CHENNAI PORT TRUST

TENDER NO. EDP/EXT-ERP-II/DMS-FMS/2015/F

-- Budgetary Offer --

Paperless Office Thro’ Document Management System

Development Of Customized Software And Hardware FOR CHENNAI PORT TRUST

.

DUE ON : 24.06.2015 @ 1500 Hrs.

CHENNAI PORT TRUST

This invitation is for Budgetary offer for Development of Customized Software for Paperless Office thro’ DMS in Chennai Port Trust and maintenance of the same for a period of 4 years after the warranty period of 1 year.

LOCATION: All the Administrative & Other offices as per the Trust requirement in Chennai Port Trust has to be automated on-line. 1. Background:

Chennai Port Trust has large amount of important business documents lying in paper form and

on individual computer systems / File Servers in various file formats viz. doc, xls, pdf, images, etc.

These unstructured documents are required to be managed securely such that they can be captured,

stored centrally, retrieved whenever required and preserved for a period of five years of time.

Chennai Port trust has various approval processes, which are performed while carrying various

business activities like Financial services, Tender process, Sanctions of Projects etc. These

approvals are currently being done manually in paper form.

The drawbacks are:

i. Delay in the physical transit.

ii. Delay in Tracking the File / Documents.

iii. Sometimes loss of File / Documents during physical transit.

iv. Consumption of lot of paper.

v. Cumbersome maintenance of Physical records.

2. Proposed Scenario

To overcome the above constraints Chennai Port Trust would like to leverage on technology

components to ensure that all the critical business data and the business processes are mapped

using state of the art software products. All these business documents in the unstructured format and

the approvals are to be converted into electronic form resulting in faster approvals, transparency, and

compliance to e-governance initiatives and saving of paper.

This can be achieved using the following eGov software components and below are the modules

expected in it.

• Note Approval Work Flow

• Correspondence/File Management Workflow.

Note: The proposed e-Gov suite has to be built on enterprise document and workflow management

to manage the various documents and approval workflows.

3. Scope of Work

The Scope of Work covers Supply, Installation, Commissioning, Design, Development,

Customization, Integration, Testing, Training, Implementation and 5 year onsite Comprehensive

Hardware Warranty and System Software Support, Support for e-Gov System for a period of 4 years

after 1 year Warranty period. This also covers training for Chennai Port Trust personnel for operating

the system and change management and a turn-key implementation leading to Go Live of both e-Gov

in a smooth switch over and maintenance of the integrated system as per the requirements of the

Trust.

The solution proposed should be ready made package and should not be developed from

scratch or a point solution. The proposed solution should adhere to International Standards and best

practices as per the prevailing conditions in the Port. (Details mentioned in Technical Compliances

Section).

A suggestive list of various important modules is provided below. Detail requirements of each

of the module are specified in the technical specification sheet. The following are the requirements

regarding e-Governance System.

The minimum specified work to be undertaken as a part of the project has been categorized as under following categories:

1. Implementation of Document Management System for archival and management scanned

documents in secure environment with web based interfaces for restricted searching and

viewing of documents from anywhere at any time.

2. Office Automation including File Management and Document Management. It should be built

using Document Management and Business Process Management as a platform and should

comply with the Manual of Office Procedure (MOP), issued by the Department of

Administrative Reforms and Public Grievances (DARPG). It should use Business Process

Management platform for designing and deploying various workflow processes.

3. Scalability to provide Interface with the Application software, Web Portals

4. System Software Support, Support for e-Gov System for a period of 4 years after 1 year

Warranty period ( 1 year Warranty period means “ A period of 1 year from the date of

successful commissioning of the Project”).

5. Hardware – Onsite support of 1 Engineer for a period of 5 years from the date of successful

commissioning of the Project

6. Training to assist in the daily operations for a pre-agreed period in the area of digitalization.

7. Onsite technical support to maintain data, Hardware and functional requirements related to the project

E-Gov Requirement Summary: Maximum no of Users : 1288 Concurrency User Hit : 275 Scanning Users : 195 (50 Stations @ Scanning Locations) Avg No of Files Processed/ Day : 500 Avg No of Pages/ File : 150

Clustering : Active-Active (High Availability) DR Environment : Not Required 4. Scanning Solution

Comprehensive Bulk Scanning tool which will be installed at scanning locations for scanning,

indexing and uploading/initiating of paper documents like Documents, Letters, etc. The scanning

solution should feature inbuilt Document Quality Analyzer and enhancement feature to auto-correct

common image quality fixes. The solution should be tightly with the Office automation suite

5. Office Automation Paperless Office system for e-governance with Digital Signature Integration, Barcode based

File Tracking and e-Forms. The following are the modules expected out of e-Gov suite o File Movement & Tracking

o Correspondence & Document Management

o Office Notes Approval

o RTI Query Processing Module

o Parliament Query Processing Module

o Committee & Meeting Management Module

The objective is to automate all these critical activities and ensures complete integrity and security of

documents. It shall ensure that files dealing with any subject in any department are processed in a

similar manner. This includes creating e-File and moving it, Monitoring File and Tracking, Generating

Order and Maintaining record room for Files and Correspondences. It should also auto generate and

maintain file registers, file movement register / slip etc It should be built using robust Enterprise

Document Management and Business Process Management as a platform and should comply to the

Manual of Office Procedure (MOP), issued by the Department of Administrative Reforms and Public

Grievances (DARPG)

It should also support integration with Barcode technology for printing the barcode from within the

application to be pasted on the physical file. This will facilitate the tracking of physical files in case file

move physically and not kept in digitized format in DMS. It should also auto generate and maintain file

registers, file movement register / slip etc

File Tracking system System shall support Electronic File Movement

Provision to select fixed or dynamic route in the e-Gov system post which the user shall then

physically transfer the file to the next user’s desk

Provision to give comments/ suggestions, re-route, send-back, forward, complete are

expected as part of e-Gov system

Files sent/ fwd electronically to the next user will remain in transit state in e-Gov until the

physical file is received by the corresponding

Search for and track Files in e-Gov system

6. Document Management Document Management System will act central repository for all files, documents, Notes,

contents etc The Document Management shall have provision to track life cycle of business objects,

Creation of Logical Folders, organization of the documents into these folders viz., Acts, Government

Orders, Statutes, Files, PUC, Indexing of the Documents – by date, by subject, by sub subject codes,

Association of Keywords to the files – GO Content, Act Codes, Subject Codes. User Management,

defining the access control list, security features, version control functionality shall also come from the

Document Management System.

7. Real Time Dashboard There should be a provision for Dashboard in the form of Business Activity Monitoring tool to

provide a proactive Executive Information System in the form of visual alerts. The threshold for the

alerts can be personalized according to the user’s preference. This is mainly provided for the senior

officers for monitoring the health of the work, projects and taking proactive action on appropriate time.

System shall allow user to create highly configurable monitoring and reporting dashboards for

different stakeholders across all levels. Dashboards shall display information in real time. Dashboards

shall also support the drill down data to get exact information.

8. Detailed Scope – E-Governance System a. File Movement & Tracking Module

Next User Action

Suggested File Movement & Tracking Process – High Level Diagram

File C

losure

File P

roces

ssing

File C

reatio

n/ Ini

tiatio

n Register File Details & Crreate

Next User Check

Approval

File Complete and Closed

Free Files(Select File and Flow to

Initiate)

File Close Check

Reference/ Suggestion

Hold/ Wait

Step 1: File Creation

• The CPT File initiation user shall create a new file by logging into the web based e-Gov

system

• User shall have option to create a new file in a click of button or select any free files (Files that

are currently not in Flow)

• The File should be viewable in White Hall View (As specified in DARPG Standards) and

should have feature to add notes to the green sheet and perform annotation on the images.

• The User shall have the feature to add any number of Documents, Daaks and Scanned

images to the file.

• Once the electronic file is created, the user shall be automatically prompted with an option to

print the Unique File ref number in Barcode using Barcode printer, so that the user shall stick

the barcode on top of the physical file.

• The barcode shall stay as an unique identifier of the physical file throughout the flow for both

acknowledging the incoming files and to track the electronic file

Step 2: Free Files/ File Initiation

• All the files that are currently not under movement should be parked in this queue.

• End User shall be able to Initiate a free file by either

o Searching for free files in the e-Gov File register and then selecting them and initiating

the desired flow.

o Scan the Barcode of the Physical File using the Barcode gun, which shall open the

electronic file in the e-Gov system and then user shall initiate by selecting the desired

flow

• The User shall also be able to view the file in a White Hall view and provide their comments in

green sheets.

• User shall also be able to annotate on top of image attachments inside the files

• Provision to add Documents, Electronic Documents, Notes to the file.

• Provision to select the flow for approval. There should be list of predefined approval routes

based on the type of File, which can be selected by the user.

• Provision create a new flow on the fly and save the same

• Provision to dynamically route the file for one-to-one routing

• Once submitted the File should be automatically routed to the next user’s inbox (as per flow

selected)

• Status should be In Transit’ with definition ‘waiting for $next user$ to receive the physical file’

• Post this, the end user will actually transfer the physical file to the next user

Step 3: Next User Action (Approval/ Reference/ Suggestion)

• The next user in the flow shall be a approver, reference user or suggestion user which is

based on the flow selected during initiation

• Once the end user receives the physical file in his/ her table, the user shall scan the barcode

sticker on the physical file, which should automatically open the electronic file in White Hall

view in the e-Gov system

• Barcode scanning activity shall also be an acknowledge of reception of the physical file,

which should change the status of the electronic file from “In Transit” to “Received”

• Provision for the End User to provide comments (green sheet notes), annotations, modify

documents, add documents, etc and to perform any of the following actions

o Approve and Continue the flow

o Approve and Complete the flow

o Reject and Send back to the previous User

o Send to a user dynamically for suggestion/ verification

o Send to hold stage to currently pause the file flow

• Once submitted the File should be automatically routed to the next user’s inbox (as per flow

selected)

• Status should be In Transit’ with definition ‘waiting for $next_user$ to receive the physical file’

• Post this, the end user will actually transfer the physical file to the next user

Step 4: Hold

• All the files that are mentioned as “Hold”

• Users can search for ‘Files under Hold’ to see the list of files kept hold along with all other

details like Holding User, Reason for Hold, Hold since, etc

• Only the user who is holding the file should have access release the file from Hold

Step: File Close

• Once the File gets completed the File shall be closed and moved Free Files space, so that

users can search for and re-initiate the file if required

• Complete non-editable Audit Track/ Log of the File should be available for viewing and

downloading

b. Correspondence & Document Management

Document Management module should allow managing of the Documents received through

multiple sources like Physical format, E-Mail and documents received in electronic form. The module

shall support Document Registration, Document Submission/ Distribution, Document Filing,

Searching and reporting on Document.

The following options are expected to be part of Correspondence & Document Management Module

of e-Gov

• Facility to capture and Initiate Documents, Letters from multiple sources like

o Physical Copies (Scan & Initiate)

o Electronic Files (Local Storage/ Shared Storage)

o MS Office Application (Word, Excel, Power point)

o Documents/ Letters received through E-Mails (attachments)

o Portals (E-Forms)

o E-Mail as Documents/ Letter

o Incoming Faxes

• Facility to scan physical Documents along with key indexes like Subject, Department, Date,

Category, etc; Based on this Documents should reach corresponding Department User’s

Inbox

• Document received through other sources should reach to a common Dispatch User, whom

shall categorize the nature of Document for further processing

• Users should have facility to perform any of the following activities

o Directly File the Document to an existing or a New File

o Route the Document through a fixed or a dynamic route

c. Office Notes Approval

• Option to create a Letter/ Note which shall be used to for internal circulation/ attachment to a

File

• The Notes Creator should support Rich Text Editing options along with predefined Note

formats/ predefined note templates for Internal Circular, Office Notice, Memo, etc.

d. RTI Query Processing Module A separate knowledge base that contains all the previous and current in-progress RTI queries

and answers with full details like date of receive and delivery, details of the person seeking the

information, etc. The module has to be designed in such a way that ensure that the RTI queries will to

be routed to the concerned department within the pre-defined timelines and the automatic alert

system ensuring that RTI queries are always cleared on time. A separate intelligent database for the

RTI queries should be maintained for future reference.

e. Parliament Query Processing Module Process to handle incoming parliament/ ministry queries by assigning a task force with

escalation matrix and ensuring the query is resolved on time and archiving the same for long term

reference

f. Committee & Meeting Management Module This module focuses on automation of the approval process of constitution of Committees.

Automation would help tracking the expiry, renewal of the committee. The system would also capture

the composition, terms of reference, tenure, and modalities. Meetings of Constituted committee,

decisions taken, Drafting of the minutes, allocation of responsibility for actionable, and status

Updating of the actionable would be done online.

g. Other Features

• Digital Signature System – The e-Gov system should be integrated with the Digital

Signature System for enabling Digital Signing on electronic files

• E-Mail Correspondences – The e-Gov system should be able to automatically register Daak/

Correspondences received through a specific e-mail ID

• Online Document Submission/ Generation – Provide 30 electronic forms (Static Web

Pages) which will be made available in the Chennai Port Trust’s Portal for online submission

and automatic Document generation

• Automation of standard forms used in departments should also be taken for consideration. The following are standard forms to be incorporated in the Paperless Office thro’ Document Management System.

Standard Forms for all departments: 1. Leave Application

2. Earned Leave Encashment

3. G.P.F Loan Application

4. P.F. Final withdrawal

5. Festival Advance

6. P.F Nomination

7. Prior Intimation of Movable property

8. Prior Intimation of Immovable property

9. Reimbursement of Education Allowance in respect of

Children of employees

10. Purchase of Personal Computers

11. Application form for joining CHPT contributory Out door and Indoor

Medical Benefit After Retirement

12. Application form for claiming Special Casual Leave incentive and

implement under the Family Planning Scheme

13. Application form for Building or Addition to a House [Form-I]

14. Application form for Completion of House [Form-II]

15. Form for Vigilance clearance for Passport /Visa/ Travel Abroad

16. Application form of Allotment of Trust’s quarters

17. Confidential Report form for Class I and II Officers / Ministerial Staff

Standard Forms (Department wise): Finance Department:

1. Grant of Conveyance / Computer Advance

2. Sanction for grant of Conveyance / Computer Advance

3. No objection Certificate

4. Agreement Receipt / Hypothecation Deed

5. Hypothecation form in the name of Chairman, Ch.P.T

6. Agreement

7. Stamp Receipt

8. Application form

9. Form of Agreement

10. Leave Travel Concession

11. Form – I (Second Advance Form)

12. Form – II (Not availing Second Advance)

13. Form – III (Final claim cum Travel details)

14. A-1 Form in respect of Retired employees

15. Electronic Clearing Service ( Rev- II, Capital I,II and PF)

16. Court Attachment Recovery / Stop Recovery Form

17. Traveling Allowance Bill Form

18. Traveling Allowance Bill for Transfer form and working sheet

19. Certificate for grant increment under Family Planning Scheme

20. Application form for claiming

(a) Special Casual Leave

(b) Incentive

(c) Increment

21. Pension Section

(a) HOD sanction form for Superannuation/Technical Resignation

/Compulsory Retirement

(b) HOD sanction form for Voluntary Retirement

(c) HOD sanction form for Death

(d) Family Pension working and sanction form

(e) Bank option form

(f) Form for Pension Arrears working

(g) Declaration form for not re-employed /re-married

(h) Life Certificate form

(i) Family Pension application form

(j) Pensioners Payment Order book (PPO Book)

Marine Department: 1. Tea Allowance & Good Attendance allowance for the Signal

Station Staff

2. Cycle Allowance form

Medical Department: 1. Medical Registration Form

2. Medical Certificate (Sickness)

3. Discharge Medical Certificate

4. Form for Recommendation to put on work

Provision for rehabilitation

5. Fit Certificate

Traffic Department (Pass Section):

1. Renewal of Monthly / Annual Photo permits for

Individuals / Vehicles

2. Temporary Permit Individuals / Vehicles

3. Application form for Firms, Fresh / Renewal Monthly / Annual

Permits – Vehicle

4. Photo permit for Individuals

9. Overall Organizational Structure

Department Structure

a. Civil Engineering Department Structure

b. Mechanical Electrical Engineering Structure

c. Finance

d. General Administration Department Structure

e. Marine

f. Medical

g. Traffic Management

h. Vigilance

Department-wise Requirement Summary

Department

No of Users required to

Access the e-Gov System

(1)

No. of Distinct

File Movement

Flows (2)

No of Scanners Required

(3)

No of Handheld Barcode Scanners required

(4)

No of Barcode Printers Require

d (5)

No of Computer

s / Laptops Required

Civil Engineering 330 45 9 9 Mechanical & Electrical Engineering 281 44 10 10 Finance 352 29 29 General Administration 110 20 18 18 Marine 78 12 23 23 Medical 28 7 8 8 Traffic Management 220 25 8 8 Vigilance 16 5 2 2

Total 1288 158 107 107

NOTE (1) provision to increase/reduce the No of users (approx)

(2) No of File Movements will have to be done only at the customization

(3) No of Scanners (approx) will be decided during the customization and implementation

of the product

(4) Similar to the above, requirement will be planned. (5) Specify the time required for successful completion of the Project. (i) No. of days required to supply of Hardware and Software and other _____ (days)

(ii) No. of days required to complete the Installation: _____(days)

The bidder would have to furnish the following: 1. For given scope of work a turn key solution should be furnished.

2. The bidder would have to furnish a detailed solution as per the above scope of

work and the methodology that would be adopted.

3. The proposed solution should use open source Licence free Software The

developed Application Software should run on Open source (License Free)

(PostgreSql Database Management System 9.3 or above for ORDBMS is

preferable) and the Operating System Redhat Enterprise Linux 6 or above

environment.

4. The bidder should provide System Software Support, Support for e-Gov

System for a period of 4 years after 1 year Warranty period ( 1 year Warranty

period means “ A period of 1 year from the date of successful commissioning of

the Project”).

5. The proposed Hardware that would be used should be mentioned by giving the

full technical details along with the product brochure & part no. The Hardware

suggested should be robust and should be capable of handling load and

volume of transactions with zero shutdown time with minimum access time.

6. The Hardware proposed would be with a 5 year warranty and a qualified on-

site support engineer should be made available through out the warranty

period.

7. Site visit would be permitted to all the bidders on a date specified by the Trust.

A request for the same should be given to the Sr.Dy.Director (EDP). The bidder

before submitting the budgetary offer can interact with the coordinator of EDP

Division to get more details on the scope of work including various Standard

forms that are to be automated. 8. The posted Resident Software Engineers should attend to the bugs

immediately and should also make necessary changes as and when required

by the Management for the smooth running of the Paperless Office thro’

Document Management System Software.

COST SCHEDULE S.No. Description Qty. Rate

/ Unit VAT Amt

@ 5%

ST Amt.@ 12.36%

Total / Unit Cost

(d)+(e)+(f)

Total Cost

(c) x (g)

` ` ` ` `

(a) (b) (c) (d) (e) (f) (g) (h)

1 Hardware: All items should be covered with 5 year Warranty. Rates quoted should be one time Lumpsum charge

(i) Details of the proposed Hardware, along with Data sheets/brochures & Quantity should be mentioned in this format

(2) SOFTWARE

(i) Application Software Cost (warranty period is 1 year from the date of successful implementation) LUMPSUM - (One Time Charge)

(ii) Application Software Maintenance cost (LUMPSUM – Charge should be quoted on yearly basis)

(ii) On-site Maintenance support Personnel for Application Software & Database for 4 years after warranty period 1 year (Rate should be quoted for 1 year)

2

GRAND TOTAL

NOTE:

• Rate of Tax shall be quoted as per prevailing rate • In case of Software if there is any Service Tax, the same should be specified clearly and the

working for the same should be indicated. • The price quoted must be firm and shall hold good for the entire contract period. • All terms and conditions may clearly be specified. • Software to be customized as per the Trust’s requirement & Reports to be provided as per

Trust’s requirement. • Necessary Space and Power would be provided by the Trust free of cost. • Site visit would be given to all the Tenderers on a date specified by the Trust. A request for

the same should be given to the Sr.Dy.Director (EDP). • The bidder has to submit the PAN No. TIN No., CST No., etc., • The quote should be valid for a period of 180 days

DATE:

SEAL TENDERER

Any other model which has been successfully implemented may also be explained along with details of the Organization name in which it is Operational, Contact person and Phone number.

Details of successful implementation of DMS & FMS in Public / Private Sector may be furnished along with the name of the Contact Person, Phone No. & Organization name.

1 Place of submission of the

Budgetary Offer

(Hard Copy at the address mentioned & Soft Copy to diredp@chennaiport.gov.in)

Office of the Sr.Dy.Director (EDP), 4th Floor, Centenary Building, Chennai Port Trust, No.1, Rajaji Salai, Chennai – 600 001 Phone : 044 25362201 Extn.2510 e-mail : diredp@chennaiport .gov.in

2 Due Date and Time for receipt of

Budgetary Offer 24.06.2015 1500 Hrs.