OF THE STATE

Allocation Month /Year:

Commodity Wheat (in quintals) Rice (in quintals)

Schemes APL BPL AAY Total Quantity

Total Amount

APL BPL AAY Total Quantity

Total Amount

Quantity per Unit

@ __.__kg

@ __.__kg

@ __.__kg

(in quintals)

(in Rupees)

@ __.__kg

@ __.__kg

@ __.__kg

(in quintals)

(in Rupee)

District Name

Allocation Month /Year: March 2011



Total Amount


Total Amount

Quantity per Unit

@17.00 kg

@35.00 kgs

@25.00 kgs

(in quintals)

(in Rupees) @4 kgs @14.00 kgs

@ 10.00 kgs

(in quintals)

(in Rupees)

District Name

Dharmapuri 172.38 9.8 2 184.18 109618.8 40.56 3.92 0.8 45.28 36119.6

Ariyalur 182.58 19.6 3.75 206.18 120410.3 42.96 7.84 1.5 52.4 40619.4

Thanjavur 158.78 32.9 7.75 199.43 112059.3 37.36 13.16 3.1 53.62 39374.2

Coimbatore 98.6 4.55 2 105.15 62434.25 23.2 1.82 0.8 25.82 20524.3



3.5 SAMPLE: ARDS WISE MONTHLY ALLOCATION ORDER OF THE DISTRICT

Allocation Month /Year: March 2011 District Name: Coimbatore



Total Amount


Total Amount

Quantity per Unit @17 kg @35 kgs

@25 kgs

Wheat Amount @4 kgs

@14 kgs

@ 10 kgs

Rice Amount

Block /Circle/ Taluka/Tehsil

ARDS No

Pollachi 3433 172.38 9.8 2 184.18 109618.8 40.56 3.92 0.8 45.28 36119.6

Pollachi 3510 182.58 19.6 3.75 206.18 120410.3 42.96 7.84 1.5 52.4 40619.4

Sulur 3533 158.78 32.9 7.75 199.43 112059.3 37.36 13.16 3.1 53.62 39374.2

Sulur 3691 98.6 4.55 2 105.15 62434.25 23.2 1.82 0.8 25.82 20524.3



4. GODOWN’S CAPACITY, STOCK POSITION & OFF TAKE DETAILS (FREQUENCY OF UPDATION: MONTHLY)

4.1 SAMPLE: GODOWN WISE CAPACITY, STOCK POSITION& UTILIZATION

S.No Depot Storage Capacity Stock Position Percentage Utilization

1 ALLEPPY [SC12001] {A1} 10000.000 9377.734 93.78

2 MAVELIKARA [SC12002] {A1} 25000.000 20912.805 83.65

Total for District:ALLEPPY

35000.000 30290.539 86.54

1 WEST HILL CALICUT [SC13002] {A1} 35160.000 32760.737 93.18

Total for District: CALICUT

35160.000 32760.737 93.18

1 WILLINGDON ISLAND [SC14002] {A1} 18700.000 18311.646 97.92

Total for District: COCHIN

18700.000 18311.646 97.92

1 MUZHAPPILANGAD [SC16001] {A1} 10640.000 10152.045 95.41

Total for District:MAZAHAPPOALANGAD 10640.000 10152.045 95.41

1 ANGADIPURAM [SC17001] {A1} 10000.000 8494.625 84.95

2 OLAVAKKOT [SC17002] {A1} 75740.000 66596.174 87.93

Total for District:PALGHAT 85740.000 75090.799 87.58

Total for Region: Kerala 380746.000 342209.421 89.88

Grand Total 380746.000 342209.421 89.88



4.2 SAMPLE: GODOWN WISE OFF-TAKE REPORT

N. Name of the

Depot Storage Capacity(MTs)

Stock Position(MTs) % Capacity Utilization

Wheat Rice(Raw & Parboiled)

Last Reporting Date

(For All Comm.)

(For All Comm.)

As On Date (For All Comm.)

Monthly Allocation of FCI District (Source: DIISFM)

Monthly Cumultv. Issue Quantity (Till As-On-Date )

Stock Position of the Depot

Issue Quantity

Average Monthly Offtake of the Depot

No of Days Stock Available

Alerts

Monthly Allocation of FCI District (Source: DIISFM)

Monthly Cumultv. Issue Quantity (Till As-On-Date )

Stock Position of the Depot

Issue Quantity

Average Monthly Offtake of the Depot

No of Days Stock Available

Alerts (Up to As-On date)

Region: Kerala

District: ALLEPPY

1 ALLEPPY[SC12001] {A1}

10000.00

9377.73

93.78 1674.75

1085.02

298.82 939.66

35 1543.65 8292.70

9.42 2456.12 104 30/06/2012

2 MAVELIKARA[SC12002] {A1}

25000.00

20912.80

83.65 1475.00

1635.15

0. 00 2160.92

23 Attention (= 120 days)

30/06/2012

Total for District:ALLEPPY

35000.00 30290.53

86.54

2349.00

3149.75

2720.18

298.82

3100.58

27 10751.000000

2486.19 27570.350

9.42 4579.26

185 2 | 2

District: CALICUT

1 THIKKODI[SC13001] {A1}

45000.00

49505.88

110.01

627.48 8234.89

0.00 3115.37

81 3938.29

41270.99

0.00 6156.49

206 High Avail.(>= 120 days)

30/06/2012

Total for District:CALICUT

90160.000

93190.39

103.36

4128.80

3721.90

18910.91

10.18 8370.86

69 15778.800000

15848.07

74279.44

634.33

20368.06

112 4 | 4



3 ARDS WISE STOCK MOVEMENT REPORT(FREQUENCY OF UPDATION: MONTHLY)

3.3 SAMPLE OFFTAKE REPORT (FCI TO STATE GODOWNS)

FOOD CORPORATION OF INDIA Allocation-Offtake Report Depot: Bhagalpur|| Scheme Group : TPDS || Commodity : Wheat|| Date From : 01-Jun-2012 TO 30-Jun-2012|| Figs In : MTs

S.No. AAY APL BPL Total

Allocation Offtake Allocation

Offtake Allocation Offtake Offtake

District:BHAGALPUR

1 BHAGALPUR 1177.03 N.A. 1357.25 2534.28

3 JAMMUI 403.95 1175.19 N.A. 2870.87

4 LAKHISARAI N.A. N.A. N.A. 0.00

5 MUNGER 64.20 N.A. 546.50 610.7

District Total 2894.00 2865.33 1175.19 1175.19 2153.48 2005.79 9115.47

Grand Total 2894.00 2854.27 1175.19 1175.19 2153.48 2005.79 9115.47

3.4 SAMPLE OFFTAKE REPORT ( STATE GODOWNS TO ARDS )



DATE-CUM-TRUCK WISE DETAILS OF SUGAR OFFTAKE

GODOWN:SIRASPUR

Truck Challan Date

Batch Number

Truck Number

Transporter Name

RO Number Circle ARDS Code

ARDS Name & Address

Dispatch Date/Time

Quantity (in Qtls)

07/07/2012 1425 DL-1M-0903

Delhi State Civil Corporation Ltd.

0701001/0712/0001

0001 100600100034(9061)

M/S BALAJI , NARELA

07/07/2012 12:49:32

48.18

0701001/0712/0002

0001 100600100031(8903)

M/S NISHA PRO0 STORE , NARELA

07/07/2012 12:49:32

29.64

0701001/0712/0003

0001 100600100038(9065)

M/S SONI ANTARPRAIJEJ , NARELA

07/07/2012 12:49:32

27.06

0701001/0712/0004

0001 100600100027(8715)

M/S PAL RASHAN BHANDAR , NARELA

07/07/2012 12:49:32

14.4

Total ARDS covered in the Batch/Truck : 4 Truck Total : 119.28

Total ARDS covered in the Batch/Truck : 53 Truck Total : 178.14

Total ARDS covered in the day : 70 Batch Total : 656.52


Civil Supplies Department, Govt Of Kerala Page 34

(d) Required functionalities in the Consumer Affairs website Portal-

The basic principle of a Consumer Affairs system is that if the promised level of service delivery

is not achieved or if a right of a citizen is not honoured then the citizen should be able to take

recourse to a mechanism to have the grievance redressed. This mechanism should be well

publicized, easy to use, and prompt and, above all, citizens must have faith that they will get

justice from it. Addressing consumer grievances is one of the primary objectives. The Forums

for Consumer Affairs shall be set up by all Distribution utilities. By approaching the Consumer

Affairs, the Consumers can resolve the disputes or grievances effectively. The mechanism

should be the tool to transform the PDS to an effective, zero complaint and accountable e-PDS.

The framework for consumer empowerment shall be reflected on the lines of the Ministry of

Consumer Affairs, Government of India. Transparency portal shall be given link to access

Consumer Affairs website Portal for lodging complaint, tracking status and for feedback.



2.4 Systems study and design

The selected bidder shall carry out a detailed systems study to prepare/ refine the Functional

requirements specifications and formulate the System and Software Requirements

specifications documents incorporating the functional specifications and standards provided by

the Government of India.

A centralized architecture (servers and processing at single and central location) has been

proposed for the end to end computerization project. All requests from internal and external

users will be sent to this system, located in a central place for processing. All users will access

the application through local or remote terminals using a browser (through internet for

external users and through intranet or VPN for internal Departmental users).

As part of the preparation of SRS the selected bidder shall be responsible for preparing and

submitting detailed requirement specification documents as per IEEE or equivalent standards

which meets all the Business, Functional, Technical and any other requirements of the

departments concerned. The selected bidder shall prepare the new FRS, SRS and MIS and have

it reviewed and approved by Commissionerate of Civil supplies, Kerala which will sign off on

these documents. The bidder is required to update the FRS & SRS as and when any

enhancements / modifications are made to the end to end computerization project application

till the duration of the Contract.

The bidder should prepare a detailed document on the implementation of Transparency portal

Application with respect to configuration, customization, extension and integration as per the

requirement of State.

Requirements Traceability Matrix: The bidder shall ensure that developed transparency portal

application is fully compliant with the requirements and specifications provided in the RFP such

as functional, non-functional, and technical and other requirements. For ensuring this, the

bidder shall prepare a Requirements Traceability Matrix on the basis of Functional

Requirements Specifications (FRS), Non Functional Requirements Specification, and Technical

Requirements provided by State (updated, expanded and fine-tuned by the bidder).



The selected bidder shall create and maintain all project documents that shall be passed on to

the State as deliverables as per the agreed project timelines. The documents created by the

selected bidder will be reviewed and approved by the Commissionerate of Civil supplies. Project

documents include but are not limited to the following:

1. Detailed Project Plan.

a. Detailed System Study Report.

b. List of Services, Service Definitions, Service Levels.

c. Updated/vetted FRS.

d. SRS document.

2. Transparency portal Application architecture documents.

3. ER diagrams and other data modelling documents.

4. Logical and physical database design.

5. Data dictionary and data definitions.

6. Application component design including component deployment views, control flows,

etc.

a. LLD documents.

7. Application flows and logic.

8. GUI design (screen design, navigation, etc.).

a. All Test Plans.

9. Requirements Traceability Matrix.

10. Training and Knowledge Transfer Plans.

11. Issue Logs.



Software Development

The transparency portal should be designed in such a way that the capture of data will occur in

a largely automated fashion with real-time uploading of information from applications/

websites like CAS(Common Application Software), website of Consumer affairs, DMS(Supply

chain software), SIMS (Stake holders Identity Management System), ARD automation module,

DSS (Decision support system),Consumer Grievance system(Common Application

Software),Computer Literacy Tracker, Social Media sites and other state related portals and

gateways.

Transparency Portal shall be a one stop shop for all the information for various stakeholders of

the Department. All the reports shall be developed in the Data Analytics Engine and shall be

integrated with Transparency Portal. Transparency Portal shall be a light weight appealing

portal for accessing information through browsers, mobile and other handheld devices.

Departmental application and other application of different solution providers links shall be

given on the Transparency Portal.

The user should be scalable to interact with the system in local language (Malayalam) in

addition to English. The application should provision for uniform user experience across the

multi lingual functionality covering following aspects:

Front end web portal in local language.

E-forms (Labels & Data entry in local languages).

Storage of entered data in local language (optional)

Retrieval & display in local language.

Facility to printout having support for local language.

The final design and development of the transparency portal application should be done as per

the FRS and SRS finalized by Commissionerate of Civil Supplies.



High Level Design (HLD)

Once the SRS are approved, the bidder shall complete the High Level Designing and all HLD

documents of all the functionalities, integration with existing application and external

application. The bidder shall prepare the HLD and have it reviewed and approved by

Commissionerate of Civil Supplies. Commissionerate of Civil Supplies, Kerala will sign off on the

HLD documents based on the requirements.

Detailed (Low Level) Design (LLD)

The LLD shall interpret the approved HLD to help application development and shall include

detailed service descriptions and specifications, application logic (including “pseudo code”) and

UI design (screen design and navigation). The preparation of test cases will also be completed

during this stage. The bidder shall have the design documents reviewed and approved by the

Commissionerate of Civil Supplies, Kerala. Commissionerate of Civil Supplies, Kerala will sign off

on the LLD documents based on the requirements.

Test Plan

Once the SRS is approved and design is started, the bidder shall prepare all necessary Test Plans

(including test cases), i.e., plans for Acceptance Testing. Test cases for Initial and Final User

Acceptance Testing shall be developed in collaboration with domain experts identified at the

Commissionerate of Civil Supplies. Initial and Final User Acceptance Testing shall involve Test

Case development, Unit Testing, Integration and System Testing, Functional testing of

Application, Performance testing of the Application including measurement of all Service Levels

as mentioned in this RFP and finally bidder shall also carryout Load/ Stress testing. The bidder

will submit the test plans and test result reports to the Commissionerate of Civil supplies for

comprehensive verification and approval.



Tracking:

Implementation of tracking software to produce user defined site log reports. We need a tool

to help us better understand and measure web visitor behaviour and improve web site

performance and availability. (This may be offered through hosting service.)

Web traffic analysis

Path analysis

Visitor trends

Page views

Entry pages

Top pages

Exit pages

Page – length of stay

Technical analysis: browsers and platforms

Application and network monitoring tools to check the performance should be provided by the

vendor. Number of visitors with type shall be given by the bidder.

Compliance with Industry Standards

In addition to above, the proposed solution has to be based on and compliant with industry

standards (their latest versions as on date) wherever applicable. This will apply to all the

aspects of solution including but not limited to design, development, security, installation, and

testing. There are many standards that are summarised below. However the list below is just

for reference and is not to be treated as exhaustive.

Portal development W3C (World Wide Web Consortium) specifications.



Information access/transfer protocols SOAP (Simple Object Access Protocol), HTTP

(Hypertext Transfer Protocol)/HTTPS

GoI guidelines.

Photograph JPEG (minimum resolution of 640 x 480 pixels).

Scanned documents TIFF (Resolution of 600 X 600 dpi).

Latest HTML standards.

Specification

Information Security to be ISO 27001 compliant.

Operational integrity & security management to be ISO 17799 compliant.

IT Infrastructure management ITIL (IT Infrastructure Library) specifications.

Service Management ISO 20000 specifications.

Project Documentation IEEE/ISO specifications for documentation.

The bidder shall adhere to all the standards published by Government of India.

Site Specifications:

The Commissionerate of Civil supplies, Kerala encourages creativity in the proposals submitted;

however there are certain requirements for the web site project. Your proposal must account

for all of these requirements.

Site must be compatible with IE, Firefox, Chrome browsers versions 4.0 and higher. TP

should be a light weight application to support mobile and handheld devices

The website should be able to adapt to the size and resolution of the screen it is

accessed on.

Web site must not require plug-ins as a default.



Site must be built in accordance to the Web Content Accessibility Guidelines 1.0,

provided by the W3C and should also be easily accessible to the novice as well as the

experienced Internet user.

Fast Loading Pages – The web site must be designed with a balance of text and graphics

such that each page loads in 9 seconds or less on the average computer (using a 56K

modem).

Obtain STQC Certification for Transparency portal Application

The bidder will be responsible for engaging STQC to conduct the assessment / review for the

system before “Go Live”. The Commissionerate of Civil Supplies shall have the right to audit and

inspect all the procedures and systems relating to the provisioning of the services. If there is

any change / addition in the application’s functionality then the bidder will have to obtain the

STQC Certification for the changes / additions.

2.5 Business continuity planning

Available facility of State Data Centre shall be used for the DR Ensuring data backup till the last transaction occurring in the system to ensure enhanced

service levels. The RPO/RTO should be one hour.

Periodic testing may be done to ensure that all replication and data synchronization procedures

are in place all the time. Replication as well as change-over during disaster should be automatic

and real-time for minimal impact on user experience.

2.6. Information security management

The successful vendor shall ensure that adequate measures are taken by the bidder to ensure

confidentiality, integrity and availability of the information for both the application and the

databases. Below is a list of the guidelines (but not limited) that the successful bidder must

adhere to while designing and implementing the solution:

1. The proposed solution should provide security including identification, authentication,

authorization, access control, administration and audit and support for industry standard



protocols. COTS based Complete User/Identity Lifecycle Management Solution is not required.

Transparency portal should provide access management system, user id and password for the

department officials / citizen. Transparency portal should be a well-managed and appealing

website with all the required information of department in one stop shop.

2. The proposed solution should include design and implementation of a comprehensive

Information Security (IS) policy in line with ISO standards to comply with the security

requirements mentioned in this section. The IS Policy shall include all aspects such as physical

and environmental security, human resources security, backup and recovery, access control,

incident management, business continuity management etc.

3. The proposed solution should ensure that data, especially those pertaining to

registration process, transaction process as well as the data that is stored at various points is

appropriately secured as per minimum standard 128 Bit AES/3DES encryption.

4. The proposed solution should provide database security mechanism at core level of the

database, so that the options and additions to the database confirm the security policy of the

GoK without changing the application code.

5. The proposed solution should be able to ensure the integrity of the system from

accidental or malicious damage to data.

6. The proposed solution should be able to check the authenticity of the data entering the

system.

7. The proposed solution should be able to monitor security and intrusions into the system

and take necessary preventive and corrective actions.

8. The proposed solution should store User IDs and passwords in an encrypted format.

Passwords must be encrypted using MD5 hash algorithm or equivalent.

9. The proposed solution should be capable of encrypting the password / other sensitive

data during data transmission



10. The transparency portal project plans to use secured databases and verification reports

based upon field visits. Hence, there needs to be a clearly defined mechanism to undertake

cleaning of existing databases and securing the entire database to enable delivery of across the

counter services. It is also possible that the data in such secured databases would undergo

periodic revision and update. Hence there should be provision for designing an appropriate set

of tools for:

i. Different databases used in different applications by appropriate authorities.

ii. Effecting changes in secured documents.

iii. Identification of Officials authorized for delivering services/ authenticating the electronic

records.

2.7 Project management

To have an effective project management system in place, it is necessary for the successful

bidder to use a Project Management Information System (PMIS) to monitor the Project

Progress. The successful bidder shall address at the minimum the following:

1. Create an organized set of activities for the project.

2. Coordinate and collaborate with various stakeholders including Commissionerate of Civil

supplies.

3. Establish and measure resource assignments and responsibilities.

4. Construct a project plan schedule including milestones.

5. Measure project deadlines, budget figures, and performance objectives.

6. Communicate the project plan to stakeholders with meaningful reports.

7. Provide facility for detecting problems and inconsistencies in the plan.



During the project implementation the successful bidder shall report to the Commissionerate of

Civil supplies, on the following items:

1. Results accomplished during the period

2. Cumulative deviations to date from schedule of progress on milestones as specified in

this RFP read with the agreed and finalized Project Plan

3. Corrective actions to be taken to return to planned schedule of progress

4. Proposed revision to planned schedule provided such revision is necessitated by reasons

beyond the control of the successful bidder

5. Other issues and outstanding problems, and actions proposed to be taken

6. Interventions which the successful bidder expects to be made by the Commissionerate

of Civil supplies and / or actions to be taken by the Commissionerate of Civil supplies before the

next reporting period. Progress reports would be prepared by successful bidder on a fortnightly

basis. These reports may be required to be shared with Commissionerate of Civil supplies.

7. Project quality Assurance

8. Change Control mechanism

9. Project Management activities

10. Issue Management to help identify and track the issues that need attention and

resolution from the State

11. Scope Management to manage the scope and changes through a formal management

and approval process

12. Risk Management to identify and manage the risks that can hinder the project progress.



The successful bidder shall work closely with the Commissionerate of Civil supplies and should

update and maintain the Project Plan throughout the duration of the engagement. All changes

are to be reviewed and approved by the Commissionerate of Civil supplies.

2.8 Sign-off Deliverables / Exit Criteria

I. System Requirement Specification (SRS).

II. Functional Requirement Specification (FRS) (updated/modified).

III. High Level and Low Level Design.

IV. Functional and non-functional testing.

V. Fully functional Transparency portal Application.

VI. User and Operational Manual for Transparency portal Application.

2.9 Capacity building and training

The successful vendor shall ensure that the following activities of capacity building will be

undertaken:

1. Imparting training on use of the solution, Business Process Reengineering (BPR) and

Change Management.

a. Such trainings and skills will be imparted to all levels of government employees involved

in the processes pertaining to the selected services.

b. These would range from senior officers such as the senior officials at Commissionerate

of Civil supplies up to the officials working in the districts and taluk etc.

2. Prepare and organize training programs to facilitate the user departments in the

efficient usage of the new system.

3. Training shall encompass the knowledge of basic functionalities of user application,

guidelines and other backend processes.



4. Training shall also be provided for teaching the basic trouble shooting activities in case

of problems.

5. The successful bidder would be required to prepare a detailed training plan covering at

least the trainings to be conducted, targeted audience, location, dates for training, duration and

training content. The training plan would be submitted to the Commissionerate of Civil supplies

for feedback and approval.

6. The successful bidder would also be required to develop user manuals and computer

based tool kits and PPTs to promote self-learning and assist training participants in undergoing

the training.

7. The successful bidder should also ensure that there is an ability to capture feedback of

training programs conducted to gauge the effectiveness of instruction and make improvements

2.10 Operation and Maintenance

The selected Bidder is responsible for the day to day maintenance of the system for the entire

period of Contract. For the IT Infrastructure procured as part of this RFP, the selected Bidder

will be responsible for smooth Operations and Maintenance Services for the period covering

onsite support for 1 year of warranty and followed by 2 years of AMC from the date of

commissioning the IT Infrastructure covering the following:

A. Onsite Warranty support.

B. Onsite Periodic and AMC support including repair and replacement.

C. Annual Technical Support (ATS) for all the licensed software.



SECTION 3: ELIGIBILITY / QUALIFYING CRITERIA

Following are the essential qualifying criteria for selection of implementation agency for design,

development & maintenance of the transparency portal and consumer affairs portal

1. The bidder should be a single company/firm or a joint venture/consortium. Any

company/firm can submit only one bid irrespective of participation as a single party or

as part of a consortium / joint venture.

2. All bids must be accompanied by an Earnest Money Deposit (EMD)

3. RFP Tender Document can be downloaded from http://civilsupplieskerala.gov.in. The

cost of this RFP document is Rs. 1100/- (Rupees One Thousand + VAT @ 5 %). Bidders

are advised to download the document & submit the RFP document fees along with the

response, in a separate envelop marked ‘RFP Document Cost’ along with the Technical

response document.

4. The bidder shall provide copies of the original documents defining the constitution or

the legal status, place of registration and principal place of business.

5. Power of Attorney in favour of the authorized signatory of the bid.

6. Each and every page of the bidding document shall be duly signed by the authorized

signatory of the bid.

7. The bidder should be in IT Business dealing with web application project from last five

years (minimum). As a proof of experience the bidder should share the Work

Order/Completion Certificate/Letter of Intent Copy from /PSUs/Private Sector/Govt.

Department – State and Central.

8. The bidder should have successfully executed/executing to the satisfaction of the client,

One web based IT solution in a utility/ any Government department in last three years

of value not less than 50 Lakhs.

Or

Two web based IT solution project in last three years of value not less than 20 Lakhs

each

Or

Three web based IT solution in E- Governance project in last three years of value not

less than 10 Lakhs.



9. The proposed application with the web portal should be developed fully on free open

source software technology platforms.

10. The system should adopt the latest version of open source RDBMS- MSQL/PostgreSQL

11. The system should integrate with an application programming interface like SOAP, REST

etc. and social media sites.

12. The system should adopt technology standard plug – in and widget frameworks.

13. The declaration by the bidder that it is not blacklisted by any State Govt. or Agency and

shall be liable for the consequences of wrong declaration. The bidder should submit

along with the Bid no blacklisting certificate [self-declared].

14. The bidders shall submit requisite documents justifying the proof of eligibility.

15. A Bidder shall be disqualified if it is determined by the Commissionerate of Civil Supplies

at any stage of bidding process that the Bidder has made misleading or false

representation in the form, statements and attachments in the proof of the qualification

requirements.

16. The Supplementary information or documentation regarding qualifications may be

sought from the Bidders at any time and must be so provided within a reasonable time

frame as stipulated by the Commissionerate of Civil Supplies.



SECTION 4: TERMS AND CONDITIONS

4.1 Bid Evaluation Criteria and Process

All responsive Bids will be considered for further processing as below.

First the Pre-Qualification Proposal will be evaluated and only those bidders who qualify

the requirements will be eligible for next set of evaluations. Technical Proposal and

financial Proposal of Bidders who do not meet the Pre-Qualification criteria will be

returned without opening.

The technical score of all the bidders would be calculated as per the criteria mentioned

in below section. All the bidders who achieve at least 80 % in the technical evaluation

would be eligible for Financial Bid opening and comparison.

Lowest bid among financial bid will be awarded the contract. The lowest financial bid

should be above the minimum feasible financial bid amount.

Proposals of Companies would be evaluated as per Technical Evaluation Criteria and

financial evaluation criteria. Agencies / firms should clearly indicate, giving explicit

supporting documentary evidence, with respect to the above, in absence of which their

proposals will be rejected summarily at the qualification stage itself.

Details of documents to be submitted with Technical Proposal:

(a) Required ELIGIBILITY / QUALIFYING CRITERIA.

(b) Technical Proposal as per the scope of work

The Evaluation Committee constituted for the purpose will carry out the entire evaluation

process. The bid evaluation process shall be divided into two parts:-



4.2 Technical Evaluation

Evaluation of the Technical Bids will be done on the basis of marking carried out for Bidder

Capabilities. The proposals submitted by the bidders will be evaluated on parameters as

described in the table below. The bidder must get at least 70% of the maximum possible score

in the technical section in order to qualify for opening of the financial evaluation.

Marking of the Technical bid will be carried out on the following basis.



Sl. No.

Criteria Description Weightage

1 Relevant Experience

The bidder must provide details on past projects he has undertaken in a

similar space. Different weights will be assigned to different levels of

experience based on number of projects, scale of project, status of

project and also the type of project

30%

2 Proposed Solution Design and

Implementation Plan

The bidder must invest effort in the solution design to ensure that there

are no problems with the design once it is rolled out. The bidder must

also create an implementation plan that is feasible and meets the

timelines set by GoK for TPDS transformation project implementation.

50%

3 Proposed Implementation Team Bid will be evaluated on the strength of the implementation team that is

proposed by the bidder 20%

Total 100

Detailed breakups of each of the criteria on essential components of the technical bid are provided below:

Criteria Sl. No. Sub-Criteria Description Maximum

Marks

Relevant Experience

1 No. of projects

Bidders who have done Three Web based IT solution projects of

Rs. 50 Lakhs each will be awarded 30 marks.

Bidders who have done Two Web based IT solution projects of

Rs. 50 Lakhs will be awarded 20 marks.

30




Marks

Bidders who have done one Web based IT solution projects of Rs.

50 Lakhs will be awarded 10 marks.

2 Average annual turnover

Average annual turnover from Software System Development in

last 3 financial years, as on March 31, 2015. (Turnover in Rs)

Greater than Rs. 3 crores : 10 marks

Greater than Rs. 1 crores and up to Rs. 3 crores : 7 marks

Upto 1 crores - : 5 marks

10

3 Status of projects

Evaluators will evaluate information on the status of the project

and the client's report to get the previous client's perspective on

the bidder's performance. A completion certificate from the

client will be required to be provided for each completed project

and a letter from the client on their official letterhead will

required to be provided with details on the current status of

implementation for ongoing projects. Client references will also

be required and checked if the committee feels the need to

confirm the details of letters from the bidder's clients

30

4 Project relevance and specificity

All bidders who have done one web based IT solution in a utility/

any Government department in last three years of value not less

than 50 Lakhs will be awarded 30 marks

30




Marks

All bidders who have done Two web based IT solution project in

last three years of value not less than 20 Lakhs each will be

awarded 20 marks

Three web based IT solution in E- Governance project in last three

years of value not less than 10 Lakhs each will be awarded 10

marks

Total 100

Proposed Solution Design and Implementation Plan (Quantitative Analysis)

1 Comprehensiveness of the proposed solution

The requirements of all the modules as described in the RFP

should be met by the proposed solution. The solution must also

address all the possible complications that may arise during

implementation.

10

2

Demonstration of understanding of the Department’s requirements

The bid must display understanding of the requirements of the

project. The bidder must be able to convert the proposed

solution into specific requirements for the project. The bid will be

evaluated on the following components:

50 1.Solution proposed and its components (20 marks)

2.Technologies used (10 marks)

3.Scale of implementation (5 marks)

4.Learning on Issues (5 marks)

5.Challenges likely to be encountered (5 marks)

6.Mitigation plan (5 marks)




Marks

3 Innovation in solution design

The evaluators will provide weightage for innovative solutions

that will result in appreciable improvement in one or more of the

following- time taken for completion of the project, cost for

implementation, effectiveness of the solution in addressing issues

of current TPDS, sustainability of the implemented solution.

20

4

Feasibility of system design and implementation timelines

If a bidder's estimated time for completion of activities is less

than 75% of internally estimated timelines, in the absence of

significant innovation, it will be penalized during the scoring for

this component.

20

Total 100

Proposed Implementation Team

1 Number of members in the team

In the absence of any significant innovations, the bidder must

provide at least the internal manpower estimate for each

position. There will be no discrimination amongst bidders who

have proposed an implementation team with as many or more

number of members than the internal manpower estimate.

15

2 Qualifications of key personnel

The project manager and the technical expert are key personnel

of the implementation team. The qualifications of the people

proposed for these positions and the percentage of their time

that they will commit to the project will be closely evaluated. The

basis of evaluation will include past experience in similar projects,

past experience in a similar position, past experience of working

60




Marks

with the government, track record and educational qualifications.

3 Team structure

The bidder will also be evaluated on the team structure. It is

recommended that the project manager and technical expert are

assisted by functional managers in overseeing the

implementation. Each manager should control a team which is

overlooking the on-ground activities on a daily basis. In case a

consortium of System Integrators has filed an application

together, the consortium dynamics outlining roles and

responsibilities for each bidder should be clearly described.

Failure to do this will be penalized in the scoring for this segment.

Any change in Project Manager and the Technical Expert will have

to be approved by the CCS

The marks would be awarded on their competence for the

assignment with respect to the education, experience of the

candidate in the specific sector, field and subject directly relevant

to the assignment and the proposed solution.

25

100



4.3 Financial Evaluation

The Financial proposal of the technically qualified bidders shall be opened and considered on

the date and time intimated to the technically qualified bidders.

A responsive bid is one that conforms to all the terms, conditions and requirements of the

bid documents without material deviation or reservation. If financial proposal is not

responsive, it will be rejected and may not subsequently be made responsive by correction or

withdrawal of the non-conforming deviation or reservation. The Commissionerate of Civil

Supplies will evaluate and compare only the bids that are determined to be responsive.

The Financial proposal shall be submitted strictly in the format as given in the bidding

document. The Financial proposal with cutting or overwriting shall be straight away rejected.

The comparison will be of prices that include all costs (inclusive of all duties, levies and taxes

paid or payable and additional costs, if any).

The financial bids submitted will be checked against following:

Only fixed price financial bids indicating total price for all the deliverables and services

specified in the RFP will be considered

The bid price should include all taxes and levies and should be expressed in Indian

rupees

Any conditional bid will not be accepted

Lowest bid among financial bid will win the bid.

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