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HARYANA STATE AGRICULTURAL MARKETING BOARD MANDI BHAWAN, C-6, SEC-6, PANCHKULA HARYANA- 134109 RFP for Design, Development and Implementation of Functional Information System Software

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Page 1: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

CKK

HARYANA STATE AGRICULTURAL

MARKETING BOARD

MANDI BHAWAN, C-6, SEC-6, PANCHKULA

HARYANA- 134109

RFP for Design, Development and

Implementation of Functional Information

System Software

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TABLE OF CONTENTS

INTRODUCTION .................................................................................................. 5

1.1 About HSAMB .......................................................................................... 5

1.2 Objectives of FIS Development ............................................................... 7

1.3 Scope of Work ......................................................................................... 9

1.4 Deliverables .......................................................................................... 10

ROLES AND RESPONSIBILITIES ..................................................................... 11

2.1 Responsibilities of HSAMB ..................................................................... 11

2.2 Responsibilities of Selected Vendor ....................................................... 11

2.3 Responsibilities of Project Coordinator, HSAMB .................................... 12

2.4 Responsibilities of the Consultants........................................................ 13

FUNCTIONAL REQUIREMENTS ....................................................................... 14

3.1 Functional Requirement Specifications .................................................. 14

3.2 Functional Architecture ......................................................................... 18

3.3 Detailing of Functional Requirements .................................................... 20

3.4 Network Architecture ............................................................................ 20

3.5 Application Architecture and Application System Design ....................... 22

3.6 System Specification ............................................................................. 22

3.7 Mail/Messaging System ........................................................................ 23

3.8 Disaster Recovery Plan .......................................................................... 24

3.9 Security ................................................................................................. 24

3.10 Integration Requirements ................................................................... 25

3.11 System Integration ............................................................................. 26

3.12 Critical Success Factors ....................................................................... 26

TECHNICAL REQUIREMENTS ......................................................................... 30

4.1 Modules overview.................................................................................. 30

4.2 Proposed Architecture ........................................................................... 34

4.3 Data Migration Plan ............................................................................... 36

4.4 Existing IT Infrastructure at HSAMB. .................................................... 39

OPERATIONAL REQUIREMENTS .................................................................... 42

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4.5 Introduction .......................................................................................... 42

4.6 Support Requirement ............................................................................ 42

4.7 Project Management ............................................................................. 47

4.8 Documentation ...................................................................................... 48

4.9 Training Requirement ............................................................................ 48

4.10 Service Level Parameters .................................................................... 50

4.11 Handover Clause ................................................................................. 53

TESTING AND USER ACCEPTANCE ............................................................... 54

5.1 Acceptance Criteria ............................................................................... 54

5.2 Requirement from Software .................................................................. 54

BID DOCUMENTS .............................................................................................. 56

6.1 Distribution of Tender Documents ......................................................... 56

6.2 Cost of Bidding ...................................................................................... 56

6.3 Instruction for the Bidder ...................................................................... 56

6.4 Documents comprising the bidder’s bid ................................................. 56

6.5 Preliminary Process to be confidential .................................................. 56

BIDDING PROCESS .......................................................................................... 57

7.1 Important Dates .................................................................................... 57

7.2 Bid Submission, Format and Signing ..................................................... 57

7.3 Language of Bid .................................................................................... 58

7.4 Earnest Money Deposit (EMD) ............................................................... 58

7.5 Venue for submission of Bids ................................................................ 59

7.6 Late Bids ............................................................................................... 59

7.7 Modification, Substitution & Withdrawal of Bids ................................... 59

TECHNICAL BID EVALUATION ........................................................................ 60

8.1 Venue of Opening the Technical Bids ..................................................... 60

8.2 General Guidelines for Opening of Bids ................................................. 60

8.3 Opening of Technical Bids ..................................................................... 60

8.4 Clarification of Bid ................................................................................. 60

8.5 Correction of errors ............................................................................... 60

8.6 Eligibility Criteria of Bidder ................................................................... 61

8.7 Evaluation Procedure ............................................................................ 61

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COMMERCIAL BID EVALUATION .................................................................... 62

9.1 Venue of Opening of Commercial Bids ................................................... 62

9.2 Opening of Bids ..................................................................................... 62

9.3 Clarification of Bids ............................................................................... 62

9.4 Correction of errors ............................................................................... 62

9.5 Evaluation Procedure and Criteria ......................................................... 62

9.6 Acceptance or Rejection of Bids ............................................................ 63

AWARD OF CONTRACT ................................................................................... 64

10.1 Notification of award ........................................................................... 64

10.2 Signing of contract .............................................................................. 64

10.3 Performance Guarantee ...................................................................... 64

MISCELLANEOUS ............................................................................................. 66

11.1 Delays in Performance Schedule ......................................................... 66

11.2 Corrupt, fraudulent and unethical practices ........................................ 66

11.3 Resolution of disputes and jurisdiction ............................................... 67

11.4 Notices ................................................................................................ 67

11.5 Use of documents and Information ..................................................... 67

11.6 Currency of the bid .............................................................................. 67

11.7 Period of bid validity ........................................................................... 67

11.8 Force Majeure ..................................................................................... 68

ANNEXURE 1: DETAILED FUNCTIONAL REQUIREMENTS ........................... 69

ANNEXURE 2: PROCESS MAPS .................................................................... 107

ANNEXURE 3: BID LETTER ........................................................................... 135

ANNEXURE 4: TECHNICAL BID EVALUATION CRITERIA ........................... 137

ANNEXURE 5: INDICATIVE COMMERCIAL BID TEMPLATE ....................... 141

6: PRESS NOTICE INVITING TENDER ........................................................... 142

LIST OF ABBREVIATIONS ............................................................................. 145

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Introduction

1.1 About HSAMB

Haryana State Agricultural Marketing Board (HSAMB) was constituted in 1969, with

the objective of development and management of an optimized and well-regulated

market infrastructure for agrarian sector in Haryana for facilitating the sale,

purchase, storage and processing of agricultural produce in a planned and regulated

manner. The entire agricultural marketing process in the State of Haryana is

governed by the Punjab Agricultural Produce Markets Act, 1961, which makes

necessary administrative and infrastructural arrangements to ensure competitive

purchases of agro produce and bringing the best prices to the farmers through open

auctions and support prices. These arrangements include setting-up of regularized

and controlled markets, with all the necessary infrastructure and resources,

operating upon pre-defined rules and regulations, and encompassing and monitoring

the entire sale-purchase process.

1.1.1 Core Activities of HSAMB

Creation of statewide agriculture marketing infrastructure, comprising of various

MCs, market yards, purchase centers, link roads, etc.

Profit maximization for farmers by ensuring best-possible prices for their produce

at the various market yards, sub yards and purchase centers.

Regulation and administration of

various MCs all across the state as

per the Punjab Agricultural Produce

Markets Act, 1961.

Collection of Market Fees, HRDF and

other levies from the purchasers on

various transactions taking place at

the Mandis.

Creation of additional facilities, along

with expansion and maintenance

works on behalf of various MCs.

Facilitating the procurement

activities of organizations such as

FCI, Warehousing Corporation HAFED, etc at various markets/Mandis.

Geographical Spread of HSAMB

HQ

Market Committees/ Mandi Level

District Offices/DMEOs

Zonal Offices/ZMEOs

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HSAMB implements these administrative and infrastructural arrangements through

various Market Committees (MCs). There are in all 106 Market Committees all over

Haryana, with 106 principal market yards (Mandis) and 177 of sub-yards and 162

purchase centers. The said Mandis are divided into 29 vegetable Mandis, 6 fodder

Mandis and 248-grain Mandis. The MCs have been provided with necessary

infrastructural facilities, such as shops, booths, common auction platforms, covered

sheds, individual platforms, cattle sheds, water supply, link roads, etc., and all the

transactions taking place at these MCs are regulated and controlled by the Board.

1.1.2 Structure of HSAMB

For efficient and effective administration, the Haryana State Agricultural Marketing

Board has created five wings namely Marketing and Enforcement, Construction,

Administrative, Accounts and Enquiry wing headed by Additional Chief Administrator,

Chief Engineer, Secretary Board and Chief Controller of Finance and Accounts and

Enquiry Officer respectively. The overall administrative structure of HSAMB is shown

below:

Figure 1: Administrative Structure

The Haryana State Agricultural Marketing Board consists of a Chairman and a Chief

Administrator (who is an officer of the rank of Head of Department) to be nominated

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by the state govt. and eleven other members of whom four are officials and seven

non-officials nominated by the state govt.

The Additional Chief Administrator (ACA) is the overall in charge of the enforcement

wing to assist the Chief Administrator. The Zonal Administrator/Chief Marketing

Enforcement officer performs the supervisory duty and is assisted by Zonal

Marketing Enforcement Officers and District Marketing Enforcement Officers to see

that provision of the act, rule and bye laws are properly enforced by the market

committees.

Each Market Committee has Chairman (Nominated by Govt.) and Executive Officer

Cum Secretary along with supporting staff appointed by the board except class IV

employees of market committees for the implementation of provisions of act, rules

and by-laws. The market committees in the State have been divided into three zones

headed by the Zonal Administrators who are Haryana Civil Services officers and are

placed at Karnal, Gurgaon and Hisar. There are four Zonal Marketing Enforcement

Officers and 12 District Marketing Enforcement Officers.

HSAMB has a full-fledged Construction Wing headed by a Engineer in Chief for

development works. There are 5 Circles headed by the Superintending Engineers and

one Superintending Engineer at HQ. There are 22 Divisions situated at each district

headquarter (except Mohindergarh) .

The Controller of Finance & Accounts is accounts advisor and is responsible for

handling the Accounts and Audit part of the Board / Market Committees accounts in

the entire state.

The Inquiry Officer conducts the departmental enquiries entrusted to him by the

competent authority of the Board.

1.2 Objectives of FIS Development

The Functional Information System would cater to the needs of each wing and

pervade across the length and breadth of the state. The proposed Functional

Information System would eliminate duplication in effort as a result the employees

shall be able to concentrate more on their task.

The main objectives of the computerization of HSAMB are as follows:

Ease of Administration and reduction in Manual work.

Improving Revenue generation and collection from Market Activities.

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Improving the Quality of Service and Information to all the market functionaries

and farmers.

Centralized storage and access to Internal and Market related Data.

As transactions increase in volume and the needs at HSAMB become more and more

complex it becomes obvious to look for scalability, better efficiency, greater

convenience as well as better returns. Moreover, the geographical spread of

marketing board is across the state of Haryana and this impacts the management

and control of operations at Market Committee level. The operations of gate and

auctioning should be made more transparent. The flow of information has a high lag

time and compilation process is tedious. All these delay the management in planning

and decision making.

Thus to ensure meeting of objective and delivery of quality services to its

stakeholders, it becomes imperative that the processes be efficient, transparent and

suitably enabled by technology. The recent stride in Information Technology presents

new opportunities for process improvement and efficiency enhancement within the

Organization. With this aim in mind, HSAMB has undertaken the project for

development of a Functional Information System (FIS).

To ensure that these objectives are met, a study of the existing processes and

requirements was conducted by HARTRON and approved by HSAMB. HARTRON

proposed that the FIS shall have six modules, five of which, shall cover the

functionalities vertically and the sixth module would be a reporting module for the

senior officials of HSAMB.

The modules are as follows:

1. Enforcement and Regulation System (ERS)

2. Mandi Management System (MMS)

3. Construction and Engineering System (CES)

4. Land Acquisition System (LAS)

5. Accounts Information Management System (AIMS)

6. Management Reporting and Facilitation System (MFR)

The details of these functional modules with respect to the responsibility of the

vendor as per scope of work in this Tender are presented in the subsequent

section(s).

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1.3 Scope of Work

The scope of the project involves development of a comprehensive end-to-end

software solution leading to the design, development, testing and implementation of

FIS at HSAMB. The entire activity should be completed within a time period of ten

months.

The Detailed Functional Requirements document annexed with this Tender may be

considered as an integral part of the scope of work and intending bidders should take

it into account while estimating their efforts and bids.

The broad scope of work of this engagement would include:

To prepare a Software Requirement Specification (SRS) Report – based on an

independent assessment of the requirements of the HSAMB and the functional

requirements as specified in this Tender document for designing, development

and implementing Functional Information System in HSAMB and market

committees.

To design and develop the software solution – based on Requirement

Specifications, Technological and Operational Requirements.

To design and develop software to integrate an external devise with real-time

printer to capture live auction data at the mandis. The devise should be store the

data on daily / weekly basis and should synchronize with the web application.

To design appropriate Network Architecture.

To test and implement the proposed software – based on an independent

assessment of the software, user acceptance and testing.

To ensure that the software design and implementation takes care of necessary

security aspects such as data safety, access controls, integrity, backup measures

and disaster recovery.

To provide training and handholding support - the software vendor should ensure

that the users are suitably trained for using their respective application areas.

To provide full documentation of the design (including Entity Relationship (ER)

diagrams, Data flow diagrams, GUI etc.), installation and implementation of the

software and user manuals both in hard copy and soft copy.

To provide two years onsite Warranty of the software

To undertake relevant data entry for running the application software suites.

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1.4 Deliverables

The deliverables of the project would be as follows:

Detail Project Plan and Schedule.

System Requirement Specification Report.

System Design Report including the user interfaces and network design.

Functional Information System software to be provided and deployed at all

relevant installation sites.

Software with source codes in two sets, along with source code of third party

API/COTS or any other software used.

Training of the software developed.

Setting up of help desk during warranty period.

Documents to be provided

User Manual of the software

Technical Manual of the software developed

Training Manual

Installation Manual

Implementation Strategy

Project Status Reports - monthly progress reports summarizing:

Results accomplished during the period

Cumulative deviations to date from schedule of progress on milestones

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

Proposed revisions to planned schedule

Other issues and outstanding problems and actions proposed to be taken

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Roles and Responsibilities

A clear definition of roles and responsibilities of all the partners involved brings

transparency, accountability, manageability and efficiency in any project. The

following are the roles and responsibilities of HSAMB, the Selected Vendor, the

Project Coordinator and the Project Consultants.

1.52.1 Responsibilities of HSAMB

As owner of the Project, the role of HSAMB in the successful implementation of the

application software includes discharging the following responsibilities:

i. To ensure that all the participating branches take active part in project.

ii. To identify the Divisions, Districts, Zonal Offices and Market Committees for

conducting detailed SRS.

iii. To identify key points of contacts who would be able to dedicate quality time with

the vendor.

iv. To conduct review meetings at regular intervals to monitor the overall progress of

the project.

v. To ensure participation and support from all the Branches and employees in the

implementation of the project.

vi. To ensure speedy centralized issue resolution.

vii. To ensure timely sign – offs.

viii. To provide necessary infrastructure support and resources to the vendor during

the development stage.

ix. To handle the crucial change management.

x. To coordinate with other government agencies and departments.

For points (vii) to (ix) above, the vendor should clearly specify in their tender, the

requirements from the HSAMB.

1.62.2 Responsibilities of Selected Vendor

The following are roles and responsibilities of the vendor to be selected for design,

development, testing and implementation of the software at HSAMB.

i. To design, develop, test and implement a secure, scalable Application Software

system for the HSAMB, adopting open, interoperable standards

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ii. To prepare a System Requirement Specification (SRS) Report and get it approved

by HSAMB.

iii. To ensure security of the data with adequate back–up measures.

iv. To provide training to the user community to make them conversant with the

application software

v. To provide handholding support to the user community during the warranty

period.

vi. To meet the functional requirements specified in this document and cover any

other related functionality identified by HSAMB whilst preparation of detailed

SRS.

vii. To provide full documentation of the design, installation and implementation of

the software and user manuals

viii. To undertake maintenance of software during Warranty Period

ix. To provide new patches of software as warranted by needs of HSAMB

x. Define terms of reference with HSAMB for updating new patches

xi. To ensure successful integration of the system

xii. To make reports at specified periodic intervals on progress of the project

xiii. To identify and describe the data entry points in consultation with HSAMB, to

eliminate/ minimize the duplication of data entry

xiv. To interface with Project Coordinator and Management of HSAMB for managing

the Change

xv. To prepare user feedback forms for service level parameters in consultation with

HSAMB and Project consultants

xvi. To follow the terms and conditions as specified in this Tender document and in

any other subsequent related documents

1.72.3 Responsibilities of Project Coordinator, HSAMB

The Project Coordinator is the key person who serves a pivotal role in this project.

The roles and responsibilities of the Project Coordinator are as follows:

i. To ensure close coordination of all the participants and the external agencies

involved in the project

ii. To identify the Zonal Offices, Field offices, Divisions, Market Committees to

support SRS preparation

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iii. To review the installation, commissioning and maintenance of the software

iv. To take steps to mitigate any potential risks that might surface during the course

of the project

v. Set up and administration of an issue and escalation management process

vi. To identify the staffs, who need to undergo user training at various levels

vii. To identify employees who can be trained by selected vendor for learning the

technical details of the Software.

viii. Handle change management

ix. To finalize the formats for the pre-printed stationery in consultation with HSAMB

and the Software vendor

x. To monitor the overall progress of the project

xi. To ensure timely release of the payments as per agreed Schedule

1.82.4 Responsibilities of the Consultants

The roles and responsibilities of the Consultant Partner for this initiative are as

follows:

i. To provide offsite project management assistance during the entire SDLC.

ii. To provide clarification to the vendor on the functionality as specified in the RFP.

iii. To interface with HSAMB to evaluate interim outputs and discuss progress reports

with HSAMB on a monthly basis.

iv. Set up and administration of project scope and change control process.

v. Set up and administration of a process for reporting progress on key project

metrics to HSAMB.

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Functional Requirements

1.93.1 Functional Requirement Specifications

The Software development envisages meeting the requirements of HSAMB through a

Functional Information System (FIS). The FIS would cover the various functions of

HSAMB and its inter-linkages with the Market Operations. The proposed FIS for

HSAMB needs to incorporate the organizational structure vertically and the functional

infrastructure horizontally. For this purpose, the information system for the Board

has been functionally decomposed into modules. Annexure 1 gives the detailed

functional requirements of the Functional information System. The proposed modules

for HSAMB are shown in the below figure:

Figure 2- Integrated Management System

1.9.13.1.1 Enforcement and Regulation System (ERS)

It is the mandate of the Board to ensure that all the transactions taking place

pertaining to agricultural produce are within the realm of the Punjab State

Agriculture Markets Act 1961, along with the definition and management of the

complete financial and business cycle at different market yards and sub-yards.

The main source of revenue for the Board is through the collection of market fees

from different sale-purchase processes and transactions taking place at the various

market yards and sub-yards across the state, and it is the responsibility of the

Enforcement Wing to manage the complete revenue collection cycle in an optimized

manner. The proposed system will initiate, facilitate, regulate and monitor all the

pre-sale, sale and post sale activities concerned with agro products at different

market yards and sub-yards, along with planning and estimation of expected

revenues on the basis of various field data by utilizing standard GUI for various

officials concerned with physical and financial movement of the crops. The main

functionality of the Enforcement and Regulation system is discussed as under:

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Reconciliation of market fee deposited vis-à-vis the market fee due. The entire

cycle of market fee assessment and deposit should be inter-linked to give an

instant status of the same.

Collection and analysis of committee-wise data regarding the expected grain

arrivals for planning and estimation of expected revenues and finalization of

various procurement details and schedules.

Compilation and analysis of committee-wise data on revenues during any

stipulated time-period on the basis of arrivals and purchases made, in

correspondence with the pre-decided targets.

Monitoring the functioning and operations of various Market Committees on

periodic basis, including generated revenues, arrivals and purchases and the

financial status.

Monitoring the status and progress of various vigilance and court cases pending

against the wings on periodical basis.

Provision for capturing auction data from PDA‟s / external devices.

1.9.23.1.2 Mandi Management System (MMS)

The Market yards or Mandis are the focal points through which all the physical and

financial transactions take place in real-time. In all reality, the Mandis are the place

of implementation of HSAMB‟s mandate, that is, the facilitation and management of

sale, purchase, storage and processing of agricultural products. From receiving the

raw, unprocessed crops at its premises, supervision of processing and dressing at

various commission agents, monitoring the sale-purchase processes by open

auctions and management of final deliveries and storage. Development of complete

infrastructure, including the appointment of various process facilitators, licensees

and dealers, Mandi does it all. Majority of revenue of HSAMB are generated at Mandis

only, and the complete administrative, capital and infrastructural resource-structure

of the Board is Mandi-oriented. But, Mandi by itself is a non-entity. In fact, they are

just another part of the extensive tool-set available with supervising authority within

any particular notified market area. This authority has been entrusted by state

government to Market Committees (MCs). The MCs are constituted under Punjab

State Agriculture Markets Act 1961, that supervise complete agro marketing process

within their respective Notified Market Areas with assistance and support from

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various officials of HSAMB. The proposed Mandi Management System (MMS) would

be encompassing all activities carried out at the MC-level.

1.9.33.1.3 Construction and Engineering System (CES)

The construction and maintenance of state-wide agricultural marketing infrastructure

is an essential duty as prescribed in HSAMB‟s mandate and is carried out through the

Construction Wing of the Board for the maintenance and construction of various

market yards and sub-yards with necessary shops, booths, platforms, etc., purchase

centers, village and link roads, Kisan Bhawans and other ancillary infrastructures.

Starting from project cost estimation, acquiring appropriate administrative and

technical sanctions, inviting and processing of tender proposals for initiation of works

to periodical monitoring of various works, the Construction and Engineering Wing is

involved in every process step of various constructional activities of HSAMB.

1.9.43.1.4 Land Acquisition System (LAS)

The process of land acquisition is initiated by the concerned MC sending a proposal

to the Board for acquiring a specific amount of land. The Land Acquisition Wing at

the head office then carefully and comprehensively reviews all the submitted

proposals on the basis of various determinants, like current ownership of the land,

location with respect to existing infrastructure of the concerned MC, cost of the land

as per government norms, sanitation, drainage and water issues, constructional and

engineering plans, etc. based upon the recommendations of a High-level Committee

of officials from concerned market committees, public health, town planning and

sanitation department along with construction wing of the Board. The most viable

proposal, fulfilling all required criterion, is then approved for acquisition and the

concerned MC initiates the acquisition process under the Punjab Agricultural Produce

Market Act, 1961. Currently, for determining the land-needs of any particular

Market Committee, the figures on total arrivals of agricultural produce in the

previous seasons are the only deciding factor. Other essential factors, like current

Mandi-space management, arrival estimations, agro-market trends, revenue-space

ratios, etc. are not being utilized by the Land Acquisition Wing. Similarly, majority of

proposal for land acquisition, if not initiated politically, take a lot of time to be

reviewed and approved. Land Acquisition Wing faces a lot of pending litigations

regarding the various acquisitions made throughout the state, which means that the

Board spends both, money and man-hours, for paying various compensations, legal

fees and monitoring court cases, as certain gaps are left during the proposal

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evaluation processes, which need to be taken care on priority basis. The proposed

Land Acquisition System (LAS), based at the HQ Level, would be to re-define, re-

structure and automate all the processes and sub-processes related to the selection,

evaluation and acquisition of appropriate lands for time-bound and optimized

expansion of MC infrastructures.

1.9.53.1.5 Accounts Information Management System (AIMS)

HSAMB is one of the pioneers in the fields of adopting and implementing a planned,

optimized and growth-oriented model of accounting. The magnitude of transactions

taking place all over the state pertaining to agro products necessitate that in order to

properly document and monitor all these activities, the Board adopts a strategy

which includes all the micro and macro issues of HSAMB‟s accounting. The HSAMB

Accounts Manual 2001 is one such document fulfilling most of the pre-requisites and

accounting needs of the Board, and any information technology module catering to

the accounting and financial needs of HSAMB would have to fully encompass the

manual within its realm. The proposed Accounts Information Management System

(AIMS) would facilitate the proper and efficient discharge of various finance and

accounts functions of the Board.

1.9.63.1.6 Management Facilitation and Reporting (MFR)

The Management Facilitation and Reporting Module would be the focal point, around

which the complete application architecture would be constructed. This module shall

facilitate the Top-level Management at HSAMB Head Office to gather the required

process data from various information systems functioning at different levels in the

Board, and process the same for generation of desired reports for the State

Government, Legislative Assembly and the Accountant General Office. This

application shall have interface with all the Master and Transaction Databases of

various wings and MCs. The MFR System would have an optimized integration of

technologies and tools to create a user-friendly graphical user interface with

appropriate checks and business logic embedded into the system.

The focus of Integrated Management System has been “automation” of the current

manual processes with very little or no process re-engineering involved. Most of the

processes are governed by the Acts/Rules/Notifications and hence the benefit of

computerization would arise mainly from automation/ online connectivity rather than

any Business Process Reengineering. The application is important to have control

over the market/ mandi and improve the efficiency. The MIS generated by the

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application would be an important input for the management to watch and monitor

important activities and thereby improve revenues for the organization.

1.103.2 Functional Architecture

The salient features of the Functional Architecture are as follows:

The Central Server of HSAMB would be the hub of the applications and

transactions; it should be possible to install any new application or enhanced

version of an existing application on the application server at the Central Server.

The application would be deployed and would be accessed through web browser

on HSAMB intranet.

FIS would also be accessed from HSAMB website with adequate security

measures.

The basic data relating to the transactions effected at the locations and through

the website would be maintained at HSAMB, Mandi Bhawan, Panchkula.

The functional architecture should permit transactions of all types to be

undertaken at the front-end.

The system should be immensely scalable, secure and reliable.

The system should support offline connectivity / data synchronization with the

central server incase some of the locations do not have internet connectivity.

The system should support collecting auction data from hand held / PDA devices

at various Mandis.

The application should be scalable to provide Government to Government (G2G)

interfaces so that the other departments/corporations interacting with the

Haryana State Agriculture Marketing Board should able to login to get the

requisite information normally required by them.

The bidder should consider application interface with Common Service

Centers(CSC) and other initiatives started by Government of Haryana.

The bidders are required to design suitable solution architecture to support the

functional architecture as illustrated below:

Note 1: HSAMB reserves the right to outsource one or more modules to another

vendor based on their

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requirement.

Figure 3: Functional Architecture

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1.113.3 Detailing of Functional Requirements

Indicative functional requirements have been detailed in Annexure 1. The detailed

Functional Requirement Specifications have been specified here for use by the

vendor for effort and cost estimation. It is expected that the vendor would do a

detailed system study and prepare Software Requirement Specifications based on

the functional requirements mentioned in Annexure 1.

1.123.4 Network Architecture

The Software Vendor shall plan a suitable network design based on latest

technologies to implement the application taking into consideration the parameters

specified by HSAMB and HARTRON. The Network architecture proposed by the

software vendor shall be evaluated by HARTRON / NIC. The network resources

required shall be clearly identified and communicated to HSAMB by the software

vendor. HSAMB shall provide the Hardware resources to the vendor. HSAMB may

ask the vendor to provide network software on a case to case basis.

While designing the Network Architecture, the bidder should consider the State Wide

Area Network (SWAN) and State Data Centre being planned by Government of

Haryana. The details of the same shall be arranged from HARTRON / NIC.

Indicative network architecture of HSAMB is schematically portrayed below:

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HSAMB, Head Quarter, Panchkula

Zonal Office Zonal OfficeZonal Office

District Office Division Office District OfficeDivision OfficeDistrict Office

MC ! MC 2 MC 51 MC 52 MC 105

MC 106

Internet Connection

Internet Connection

Internet ConnectionInternet Connection

Figure 3 Indicative Network Architecture

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1.133.5 Application Architecture and Application System Design

The proposed architecture of the solution is a web-based front end with the

applications residing on application servers. It is proposed that the FIS for HSAMB

should be developed using open Internet technologies platform. Proper Web

technology with n - tiered architecture should be employed for implementing

enterprise-class applications and web based applications. The main aim of

technology should be to create simple development model for enterprise applications

using component based application model.

DB Connectivity

FIS Tier

Firewall

Client Tier

HTML, XML)

Plug in

Software /

Middleware

FunctionalInformation

System

RDBMS

Output

Input

Middle Tier

Presentation Layer Middle Layer Data Layer

Script Language

Validation

DB Connection

Decision

Logic

Business

Logic

Business Processing Layer

Application Architecture

Client

Client

Client

Data Data

Figure 4 Application Architecture

1.143.6 System Specification

HSAMB has adequate IT infrastructure like Computers and Printers in Head Quarter,

Field Offices and Market Committees. An illustrative list of the current IT

infrastructure is given in section 4.4. It shall be the responsibility of the software

vendor to optimally employ the existing IT infrastructure. Requirement of additional

IT infrastructure shall be raised by the software vendor in a planned manner so that

it does not affect the progress and schedule of the development process and thereby

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the implementation activity. Plan for optimal utilization of the existing IT

infrastructure is one of the selection criteria of the software vendor.

1.153.7 Mail/Messaging System

The proposed solution shall offer mail/ messaging and related collaborative services

for facilitating HSAMB users to communicate among themselves and other user

communities. The mail server should support minimum 2000 users

The mailing solution should support the following features:

a) The mail server should support standard protocols like POP, IMAP, SMTP,

HTTP, LDAP

b) Support browser based email access with features including schedulable Out

of Office messages (internal and external), Managed E-Mail Folder access etc.

c) Support for Separate out-of-office messages to be set for internal and

external recipients.

d) Support Sent messages to be recalled by the sender

e) Provision for out-of-box push based mail, any information on Windows Mobile

based PDAs, Symbian, Nokia & Palm Pocket PC and smart phones

f) Provision to support for HTML Messages. Should provide support for

collaborative application development and support for integrated workflow scenarios

and Web services

g) Support single integrated directory for NOS and messaging with unified

management capabilities

h) Compliance: Messaging System should have inbuilt compliance engine to

enforce government compliance & regulation requirements

i) Email Classification: Messaging solution should be able to provide

customizable message classification like confidential, personal, company/department

confidential, do not forward. Compliance engine should be able to create rules based

on the message classifications and other message parameters

j) Should support Multi-Mailbox Search - Administrators should be able to

perform fast, full-text search across all mailboxes if required for legal or other

purposes.

k) Messaging Solution should support clustering with a minimum of one passive

node

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l) Provision for core anti-spam capability out-of-box; Mail server should have an

ability to have an internet mail filtering functionality to Separate spam; the

messaging server should have built-in server-side filtering and also Client-side

filtering

m) Connection filtering, Real time safe & block lists, Sender and recipient

filtering including blank sender filtering, Recipient lookup, Real-time block list–based

filtering, Suppression of sender display name resolution, Ability to restrict relaying,

Ability to restrict distribution lists to authenticated users, Should support Dynamic

distribution lists, Should support virus scanning API

n) Support single sign-on integrated with the supported network operating

system‟s Directory Services authentication database; Should able to support Smart

card Authentication and Finger-Print authentication

1.163.8 Disaster Recovery Plan

The requirement of Disaster Recovery has been planned by deploying DR server at

Panchkula or any other site as later decided by HSAMB, which will have a replica of

the database server and the application server at the central server location of

HSAMB. The synchronization between these two servers will have to be timed in such

a way so as to ensure that the database is replicated in the fastest possible time and

that there is no peak load on the connectivity due to any other transactions

happening through the application. Accordingly, it is recommended that the

replication take place in the second half of each day (preferably between 4pm to

10pm), after the peak load is over and before the peak load of arrivals at the gates

begins. The selected bidder should ensure that at any time there is an availability of

a back-up database.

1.173.9 Security

The highest level of security through encryption, firewall etc. is required to be

provided. The Vendor shall formulate a detailed policy on the security approach to be

adopted in the system.

The vendor should develop the software employing coding standards for security and

perform security audit on the system to assure threat from hacking and intrusions.

The vendor is expected to observe guidelines with regard to the security of data and

the software, an indicative list is as below:

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1.17.13.9.1 User Accounts

A single login should be provided to a user for an application.

Login filters should be built-in.

Time-out should be built-in for inactivity, and the access should get locked, such

that a reauthorization is required to continue.

Multiple accesses using a single login account should not be possible.

Last login for every user should always be displayed.

1.17.23.9.2 Password Usage

Password for authentication should be sent to the server in an encrypted form.

User should be able to change his/her password.

A password policy for the users should be formulated and implemented.

1.17.33.9.3 Audit Trails

All audit trails at the database levels should be enabled.

Audit trails should be built at the application level

A policy for audit generation, review and retention should be formulated and

implemented.

1.17.43.9.4 Backup and Recovery

A rugged backup policy with detailed procedures should be formulated.

Audit trail for the database and procedures for database recovery from the audit

trail should be developed.

1.17.53.9.5 Anti-Virus Checks

An anti-virus policy should be formulated for the server and the clients.

1.17.63.9.6 Database and System Administration

A detailed policy for system and database administration shall be formulated and

implemented.

1.183.10 Integration Requirements

The Functional Information Systems to be implemented under the project should be

integrated for information interchange based on indicative requirements listed in this

Tender document and based on the successful bidder‟s interaction with different

departments/ offices at HSAMB.

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1.193.11 System Integration

It shall be the responsibility of the software vendor to successfully integrate the

hardware, network and the software. Software vendor will develop the application,

identify and request hardware components and design the network. Therefore, it

shall be the exclusive responsibility of the software vendor to ensure the fool proof

system integration. Project Coordinator reserves the right to seek the assistance of

HARTRON and Wipro Consultant to review the system integration plan submitted by

the vendor.

1.203.12 Critical Success Factors

Critical Success Factors are vital elements of strategy to achieve the project mission.

The key areas of performance are made explicit to provide a common point of

reference for the entire organization. Thus, the project initiative that HSAMB

undertakes must ensure consistently high performance in these key areas;

otherwise, the organization may not be able to achieve its goals and consequently

may fail to accomplish its mission. The identified critical success factors must be

addressed during the execution of the project.

1. Ease of Use

The extent of user friendliness of the proposed application will be the prime factor

for the acceptability of the developed application. The vendor must consider the

E-readiness of the users for development of application and should ensure that

the user is comfortable in using the application. The system should provide menu

driven graphical user interface with bilingual support in English and Hindi, as

required by HSAMB.

2. Contents

The reports generated by the application must ensure the standards of relevance,

accuracy and currency. Any form of deviation in content of report generated will

impact the acceptability of the application.

3. Service Delivery and Management Reports

The proposed application aims to improve the quality of service for accessing the

information and decision making. The application must generate instant need

based reports, as and when required by stakeholders. The application should

enable the storage of reports in exportable formats. The System must generate

reports in the form of Tabular charts involving one or more than one field. The

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Application must have the capability to convert these reports into charts viz., Bar

Charts, Pie Charts etc. Reports for time series analysis, trend analysis should be

designed using charts viz., Pie Charts, Bar Charts, Tabular Reports etc.

Information which is not up-to-date becomes trivial. Hence, the vendor must

ensure the timely updation of data as defined by HSAMB. Any delays in the

updation of data will deteriorate the performance of the application.

4. Inter-Department information exchange

The application should enable instant data updating and inter department

information sharing as governed by authority to access the information.

5. Feedback and Control

There should be a mechanism to capture feedback of system users at all levels.

The vendor should consider the feedback to control and enhance the performance

of the developed application.

6. Information Need Assessment

The vendor must perform a detailed information need assessment exercise

through discussions with Top & Senior management and with other users of the

system. This would define the type, nature, periodicity and structure of reports to

be generated by the application.

7. Human Resource Development and Change Management

The vendor should assess the training needs for the users and facilitate the

capacity building of HSAMB employees. Management of change is crucial to

effectiveness, efficiency and success of a project. Many a times resistance occurs

simply because people do not know what the change is meant for. Educating the

user about the advantages of information system and empowering him with the

required know how about it‟s usage would bring smooth transition from the

existing system to the envisaged IT enabled system. Effort must be made by the

vendor to achieve the above. The vendor in coordination with HSAMB would make

effort to manage the change.

8. Process Champions

The identification of the appropriate process champion helps in developing better

understanding of the required application. The vendor in consultation with the

process champion would capture all the processes in detail to cover the

functionality of the application.

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9. Data Analysis

The systems should also be able to perform intelligent analysis on vital data like

Accounts reconciliation, Project costs, Project progress, Produce arrival and any

other data as required by HSAMB. The system should intimate the users with

necessary alarms to initiate appropriate actions as and when the need arises.

10. Data Uploading

The systems should facilitate uploading of data as may be deemed fit by the

competent authorities on the HSAMB‟s website on a regular basis.

11. Service Oriented Architecture

The system should support a service oriented architecture to incorporate new

services and modules for accomplish future needs. This may include amongst

others, services to farmers providing information on pricing, produce arrival,

weather, agricultural inputs, biometric identification of Farmers, Commission

Agent or other intermediaries.

The application should be accessible from Common Service Centres, being

developed across the state by the Government, so as to provide information to

and facilitate farmers. The software should also have the provision to transmit the

data to the national agramarknet website/application.

The application should be designed to communicate with futuristic applications

such as Artiya/Purchaser Management applications etc and provide complete end-

to-end computerization solutions of the procurement, marketing, purchase and

warehousing.

12. Business Logic and Performance of the System

Business logics should be implemented at the Middle tier or Database level to

achieve optimum performance in terms of lesser response time. Single data entry

points must be defined to eliminate duplication of efforts. All validation of data

must be done at the interface level by using scripting language. This would reduce

data entry error in the system.

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13. Short Message Service:

An interface with the back-end server application/ database is also proposed to be

incorporated into the proposed project to make a provision for auto messages

through short message service of the related information to the concerned stake

holders.

14. Implementation strategy

The software should be develop considering role based access and availability of

existing infrastructure at Mandis i.e Computer and internet availability. Initially, all

the data entry will be done through one computer at each location and later on all

the users will be provided computers/required infrastructure.

In addition, at Mandi level, Internet connectivity may or may not be available. In

case, internet connectivity is available then a separate application/ utility would

be developed which will transmit the data ( as & when required ) to update the

centralized database through net. On the other hand, in case of non-availability of

internet connection at Mandi level, the data backup would be taken through

proper backup utility, which can be restored at some other place like concerned

District Office/Market Committee Office or other nearest office wherever internet

is available and from there itself it will be transmitted (as & when required) to

update the centralized database through net.

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Technical Requirements

1.214.1 Modules overview

In its endeavor to streamline operations and deliver better services, HSAMB, has

embarked upon deployment of Software to control and manage their operations. The

proposed solution framework would form the Functional Information System (FIS)

aimed at serving the stakeholders of HSAMB and Market Committee. Based on the

functional requirement study, it was proposed by HARTRON and approved by HSAMB

that the software would have 6 functional modules, which are:

1.21.14.1.1 Enforcement and Regulation System

In this module the focus has been “automation” of the current manual processes of

Enforcement and Marketing functions. The module comprehensively captures all the

functions of the Enforcement Department. Planning for new mandi, market fee

collection, making license for market functionaries, rent collection etc are covered in

this module. It also covers the recording and reporting of Court Cases of Market

Committee. As the spread of HSAMB is across the entire state of Haryana,

automation of the operations would empower the Management with their information

needs for better control over the Market Committees and decision making.

The functions covered under this focus will be:

Gate recording and Agent Allocation

License making process and track record of the licensees.

Heuristic analysis with past data for planning for development of mandi.

Monitoring the functioning of Market Committees.

Sale transaction of Agriculture produce and capturing the details of auction and

inserting the data in the System.

Capture the details and progress of Court Cases of Market Committee.

The system to should be designed to allow Commission Agents/Artiyas to directly

enter the data through a web portal, view their market fees payable and make the

payments online.

1.21.24.1.2 Mandi Management System

This module will cover the functions carried out in the Mandi. It would have the

information of the assets of the mandi and their usage, the current works going on in

the mandi, financial management of the mandi, detail employee information. The

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information of the complete assets, physical, financial and human resource shall

come in the system and the same shall be available online to the Management for

better control and monitoring. This layer is an important layer to have control over

the market/ mandi and improve the efficiency. The information captured in this

module would be an important input for the management to watch and monitor

important activities and thereby improve the performance for the organization.

The functions covered under this focus will be:

Assets management

Market Committee budget planning.

Personnel Management of the Market Committee.

Interfacing with Enforcement and Marketing department.

Interfacing with Construction department in respect of existing construction work

being pursued.

1.21.34.1.3 Construction and Engineering System

The module automates the functioning of Construction wing of HSAMB. Construction

wing is spread across the entire state of Haryana, as such; there is time lag in flow

of information in the various functions performed at the different levels of hierarchy.

This module would expedite the two flow of information from the bottom to top and

vice versa and speed up the decision making. Top management shall have the

information regarding the development work being performed at the division layer.

This would abet the management in monitoring and controlling the work and quick

decision making. Reports and Performa shall be designed for online flow of data.

The functions covered under this module are:

Assessment of work and subsequently create a Preliminary Report.

Design Layout planning.

Preparation of Rough Cost Estimate and corresponding online approval.

Preparation of Detailed Estimate and its corresponding online approval.

Preparation of NIT/DIT and its corresponding online approval.

Tender Works execution measurement.

Automation of Inventory planning and management and vehicles monitoring.

Capture the details and progress of Court Cases of Construction department.

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1.21.44.1.4 Land Acquisition System

The module would capture the processes in Land acquisition. The module would

provide the management the information required for tracking an acquisition process

and taking quick decisions. The details of the acquisition process captured in the

module would abet the management in pursuing the acquisition with government

agency. Suitable interface with accounts and market committee would eliminate the

time lags of inter – department / market committee communication. Information

related to delay in acquisition process shall be available with the management and

accordingly help the management in taking prompt decisions.

The functions covered in this module are:

Assessment and evaluation of land needs.

Site selection process.

Acquisition process passing through different stages of the Land Acquisition Act.

Auction of plots

Capture the details and progress of Court Cases relating to Land Acquisition.

1.21.54.1.5 Accounts Information Management System

The focus of this module would be to cover the accounts functions in all the layers of

HSAMB and the Market Committee. It would automate the accounts functions of all

the layers of management of HSAMB. It would automate the processes being

pursued manually to a Software based system. This would bring benefits as it would

eliminate duplicate efforts of entry of data. Calculations shall become accurate with

no possibility of mistake.

The functions covered in this module are:

Consolidated Expense Monitor

Consolidated Income Monitor

Consolidated Budget Monitor

Deposit Work Monitor

Loans and Advance processing and monitoring.

Payroll processing.

Bank Reconciliation

Pension Monitor

Investment Monitor

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1.21.64.1.6 Management Facilitation and Reporting

The module is essentially intended for the senior management of HSAMB in

reviewing the various activities going on in HSAMB and Market Committee. GUI

based customized reports shall be generated about the different activities and works

pursued in HSAMB and Market Committee. The module would assist the senior

management in reporting to the government the status and progress of the works

being pursued by HSAMB in different parts of Haryana.

Management would get the information with prompt and alacrity to control and

monitor the functioning of Market Committees and review and control the various

development works. Reports

Control and disciplinary procedures of HSAMB has been automated in this module

and various pending disciplinary proceedings can be tracked for ensuring strict

discipline. The module would empower the Senior Management with information to

control and monitor the operations of HSAMB.

The functions and reports covered in this module are:

Report on progress of CM announcement works

Customized report for State Government

Reports on ongoing different Construction Works

Reports on Revenue collection in different mandis

Reports on various Courts Cases of HSAMB.

Disciplinary proceedings against erring employees of HSAMB and their status

report.

Pension and ex gratia functions of Board

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1.224.2 Proposed Architecture

The proposed architecture of the solution is a web-based client/ browser based front

end with the applications residing on application servers and accessed within the

HSAMB, intranet.

The bidders are expected to decide upon the development platform and tools.

Figure 5 Technical Architecture

1.22.14.2.1 Instructions

The RDMBS should support Windows or Linux based platforms and should work

with CPU based licenses.

Suitable design/ CASE tools and Project Management tools shall be provided by

the software vendor.

The application software should support both Firefox/Internet Explorer browsers

as front ends.

The web server should be compatible to the framework proposed.

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All Applications would be deployed in the HSAMB, Intranet Environment with

physical servers located in the Mandi Bhawan, Sector 6, Panchkula, Haryana.

The user community will be accessing the applications on Windows based

machines (Win 2003/2000/XP/NT/98) using a web browser over the intranet and

internet.

The application architecture/ framework needs to be homogenous across all the

application suites.

Use of XML for standardization of data exchange protocols wherever required.

The system should have provisions for bilingual support and should support Hindi

language, so that if HSAMB, wants to go ahead with some activities in Hindi the

software can support the same.

Ensure data security and integrity by scheduling backups, tight user access

controls, and encryption techniques.

Suitable anti virus software should be proposed.

The system would be deployed on a prospective basis with all operations to be

taken up on line from the date of installation. However, relevant data to run the

application software needs to be created as elaborated in the subsequent section.

The system should have adequate Artificial Intelligence Tools that should be able

to perform robust data mining exercise for generating Analytics and MIS reports

as required by HSAMB.

The project Software Development Life Cycle (SDLC) and project plan should

ideally follow the Waterfall model of execution with clear demarcation and

timelines for various phases: SRS preparation, System Design, Prototyping,

Software Development, Testing, User Training and Handholding, User Acceptance

& Final Deployment followed by the Warranty period

The bidder has to provide an on site warranty of 2 years and subsequently Annual

Maintenance for 3 years for all the application software suites from the date of

user acceptance. Adequate staff should be deployed in Mandi Bhawan, Panchkula,

Haryana during the entire on site warranty period of 2 years for troubleshooting,

maintenance, training and handholding of users.

The Intellectual Property Rights of all the software code, data, algorithms,

documentation, manuals, etc. generated as a part of implementation of this

project shall solely vest with the HSAMB, Haryana.

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It may be noted that the 6 modules mentioned above are not necessarily

compartmentalized. There would be sets of data and users overlapping across the

applications and it are imperative that they must be able to talk to one another

wherever required to generate meaningful reports/information.

The application modules are likely to share master tables and common data files

The final configuration of the FIS application suite along with functional

requirements will be freezed at the time of the SRS sign off.

The application should have the capacity to handle 5000 transactions per hour for

250 concurrent users.

The Proposed solution should support Unicode standard for Hindi on server

operating system, RDBMS & desktop operating system etc.

The Operating System and Database Software shall be proposed with Two Years

of Patches and with Security updates cost.

1.234.3 Data Migration Plan

The objective of Data Entry is mainly to utilize the data for searches and

modification. The current process is completely manual and hence the data

digitization is not happening.

1.23.14.3.1 Historical Data

Historical Data entry means the capturing of the past transactions in Digitized form.

Due to the nature of working of HSAMB the Historical data is equally significant for

meeting the objectives of HSAMB. HSAMB requires historical data for two major

reasons; one to understand the region wise commodity inflow in mandis and their

trend and time series analysis as also for record keeping. Based on these information

management can make future development plans. Secondly, HSAMB has made

significant investment in development of infrastructure across the state. Detailed

information of the same would abet the management in planning optimal utilization

of the current infrastructure as also make plans for future investments. In addition to

the above, historical data may be required for Legal cases, Licensee details, financial

transactions etc.

The exact plan for undergoing this exercise would be developed post selection of the

final Software Implementation Vendor.

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1.23.24.3.2 Master Data

The Accounts branch, HSAMB has a Tally application running. Office of the Chief

Engineer, Construction department has project related data in Fox pro based utility.

Details of current applications and their functionalities at HSAMB are given in the

subsequent section. Thus, HSAMB has, some of the master data for Accounts,

Construction wing, details already captured in the existing applications, however,

there is a need of Master data entry for other sections of HSAMB and the Market

Committees. The data in digitized form shall be migrated by the successful bidder to

the proposed application. The vendor shall develop a data migration strategy for

migrating the digitized data to the proposed system and get is approved by HSAMB.

Market Committees have all their data in hard form in various books of accounts.

These data are required to be inserted into the system.

The Vendor needs to develop an exact plan for the Master and Historical data entry

exercise. The FIS would be capable of entering the Historical data at any stage even

after the implementation and handover. For the purpose of data creation, the

following needs to be provided:

Data entry screens

Adequate Manpower with data entry skills

Hardware and software setup within the HSAMB Panchkula and / or Market

Committees, for data entry

Integration of the data created with application software

Quality checks to ensure error free data

1.23.34.3.3 Terms & Conditions of Data Entry

The bidders will estimate the volume of data to be entered in consultation with

project coordinator, HSAMB as per the requirement of PAPM Act, 1961 and bye-laws

and schedules of HSAMB as also for RTI Act. It shall be the responsibility of the

successful bidder to enter the non digitized data in the proposed system. The vendor

shall make an estimate of the historical data to be entered in consultation with

HSAMB. Data entry may require scanning of some records also.

The bidder shall submit in the commercial proposal the rate for entering data in the

system. Rate should be quoted per record basis. A typical record may consist of on

an average of 10 fields (both numeric and alphanumeric) with each field around 10

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characters. Scanning charge per page shall also be quoted in the commercial

proposal.

The data entered in the system by the successful bidder shall be tested for

its correctness. The bidder should ensure correct data entry in the system.

Payment for data entry is subject to the correctness of data entered in the

system.

Preservation of Data

The bidder should give due consideration to the preservation of data at HSAMB. The

respective records of the Board and Market Committee are preserved for the periods

noted against each in the schedule hereto annexed.

SCHEDULE

Description Period

Budget 5 Years

General Cash Book Permanently

Establishment Bill 35 Years

General Bill 3 Years

Balance Sheet 10 Years

Ledger 10 Years

Register of Deposit Permanently

Application in Form A Permanently

Other Application Form 5 Years

Returns of daily purchase and sales One year after audit

Sales 3 Years

Receipts 3 Years

Register of sale and purchase of

agricultural produce

10 Years

Register of Licences 10 Years

Provident Fund Register 10 Years or till all account to which it

relates are closed

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Service books of the employees 5 Years after retirement or death

(which ever is earlier)

Register of proceedings of the Board or

Committee or Sub – Committee

Permanently

Register of Correspondence Permanently

Cheque Books 10 Years

Pass Book 10 Years

Traveling Allowance Bills 3 Years

Lease deeds Allowance Bill 10 Years from the date they cease to

have effect

Security Bonds - do -

Treasury Challans 5 Years

Imperest Account Register 3 Years

Attendance Register 1 Years

Moveable Property Register 10 Years

Library Register 10 Years

Demand and Collection Register 10 Years

Register of Court cases 10 Years

Investment Register Permanently

Files about the appointment, removal

and dismissal of employees

35 Years

Other record which the Board or

Committee may decide to preserve for

more than three years

Such period (not less than 10 years)

as may be prescribed by the Board or

Committee

In addition to the above, legacy data as identified by HSAMB, shall be maintained for

a period not less than 20 years.

1.244.4 Existing IT Infrastructure at HSAMB.

1.24.14.4.1 Current IT set up in HSAMB and Market Committees

S# Item Quantity

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Head Office, Panchkula

1. Server (with 1 GB RAM) 2 Nos

2. P-IV Computers 44 Nos

3. P-III Computers 10 Nos

4. P-II Computers 5 Nos

5. P-I Computers 1 No

6. DeskJet Printers 23 Nos

7. LaserJet Printers 19 Nos

8. Dot Matrix Printers 18 Nos

9. Web Camera 3 Nos

10. Scanners 3 Nos

11. CVT 7 Nos

12. UPS 53 Nos

In Market Committees

1. P-IV Computers 97 Nos

2. P-III Computers 34 Nos

3. Dot Matrix Printers 131 Nos

4. UPS 131 Nos

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1.24.24.4.2 Current Applications at HSAMB

S # Application Department Key Functionalities/ Data Value

Platform/Future Use

1 Construction

Update

Construction Data regarding updates on

construction works from

different divisions is inserted.

Reports are generated

High

Stand Alone System

Lotus/ Negligible

2 CM Announcement

Works Updates

Construction Data of works undertaken by

C&E department on CM

announcement in different

divisions is inserted.

Reports are generated and

sent to NIC.

High

Stand Alone System

Fox Pro / Negligible

3 MC 30 Accounts Report of Revenue collected

(Market Fee) which is spent

on HSAMB employees are sent

on a monthly basis. These

data are inserted in this

Software. Consolidation of

monthly accounts is done.

High

Stand Alone System

Fox Pro / Negligible

4 MC 70 Accounts

Report of expenditure on

deposit works are entered in

this system and the account is

consolidated.

High

Stand Alone System

Fox Pro / Negligible

Fox Pro / Negligible

5 Salary Accounts Salary is prepared manually

and the data of the Salary of

each employee is fed in this

System and Salary slips are

generated

High

Stand Alone System

Fox Pro

6 Tally Accounts Accounting

Very High

Product

7 Excel worksheet Accounts Worksheet has been

programmed through macros

for aggregating and

consolidating various accounts

received from Market

Committees

Medium

MS Excel / Negligible

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Operational Requirements

1.254.5 Introduction

This section outlines the operational requirements of Software development at

HSAMB. It should be noted that the Vendor selected for the Software development

would be involved in the implementation of the solution as well as ongoing support

during the warranty period.

1.264.6 Support Requirement

Vendors must specify the support they propose to offer under the following heads.

The selected Vendor would assume primary responsibility for:

Authenticity of bid(s)

Implementation support

Testing

Warranty support and Annual Maintenance

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1.26.14.6.1 Implementation Plan

The software vendor shall implement the system on pilot basis, at HSAMB (HQ) and

one Market Committee within a district, to ascertain its stability. The above shall be

done upon successful user acceptance testing of modules and the system. Similarly,

the Software shall be tested in one of Construction Divisions. On successful

implementation the stability of the software shall be tested across all the other

mandis and field offices within the same district. Thereafter, the system shall be

rolled out across the state in all the mandis and field offices.

The indicative Project Plan for the implementation activity is given below:

Months

Project Activity 1 2 3 4 5 6 7 8 9 10

System Design

Preparation and approval of SRS

Preparation and approval of Systems Integration Plan

Preparation and approval of Technical Design Document

Legacy Data Entry

Estimation of Volume of data entry

Data entry of legacy data

Software Development

Coding of Modules

UAT of Modules and fixing of bug

UAT of Functional Information System and fixing of bug

Deployment of Software on Pilot basis and UAT

Deployment of Software on Pilot basis

UAT of Functional Information System on test data

UAT of Functional Information System on live data

Rolling out of Software and UAT

Rolling out of Functional Information System across state UAT of Functional Information System (on test and live data)

Training

Preparation of Training Plan and Course Content

Training of HSAMB and Market Committee employees

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1.26.24.6.2 Time Schedule

The indicative time schedule for execution of Software Development and

implementation initiative would be as follows:

Sr. No.

Milestones

Time of Completion

1 Signing of agreement with the successful

bidder T1

2 Project Initiation (P1) T1 + 0.5 months

3 Preparation of SRS Document & Sign Off P1 + 2 months

4 Design, Development & Customization of

Software P1 + 6 months

5 UAT of modules P1 + 6 months

6 Testing, Modification & User Acceptance (Pilot

basis) P1 + 8 months

7 Testing, Modification & User Acceptance

(across state) P1 +10 months

8 User Training P1 + 6 months onwards

9 Data Entry and Migration Complete P1 + 6 months

10 System ready to go live P1 + 10 months

11 Hand Holding “System go live” onwards

for next 24 months

Time Schedule for Software development

It should be noted that suitable penalty would be imposed on the Software vendor in

case of delay from their end and the same would be finalized in the contract. It may

be noted that T1 is the event marking HSAMB signing the agreement with the

successful bidder, who is also called the Software vendor. P1 is the event marking

the project initiation. The Software vendor has to design and implement a very

detailed plan of implementation that seeks to execute several activities in parallel,

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adopts critical path method and commits additional resources to activities falling

behind schedule so as to keep up with the overall deadline of implementation in 10

months.

The “go-live” means that the software is ready in all respect i.e. designing,

development, testing & implementation and can be used by all the end users

together as has been envisaged in the initial Detailed Software Requirement

Specifications document.

“Hand Holding” is that period for which the Software vendor provides active support

to the end user in using the software application and solving the teething problems

that may occur during the usage of the software by the users.

It may be noted that the time schedule for each milestone shown in the table above

would be enforced independently, even though some of them are inter-dependent.

This would have a cascading effect of penalties for delays in all other milestones

dependent on the precedent milestone. Therefore, the Software vendor will have to

be extremely careful in establishing an excellent project management set-up.

1.26.34.6.3 Payment Schedule

The payment process followed will be milestone based as per the following schedule.

It is made clear that the payment schedule is not including the AMC component. AMC

payment schedule shall be decided by HSAMB at any later stage after the system

goes live and before the expiry of two years of warranty period.

Sr. No. Milestones Payment

1 Signature of Letter of Intent with PO. 18%

2 SRS and Technical Design Document & Sign

Off 10%

3 Testing, Modification & User Acceptance of

modules 15%

4 Testing, Modification & User Acceptance after

rolling across state 10%

5 Data Entry and Migration Complete 10%

6 User Training Complete 10%

7 System go live 11%

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8 End of Warranty period 16%

The outstanding payment of 16% of contract value mentioned in serial 8 of above

table shall be made in 8 equal quarterly installments of 2%. These payments shall be

made at the end of each quarter from the commencement of the warranty period.

The payments are subject to compliance of Service Level Parameters discussed in

section 5.6 of this document.

1.26.44.6.4 Penalties

In case of delays in achieving milestones by the successful vendor, penalties will be

charged based on the following:

In case of delay in a single milestone based on reasons solely attributable to the

vendor, 5% of the Payment amount of that milestone will be charged as Penalty.

In case there is delay in subsequent milestones as a result of a cascading effect,

the penalties will also be suitably cascaded. For example, if there is a delay in

third milestone because of a delay in first milestone, a penalty of 5% of the

payment amount of the third milestone will be charged as penalty.

In case the vendor is able to cover up for the delay by maintaining the total time

schedule constant, then the penalty amount may be refunded.

In any case the total penalty amount shall not be greater than 10% of the total

cost of the tender.

1.26.54.6.5 Warranty Support and Annual Maintenance Contract (AMC)

The warranty for the software developed will be for a period of two years from the

date of its acceptance by HSAMB. This warranty should also cover adapting the

software for any additional requirements that might come to the notice of the HSAMB

at the time of actual use of the software. Adequate support staff per application

module should be deployed at HSAMB for the on site warranty period.

The vendor has to provide an on site warranty of 2 years and Annual Maintenance for

the next 3 years for all the application software suites from the date of User

Acceptance. After completion of warranty period a supplementary agreement shall be

drawn for Annual Maintenance Contract.

The vendor shall provide adequate maintenance support for the next three years to

ensure smooth functioning of the software and reduces downtime to the minimum

possible extent.

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1.274.7 Project Management

Software development is a multi-departmental initiative. Its implementation is

complex and can go out of control in absence of comprehensive and effective project

management methodology. The following requirements are therefore prescribed in

this regard: The Software vendor must employ appropriate software project

management techniques to ensure that the software is developed and implemented

in the defined time period. A copy each of the project management schedule shall be

handed over to HSAMB and Wipro Consultants to keep track of the progress of the

project.

1.27.14.7.1 Work Program

The vendor shall design a detailed Project Plan, which should include the following

components: A copy of the following documents should be handed over to the

Project Coordinator, HSAMB and to the Wipro Consultants for monitoring the

Software development plan.

Project Organization and Management Plan

Software Development Plan

Delivery and Installation Plan

Testing Plan and Methodology

Training Plan, Methodology and Training Details

Change Management Plan

Any other relevant items related to the Program Development

1.27.24.7.2 Program Implementation

The vendor shall:

Assume overall responsibility of managing and monitoring the project as per the

indicative Time Schedule as specified in the Tender

Monitor the progress of change management plan and data migration plan as laid

out in the Tender in order to enable smooth transition to the new system

Keep HSAMB updated about the above activities on a monthly basis.

1.27.34.7.3 Reporting

The vendor shall submit Monthly progress reports to the Project Coordinator, HSAMB

summarizing:

Results accomplished during the period

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Cumulative deviations to date from schedule of progress on milestones as

specified in Tender read with the agreed and finalized Project Plan

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

Proposed revisions to planned schedule

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

Interventions which the Software vendor expects to be made by the Project

Coordinator, HSAMB and/or actions to be taken by the Project Coordinator,

HSAMB before the next reporting period

Test results of training

1.284.8 Documentation

The Software vendor is required to submit documents as mentioned in different

sections in this Tender.

1.294.9 Training Requirement

This section provides broad outlines of the different types of training to be provided

as part of the Software Development and Implementation project:

Training on new Processes

Software Training

System Administration Training

1.29.14.9.1 Training on new Processes

The topics to be covered under this have to be prepared and would cover mainly

the post operationalization of the Software.

The training is to be provided to the selected employees of HSAMB identified for

accessing the computers.

Training material:

User manual

1.29.24.9.2 Software training

a) Training on the Software

The software vendor would prepare a comprehensive training course on the FIS

application for the different user groups of the respective modules

During this training the trainees could also be asked to carry out the routine

functions using the software.

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Training material

User Manual

b) Training on Master Data Entry

Preparation of a comprehensive training course for the master data entry software

by Vendor

Training material: User Manual

1.29.34.9.3 System Administration Training

Training on system and database administration, basic hardware problems and

solution. Training on basic networking and transmission of data should also be

covered in this module

The training would be provided to selected staff of HSAMB and Market

Committees.

Training Material: Appropriate literature on System Administration topics

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1.304.10 Service Level Parameters

S.N. Service metric parameters Baseline Lower Performance Breach Basis of

Measurement Metric Credit Metric Credit Metric Debit

Ease of Use 15 5 -5

1

User Interface

Language support

Data insertion forms

Other parameters

>85% 15 60-85% 5 <60% -5

User Feedback

Form (per

month)

Report Generation 15 5 -5

2

Selection of multiple fields

Structure & Formats

Styles (Charts etc.)

Exportability

System generated alerts

Other parameters

>85% 15 60-85% 5 <60% -5 User feedback

Form(per month)

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S.N. Service metric parameters Baseline Lower Performance Breach Basis of

Measurement Metric Credit Metric Credit Metric Debit

Application Performance 20 15 -10

3

Application availability

8 am to 8 pm

8 pm to 8 am

99 %

95 %

5

99%

95%

5

< 99%

<95%

-5

4 Average response time for Functional

Information System

< 10 sec.

5 10 to 18 sec. 4 > 18 sec. -2

Enterprise

Application

server logs

Average response time for retrieval

of information from Application

Server

< 10 sec. 5 10 to 18 sec. 4 > 18 sec. -2 Server logs

5 Average Archived / History data

opening/ loading time < 12 sec 5 12 to 18 sec. 2 > 18 sec. -1

Measured over

128 kbps speed.

Technological Performance 15 3 -5

6 Capacity of the custom built software

Application

Equivalent of

capacity to

handle 5000

transactions

per hour for

250 concurrent

users

10

< 4000

transactions

for 250 users

-3

Relevant Server

logs and

monitoring tools

7

Average 1 MB document download/

upload time from local/ remote

server

< 120 sec. 5 120 to 150

sec. 3 > 150 sec. -2

Measured over

128 kbps speed

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S.N. Service metric parameters Baseline Lower Performance Breach Basis of

Measurement Metric Credit Metric Credit Metric Debit

System Updating 15 -5

Apply new patches of software on

need basis as identified by HSAMB

As per agreed

ToR with

HSAMB

15

Non-

compliance to

ToR

-5 Feedback form

Help Desk Support 20 12 -10 C+D

8

Hand Holding minor

Support user in using sw

Attending to users queries

% of calls (P1)

addressed in <

10 min

C1=P1*10

% of calls (P2)

attended in

10-25 min

C2=P2*6

% of calls (P3)

addressed in

>25 min

C3= P3*(-

5) C= C1+C2+C3

9

Hand Holding major (response time

to attend the call of the user)

Data insertion at Market

Committee

Data insertion in Division

office/Field Offices

Data insertion in Accounts Dept

(HQ)

% of calls (T1)

addressed in <

15 min

D1=T1*10

% of calls (T2)

addressed in

10-25 min

D2=T2*6

% of calls (T3)

addressed in

>25 min

D3= T3*(-

5) D= D1+D2+D3

Total 100 40 -40

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Important Note:

1. Vendor would provide tool based monitoring and online system of reporting. The

tools should have the capability such that the client can log in anytime, without the

knowledge of vendor, to see the status. At the same time vendor would provide

online helpdesk for users to log the calls.

2. It may be noted that in respect of the technological parameters, where there is no

lower performance level, the operator will have to necessarily comply with the

service level metrics.

3. All credits or / and debits to Implementation Vendor‟s account in a particular

quarter will be computed as per the matrix given above and will then be accumulated

to arrive at final credit or debit score for a particular quarter. This credit or debit

score will be divided by 100 to arrive at the percentage (%) of total contract value

that is to be paid to software vendor for that quarter, however the maximum

quarterly payment due to the vendor can not exceed 2% of total contract value

quoted by the vendor in response to this RFP. Illustration: If the vendor is able to

achieve all the baseline performance levels in a quarter he will have a credit score of

100 for that particular quarter and hence he will be eligible for full quarterly

payment, that is, 2%.

1.314.11 Handover Clause

At the end of the specified AMC / Warranty period, HSAMB may exercise its option to

extend the AMC with the existing Software Vendor or may invite fresh bids for

subsequent AMC.

If handover is required to a vendor other than the Software Vendor, at the end of the

existing AMC / Warranty or otherwise, the Software Vendor would be responsible for

handing over the complete know-how, documentation records, software logs, and all

such relevant items that may be necessary for the transition process.

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Testing and User Acceptance

HSAMB, will undertake an exercise of Testing and User Acceptance of the

Information System as soon as the Software vendor declares the system to be ready

for the exercise. The Selected bidder shall test the application and invite HSAMB to

test the modules/application. HSAMB reserves the right to take the services of

external agency for Testing of the Software.

1.325.1 Acceptance Criteria

The primary goal of Testing and Acceptance is to ensure that the project meets

requirements, standards, specifications and performance prescribed by the Tender,

by ensuring that the following are associated with clear, quantifiable metrics for

accountability:

Performance

Availability

Security

Manageability

Standards and protocols

The project is to be designed to meet all functional, non-functional and management

requirements as mentioned in the Tender.

1.335.2 Requirement from Software

For each of the features and software requirements, there are operational

requirements, deliverables and a set of standards, wherever applicable as per the

following:

1.33.15.2.1 Performance

Performance is that aspect of service, which is measured in terms of throughput and

latency. Higher throughput and lower latency values represent good performance of

a service. Throughput represents the number of service requests served. Latency is

the round-trip time between sending a request and receiving the response.

1.33.25.2.2 Availability

High Availability is a key requirement. The project must provide employees with

timely, continuous access to information - all day, every day. The project must also

be able to rebound or recover from any planned or unplanned system downtime,

ensuring a minimal impact on the operations.

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Availability is the quality aspect of whether the service is present or ready for

immediate use. Availability represents the probability that a service is available.

Larger values represent that the service is always ready to use while smaller values

indicate unpredictability of whether the service will be available at a particular time.

Also associated with availability is time-to-repair (TTR). TTR represents the time it

takes to repair a service that has failed.

1.33.35.2.3 Security

Security is the aspect of the service of providing confidentiality and non-repudiation

by authenticating the parties involved, encrypting messages, and providing access

control. The applications can have different approaches and levels of providing

security, depending on the service requester.

1.33.45.2.4 Manageability

Manageability needs to be a crucial aspect of an Enterprise Solution. Software vendor

has to ensure that the solution deployed has adequate monitoring and tracking

features for measuring the utilization and availability of resources. This includes:

Remote Monitoring of Status and Statistics of all high-level components

Management capability to start/ stop/ restart services and systems

Auto discovery of all components manageable

Auto discovery of all other system components

Ability to track changes in configuration of the system components to help

track service

System disruptions

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Bid Documents

1.346.1 Distribution of Tender Documents

A complete set of the Tender Document shall be available on the websites

www.hsamb.gov.in.

The last date for issue of the tender document is as per the section 8.1. The bidder

shall bear the risk of delay in receiving the Tender Documents for any reasons

whatsoever.

1.356.2 Cost of Bidding

The bidder shall bear all the cost associated with the preparation and submission of

bid including presentation. HSAMB will in no case be responsible or liable for any

costs.

1.366.3 Instruction for the Bidder

The bidders are expected to examine all instructions, forms, project requirements

and other information in the Tender documents. Failure to furnish all information

required by the Tender documents or submission of a bid not substantially

responsive to the Tender documents in every respect will be at the Bidder's risk and

may result in rejection of its Bid.

1.376.4 Documents comprising the bidder’s bid

The following documents should constitute the bidder‟s bid:

a. Bid Letter in Annexure 3 (Covering Letter)

b. Technical bid along with all relevant attachments/ schedules duly completed and

signed by the Bidder

c. Technical Bid should address all the requirements specified in the Tender and

should contain but not be limited to the sections specified in the Annexure 4.

d. The Bidder's Commercial Bid with content as mentioned in Annexure 5.

e. Any other information that is to be submitted during the course of bid process

1.386.5 Preliminary Process to be confidential

Information relating to the examination, clarification and comparison of the bids and

recommendations for the award of the project shall not be disclosed to bidders or

any other persons not officially concerned with such process until the award to the

successful bidder has been announced.

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Bidding Process

1.397.1 Important Dates

Sr.

No.

Event

Date

Location

1 Start Date of Distribution of Tender Publishing of

Advertisement

HSAMB, Sector-6

Panchkula

2 Last Date of Distribution of Tender 12/08/09 upto

3:00 pm

HSAMB, Sector-6

Panchkula

3 Last Date of Submissions 12/08/09 upto

5:00 pm.

HSAMB, Sector-6

Panchkula

4 Date & time of opening of technical

bid

13/08/09 at

3:00 pm

HSAMB, Sector-6

Panchkula

5 Date & time of opening of financial bid 18/08/09 at

11:00 am

HSAMB, Sector-6

Panchkula

Please note that the dates and times are indicative in nature and HSAMB reserves

the right to change the same at any point of time. The bidders would, however be

intimated of the changes as and when it happens.

1.407.2 Bid Submission, Format and Signing

The bidder shall submit in a sealed cover consisting of one copy of the entire bid

documents subscribing on the right hand side top corner as “Original Bid”, consisting

of the following:

i. Technical Bid Super-scribing on the right hand side top of the cover as “Technical

Bid”. The bidder must also submit 1 copy of the Technical Bid in softcopy in a CD,

which shall be enclosed in the envelope along with Technical Bid.

ii. Commercial Bid (under a separate sealed cover/ envelop): Super-scribing on

the right hand side top of the cover as “Commercial Bid”.

The bid, consisting of the documents listed in the instructions, shall be typed or

written in indelible ink and shall be signed by the Bidder or a person or persons duly

authorized to bind the Bidder to the contract.

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The authorization shall be indicated by written power of attorney and shall

accompany the bid. All pages of the bid, except for appended printed literature, shall

be initialed by a person or persons signing the bid.

Please note that HSAMB will not be responsible for in case there is a discrepancy

between the hard copy and the soft version of the bid submitted by the bidders.

The outer and inner envelopes shall indicate the name and address of the bidder to

enable the bid to be returned unopened in the case it is declared “late” pursuant, and

for matching purposes.

If the outer envelope is not sealed and marked as above, HSAMB will bear no

responsibility for the misplacement or premature opening of the Bid.

All the documents comprising the bid shall be serially page-numbered, separately in

respect of each volume.

Only detailed complete bids in the form indicated above received prior to the closing

time and date of the bids shall be taken as valid.

1.417.3 Language of Bid

The Bid and all correspondence and documents related to the Bid exchanged by the

Bidder shall be written in English language only. Supporting documents and printed

literature furnished by the Bidder may, however, be in another language provided

that they are accompanied by an accurate translation of the relevant passages in

English language.

1.427.4 Earnest Money Deposit (EMD)

The bids should be submitted along with an EMD of Rs. 5,00,000 (Rupees Five

Lakh Only). Those bids without this EMD will be summarily rejected. The Demand

Draft/Banker‟s Cheque/Pay Order of Scheduled or Nationalized Banks/Call deposit

receipts payable at Chandigarh should be drawn in favor of “Haryana Marketing

Development Fund” Payable at Panchkula.

The EMD of those companies that are rejected during the technical evaluation stage

will be returned within one week from the date of the decision. The EMD of the

remaining unsuccessful companies will be returned after one week from the date of

signing the agreement with the successful bidder. The EMD of the successful bidder

shall be returned to the vendor on the successful and implementation of the project.

The vendor shall not claim any interest on the EMD.

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The Successful Bidder will have to submit a Performance Guarantee based on which

a Letter of Intent (LoI) will be issued.

However, if the successful bidder is unable to sign the LoI/contract within 15 days

from the award of the contract, the EMD will be forfeited and the award will be

treated as withdrawn. HSAMB reserves the right to award the contract to the next

lower bidder(s), at the price of L1, who will also be required to sign the LoI/contract

as per the terms and conditions of this tender document.

Incase the tender documents have been downloaded from the website, a demand

draft of Rs.5000/-(Rs Five Thousand only) should be deposited along with the bid.

The draft should be in favor of “Haryana Marketing Development Fund”, payable

at Panchkula.

1.437.5 Venue for submission of Bids

Bids must be submitted to HARTRON at the address specified:

Office of the Chief Administrator,

Mandi Bhawan,

Haryana State Agricultural Marketing Board

C – 6, Sector-6, Panchkula,

Haryana – 134109

1.447.6 Late Bids

Bids received after the due date and time for any reason whatsoever shall not be

opened and shall be returned to the respective bidder.

1.457.7 Modification, Substitution & Withdrawal of Bids

The Bidder is not permitted to modify, substitute, or withdraw the bid after its

submission.

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Technical Bid Evaluation

1.468.1 Venue of Opening the Technical Bids

The venue of opening of Technical Bids is given as below:

Venue: Office of the Chief Administrator,

Mandi Bhawan,

Haryana State Agricultural Marketing Board

C – 6, Sector-6, Panchkula,

Haryana – 134109

If the specified date of bid opening is declared a holiday for HSAMB the bids shall be

opened at the appointed time and location on the next working day/specified date.

1.478.2 General Guidelines for Opening of Bids

Bids will be in two parts (Technical and Commercial) as indicated in the Tender.

There will be two bid – opening events, namely Technical Bid Opening and

Commercial Bid Opening.

The eligibility documents submitted along with the Technical bids will be evaluated

first and only those vendors, which are found Eligible, as laid down in Press Notice

Inviting Tender and RFP, will have their Technical Bids evaluated.

1.488.3 Opening of Technical Bids

Bids will be opened in the presence of the Bidder or the bidder's representatives. If

the bidder‟s representative is present at the event, he/ she shall sign an attendance

register to acknowledge his/ her presence for the same.

1.498.4 Clarification of Bid

During evaluation of the bids, HSAMB may, at its discretion, ask the bidder for

clarification of its bid.

1.508.5 Correction of errors

Prior to the detailed evaluation, HSAMB will determine the substantial responsiveness

of each bid to the bidding documents. For purposes of these clauses, a substantially

responsive bid is one, which conforms to all the terms and conditions of the bidding

documents without material deviations.

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HSAMB may, at its discretion, waive any minor infirmity or nonconformity or

irregularity in a bid, which does not constitute a material deviation, provided such

waiver does not prejudice or affect the relative ranking of any bidder.

If a bid is not substantially responsive, it will be rejected by HSAMB and may not

subsequently be made responsive by the bidder by correction of the nonconformity.

1.518.6 Eligibility Criteria of Bidder

The bidder should be an established, reputed & reliable IT solution provider

having minimum SEI-CMM level–III or equivalent certificate that have adequate

past experience of the works of similar nature.

The agencies / firms should have satisfactory completed three works of similar

nature each of value not less than Rs. 60 lacs or two similar woks each of value

not less than Rs. 75 lacs or one similar nature work of value not less than Rs. 120

lacs in Central Govt./State Govt./Public Sector Undertakings / co-operatives

during the last five years ending October, 2005.

Consortiums / Joint Ventures are not accepted.

The completion certificates issued by the officer of the client of the rank of

Executive Engineer or equivalent will have to be furnished along with the

application. The completion certificate must clearly indicate the past work done. If

work is not done in a Govt. department then along with the experience certificate

proof of income tax deducted at source (TDS) has to be produced without which

experience shall not be considered. The experience certificate should indicate:-

a. The date of start and date of completion of work.

b. Nature of work.

c. That the work has been completed satisfactory.

d. Amount of work completed.

1.528.7 Evaluation Procedure

The Technical Bids and presentations of only the eligible vendors will be considered

for evaluation. Technical solutions proposed shall be evaluated as per the

requirements specified in the Tender. An indicative list of evaluation criteria is given

in Annexure 4.

The Commercial Bids of only the Technically Qualified bidders will be opened for

further processing.

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Commercial Bid Evaluation

1.539.1 Venue of Opening of Commercial Bids

The venue of opening of Commercial Bids will be intimated separately.

If the specified date of bid opening is declared a holiday for HSAMB the bids shall be

opened at the appointed time and location on the next working day/specified date.

1.549.2 Opening of Bids

The Commercial Bids of only those Bidders, who are technically qualified during the

technical evaluation, would be opened.

Bids will be opened in the presence of the Bidder or the bidder's representatives. If

the bidder‟s representative is present at the event, he / she shall sign an attendance

register to acknowledge his/ her presence for the same.

The bidders‟ names, bid‟s modifications or deviations, withdrawals, and such other

details as the HSAMB officer at his discretion, may consider appropriate, will be

announced at the opening.

1.559.3 Clarification of Bids

During evaluation of the bids, HSAMB may, at its discretion, ask the bidder for

clarification of its Commercial Bid.

The bidder may be required to produce detailed price break-up to demonstrate the

internal consistency and justification/ reasonability of those prices.

1.569.4 Correction of errors

If there is a discrepancy between the quoted rate in figures and the quoted rates in

words, quoted rate in words will take precedence.

If there is a discrepancy between the unit rate and the total price that is obtained by

multiplying the unit rate and the quantity, the unit rate shall prevail and the total

price shall be corrected, unless in the opinion of the evaluation committee there is an

obvious misplacement of the decimal point in the unit rate in which case the total

cost as quoted will govern and the unit rate are corrected.

1.579.5 Evaluation Procedure and Criteria

The technically qualified bidders shall present the break–up of cost for the entire

Software Development Life Cycle (SDLC), Training, Hand Holding, and AMC, in the

format mentioned in Annexure- 5.

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Commercial evaluation would be done based on the commercial quote being made by

the bidders. For evaluation purposes the following method will be used:

Commercial Quote for Software Design, Development and Implementation

including warranty (S)

Training (T)

Security Audit of the Application( SA)

Middleware Licensing Cost (L)

Hand Holding (H) = H1(Year 1) + H2(Year 2)

Annual Maintenance Amounts (A) = A1 (Year 1), A2 (Year 2) and A3 (Year 3)

Total Quote (T) = S + T + SA + L + H + A

The bidder with the lowest commercial quote would be considered as the

successful bidder.

1.589.6 Acceptance or Rejection of Bids

HSAMB reserves the right to accept or reject any bid, and to annul the bidding

process and reject all bids at any time prior to award of contract, without thereby

incurring any liability to the affected.

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Award of Contract

1.5910.1 Notification of award

Prior to expiry of the period of the bid validity, HSAMB will notify the successful

bidder in writing that its bid has been accepted.

Upon the successful bidder‟s furnishing of Performance Guarantee, HSAMB will

promptly notify each unsuccessful bidder and will discharge their Earnest Money

Deposit (EMD).

1.6010.2 Signing of contract

At the same time as HSAMB notifies the successful bidder that its bid has been

accepted, HSAMB will ask the bidder to submit Performance Guarantee within 15

days of the issue of such notification. If the bidder does not submit the Performance

Guarantee within 15 days of such notification then his full EMD will be forfeited. On

receipt of the Performance Guarantee, the LoI will be issued and agency will submit

a non-judicial stamp paper of Rs 50/- for execution of the contract.

Failure of the successful bidder to sign the contract proposed through the award

letter/LoI, shall constitute sufficient grounds for the annulment of the award, in

which event, HSAMB may make the award to the next lowest bidder at the cost of L1

or call for new bids.

1.6110.3 Performance Guarantee

On receipt of notification of award from HSAMB the successful bidder shall deposit an

irrevocable performance guarantee equivalent to 5% of the award value of the

contract, as bid by the vendor in his bid. The guarantee shall be in the form of

Deposit at Call Receipt/Banker‟s Cheque/Pay Order/Demand Draft/Guarantee Bond

from any Nationalized/Scheduled Bank in favor of „Haryana Marketing development

Fund” payable at Panchkula.

The performance guarantee shall be initially valid up to the stipulated date of

completion plus 60 days beyond that. In case the time of completion of work gets

enlarged, the vendor shall get the validity of the Performance Guarantee extended to

cover such enlarged time of completion of work. After recording of the completion

certificate for the work by the competent authority, the Performance Guarantee shall

be returned to the vendor, without any interest.

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In the event of contract being determined or rescinded under the provision of any of

the Clause/Condition of the agreement, the Performance Guarantee shall stand

forfeited in full and shall be absolutely at the disposal of the HSAMB.

The bidder shall not seek any interest or appreciation of the EMD amount deposited

with HSAMB.

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Miscellaneous

1.6211.1 Delays in Performance Schedule

The Vendor shall perform the tasks under the project in accordance with the activity

schedule specified by the department as per this Tender document. An unexcused

delay by the Vendor in the performance of its contract obligations shall render the

Vendor liable to any of the following sanctions:

Forfeiture of its Performance Guarantee

Termination of the contract for default

If at any time during the performance of the contract, the Vendor encounters

conditions impending timely completion of the services under the contract and

performance of services, the Vendor shall promptly notify HSAMB in writing of the

reason for the delay, its likely duration and causes. As soon as practicable, after

receipt of the Vendor‟s notice, HSAMB shall evaluate the situation and may at its

discretion extend the Vendor‟s time for performance, in which case the extension

shall be ratified by an amendment of the contract.

1.6311.2 Corrupt, fraudulent and unethical practices

“Corrupt Practice” means the offering, giving, receiving or soliciting of any thing of

value to influence the action of HSAMB official in the process of contract execution.

“Fraudulent Practice” means a misrepresentation of facts in order to influence a

Tendering process or the execution of a contract detrimental to the interests of

HSAMB and includes collusive practice among Bidders (prior to or after bid

submission) designed to establish prices at artificial non-competitive levels and to

deprive HSAMB of the benefits of free and open competition.

“Unethical Practice” means any activity on the part of bidder, which tries to

circumvent Tender process in any way. Unsolicited offering of discounts, reduction in

financial bid amount, upward revision of quality of goods, etc. after opening of first

bid will be treated as unethical practice.

HSAMB will reject a bid for award and also may debar the bidder for future Tenders

in HSAMB if it determines that the bidder has engaged in corrupt, fraudulent or

unethical practices in competing for, or in executing a contract.

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1.6411.3 Resolution of disputes and jurisdiction

HSAMB and the Bidder shall make every effort to resolve amicably by direct informal

negotiation any disagreement or dispute arising between them under or in

connection with the contract.

Any matter arising out of the above contract or project or for the procedure for the

appointment of the vendor shall be governed by the Laws of Union of India. Only

Courts at Panchkula (with exclusion of all other Courts) shall have the jurisdiction to

decide or adjudicate on any matter or dispute which may arise.

1.6511.4 Notices

Any notice given by one party to the other pursuant to this contract shall be sent to

the other party in writing or by telex, email, cable or facsimile to the other party‟s

address, and confirmed in writing by the other party.

A notice shall be effective when delivered or tendered to other party whichever is

earlier.

1.6611.5 Use of documents and Information

The Bidder shall not, without prior written consent from HSAMB, disclose/ share/ use

the Tender document, contract, or any provision thereof, or any specification, plan,

drawing, pattern, sample or information furnished by or on behalf of HSAMB in

connection there with, to any person other than a person employed by the Bidder in

the performance of the contract.

The Bidder shall not, without prior written consent of HSAMB, make use of any

document or information made available for the project, except for purposes of

performing the Contract.

All project related document (including this Tender document) issued by HSAMB,

other than the contract itself, shall remain the property of HSAMB and shall be

returned (in all copies) to HSAMB on completion of the Bidder‟s performance under

the contract if so required by HSAMB.

1.6711.6 Currency of the bid

Currency of the Bid should be in Indian Rupees only.

1.6811.7 Period of bid validity

The bid shall be valid for 180 days after date of opening of the bids. If any bidder

withdraws his tender before the said period or makes any modifications in the terms

and conditions of the tender which are not acceptable to HSAMB, then the HSAMB

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shall, without prejudice to any other right or liberty, be at liberty to forfeit the entire

said Earnest Money Deposit absolutely and HSAMB will intimate the registering

authority accordingly. In addition to all these, the party will not be allowed to tender

for any work of HSAMB for a period of five years.

1.6911.8 Force Majeure

a. War, invasion, revolution, riots, sabotage, lockouts, strikes, work shut-down

imposed by Government Acts or legislature or other authorities, stoppage in supply

of materials, fuel or electricity, act of God, epidemics, fires, earthquakes, floods,

explosions, accidents, sea navigation blockades or any other acts or events

whatsoever which are beyond reasonable control and which shall directly or indirectly

prevent completion of the project within the time specified in the agreement, will be

considered Force Majeure. The Vendors shall be granted necessary extension of time

to cover the delay as caused by Force Majeure without any financial repercussions.

b. Should one or both parties be prevented from fulfillment of the contractual

obligations by a state of Force Majeure, the two parties shall consult each other and

decide regarding the future execution of the contract.

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Annexure 1: Detailed Functional Requirements

This section details the Functional Requirement Specification as identified by the

consultants after studying and analyzing the processes of HSAMB and Market

Committee. This detailed Functional Requirement Specifications have been provided

here to be used by the vendor for the effort estimation. It is expected that the

vendor would do a detailed System Design and prepare System Requirement

Specifications based on these requirements. The Functional Information System for

the Board has been functionally decomposed into six functional modules.

For the purpose of e – governance, the modules have been marked as G2G, G2B,

G2E and G2C. The modules marked are indicative and are subject to review by

HSAMB on a later date.

These are as follows:

1. Enforcement and Regulation System (ERS)

2. Mandi Management System (MMS)

3. Construction and Engineering System (CES)

4. Land Acquisition System (LAS)

5. Accounts Information Management System (AIMS)

6. Management Facilitation and Reporting (MFR)

The detailed functionality of the proposed modules is discussed as under:

1. Enforcement and Regulation System

1.1. Arrival Estimation System

Location: HQ Level, Circle Level Linkages: MCs

The Arrival Estimation System sub module is required for collection, compilation

and analysis of entity-wise legacy data of total arrivals for future revenue

estimation & procurement planning. The indicative functionality of the sub module

is discussed as under:

The system should maintain a record of MC-wise past arrival data of each

commodity for a period as specified by HSAMB.

The system should give aggregate and entity wise past arrival information of

each Market Committee for any specified period.

The system should give consolidated and entity wise market fee realized by MC

for any specified period.

The system should assist in projecting the collection of market fee.

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The system should compare the estimated produce arrival with actual arrival in

mandis and generate caution reports to concerned authorities.

The system should assist in analyzing trends of arrival of produce in mandis.

The system should generate reports of estimated arrivals as required by

HSAMB.

The system should generate any other report as required by HSAMB.

1.2. Arrival Recording System(G2C module)

Location: Circle Level, MC Level Linkages: MCs

The Arrival Recording System is required for recording the daily arrivals of

agricultural produce at different market yards, sub-yards and purchase centers.

The indicative functionality of the sub module is discussed as under:

The system should record the details of the farmer like name, village, contact

number, type of produce and any other field defined by HSAMB at the entry

gate of mandi premises.

The system should record the approximate weight of the produce brought by

the farmer.

The System should also be able to record the weight of the produce through

third party software which captures the weight from the weighing machine at

the gate. **

The system should capture the details of the purchaser and validate the details

of the produce at the exit gate as specified by HSAMB.

The system should generate daily report of approximate produce arrival in

mandis.

** Electronic weighing Machine may be used for capturing the weight at the entry

in some of the mandis on a pilot basis. HSAMB may extend the usage of

electronic machine to other mandis also in a phased manner.

1.3. Agent Allocation Module (G2C module)

Location: MC Level Linkages: MCs

The Agent Allocation Module is required for allocation of appropriate commission

agent to the farmer and recording of existing alliances and arrangements. The

indicative functionality of the module is discussed as under:

The System should store the list of Agents with their details as defined by

HSAMB.

The System should have the status of the license of Agent in terms of

disciplinary action/ suspension of license etc.

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The System should allocate the agent to the farmer at the gate when the gate

pass is being made.

The System should generate the gate pass with the details of the Agent like

Agent Name, Shop No. etc.

The system should generate a unique gate pass id across all the mandis for all

the gate passes generated.

The system should generate any other report as specified by HSAMB.

1.4. Licensee Monitoring System (G2C module)

Location: Circle Level, MC Level Linkages: A/C Wing

The Licensee Monitoring System is required for appointment and monitoring of

various Licensees, including Kacha Arhitya of MCs on basis of targets,

performance sheets, etc. The indicative functionality of the module is as under

The System should store all the categories and sub categories of licenses of the

Market Committee.

The System should record the application made by an aspirant of license.

The System should enquire and validate the check list of documents and fee for

license application.

The System should intimate authorized personnel for approval/disposal of

applications.

The System should track the status of the application made by an applicant for

grant of License and the stage and place where it is pending.

The System should capture information regarding the movement of files and

the place where it is currently pending.

The System should capture information about the action taken in all the

applications.

The System should capture information about the number of license issued

with date and other details in a specified period of time within all categories for

each Market Committee and district.

The System should capture information and display in GUI about the number of

licenses within each category and sub category and their dates of application

and expiry.

The System should capture information about the action taken against any

licensee in respect of rule violation.

The System should capture the details of the sale transactions executed via the

licensee and his performance in past.

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The System should record the track record of the licensee in terms of his

conduct with respect to compliance of PAPM Act, 1961.

1.5. Auction Management System (G2C module)

Location: MC Level Linkages: MCs

The Auction Management System is required for automation and standardization

of the complete process of sale, including auctions: bases on pre-defined

variables. The indicative functionalities are discussed as under:

The System should store and display previous rates of commodities for the

period as required by HSAMB.

The System should record each and every sale transaction of agricultural

produce within mandi.

The system should display mandi wise auction prices of each commodity with

minimum lag time.

The system should capture data from external device / PDA‟s of the auctions on

a real time basis with third party software or interface. **

The System should store the information about the commodities and their

corresponding market fees.

The System should capture the record of the auction details like quantity sold,

sale price, incidental charges, brokerage, market fee, HRDF Fee, Sale Tax and

any other field defined by HSAMB.

The System should record the date, time, farmer name, buyer name, Agents

name in respect of each sale transaction and cross validate with the entry

details made at the gate.

The System should calculate the liability of the person to pay the fees to the

Market Committee and the last date for payment of the same.

** A prospective external device could be Wireless Hand Held Terminal which

would capture the live rates of auction. Vendors may put forth their suggestion for

any other device. Other devices could be PDAs, Simputer, smart card based

devices etc.

1.6. Fee Monitoring System(G2B)

Location: Circle Level, MC Level Linkages: MCs

The Fee Monitoring System is required for collection and monitoring of committee-

wise market fees in correlation with estimated arrivals. The indicative

functionalities are as under:

The System should provide the details of outstanding market fee.

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The System should generate a list of defaulters who have not paid their market

fee and other charges within a stipulated period as specified by HSAMB.

The System should caution the appropriate level of authority to take suitable

step to recover the market and other fees.

The System should provide report of an estimate of the expected market fee

realizable and the actual fee realized.

The system should have appropriate linkages with Revenue Monitoring system

sub-module of Mandi Management System.

The system should generate reports as specified by HSAMB.

1.7. Rent Monitoring System

Location: Circle Level, MC Level Linkages: A/Cs Wing

The Rent Monitoring System is required for monitoring and facilitation of the rent

collection and maintaining records of outstanding dues, with action initiated. The

indicative functionalities are discussed as under:

The System should have the details of the commercial properties of the Market

Committees and HSAMB Board.

The System should store the details of tenants/lessee/purchasers of the

properties.

The System should record the rent/lease payment/EMI received by the Market

Committee against each property.

The System should record the payment details along with date and mode of

payment.

The System should raise alert in respect of default or delay in payment by a

tenant/lessee/purchaser.

The System should give the list of defaulters and raise alert at appropriate level

for initiation of action.

The System should record the action taken against a defaulter and the

compliance or the lack of it by the liable.

The System should record whether a non compliance matter has reached the

Court from either side i.e., from Market Committee or the

tenant/lessee/purchaser.

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1.8. MC Monitoring System

Location: HQ Level, Circle Level Linkages: A/Cs Wing

The MC Monitoring System is required for monitoring the operations of various

MCs on periodical basis, including revenues, arrivals/purchases, financial status,

etc. The indicative functionalities discussed as under:

The System should give user defined periodic information about the

performance of the Market Committee in terms of revenue collection vis-à-vis

revenue estimation.

The system should display entity wise revenue collection of all Market

Committee and the corresponding estimates for the same.

The system should generate a list of Market fee and rent defaulters and their

details.

The system should generate a report on action initiated against the defaulters

and compliance or lack of it from the defaulters.

The system should generate report on the financial status of the Market

Committee

The system should generate report on past conduct of License holders and their

past track record.

The system should allow the appropriate authority to raise questions and seek

explanation from the concerned authority at Zonal Level, District level or

Market Committee level.

The system should have appropriate linkages with the Mandi Management

System.

1.9. Court Case Monitoring System

Location: HQ Level Linkages: Establishment Wing

The Court Case Monitoring System is required to monitor various pending legal

cases of wing, including case & counsel details, proceedings, current statuses, etc.

The indicative functionalities are discussed as under

The system should record case details like Case Type, Case No., Court Name,

Petitioner and Respondent, Stage of Case and Counsel details for all cases

pending in which the Market Committee is a party.

The system should maintain a list of Court cases pending in the different

Courts.

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The System should record the details of property in dispute, for which matter is

pending in Court.

The system should record the interim orders passed by the Court in each case.

The system should record the judgment in a case and the compliance of the

order of the Court.

The system should record the name of the Counsels and the cases being

handled by them.

The system should record professional fee structure of the counsel.

The System should record the opening of a new case file as also the closing of

old case files.

The system should give customized report to the management in respect of the

pending cases, case types, stage of case and the expenditure incurred in the

case.

The system should record the judgment of the case and the compliance of the

order of the Court.

The system should record whether opinion is required from Counsel for moving

a superior Court.

The system should record the name of the Counsel and his opinion.

2. Mandi Management System (MMS)

2.1. Asset Monitoring System

Location: MC Level Linkages: Establishment, A/C Wing

The Asset Monitoring system is required to supervise the physical and financial

status of all the assets of the MC and initiation of appropriate action for Asset

Optimization. The indicative functionality of the module is as under:

Movable Assets

The system should store details of all movable assets as specified by HSAMB.

The system should manage the online issuance and approval work flow of

assets.

The system should record the details of repair and maintenance of assets as

defined by HSAMB.

Note: The record of vehicles is covered under Vehicle Monitoring System sub-module of

Construction & Engineering System.

Immovable Assets

The system should store details of all immovable assets and properties as

specified by HSAMB.

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The system should store details of land viz., plot number, khasra no. title

holder and any other field as specified by HSAMB and the corresponding

infrastructure developed on the land.

The system should record details of allotment of booths/Shops/Go downs.

The system should record details of renewal of allotment of booths/Shops/Go

downs.

The system should collect the details of rent received from booths/ Shops/ Go

downs.

The system should record the details of allotment of residential property.

The system should record the details of repair and maintenance of commercial

assets as defined by HSAMB.

The system should generate report of outstanding rent and generate reminders

to concerned personnel for further action.

The system should generate consolidated report of rent received/recovered in

particular period as required by HSAMB.

2.2. Works Monitoring System

Location: MC Level Linkages: LA wing, C&E wing

The Works Monitoring module is required to monitor the status of on-going works

of construction, maintenance and land acquisition in the notified market area. The

indicative functionality of the module is discussed as under:

The system should have the facility to record the project plans and bids

submitted by the contractors, if required, and as per standard formats.

The system should record the plan with the status of each stage or milestone

as defined by HSAMB.

The system should record the progress of work in specified reporting formats.

The system should allow the user to prepare documents detailing work done by

the contractor.

The system should allow the user to prepare bill for each contractor as per user

defined criteria.

The system should allow online workflow review and approval.

The system should be able to monitor deviations, item wise under various

works in execution.

The system should be able to track the Earnest Money and Security Deposit

and should caution about their timely refunds.

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2.3. Revenue Monitoring System

Location: MC Level Linkages: E&R wing, A/Cs wing

The Revenue Monitoring module is required to record and monitor the entity-wise

arrivals, sales and revenues at different yards & sub-yards. The indicative

functionality of the module is as under:

The system should record the arrival of produce from entry point in yards &

sub-yards.

The system should be able to record auction details such as name of purchaser,

name of seller, name of commission agent, quantity, price, type of produce and

any other field defined by HSAMB.

The system should be able to record the details of unsold produce.

The system should calculate the market fee and HRDF fee on the auction value

of produce sold.

The system should record the receipt and payment of HRDF fee collected by

MC.

The system should record the market fee received by MC.

The system should be able to verify the market fee details in H-register and M-

return form as defined by HSAMB.

The system should be able to compare and verify the M-return received from

commission agents and purchasers respectively.

The system should identify the auctions for which the market fee is not paid in

stipulated time.

The system should generate report of non-payment of market-fee within the

stipulated time along with the details of the purchaser.

The system should generate report of outstanding market fee as required by

MC and HSAMB.

The system should be able to record details of the produce exiting from mandi

premises.

The system should be able to give estimated stock of produce with commission

agents.

The system should be able to send daily price report from MC office to Agmark

in format defined by HSAMB.

The system should generate daily arrival report as required by HSAMB.

The system should generate periodic report of collection of Market fee.

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The system should provide adequate interface with other modules as required

by HSAMB.

2.4. Arrival Estimation System

Location: MC Level Linkages: Establishment, E&R wing

The Arrival Estimation module is required to assess village-wise productions and

tentative arrivals and sale-process & procurement planning. The indicative

functionality of the module is as under:

The system should have suitable linkage with Arrival Recording System sub-

module of Enforcement and Regulation System.

The system should allow the user to enter information of estimated produce

arrival in standard format.

The system should maintain a record of past arrival data of each commodity for

a period as specified by HSAMB.

The system should give aggregate and entity wise past arrival information for

any specified period.

The system should give consolidated and entity wise market fee realized for

any specified period.

The system should assist in projecting the collection of market fee.

The system should compare the estimated produce arrival with actual arrival in

mandis.

The system should assist in analyzing trends of arrival of produce in mandis.

The system should be able to generate reports of estimated arrivals as required

by HSAMB.

The system should generate any other report as required by HSAMB.

2.5. Mandi-Space Management System

Location: MC Level Linkages: C&E wing, E&R wing

The Mandi Space Management module is required for planning and management

of space in mandi for revenue maximization, cost reduction process facilitation.

The indicative functionality of the module is as under:

The system should record the land usage details under Market Committee in

standard format defined by HSAMB.

The system should maintain usage details of booths/shops/go-downs/plots

under MC and HSAMB.

The system should maintain a record of allotment of booths/shops/go-

downs/plots.

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The system should assist in analyzing requirement of facilities in mandi and

development works.

The system should be able to generate report of land usage details, as required

by HSAMB.

2.6. MC Budget Planner

Location: MC Level Linkages: Establishment, A/C wing

The MC Budget Planning module is required for preparation of annual budgets for

the MC and monitoring the allocated budgets and financial progress. The

indicative functionality of the module is as under:

The system should maintain pre-defined formats for entering budget data.

The system should be able to assist in generating budget estimates for

successive years.

The system should be able to prepare head-wise budgets estimates for MCs.

The system should maintain electronic version of budget registers as per the

requirements of HSAMB.

The system should update the appropriate budget head on the sanctioned

amount and monitor allocated funds subsequently.

The system should compile and generate receipt and expenditure budget

reports.

The system should have facility to monitor actual versus budgeted receipts and

expenditure.

The system should have ability to calculate budget variances

The system should have facility to create budget for the next year (as per

requirement of HSAMB) before the current financial year closes.

The system have facility to roll forward actual and budget to the next financial

year.

The system should maintain information about surplus or shortages of funds

under budget heads.

The system should have the ability to caution the user on any approaching

shortages.

2.7. Personnel Information System(G2E)

Location: MC Level Linkages: Establishment wing

The Personal Information sub module is required to maintain complete bio-data of

all the employees of the MC with service records, leave records, ACR, etc. The

indicative functionality of the module is as under:

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The system should maintain employee file with the details of each employee

like Name, Department, Designation, Pay Scale, Seniority, and any other

defined field.

The system should allow the creation and deletion of employee file.

The system should maintain the payroll data of each employee such as Basic,

DA, HRA, Allowances, GPF, LIC premium and any other defined field.

The system should maintain records of transactions done by the employee in

the entire duration of his tenure with the HSAMB such as: PF contributions, IT

deductions, Loans and advances, Medical reimbursements, Increments, Grants

and any user defined field.

The system should maintain service records, leave records and ACR records of

employee in prescribed format.

The system should allow modification of records as and when required only by

authorized personnel.

The system should maintain audit trails of any changes made in the records of

employee files.

The system should update the employee database as and when the

transactions are made in respect of an employee.

The system should interact with Payroll Processing module for generation of

monthly salaries.

The system should generate reports as specified by HSAMB.

2.8. Farmer Facilitation System(G2C module)

Location: MC Level Linkages: Establishment, E&R wing

The Farmer Facilitation module is required to analyze and study farmer-related

data and preparation of farmer-facilitation databases. The data collected shall

facilitate the decision making and assist in achieving high level objectives of the

HSAMB. The indicative functionality of the module is as under:

The system should give the details of farmer and produce brought in a yard,

sub-yards as defined by HSAMB.

The system should give a report of the region / area wise agricultural produce

trend.

The system should record the details of Knowledge Centers being managed and

run by HSAMB at each district, market committee.

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The system should be able to disseminate information to farmers through Short

Message Service, System Generated calls or any other medium proposed by

bidder.

The system should disseminate information to farmers on market prices,

produce arrival in Mandis and any other details specified by HSAMB.

The system should be scalable to share information with other initiatives of the

state government like Ekal Sewa Kendra, E-Disha etc.

The system should be able to generate reports as required by Marketing &

Enforcement wing, HSAMB.

3. Construction and Engineering System

3.1. Works Assessment Module(G2G module)

Location: Circle Level, MC Level Linkages: MCs

Work Assessment module is required for the assessment and fixation of various

developmental & maintenance requirements at MCs across the state. The

indicative functionality of the module is discussed as under:

The system should record the details of initiator of any construction work. The

system should also record the details of proposal received for the above.

The system should record the details of the proposed construction work.

The system should store the details of the assets of the mandi with their design

specifications and their date of construction.

The system should record the requisition for maintenance of assets by Market

Committee.

The system should allow online preparation of preliminary report, its review

and approval.

The system should allow online review and approval of the preliminary report

by competent authorities.

3.2. Planning and Drawing Module

Location: Circle Level Linkages: LA wing

The Planning and Drawing module is required for preparation of Site-drawings &

Lay-out Plans for various constructional requirements on selected sites. The

indicative functionality of the module is discussed as under:

The system should store standards drawing patterns approved by HSAMB and

PWD.

The system should have tools for drawing of layouts for constructional

requirements.

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The system should be able to store all design layout plans of HSAMB.

The system should allow online review and approval by competent authority.

3.3. Cost Estimation System(G2G module)

Location: HQ Level, Circle Level Linkages: Establishment wing

The Cost Estimation System is required for preparation of various Rough Cost

Estimates & obtaining corresponding Administrative Approvals. The indicative

functionality of the module is discussed as under:

The system should store the PWD Haryana Scheduled Rates, 1988.

The system should store the rate of non scheduled items.

The system should allow for updating the scheduled rates/non scheduled items

rates in terms of premiums allowed on percentage basis on the scheduled item.

The system should allow the premiums to be updated in scheduled rates.

The system should record the case history of each construction work.

The system should provide pre-defined format for preparation of cost estimates

as specified by HSAMB.

The system must take inputs for preparation for Rough Cost Estimate from the

specifications of the design layout prepared.

The system should allow the user to calculate the Rough Cost Estimate based

on the scheduled and non schedules items and the percentage premium

allowed on each scheduled rate items on the insertion of quantity only.

The system should calculate the value of the Rough Cost Estimate on quantity

inserted by the end user.

The system must maintain an audit trail for the editing done by Competent

Officers.

The system should allow the Rough Cost Estimate prepared be sent online to

the Competent Authority for Administrative Approval.

The system should send information to the concerned branch (Accounts,

Market Committee, Circle, Division, Construction Cell HQ or any other as

specified by HSAMB) regarding approval of the Rough Cost Estimate.

3.4. Technical Sanction

Location: HQ Level Linkages: Establishment wing

The Technical Sanction module is required for preparation of Detailed Cost

Estimates & finalization of various drawings for obtaining corresponding Technical

Sanctions. The indicative functionality of the module is discussed as under:

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The system should allow the user to prepare the Detailed Cost Estimate of any

construction work.

The system should retrieve the case history of each construction work.

The system should retrieve the rates from the database which stores the rates

of the Haryana PWD Schedule of Rates, 1988.

The system should take inputs for preparation for Detailed Cost Estimate from

the specifications of the design layout prepared.

The system should calculate the value of the Detailed Cost Estimate on

quantity inserted by the end user.

The system should allow the user to get the detailed cost estimate scrutinized

and validated by the appropriate authority.

The system should allow incorporation of the prevailing rates as approved by

the Competent Officer.

The system should allow the editing by appropriate authority of the Detailed

Cost Estimate prepared by the end user.

The system must maintain an audit trail for the editing done by Competent

Officers.

The system should allow preparation of Detailed Cost Estimate and online

review and approval by the Competent Authority for Technical Sanction.

The system should send information to the concerned branch (Accounts,

Market Committee, Circle, Division, Construction Cell HQ or any other as

specified by HSAMB) regarding approval of the Detailed Cost Estimate.

3.5. Tender Management System

Location: HQ Level Linkages: Establishment wing

The Tender Management System is required for the preparation of NIT & DNIT,

review of submitted bids, awarding the tenders & maintenance of contractor

databases. The indicative functionality of the module is discussed as under:

The system should maintain a database of registered Contractors of HSAMB

and their category in terms of department viz., Electrical, Mechanical, Civil and

their classification in terms of commercial standing or any other parameter as

specified by HSAMB.

The system should allow the user to prepare NIT/DNIT in a format as specified

by HSAMB.

The system should take the details for preparation for NIT/DNIT from the

Detailed Cost Estimates of the specified construction work.

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The system must take inputs for preparation for NIT/DNIT from the

specifications of the design layout prepared.

The system must allow the NIT/DNIT prepared be saved in format which can be

sent to the appropriate agency for publishing in newspapers.

The system should allow online approval of NIT/DNIT by competent authority.

The system should record the details of the Tender Case received against the

tender along with the name of the firm and date of submission.

The system should prepare the comparative financial statement of all

technically qualified bidders in a formatted chart as specified by HSAMB.

The system should allow the user to generate a letter of allotment of work to

the successful bidder.

The system should store the name of the contractor who has been awarded the

tender.

The system should be scalable and interoperable with a third party software for

the purpose of e – procurement.

3.6. Works Allocation System

Location: HQ Level Linkages: Establishment wing

The Works Allocation System is required for allocation, demarcation and physical

& financial requirement analysis for all outstanding/new works. The indicative

functionality of the module is discussed as under:

The system should store the information for any outstanding work/ new work

as requested by a concerned department or assessed by construction cell.

The system should allow analyzing the requirements of these construction

activities in terms of the money involved and the time required.

The system should abet the planning process for these outstanding/new

requirements.

3.7. Works Monitoring System

Location: HQ Level, Circle Level Linkages: Establishment wing

The Works Monitoring System is required to monitor the physical & financial

progress of various works by collection & compilation of daily worksheets,

payment details, etc. The indicative functions are discussed as under

The system should record the measurement of work with details required as

specified by HSAMB.

The system should allow preparation of running bill for the quantum of work

done by the contractor.

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The system should allow validation of the measurement and bill by appropriate

authority.

The system should allow the passing of the bill by appropriate authority

including all previous bills.

The system should prepare work status reports in a format as specified by

HSAMB for review by Senior Officers for each contract work.

3.8. Inventory Management System

Location: HQ Level, Circle Level Linkages: Establishment wing

The Inventory Management System is required to maintain dynamic inventories of

various raw materials (cement, bitumen, etc.) & generating periodical stock

statements. The indicative functionality of the module is discussed as under:

The system should store the inventory item of construction cell at each division

as categorized by HSAMB.

The system should keep information about the stock items available in the

home divisional store and other divisional store.

The system should update item quantity in case of transaction (inward or

outward) of item.

The system should allow the user to seek approval of the concerned officer to

withdraw an item if item is available in the home division store.

The system should allow the user to seek the approval of the Competent

Authority for withdrawal of stock from another store.

The system should raise an alert for the Competent Authority to accord

sanction.

The system should record a minimum inventory level for each item. The

inventory level should be defined by HSAMB against each item.

The system should store an Economic Order Quantity and lead and lag time for

each item as specified by HSAMB.

The system should raise an alert when the stock item goes below the minimum

inventory level for an item.

The system should generate a report of items available and their quantity as

also the stock out items in each store for the Senior Officers for procurement

planning.

The system should generate the monetary value of the items available in the

store.

3.9. Vehicles Monitoring System

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Location: HQ Level, Circle Level Linkages: Establishment wing

The Vehicles Monitoring System is required for monitoring & scheduling various

vehicles by creation of digital logbooks, fuel consumption charts, routing plans,

etc. The indicative functionalities are discussed as under

The system should maintain a record of all vehicles, their model and year of

purchase as defined by HSAMB.

The system should have the list of vehicles and the name of officer to whom

the vehicle is allotted. Driver allotted to vehicle should be also in the list.

The system should record the fuel consumption of each vehicle.

The system should have record the total distance traveled by each vehicle.

The system should record the maintenance and repair cost incurred in each

vehicle.

The system should record the bookings of each vehicle.

The system should allow the designated officer to raise a request for purchase

of new vehicle.

The system should allow for online approval of the purchase request.

The system should allow the user to initiate the process of sending a request to

State Condemnation Board for purchasing a new vehicle.

The system should allow the user to append the number of vehicles purchased

their model, rate and expense occurred in the purchase of a new vehicle.

The system should allow for storing the insurance, tax and other charges for

each vehicle.

The system should raise an alert within a period as defined by HSAMB when

the insurance, tax or other charges expire.

The system must record the vehicle details which go to the State Vehicle

Condemnation Board for auction.

The system should allow for recording the price received in the auction of a

condemned vehicle.

The system should generate reports for vehicles in terms of their usage and

fuel consumption pattern. It should give the repair cost incurred in each

vehicle.

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3.10. Court Cases Monitoring System

Location: HQ Level Linkages: Establishment wing

The Court Case Monitoring System is required to monitor various pending legal

cases of wing, including case & counsel details, proceedings, current statuses, etc.

The indicative functionality of the module is discussed as under:

The system should record the name of the Contractor and the Contract details

embroiled in arbitration.

The system should record the name of the arbitrator and the date on which the

proceedings has begun.

The system should retrieve the contract details on which the arbitration has

initiated. It should also record the point on which the arbitration proceedings

have initiated.

The system should record the proceedings of the Arbitration process.

The system should record the findings of the Award.

The system should record the Award of the Arbitration and its details.

The system should record the execution of award or the lack of it.

The system should store the list of cases pending against the Construction Cell

and the case details in terms of Case No., Name of Court, Petitioner and

Respondent, Stage of Case, Name of Contract under litigation, Division, Market

Committee under impact.

The system should record the name of the Counsels and the respective cases

being handled by them. Their professional fee structure should also be

recorded.

The system should allow the user to prepare monthly report in a format as

specified by HSAMB to be sent to legal department and accounts department

for professional bill processing of the Counsel.

The system should give customized report to the management in respect of the

pending cases, case types, stages of case and the expenditure incurred in each

case.

The system should record the judgment of the case and the compliance of the

order of the Court.

The system should record whether opinion is required from Counsel for moving

a superior Court.

The system should record the name of the Counsel and his opinion.

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4. Land Acquisition System

4.1. Requirement Analysis System

Location: Circle Level, MC Level Linkages: Establishment, A/Cs wing

The Land Acquisition System is required for determining & fixing actual land needs

of various MCs on basis of previous arrivals, future estimates, etc. The indicative

functionalities are discussed as under:

The system should give report of the past arrival data of each entity in each

Mandi for any specified period.

The system should give the aggregate arrival of all entities of each market

committee for any specified period.

The system should give reports in format as specified by HSAMB for analyzing

the past arrivals and the time series analysis of the produce for any mandi.

The system should give future arrival estimates based on past data and trend

in arrival patterns.

The system should prepare a chart of trend of arrivals of entity of each mandi

which should abet the management in planning for construction of new mandi

or expanding / upgrading an existing mandi.

The system should allow the management to analyze the requirement of

additional land for construction of new mandi on pre defined parameters or any

other parameter as specified by HSAMB.

4.2. Site Selection Module (G2G module)

Location: HQ Level, Circle Level Linkages: C&E wing, MCs

The Site Selection Module is required for selecting & short-listing prospective sites

for acquisition on basis of factors like location, price, etc. The indicative

functionality of the module is discussed as under:

The system should record the details of the land recommended by the

Competent Authority for acquisition.

The system should record the name of the owner/owners of the land, per unit

rate of the land and any other field as specified by HSAMB.

The system should be able to store GIS boundary maps of land and other

property owned by HSAMB.

The system should allow users to make on-line queries on land details by

clicking on the map.

The system should record the comments of the members of the Site Selection

Committee.

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4.3. Acquisition Monitoring System (G2G module)

Location: HQ Level, Circle Level Linkages: Establishment, C&E wing

Acquisition Monitoring System is required for facilitating time-bound & sequential

compliance of total process of obtaining NOCs for acquiring selected sites. The

indicative functionalities are discussed as under:

The system should record the requisition for acquisition of land. It should also

store the documents for requisition viz., Resolution passed by Market

Committee etc.

The system should record the evaluation made in terms of technical and

administrative details at the HSAMB Head quarter.

The system should record the request made to the State Government for

acquisition of land.

The system should record the number of requisition proposals pending with the

State Government and their stages of acquisition process.

The system should record the stages of acquisition process initiated by State

Government / Land Acquisition Collector.

The system should record the objections and disputes raised at all the stages of

acquisition process. Acquisition process is initiated by the State Government

under the Land Acquisition Act, 1884. The stages of land acquisition run under

various sections viz., Sec 4, 5, 6, 7, 8 and 9. The system should record the

movement of the acquisition process within these sections. The objections and

litigations, if any, and their details should get recorded in this system.

The system should have the facility to drop the land acquisition activity

requested by the Board and the corresponding details in terms of letters, date

etc. should get recorded in it.

The system should capture the quantum of money to be given to the Land

Acquisition Collector as also the Award announced by the Collector against a

particular piece of land.

The system should record the name of the land owners and the compensation

to be paid to them.

The system should record the details of payment given to the Land Acquisition

Collector and the action taken by the concerned officer in distributing it to the

recipients.

The system should generate report as specified by HSAMB.

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4.4. Auction Management System(G2C module)

Location: HQ Level, MC Level Linkages: C&E, A/Cs wing

Auction Management System is required for sale & distribution of various plots,

shops, booths, etc. at MCs by auctioning & maintaining database of each

transaction. The indicative functionality of the module is discussed as under:

The system should record the details of plots, kiosks and go downs developed

in the mandi.

The system should record the reserve price of each plot, kiosk and rental of go

downs.

The system should record the auction rate of each plot and kiosk.

The system should record the details of properties given in reserve price and

market price and the details of the recipients.

The system should record the date on which possession of the property is given

to the recipient and the details of the recipient.

The system should record the down payment made on plots and the number of

installments and EMI fixed on the outstanding amount.

The system should record installment received against each plot. It should also

record the non payment or dispute, if any, against a plot or kiosk.

The system should record the details of construction made on plots.

The system should generate report as specified by HSAMB.

4.5. Court Case Monitoring System (G2C)

Location: HQ Level Linkages: Establishment, A/Cs wing

Court Case Monitoring System is required to monitor various pending legal cases

of wing, including case & counsel details, proceedings, current statuses etc. The

indicative functionality of the module is discussed as under:

The system should capture the details of any dispute between the recipient of

the plot or kiosk. It should also capture details of the appeal filed before the

Chief Administrator. Outcome of the appeal should be recorded in the system.

The system should store the different land related dispute pending in different

Courts and their stages.

The stage of the case and the property in dispute should be recorded in the

system.

The system should store the list of cases pending in terms of Case No., Name

of Court, Petitioner and Respondent, Stage of Case, Name of land owners/plot

holders under litigation, Division, Market Committee under impact.

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The System should record the opening of a new case file as also the closing of

old case files.

The system should record the interim orders passed by the Court in each case.

The system should record the name of the Counsels and the respective cases

being handled by them. Their professional fee structure should also be

recorded.

The system should allow the user to prepare monthly report in a format as

specified by HSAMB to be sent to legal department and accounts department

for professional bill processing of the Counsel.

The system should give customized report to the management in respect of the

pending cases, case types, stage of case and the expenditure incurred in the

case.

The system should record the judgment of the case and the compliance of the

order of the Court.

The system should record whether opinion is required from Counsel for moving

a superior Court.

The system should record the name of the Counsel and his opinion.

5. Accounts Branch

5.1. Consolidated Expenses Monitor

Location: HQ Level, Circle Level Linkages: All wings, MCs

The Compilation Expense Monitor module is required for compilation of MC-wise,

branch-wise & head-wise details of all revenue & capital expenses including of

construction works. The indicative functionality of the module is discussed as

under:

The system should be able to collect & record expenses of Branches, Market

Committees, and Field offices (including deposit works) under prescribed

heads.

The system should be able to compile and consolidate expenses of Branches,

Market Committees and Field offices as required by HSAMB.

The system should prepare branch-wise, MC-wise & Field office-wise details of

all revenue & capital expenses under prescribed heads.

The system should provide access right to authorized personnel for addition or

deletion of expense heads.

The system should generate periodic expenditure statements as defined by

user and should be able to prepare Payments and Annual Accounts.

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The system should generate Ledger balances.

The system should generate Trial balance of the final accounts.

The system should prepare a comparative statement of actual expenses with

budgeted expanses.

5.2. Consolidated Income Monitor

Location: HQ Level, MC Level Linkages: All wings, MCs

The Consolidated Income Monitor module is required for compilation of MC-wise,

branch-wise & head-wise details of all incomes, including market fees, property

rents, plot-sales, etc. The indicative functionality of the module is discussed as

under:

The system should be able to collect & record receipt/income of Branches,

Market Committees, and Field offices under prescribed heads.

The system should prepare branch-wise, MC-wise & Field office-wise details of

all receipts and income against rent, market fees, recoveries, fines, plot sales,

deposit works etc.

The system should be able to compile and consolidate income of Branches,

Market Committees, and Field offices for property rents, market fees,

recoveries, fines, plot sales etc.

The system should provide access right to authorized personnel for addition or

deletion of receipt/income heads.

The system should be able to generate user defined periodic receipt/income

statements and prepare Annual Accounts.

The system should generate a report of outstanding balance with Branches,

Market Committees, and Field offices.

The system should generate Ledger balances.

The system should generate Trial balance of the final accounts.

The system should prepare a comparative statement of actual income with

budgeted income.

5.3. Consolidated Budget Monitor

Location: HQ Level, MC Level Linkages: All wings, MCs

The Consolidated Budget Monitor module is required for preparation of head-wise

budgets for various wings/MCs and monitoring allocated funds subsequently. The

indicative functionality of the module is discussed as under:

The system should maintain pre-defined formats for entering budget data.

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The system should be able to assist in generating budget estimates for

successive years.

The system should be able to prepare head-wise budgets for various

wings/MCs and Field offices.

The system should be able to record budgeted income and expenditure

statements from branches at HSAMB (HQ), offices of MCs and field offices of

ZAs, ZMEOs, DMEOs, CE, SEs and XENs.

The system should be able to generate reminders for concerned branch/office,

if the budget details are not submitted in time.

The system should compile and consolidate the budget heads from all the

branches/ offices.

The system should allow online approval/sanction for the budgets by

competent authorities.

The system should maintain electronic version of registers as per the

requirements of HSAMB.

The system should update the appropriate budget head on the sanctioned

amount and monitor allocated funds subsequently.

The system should have facility to enter receipt and expenditure budgets

branch wise.

The system should compile and generate receipt and expenditure budget

reports.

The system should have facility to monitor actual versus budgeted receipts and

expenditure.

The system should have ability to calculate budget variances

The system should have facility to create budget for the next year (as per

requirement of HSAMB) before the current financial year closes.

The system have facility to roll forward actual and budget to the next financial

year.

The system should have facility to transfer funds between different budget

heads.

The system should allow authorized personnel to add or delete budget heads.

The system should maintain information about surplus or shortages of funds

under budget heads.

The system should have the ability to caution the user on any approaching

shortages.

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5.4. Deposit Works Monitor

Location: Circle Level, MC Level Linkages: C&E wing, MCs

The Deposit Works module is required for compilation of all expenses incurred by

MCs on various Deposit Works, including civil, electrical & public health works. The

indicative functionality of the module is discussed as under:

The system should maintain a Deposit works database with the details like date

of approval, MC involved, sanctioned amount, date of commencement,

progress of work, revision of sanctioned amount etc.

The system should collect and update information regarding monthly progress

of deposit works from divisions and MC offices.

The system should store and compile all expenses incurred by MCs on various

Deposit Works, including civil, electrical & public health works.

The system should store and compile all receipts from MCs against deposit

works.

The system should maintain details of Letter of Credit issued to divisional

offices.

The system should generate periodic reports on the progress of deposit works.

The system should assist in analyzing the progress of deposit works by

assessing project completion, cost and other parameters defined by HSAMB.

The system should generate reports on the expenses incurred and income

receipts against deposit works.

The system should generate report of financial status of deposit works as

required by HSAMB.

The system should have appropriate linkages with Expanse Monitor module.

5.5. Bank Reconciliation Module

Location: HQ Level, Circle Level Linkages: Bank, MCs

The Bank Reconciliation Module is required for monitoring & reconciliation of all

financial statements of deposits/withdrawals from various banks. The indicative

functionality of the module is discussed as under:

The system should maintain a record of all financial transactions with banks.

The system should have ability to compare the debit and credit entries in cash

book with bank.

The system should generate a report of outstanding balance of Cash Book and

Bank.

The system should allow validation of data.

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RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

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The system should allow the users to put their comments online for error

correction.

The system should maintain the audit trail of correction/changes in the

transactions.

5.6. Payroll Accounting Module(G2E)

Location: HQ Level, Circle Level Linkages: All wings, MCs

The Payroll Accounting Module is required for processing & preparation of all

salaries, allowances, increment schedules, taxes, GPF, CPF, arrears, etc. The

indicative functionality of the module is discussed as under:

The system should maintain the details of each employee like Name,

Department, Designation, Pay Scale, PAN, and any other defined field.

The system should maintain the payroll data of each employee such as Basic

Pay, DA, HRA, Allowances and deductions like GPF, LIC premium and any other

defined field.

The system should maintain the leave records of each employee.

The system should enable authorized users to update leave data on a regular

basis.

The system should be able to calculate for each employee Salary, Increments

and Promotions, Deductions, Income Tax, Advances, Miscellaneous recoveries,

etc.

The system should generate the monthly salary slip with details including

Basic, DA, HRA, Allowances, GPF, LIC premium, projected earnings, projected

tax liability, details of any outstanding loan and any other field defined by

HSAMB.

The system should consider the current as well as projected earnings & savings

of employees for TDS calculations.

The system should be able to prepare the Form-16 for employees of HSAMB.

The system should allow only the authorized/restricted users to access the

payroll information.

The system should allow only the authorized user to edit the payroll data for an

employee (in case of promotions, penalties etc).

The system should add increments according to each employee‟s pay scale and

date of increment as marked in the service record.

The system should have appropriate linkage with the Personnel Information

System and Pensioner‟s Module.

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The system should generate LPC (Last Pay Certificate) for employees

transferred or discontinuing services with HSAMB.

The system should prepare user define periodic reports of salaries disbursed.

The system should allow authorized user to create/delete new head in salary

statements.

The system should allow calculation and disbursement of arrears.

The system should provide adequate interfaces with concerned

departments/establishments as required by HSAMB.

5.7. Loans & Advances Monitor(G2E)

Location: HQ Level, Circle Level Linkages: All wings, MCs

The Loans & Advances Monitor module is required for maintaining records of loan

& advances given to Board‟s employees and loans given by Board to Market

Committee & other institutions, pertaining to out-standing dues & for approval of

loans/long-term advances. The indicative functionality of the module is discussed

as under:

5.7.1. Loans & Advance to Employees

The system should provide facility to employees for application of loans &

advances.

The system should allow online approval/sanction for the loans & advances by

competent authorities.

The system should provide adequate interface with payroll accounting module

so that deductions may be made whilst the generation of salaries.

The system should provide details of outstanding dues (including interest) of

employees.

The system should be able to generate need based reports of

sanctioned/disbursed/rejected loan cases.

5.7.2. Loans & Advance to MC & Other Institutions

The system should provide facility for application of loans/ Grant-in-Aid by

financially week MCs and other Institutions.

The system should allow online approval/sanction for the loans & advances by

competent authorities.

The system should provide adequate interface with Budget & Cash accounting

module so that disbursements & recoveries may be made.

The system should provide details of outstanding dues.

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The system should be able to generate need based reports of

sanctioned/disbursed/rejected cases.

5.8. Pensioners’ Module(G2C)

Location: HQ Level, Circle Level Linkages: All wings, MCs

The Pensioner‟s module is required for generation of different pensioners‟ bills,

statements of commuted/family pensions, etc. for different applicants. The

indicative functionality of the module is discussed as under:

The system should allow employees to apply for pension payments.

The system should allow authorized personnel to initiate the process of

sanction of pension for employee retiring for reasons other than by way of

superannuation.

The system should be able to compute pension of the employee considering his

service record.

The system should calculate the other retirement benefits of an employee.

The system should assist in preparation of pension cases and finalization

thereof.

The system should assist in verification of service from service book records.

The system should allow online approval/sanction for the pension by competent

authorities.

The system should be able to generate pension‟ orders to employee and bank.

The system should generate the report of pension disbursed every month.

The system should generate the list of retiring employees.

The system should provide the current status of pending cases for pension

payment.

The system should assist in preparing budget estimates for contribution to

pension fund of ensuing year.

The system should keep a record of contributions made to the pension fund.

The system should provide reports of contributions to the pension fund as

required by HSAMB.

5.9. Investment Monitoring Module

Location: HQ Level, Circle Level Linkages: All wings, MCs

The Investment Monitoring module is required to monitor Market Committee-wise

& wing-wise status of investments, surplus funds & savings for planning future

capitalizations. The indicative functionality of the module is discussed as under:

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The system should be able to generate report of funds available with Market

Committee, Field Offices and HSAMB (HQ).

The system should keep a record of Fixed Deposits and other investments.

The system should be able to compute the interest earned on Fixed Deposits.

The system should generate report of interest earned on a Fixed Deposits, as

defined by the user.

The system should keep a track of Fixed Deposits maturing in near future.

The system should keep account of overdraft against Fixed Deposits

maintained with banks.

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6. Management Facilitation and Reporting (MFR)

The Management Facilitation and Reporting Module would be the focal point, around

which the complete application architecture would be constructed. This module shall

facilitate the Top-level Management at HSAMB Head Office to gather the required

processed data from various information systems functioning at different levels in

the Board, and process the same for generation of desired reports for the State

Government, Legislative Assembly and the Accountant General Office. This

application shall have interface with all the Master and Transaction Databases of

various wings and MCs. The modules undertaken should be able to provide

Government to Government (G2G) interfaces so that the other

departments/corporations interacting with the Haryana State Agriculture Marketing

Board should able to login to get the requisite information required by them. The

authority to access the information should be decided in consultation with HSAMB

and HARTRON. The modules of this application include:

6.1. CM Announcement System(G2G, G2C module)

Location: HQ Level Linkages: All wings, MCs

The CM Announcement System is required to monitor status of various works

initiated as per CM Announcements. The indicative functionality of the module is

discussed as under:

The system should generate need-based/ periodic reports on progress of work

on CM announcement.

The system should have adequate interface with Construction and Engineering

system.

The system should collect information to monitor the status of works initiated

as per CM Announcements.

The system should generate report about physical and financial progress of

construction works as required by HSAMB.

The system should be able to update CM Announcement monitoring application

(developed by NIC) deployed at Construction cell, HSAMB and send information

to CM Office through the application.

The system should generate report as specified by HSAMB.

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6.2. Assembly Question Module(G2G module)

Location: HQ Level Linkages: All wings, MCs

The Assembly Question Module is required to prepare appropriate and timely

replies, with details of action taken, for different issues raised in the State

Legislative Assembly regarding Board‟s functioning and performance. The

indicative functionality of the module is discussed as under:

The system should record issues raised in the State Legislative Assembly

regarding Board‟s the functioning and performance.

The system should record the details of issue raised in the format defined by

HSAMB for appropriate action.

The system should allow user to record details of action taken to address issues

raised in Assembly.

The system should provide adequate interface with master databases to

prepare appropriate and timely replies to issues raised in Assembly.

The system should generate report of issues addressed/ unaddressed in the

Assembly.

The system should generate report as specified by HSAMB.

6.3. Daak Monitoring System

Location: HQ Level, Circle Level Linkages: All wings, MCs

The Daak Monitoring System is required for receiving & monitoring all official

correspondence from various departments & external agencies. The indicative

functionality of the module is discussed as under:

The system should record all Incoming and Outgoing letters.

The system should maintain a Diary/ Despatch register.

The system should keep a track and maintain the status of postal

communication.

The system should be able to reveal the status of despatch in transit.

The system should be able to generate reports like Receipt Report, Despatch

Report, and any other report as specified by HSAMB.

6.4. Instructions Monitoring System

Location: HQ Level, Circle Level Linkages: All wings, MCs

The Instructions Monitoring System is required to monitor the subject matters,

dates of issue, receipt & circulation and statuses of consolidated instructions. The

indicative functionality of the module is discussed as under:

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The system should maintain a record of instructions issued with details like

officer, subject matter, date of issue and any other defined field.

The system should be able to record the receipt and circulation status of

instructions.

The system should allow authorized personnel to update the action taken/

feedback of instructions.

The system should generate report of instruction issued and action taken, as

required by HSAMB.

6.5. Works Monitoring System

Location: HQ Level, Circle Level Linkages: All wings, MCs

The Works Monitoring System is required to monitor financial & physical status of

various works of construction and land acquisition initiated by the Board. The

indicative functionality of the module is discussed as under:

The system should record the project plan with details of each stage and

milestone as specified by HSAMB.

The system should maintain record of status of Land acquisition work.

The system should record progress of work in specified reporting formats.

The system should allow the user to view documents detailing work done by

the contractor.

The system should allow the user to view bill for each contractor.

The system should allow workflow review and approval.

The system should be able to monitor deviations, item wise under various

works in execution.

The system should be able to track the Earnest Money and Security Deposit

and should caution about their timely refunds.

6.6. Revenue Monitoring System

Location: HQ Level, Circle Level Linkages: All wings, MCs

The Revenue Monitoring System is required to monitor the entity-wise revenues

generated at different MCs for trend analysis using previous arrival/purchases

data. The indicative functionality of the module is discussed as under:

The system should provide auction details such as name of purchaser, name of

seller, name of commission agent, quantity, price, type of produce and any

other field defined by HSAMB.

The system should provide details of unsold produce.

The system should give the receipt and payment of HRDF fee collected by MCs.

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The system should make available the market fee received by MCs.

The system should assist in verifying the market fee details in H-register and

M-return form as defined by HSAMB.

The system should be able to compare and verify the M-return received from

commission agents and purchasers respectively.

The system should identify the auctions for which the market fee is not paid in

stipulated time.

The system should generate alerts for non-payment of market-fee.

The system should generate report of outstanding market fee as required by

MC and HSAMB.

The system should give details of the produce entering and exiting from mandi

premises.

The system should give estimated stock of produce with commission agents.

The system should assist in trend analysis using previous arrival/purchases

data

The system should generate daily arrival report as required by HSAMB.

The system should generate report of year/month/season wise collection of

Market fee.

The system should provide adequate interface with other modules as required

by HSAMB.

6.7. Personnel Information System

Location: HQ Level Linkages: All wings, MCs

The Personnel Information System is required to maintain consolidated records of

all employees, including name, designation, code, date of joining, current posting,

etc. The indicative functionality of the module is discussed as under:

The system should maintain consolidated record of all employee with the

details like Name, Department, Designation, date of joining, Pay Scale,

Seniority, and any other defined field.

The system should maintain the payroll data of each employee such as Basic,

DA, HRA, Allowances, GPF, LIC premium and any other defined field.

The system should maintain records of transactions done by the employee in

the entire duration of his tenure with the HSAMB such as: PF contributions, IT

deductions, Loans and advances, Medical reimbursements, Increments, Grants

and any user defined field.

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The system should maintain service records, leave records and ACR records of

employee in prescribed format.

The system should allow modification of records as and when required only by

authorized personnel.

The system should maintain audit trails of any changes made in the records of

employee files.

The system should update the employee database as and when the

transactions are made in respect of an employee.

6.8. Charge-sheet Monitoring System

Location: HQ Level Linkages: All wings, MCs

The Charge-sheet Monitoring System is required to maintain records of all

Charge-sheets under Rule 7 & 8, including contents of complaints, enquiry details,

statuses, etc. The indicative functionality of the module is discussed as under:

The system should maintain a record of all charge-sheeted employees and the

details like section, department and the Charge - Sheet.

The system should update the service record and personal file of employee, if

charge-sheeted.

The system should record the status of complaints and enquiry details against

charge-sheeted employees.

The system should be able to generate report of charge-sheeted employees as

specified by HSAMB.

6.9. ACR Monitoring System

Location: HQ Level Linkages: All wings, MCs

The ACR Monitoring System is required to maintain comprehensive resumes of

ACRs, including employee details, briefs, authorities involved, overall assessment,

etc. The indicative functionality of the module is discussed as under:

The system should maintain a record of ACRs of all employees.

The system should allow the In-charge and Supervisors to update and

complete the ACRs of the employees.

The system should allow online transfer of the ACR to the Administration

department.

The system should allow the Administration department to send the adverse

remark passed to the affected employee.

The system should be able to generate report of ACRs of employees as

required by HSAMB.

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6.10. Complaints Monitoring System

Location: HQ Level Linkages: All wings, MCs

The Complaints Monitoring System is required to maintain detailed records of

various pending enquiries & complaints, along with important dates & details of

actions initiated. The indicative functionality of the module is discussed as under:

The system should maintain a record of all complaints at MC, Field offices and

Head Quarter level.

The system should allow creating new complaint record.

The system should be able to record the action initiated to take up the

complaint as required by HSAMB.

The system should allow authorized personnel to update the status of

complaints.

The system should provide the current status of all complaints at MC, Field

offices and Head Quarter level.

The system should maintain a record of all enquiries at MC, Field offices and

Head Quarter level.

The system should allow creating new enquiry record.

The system should generate a report of number of enquiries between any given

periods and the reasons thereof.

The system should record inquiry details like dates of enquiry, dates of

examination of witnesses and recording the evidences and any other field

defined by HSAMB.

The system should provide for drafting of Inquiry Report

The system should send Inquiry report online to the Competent Authority.

The system should record the date of the verdict and the verdict given by the

Competent Authority.

The system should record the dissent note, if any, of the Competent Authority

on the draft Inquiry Report.

The system should record re–inquiry details, if any.

The system should record the details of appeal like date of filing, Competent

Appellate authority, outcome of the appeal and any other field defined by

HSAMB.

The system should provide the current status of all enquiries and appeals.

The system should generate report of pending complaints & enquiries as

required by HSAMB.

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6.11. Court Cases Monitoring System

Location: HQ Level Linkages: All wings, MCs

The Court Cases Monitoring is required to monitor various pending legal cases of

Board, including case & counsel details, proceedings, current statuses, etc. The

indicative functionality of the module is discussed as under:

The system should maintain a record of all legal cases of MC, Field offices and

Board.

The system should allow creating new court case record.

The system should record the details of the case like department of the

aggrieved, date of notice, subject matter and any other field defined by

HSAMB.

The system should provide the current status of all court cases pending at MC,

Field offices and Head Quarter level.

The system should allow authorized personnel to update the status of court

case.

The system should generate report of pending court cases as required by

HSAMB.

The system should store details of empanelled counsels.

The system should maintain a record of performance of counsels i.e. number of

cases allotted, pending cases, cases for which final judgment is given, number

of case won/lost and any other field defined by HSAMB.

6.12. Pension & Ex-gratia Module

Location: HQ Level Linkages: All wings, MCs

The Pension & Ex-gratia Module is required to maintain detailed pension & ex-

gratia records of various employees, along with remarks, decision taken, etc. The

indicative functionality of the module is discussed as under:

The system should maintain a list of employees retiring in near future, as

defined by HSAMB.

The system should assist in preparation of pension cases and finalization

thereof.

The system should assist in verification of service from service book records.

The system should keep a record of contributions made to the pension fund.

The system should provide the current status of pending cases for pension

payment.

Page 106: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 106 of 145

The system should be able to assist in preparing budget estimates for pension

contribution.

The system should generate the report of pension disbursed every month.

The system should compare the budget estimate and actual contributions made

for pension and caution the concerned personnel for any shortages.

The system should generate report of pension & ex-gratia records along with

other details as required by HSAMB.

The system should generate any other report as specified by HSAMB.

Page 107: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

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Annexure 2: Process Maps

Budget compilation

ZM

EO

(incl

udin

g

HQ

)

DM

EO

(incl

udin

g

HQ

)

HS

AM

B

(HQ

)C

ircle

Div

isio

nsZ

A o

ffice

Mar

ket

Com

mitt

ee

Acc

ount

s

(HQ

)

Approval by CA/

ChairmanApproval by CE

Preparation of head

wise budget

Approval by

BoardApproval by CA

Expenditure on

deposit works is

ascertained

Compilation & consolidation

of income & expenditure for

the ensuing year

Budget sent to

State Govt for

accord of sanction

Estimation of income & expenditure

under different prescribed heads

Estimation of income & expenditure

under different prescribed heads

Compilation & consolidation of

budget by Administrative wing/

Store Keeper

Compilation of income

& expenditure for the

ensuing year

Compilation of income

& expenditure for the

ensuing year

Estimation of income &

expenditure under

different prescribed heads

Initiation of process for

budget preparation by

Budget Section

Input on cost

of deposit

works

Verification &

scrutinization of

budget data

Compilation of income

& expenditure for the

ensuing year

Compilation of income

& expenditure for the

ensuing year

Compilation of budget by all

sections of Accounts wing

Requests for cost

estimation of

deposit works

Approval by SE

Page 108: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 108 of 145

Pay-bills processing

HS

AM

B (

HQ

)/

Fie

ld o

ffic

e

Pa

yb

ill

Acco

un

ts (

HQ

)E

mp

loye

e

Y

# If employee is based at MC/ Division/ Field office then the amount is

disbursed to employee through the concerned branch office

Disbursement of

payment to

employee #

TA Bills

Bill sent to

cashier

Seeks permission

to apply for loan/

advance

Submits TA bills along

with supporting

documents

Loans & Advance

Makes a request for travel

to the concerned officer/

branch in-charge

Makes an application of loans

& advance in prescribed

format to the concerned

officer/ branch in-charge

Verification

of TA bills

Medical Bills

Approval by

competent

authority

Entry in TA billls

budget register

Verification of the

bills submitted

Sanction by

competent

authority

Submits the medical bills along with

supporting documents to the

concerned officer/ branch in-charge

N

Bill sent to

cashier

Intimation of

rejection to

applicant

Entry in demand &

collection budget

register

Disbursement of

payment to

employee #

Scrutinizes the

eligibility of

employee

Y

Voucher sent to

cashier

Disbursement of

payment to

employee #

Entry in medical bill

budget register

Sanction of tour

program by

competent

authority

Approval of

request

N

Y

Counter

Signature by

CFA

Sanction by

competent

authority

Page 109: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 109 of 145

Pay-bills processingH

SA

MB

(H

Q)/

Fie

ld o

ffice

Pay

bill

Sec

tion

Em

ploy

ee

# If employee is based at MC/ Division/ Field office then the amount is

disbursed to employee through the concerned branch office

Payroll Processing

Preparation of

monthly salary

ECR

Branch sends monthly

report of leaves &

absent of employees

Update

ECR

Order for increment/

penalty/promotion/ LPC

etc from Administration

Salary bills along

with schedules

sent to cashier

Disbursement of

payment to

employee #

Vouchers and

schedules sent to

Compilation section

Receives notification of

change in DA from

Government

Sanctions from

Board for

updating DA

Page 110: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 110 of 145

GPF/CPF Accounts CompilationC

ash

ier

Em

plo

ye

eG

PF

se

ctio

nC

om

pila

tio

n

Se

ctio

n

Application is

made within 12

months of

appointment

Deposit demand draft

in Bank account

Disbursement of

payment #

Application of

GPF/CPF Loan to

the concerned

officer/ branch in-

charge

Opening of

GPF/CPF

Account

Application for closure of

GPF/CPF accounts to

the concerned officer/

branch in-charge

Entry in broad-sheet

& employee card

Preparation of demand

note for deductions

mentioned in schedules

Monthly schedules of

GPF & CPF deductions

from MCs/ Divisions/

Field offices

Verification &

scrutinisation of

eligibility for loan

Closure of

GPF/CPF

Account

Verification &

sanction of closure

of account

Updation of

employee cards

GPF/CPF

account number

Compilation of

GPF/CPF

deductions

Entry of records in

GPF S/W

Preparation

of demand

draft

Application for opening

of GPF/CPF accounts

to the concerned officer/

branch in-charge

New GPF/CPF

account is opened

Entry in broad-sheet

& employee card

GPF/CPF

Loan

Yearly GPF/CPF

account statement

Entry of schedules

in Broad sheet

Sanction by

competent Authority

(CA/CFA/Secy)

Disbursement of

Loan #

Reconciliation of

accounts

Reconciliation

of accounts

# If employee is based at MC/ Division/ Field office then the amount is

disbursed to employee through the concerned branch office

Page 111: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

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Page 111 of 145

Pension

Contribution

Pe

nsio

n

se

ctio

nE

mp

loye

eB

an

kB

ran

ch

/

De

pa

rtm

en

tA

cco

un

tsA

dm

n

Se

ctio

n

YN

Status against any

pending case/enquiry/

punishment is checked

Copy of PPO

PPO is issued

with signature of

CFA

Monthly pension

disbursed to

individual

Contribution from

budget provisionsIf

No Objection

Deposit in pension

account in bank

Quarterly installments

for pension

Report of pension

disbursement at

end of month

Verification of

pension

calculation

Copy of PPO

Application for pension is

made to concerned HOD

prior to 6 months of

retirement

Disbursement

Monthly report of

pension disbursed

Computation of

pension

Concerned DDO prepares

complete service record

and pension papers

Sanction by

Competent

Authority

Verification of life certificate

to disburse Family pension

Reconciliation of

pension payment

disbursed through bank

Page 112: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 112 of 145

Receipts

Cash Management

Disbursement Fixed Deposit

Oth

er

Inst

itutio

ns

Div

isio

n

(XE

N)

HS

AM

B (

HQ

)M

C &

Fie

ld

Offic

eC

ash

ier

(HQ

)B

an

k

N

Y

Approval by

CFA

Draft deposited

in savings a/c

or as FD

Verification of

demand by

Accounts wing

Sends to

Construction

Cell (HQ)

Bills for recoupment

from field officers

Reinvest in

FD

Receipt Register

updated

Approval by CA

FD matures

Update FDR records

in Computer

Deposit money in

Bank

Draft register

updated

Submit demand

for construction

work

Update

cash bookReceipt

preparedCollection of

FD receipts

Instruction from CA to

invest in fixed deposit

Draft sent to

Division

Daily cash position

report to CA from

Cashier

Money against

demand is sent to

Bank for making DDMakes payment

against the billUpdate investment

register

MC sends payment against

Contribution of Market Fee,

Loans, deposit works, rent

received, old liability etc.

CE recommends

demand for

approval

Verification of

demand by

Accounts wing

Draft prepared

Receives pay

bills from Paybill

Section

Payment of loans

repayment, deposit

works etc.

Interest

payments

Money in

savings Account

Page 113: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 113 of 145

Accounts activities at the Market Committee Level

Acco

un

ts @

MC

HS

AM

B (

HQ

)K

acch

a

Art

iya

Pa

cca

Aa

rtiy

a

M-Return form &

Market fees

Preparation of monthly

HRDF statement

Preparation of

schedules for GPF/

Loans & Advances

Updation of demand

& collection register

Receipt of market

fees & updation of N-

register

Update

Cashbook Deposit HRDF

payment in

Bank

M-Return form

Updation of IT register

& monthly Deposit of IT

@ local IT branch

Monthly Income/

Expenditure report

Updation of:

Establishment Check register

TA bills register

Miscellaneous expanse

register

Budget register

Preparation of Income

Tax statements

Updation of

HRDF register &

cashbook

A-Return &

HRDF fees

Preparation of pay-

bills & salary

Preparation of

monthly Income/

Expenditure

statement

Page 114: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 114 of 145

Compilation of Accounts at HQ

Div

isio

ns

Ma

rke

t

Co

mm

itte

e

De

po

sit

Wo

rks

Pa

yb

illl

Se

ctio

n

GP

F

se

ctio

nC

om

pila

tio

n S

ectio

n

Information is updated in

corresponding registers

Consolidated income/

expenditure reports for

CA/ CFA/ IT Dept

Information is

posted to final

books of accounts

Schedules of deposit

works details at MC

Information is

updated in Tally

software

Compilation of income/expenditure

statement for MCs/ Divisions/ Field Offices

using FoxPro based utilities & MS Excel

Schedules of deductions for

GPF, CPF & GPF loans

Consolidated monthly

income/ expenditure

statement for Divisions/

Field Offices

Cash book & vouchers of

income/ expenditure @ HQ

through cashier

Schedules of deductions for

loans & advances

Segregation of

schedules

Information is updated in

deposit works register

GPF & CPF

Compilation

Monthly account report from

Divisions & Field offices

Monthly account report from

Market Committee

Consolidated monthly

income/ expenditure

statement for MCs

Page 115: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 115 of 145

Processing of Loans/ Grant-in-Aid to MC & Other Institutions

Oth

er

Institu

tio

n

HS

AM

B

(HQ

)

Bu

dg

et &

Lo

an

Se

ctio

n

Ma

rke

t

Co

mm

itte

e

Preparation of case file with

loan/Grant-in-Aid disbursement

and loan repayment details

Application for Loan/

Grant-in-Aid from

HSAMB HQ

Approval by

Competent

Authority

Verification of

loan/Grant-in-Aid

documents

Application for Loan/

Grant-in-Aid from

HSAMB HQ

Preparation of bill

by DDO

Cashier prepares

demand draft

Cashier updates

Demand &

Collection register

Disbursement of

Loan/Grant-in-Aid

Disbursement of

Loan/Grant-in-Aid

Page 116: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 116 of 145

Management of Auction & Market fees

HS

AM

B

(HQ

)D

ME

OC

om

mis

sio

n A

ge

nt

Ma

rke

t C

om

mitt

ee

Details of unsold goods are

entered in HH register

N

N

Fees include : Market fee,

HRDF Fee, Sale Tax

Y

YDispute in

payment

If produce is

vegetable?

Details of Gate pass

recorded in the H

Register of Agent

Daily market

price report to

Agmark

Stock

register

is

updated

M return

sent to

Market

Committee

Preparation

of daily

arrival report

for DMEO

Prepare

list of

defaulters

Buyer departs

to gate

Shows I

form at

Gate

Compilation

of daily

arrival report

for HSAMB

Open Auction of produce

in the presence of Auction

Recorder (Cleaning,

weighing and packaging)

Daily arrival report from

all Market Committees

within his juridiction

Auction recorder updates

the H register.

Mandi supervisor updates

the weighment register

I form

issued to

buyer with

details of

auction and

payment

Preparation

of 3 copies

of Gate pass

Send notice

for payment

Purchaser/

Licensee liable

Exit

Details of

farmer and

produce

recorded ,

Agent

allocated

J form

issued to

farmer with

auction

details and

payment

Case

Compounded

Payment

made

Kacha Arhatiya is

liable to pay fees

N Register

updated on

payment of

Market Fee

Entry made in

Register at Gate

Monthly report of

receipts/ expenditures

from MCs

Farmer

arrives at

Gate of

Market

Committee

with produce

Farmer arrives

at the outlet of

the allocated

agent and

hands over

one copy of

Gate pass

Mandi Supervisor

inspects H Register

of Commission Agent

Tally H with N

Register

Preparation of

monthly status

report for HQ

Tallying

mismatch

Reconciliation of

M-returns with H-

register of MC

Daily arrival report from

all DMEOs

One copy retained at gate

and two copy handed over to

farmer

Matter

referred

Secy, MC, /

Board

Send notice

for payment

Page 117: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 117 of 145

License Procesing

Po

st O

ffic

eH

SA

MB

(H

Q)

DM

EO

Ma

rke

t C

om

mitt

ee

Y

All licenses issued expires on

31st March of ensuing year

N

u/s 10

N

u/s 13Y

Preparation of

license

Monthly report

from MC

Receipt of the

Security fee

Scrutiny of the

documents

Is application

approved

Is license u/s

13 or 10

Is application

approved

Entry in Form C

register

Scrutiny of

documents

Monthly Report

Security fee is

deposited for

license u/s 10

License sent to

Market Committee

Application and

fee for new/

renewal of license

is received At month end

accounts are

updated and

reconciledEntry in Form C

register

Application rejected &

intimation send to applicant

Application u/s 10

and supporting

documents

received from MC

License handed

over

Sorting and

consideration of

application

Preparation of

license

Application rejected &

intimation sent to applicant

Monthly report

from DMEO

Page 118: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 118 of 145

Property and Rent Management

Allotment of Houses (HQ) Vacation of Houses Immovable Property management

M.E

. II (

HQ

)C

on

str

uctio

n

Ce

ll (H

Q)

Em

plo

ye

eC

ash

ier

Ma

rke

t

Co

mm

itte

e

HS

AM

B

(HQ

)

Y

through

accounts

@ HQ

Details of:

Allotment of booths/

shops/ godowns

Usage of land area

Verification of

pending bills.

Market Committee

sends details of Rent

received for booths/

shops/ godowns

Is house

available for

allotment

Application

for allotment

of house

Notify ME II of

vacant house

Allotment letter &

Possession is given to

concerned employee

Information is

updated in register

Category wise

seniority list of

applicants is prepared

Rent received from

employees

Application status is

pending for allotment

House rent register is

updated

Allotment approval by

competent authority

Application

for vacating

house

House rent register

is updated

N

Page 119: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 119 of 145

Plot Auction and Allotment

Co

nstr

uctio

n

Win

gA

llotte

eH

SA

MB

(H

Q)

La

nd

Acq

uis

itio

n

WIn

gM

ark

et C

om

mitte

e

Plots are sold

through open

auction

Letter of

Allotment

Values &

specifications of plots

to be auctioned are

ascertained

Possession of

plot is given to

Allottee

Values &

specifications

Values &

specifications

Advertisement

of Auction

Dispute/ Default

of payment

Allotment

Allotment

Allotment

Court Cases

Account is closed

Files Appeal

before CA, Board

Appeal decided by

CA, Board

Is allotee

satisfied

N

End

Y

Y

Page 120: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 120 of 145

Construction of Link RoadC

on

str

uctio

n

Ce

ll (C

ircle

)

Preliminary

Report

approval

Co

nstr

uctio

n

Ce

ll (D

ivis

ion

)

HS

AM

B

(HQ

)

Co

nstr

uctio

n

(HQ

)C

MO

CE instructs

concerned SE and

XEN to prepare

Preliminary Report

Tender

Work

Execution

CM announces

construction of link

road

Preparation

of DNIT/

Prepare

Detail

Estimate

Rough Cost

Estimate

prepared and

sent for

Administrative

Approval

Technical

sanction

Technical

sanction

Technical

sanction

Preliminary

Report

approval

Preliminary

Report

approval

Admin

approval

Admin

approval

Admin

approval

Matter referred to

CE

SDO/JE

conducts

survey

SDO

submits

to XEN

Depending on the

value of the

deposit work

approval is given

by the appropriate

authority Depending on the

value of the

deposit work

sanction is

accorded by the

appropriate

authority

Preliminary

Report

approval

Preliminary

Report

approval

Approval

Approval

Approval

Page 121: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 121 of 145

Construction of Mandi

Co

nstr

uctio

n

& E

ng

ine

erin

g

(Circle

)

Ma

rke

t

Co

mm

itte

e

Co

nstr

uctio

n a

nd

En

gin

ee

rin

g

(Div

isio

n)

Co

nstr

uctio

n &

En

gin

ee

rin

g

(HQ

)

HS

AM

B, H

Q

Prepare DNIT /

Redraft DNIT

Approval by

CA

Tender Work

Execution

Senior Town Planner,

prepares phase wise

design layout of Mandi

Detail

Estimate

preparation

by XEN(Civil)

Possession

of Mandi

Land

Acquisition

Process

Phase wise plan

for Mandi

construction

Rough Cost Estimate

preparation by XEN

(Civil)

Plot Auction

and Allotment

Admin

approval

by CA/

Chairman

Admin

approval

Admin

approvalTechnical

sanction

Technical

sanction

Depending on the value of deposit

work approval is given by

appropriate authority

Depending on the value of

deposit work sanction is

accorded by appropriate

authority

Approval

Approval

Approval

Page 122: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 122 of 145

Tender Works Execution

Co

nst

ruct

ion

Ce

ll, (

Circl

e)

Arb

itra

tion

Fin

an

ce a

nd

Acc

ou

nts

(HQ

)

Co

nst

ruct

ion

C

ell,

(Div

isio

n)

Co

nst

ruct

ion

Ce

ll, H

QC

MO

N

CA appoints

Arbitrator

Parties

satisfied by

Award

Court Cases

Both parties put

forth their points

Arbitrator records

their points

Award is

announced

Letter of work

allotment given

to contractor

Tender

floated

Tender

floated

Rate

approval

by TAC

Rate

approval

by XEN

Rate

approval

by CE

Rate

approval

by SE

Execution of

work

Measurement

of work

Information updated

in comp cell

If work is of CM

announcement

Monthly work progress

report in NIC application

Y

Running Payment

disbursed

If Dispute

Y

If final

payment

N

CFA reviews tender

work related documents

Y

Confirmation for

final payment

Final payment

disbursed

JE prepares

Bill

Checked by

SDO

Passed by

XEN

Tender floated by

appropriate authority based

on the value of tender

Rate approved by

appropriate authority based

on tender value

N

Tender

case

received

Tender case received in

appropriate office based on

the value of tender

Send for Rate

approval

Financial

statement

prepared

Selection of

Contractor

CFA satisfied Y

Observation called

from XENN

Award executed

Tender

case

received

Tender

floated

Page 123: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 123 of 145

Mandi Development WorksM

ark

et C

om

mitte

eC

on

str

uctio

n a

nd

En

gin

ee

rin

g (

Div

isio

n)

Co

nstr

uctio

n a

nd

En

gin

ee

rin

g

(Circle

)

Co

nstr

uctio

n &

En

gin

ee

rin

g,

HQ

HS

AM

B (

HQ

)

Depending on the

value of the

deposit work

approval is given

by the appropriate

authority

Depending on the

value of the

deposit work

sanction is

accorded by the

appropriate

authority

Technical

sanction

Technical

sanction

Technical

sanction

Rough Cost

Estimate prepared

and sent for

Administrative

Approval

Tender Work

Execution

SDO

approves and

submits to

XEN

Admin

Aproval

Preparation

of DNIT/Prepare Detail

Estimate

JE

conducts

survey

Request to provide additional

facility in Mandi

Is work value <=

Rs.50,000

YPrepare Detail

Estimate

Technical

sanction

Preparation

of DNIT/

Tender by

Market

Committee

N

Y

Admin

approval

Admin

approval

Admin

approval

Approval

Approval

Page 124: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 124 of 145

Tender by Market Committee

Co

nstr

uctio

n

Ce

ll (D

ivis

ion)

Ma

rke

t C

om

mitte

e

Tender floatedTender Case

Received

Financial Statement

preparedRate approval Measurement

of Work for paymentWork Execution

Payment of billsSelection of

ContractorUpdate

accounts

Work allotment

letter to Contractor

Page 125: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 125 of 145

Stores Keeping

Circl

e O

ffic

eP

urc

ha

se

Co

mm

itte

eH

SA

MB

, H

QD

ep

art

me

nt

Sto

res

Sends request

for itemApproval by Branch

in charge

Checks if item is

available

Can goods be

purchasedPurchase goodsY

Approval from

Competent

Authority

N

ENDN

Item available in different

Stores in same Circle

Approval of SE

Y

Item available in different

Stores in different Circles

Approval of SE of

both circles

N N

Item issuedItem issued

Update stock register

Y

Request for item Update

Stock RegisterItem issued

Update

Stock Register

Update

Stock Register

Page 126: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 126 of 145

Vehicle Monitoring

Purchase of New Vehicle Maintenance of Vehicles

Oth

er

Institu

tio

nH

SA

MB

(H

Q)

XE

N (

Me

ch

)E

mp

loye

eD

rive

r

Approval of purchase of

accessories for new vehicles

is given by CE & CA

Approval by

concerned

officer

Update

Vehicle

records

Requisition for

maintenance of vehicle

to concerned allottee

Maintenance/

Repairs done @

workshop

Approval

by FCA,

State Govt.

Disbursement of Running bills

Initiate request

for purchase of

new vehicle

Approval by

Board

Approval

by CA

Requisition

for vehicle for

field tour

Request

Condemnation

board for auction

of old vehicle

Post field tour driver updates

the vehicle log book &

produce the running bill

Intimation

to driver

Request for

Auction of

Vehicle

Verified by

AO

Disbursement

CA sanctions the

amount for purchase

Bills sent to

Cashier

Approval

by CE

Intimation of

Vehicle auction

Intimation to

employee

Old vehicle

sent for Auction

Approval of

bills

Approval of

bills

Intimate

departments for

auction of

vehicles

Update Repair

register

Approval

by SE

Approval by

Condemnation

Board of State

Government

XEN places

the order to

manufacturer

Application for

maintenance of

vehicle

Approval by

concerned

officer

XEN receives delivery of

vehicle

Approval of

maintenance

Approval of

maintenance

by SE

Page 127: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 127 of 145

Complaint and InquiryA

pp

ella

te

Au

tho

rity

De

pa

rtm

en

tC

om

pla

int a

nd

In

qu

iry (

HQ

)In

qu

iry W

ing

Ad

min

istr

a

tio

n

CA issues Memo

against the

delinquent

If delinquent

replies?

Is reply

satisfactory?

Delinquent Charge-

sheetedN Matter dropped

Y

Inquiry Officer

Issues

Summonses

If delinquent

appear?

Delinquent

examine witness IO prepares Inquiry

Report

and sends to Competent

Authority

Competent Authority

pronounces

punsihment

Held guilty

Delinquent files appeal

against order of

Competent Authority Appeal heard and

order passed

Y

ExonneratedN

Ex Parte

proceedingsN

Information updated in

Service Book

Y

No, Referred for inquiry

Is reply

satisfactory

Y

Are allegations

prima facie true

Chief

Administrator

designates Officer

for Preliminary

Inquiry

Designated officer

conducts inquiry

for ascertaining

the correctness of

the allegations

N

Matter end

Reply submitted

by delinquent

Competent

Authority assesses

draft finding of the

inquiry

Is Re- inquiry

required

N

Does

Delinquent file

appeal Y

ENDN

Court CasesOrder

reversed

Files matter in

CourtN Y

ENDN

Y

Y N

Yes, referred for re-enquiry

Complain received

against employee

Matter referred

to CA

Presenting Officer is

appointed by department

And record sent to I.O.

Witnesses Examined

and Cross Examined,

document exhibited

Page 128: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 128 of 145

Acquisition of Land for construction of MandiS

tate

Go

ve

rnm

en

tH

SA

MB

(H

Q)

La

nd

Acq

uis

itio

n

de

pa

rtm

en

tM

ark

et C

om

mitte

e

Y

Y

N

N Proposal dropped

Identification of land by

Site Selection Committee

Information regarding

distribution of Compensation

sought from Land Acquisition

Office

Finalization of site

for acquisition

Takes loan from

HSAMB

CM Announcement

for new mandi

Price of land

communicated

to Market

Committe

Market Committee

deposits the cost of

land with Land

Acquisition Office

Analysis of past

arrival data for the

need of land

Matter referred to

Site Selection

Committee

Notice received

Announces

Compensation

Price of land

sent to HSAMB

Govt. authorises

LAC u/s 7 LA Act to

acquire land

Distributes

Compensation

Objection filed u/s 5

LA Act

Is land

required

Proposal is evaluated by the

department- Assistant &

Suprintendent with technical and

administrative details

Is money available

with MC

Acquires land

Land estimate

collected from

DRO

Recommendation of

3-4 prospective sites

for acquisition

LAO disposes off

objection within 1 month

Sends resolution

for acquisition of

land for mandi

Court Cases

Proposal

prepared for

acquisition of

land

Govt. notification u/

s 6 LA Act for the

purpose of

acquisition

Requisition to State

Government for

acquisition of land

Construction of

Mandi

Possession of land

given to MCGovt. issues

notification u/s 4

LA Act stating the

intention for

acquisition of land

Page 129: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 129 of 145

Court CasesC

ou

rtC

ou

nse

lL

eg

al, H

Q

Ma

rke

t C

om

mitte

e /

Co

nstr

uctio

n a

nd

En

gin

ee

rin

g/ L

an

d

Acq

uis

itio

n

Court Notice

Counsel

appointed for

the case

Case file

created, case

date noted

Counsel gets Case

fileDrafts/Redrafts

reply of the

notice/case

Draft approval

N

Approved draft filed

with GPA and affidavit

Takes steps in the

case till the disposal of

the case

Case file updated in

terms of stage/order,

next date of case

Stage/Order/date in

case Judgment

Monthly Report

Monthly Report

prepared to be

sent to HSAMB,

HQ

Monthly Report

sent to Chief

Administrator Judgment in

favor

EndY

N

Take opinion

of Counsel to

move Higher

Court

Copy of Judgment

Sends

Professional Bill

Stack of

Monthly Reports

Approval of Bills

Payment of Bills

to Counsel

Court Case

tracking Diary

Information to

Board

Page 130: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 130 of 145

Court Cases (Service Matter)C

ou

rtC

ou

nse

lA

dm

inis

trtio

nF

ina

nce

an

d

Acc

ou

nts

Le

ga

l

Case file created

and handed over

to Counsel

Is draft

approved (Secy)

N

Draft Reply filed

with GPA and

affidavit of

Secretary

Argues case/

Takes step in case

Order/Next Date

Date wise case is

tracked till Final

Order/Judgment is

passed

Copy of Judgment

with date

Bill Approval

Bill Payment to

Counsel

Is Judgment in

favour

Matter resolvedY

Seek opinion of

Counsel for

moving Superior

Court

N

Professional Bill

Prepares

professional Bill

Monthly Report to

CA

Counsel appointed

to pursue the case

Draft reply /

Redraft

Case details

updated in terms

of date and order.

Stack of

Monthly

Reports

Service Book

updated

Counsel Receives

payment

Final Order/

Judgment

Y

Receipt of Court

Notice

Page 131: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 131 of 145

Recruitment and ACR H

SP

C/S

SC

Ad

min

istr

atio

nA

cco

un

tsG

ove

rnm

en

tD

ep

art

me

nt

Request for

employee

Compilation of total

employee

requirement of all

departments vis a vis

sanctioned post

Sanction of post

Is selection via

HSPC/SSC or

HSAMB

Advertise, Screening

Test, Interview

Selection through HSAMB

List of successful

candidate

List of successful

candidate Offer Appointment

Letter/ Probation

for 2 years

Open Service

Book and

Personal File

Put employee in

respective

department

Annual Confidential

Report prepared by In

charge

Reject

Candidature

Reviewed by

Supervisor

Send letters to

successful

candidates

Entry made in

ECR

Receive

Documents

Scrutiny of

Documents

Scrutiny

satisfactory

Service Book

ACR sent to

Administration

Sanctioned posts

available

N

Y

Employee appeals

to Competent

Authority

Selection

through

HSPC/SSC

Selection Process

Are entries

adverse

Order

passed

End

Moves court

Court

CaseN

Y

EndN

Y

Remarks

expunged

EndY

Appeals to

govt.

N Remarks

expunged

Order

passed

N

Y

N

Y

Sends

Candidates

List

including

Documents

from

HSPC / SSC

Page 132: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 132 of 145

Promotion

Ap

pe

llate

Au

tho

rity

Em

plo

ye

eA

dm

inis

tra

tio

nH

SA

MB

,HQ

N

NY

Y

Report by

Administration

Appeal decided

and order

passed

Employee files

appeal before

FCA

END

Is employee

satisfied

Competent

Authority decides

the matter

Prepares

Report

Competent

Authority seeks

report from

Administration

Court CaseIs employee

satisfied

Update service

bookEvaluates

Gradation List,

ACR, Service Book

and Roaster

END

Employee gives

representation

for promotion

Page 133: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

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Page 133 of 145

Daak Management

De

pa

rtm

en

tD

iary

Se

ctio

nP

ost O

ffic

eD

esp

atc

h S

ectio

n

Letter no. given Letter filled in

envelope

Drop letters in

Post Box

Letters sent by

department for

despatch

Letters received

from Field Offices /

Outside

Entry made in

Diary Register

along with number.

Details noted

Entry made in

Peon Book.

If letter

confidential

Delivered to

named recipientY

Letter delivered to

Receipt ClerkN

Letter put in

appropriate file

for further action

Entry made in

Despatch Register

Stamp ticket affixed with pre

paid Franking Machine

Letter sent to

concerned branch

Letter marked to

concerned Assistant

Page 134: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 134 of 145

Store Keeping- HQ

Bulk purchase of routine Items

Sto

reA

cco

un

tsH

SA

MB

(H

Q)

Bra

nch

Tender

floated

Store keeper prepares file of:

Cost of floating tender

Quality & quantity of item to be purchased

Members of inspection committee

Approval by

Secretary

Approval by

CA

Approval by

Superintendent

Verification &

Approval of bills

File, Bills, Stock register

& inspection committee

report sent to AO1

Receipt of

items

Work order

issued to tender

allotted firm

Update stock

register

Disbursement

through Cashier

Demand of

stationery to

branch incharge

Approval by

Branch

Incharge

Is Item

available

Item delivered to

concerned branch

Asks for quotation

from suppliers

Approval by

Secretary

Approval by

CA

Approval by

Superintendent

Purchase of

items

Y

N

Update stock

register

Verification &

Approval of bills

Disbursement

through Cashier

Issuance of Items

Page 135: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 135 of 145

Annexure 3: Bid Letter

Submission Letter

Date: [Insert Date]

To

The Chief Administrator

Haryana State Agricultural Marketing Board

Mandi Bhawan, C-6 Sector, 6,

Panchkula, Haryana -134109.

Dear Sir,

[Sub: Bid for Design, Development, Implementation of Functional Informa

tion System Software ]

Having examined the Tender Documents, the receipt of which is hereby

acknowledged, we, the undersigned, offer to design, develop, test, deliver, install,

pre-commission, commission, and put into operation the aforementioned software, in

full conformity with the said Tender Documents.

We undertake, if our bid is accepted, to commence work on the Project and to

achieve Installation and Operational Acceptance within the respective timelines

stated in the Tender Documents.

We declare that we have studied the Tender Documents and are making this bid with

a stipulation that you shall award us Contracts for the Development/ Delivery/

Installation/ Commissioning/Implementation of the software including all

maintenance/ improvement/ customization services and other services specified in

the Tender Documents.

We have read the provisions mentioned in the Tender Documents and confirm that

these are acceptable to us.

We further declare that additional conditions, variations, deviations, if any, found in

the bid shall not be given effect to.

Page 136: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 136 of 145

We undertake, if our bid is accepted, to commence the work on the project

immediately upon your Notification of Award to us, and to achieve Completion within

the time stated in the Tender Documents.

If our bid is accepted, we undertake to provide a Performance Guarantee in the form

and amounts, and within the times specified in the Tender Documents.

We agree to abide by this bid, consisting of this letter, the technical specifications,

the Price Schedules, the duly notarized written power of attorney and Attachments

[specify the number of attachments] to this Bid, for a period of bid validity from the

date fixed for submission of bids as stipulated in the Tender Documents, and it shall

remain binding upon us and may be accepted by you at any time before the

expiration of that period.

Until the formal final Contract is prepared and executed between us, this bid,

together with your written acceptance of the bid and your notification of award, shall

constitute a binding contract between us.

Dated this [insert number] day of [insert month], [insert year]

Signed:

In the capacity of [insert Title of Position]

Duly authorized to sign this bid and on behalf of [insert Name of Bidder]

Attachments:

1.

2.

Page 137: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 137 of 145

Annexure 4: Technical Bid Evaluation Criteria

The bid submitted by the companies will be screened by the technical committee of the

department. The committee will shortlist the bidders for presentation. The presentation will be

evaluated on following criterion:

Presentation Evaluation

Sno Attribute Explanation Points

1 Detailing of

proposed

solution

The clarity of vendor bid and completeness of the solution

proposed relative to other vendors. Make one vendor as the

benchmark and compare other vendors relative to this

vendor.

3

2 Detailing of

Deliverables

Whether the vendor has mentioned the deliverables in

detail, including all documentation.

2

3 Project Plan Logical sequence of activities to be undertaken during

implementation.

2

4 Proposed

software

components

and use of

existing

hardware.

How well does the proposed software component fit the

requirements mentioned in the Tender and the existing

hardware in HSAMB.

3

5 Experience in

Implementing

Experience of the bidder in successful implementation of

Agriculture based software project in the any State in India.

5

6 Satisfactory

replies to the

queries raised

How does the vendor respond to the queries raised by the

committee members during the presentation for evaluation.

The more the questions and responded with confidence and

clarity, more will be the marks.

5

Totals 20

Page 138: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

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Page 138 of 145

Companies scoring over 15 points in presentation will be shortlisted to participate in further

process. The companies found competent in the presentation would be invited to submit

detailed technical and financial proposals. The evaluation criterion for the technical bid will be

as follows:

Technical Bid Evaluation

Sno Attribute Explanation Points

1 Implementation

Methodology

The bid should address clearly as to how the Bidder has

conceived the requirements and proposes to implement

and install the solution, the completeness and ease of

implementation, etc.

10

2 Requirement

Addressed

At a high level, assess the compliance of the Bidder to all

the requirements mentioned in the Functional

Specifications section of the Tender. Bidders knowledge

of the requirement and proposed solution with details of

MIS reports generated by the solution.

5

3 Existing solution

to be customized.

The bidder should have some existing solutions for the

project. The bid will be evaluated on the basis of how

easily and speedily the solution can be customized to

meet HSAMB requirements.

5

4 Data Security and

Integrity

Assess on the basis of tools proposed for ensuring of the

solution. What application level. Role based security can

be defined and what level security is being addressed.

5

5 Inter - operability

with existing /

proposed HSAMB

setup ( if reqd )

How does the bidder in his bid, intend to utilize the

existing servers of HSAMB and Market Committee and

other hardware present in terms of how the solution can

be placed on top of the servers, etc. The better the

proposed realization, the more will be the marks.

3

6 Data backup and

recovery policy

The level of details mentioned in the Bid concerning data

back-up mechanisms and recovery policy to be followed

by the bidder.

5

Page 139: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 139 of 145

7 Detailed Project

Plan

Logical sequence of the activities mentioned in the

Project Plan and the level of detailing. Better visualization

will carry higher weight.

5

8 Warranty of

Solutions

The level of detail with which the Bidder includes the

warranty terms and conditions in the Bid. A warranty plan

adhering to the Tender will be higher score.

5

9 Completeness of

Bids

A checklist where all sub points to be mentioned by the

Bidder gives assessment of completeness of the bid.

Higher compliance will get more weight.

5

10 Proposed COTS

software

Vendor's solution will have some COTS component, which

will be evaluated on the basis of the market acceptability

and usage of these COTS components vis-avis the

requirements. More the COTS value, more the marks.

3

11 Integration with

existing HSAMB

solutions

How well does the vendor plan to utilize the existing

applications viz., payroll, MS 30, MC 70, Tally and others,

in terms of the existing functionality of these applications

and the data that resides in them. The better the

proposed utilization, the more will be the marks.

4

12 Proposed

manpower skill

sets ( team

structure and skill

sets)

As mentioned by the vendor in the bid, whether the

personnel meet the requirements of relevant experience

proportional to position. The more the experience, and

skills of the people mentioned the more will be the

marks.

5

13 Client

Testimonials and

References

The references mentioned by the vendor in his bid and /

or during presentation on, then what these references

have to say about their experience with the client. The

better the reference feedback the more the marks.

10

Page 140: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

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Page 140 of 145

14 Hindi Interface

Capability –

Proposed system

should support

Unicode standard

for Hindi on server

operating system,

RDBMS & desktop

operating system.

How does the vendor propose to provide the Hindi

interface to HSAMB and whether it will be a run time

application or he will develop the Hindi Interface

separately. Better technology will carry more marks

5

15 Experience in

Implementing

Experience in implementing & delivering of IT

Infrastructure, including hardware/ software, manpower

for organizations in the State of Haryana.

10

16 Local Presence in

the State

How well the vendor is located in the State of Haryana

vis-à-vis implementation of IT applications in

Government.

5

17 Capability of

implementing

Application in

Haryana

Does the bidder has any Service Level Agreement with

any Govt org in Haryana for

implementation/maintenance of IT Applications at

remote locations (1 year or more till date).

5

18 Value Add Apart from specifications mentioned in the tender, the

bidder can propose additional functionalities / features in

the software which will add value to the product

developed.

5

Totals 100

The Vendors who get a score of 70 or more in the technical bid round shall be considered to

be technically qualified.

Page 141: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

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Page 141 of 145

Annexure 5: Indicative Commercial Bid Template

Cost Break-up

Activity Estimated Total Cost

Software Development, Testing and Deployment (S)

Security Audit of the entire application.(SA)

Middleware Licensing Cost (L)

Training (approx) 500 persons (T)

( 25 batches of 20 each )

Others (please specify)

Others (Please Specify)

Total (A)

(Please mention the amount in figures)

Annual Maintenance

Cost1 Year 1 Year 2 Year 3

Amount

Hand Holding support in HSAMB, Field

Offices and Market Committees

Year 1 Year 2

Amount

Data Entry Rate Amount

Data Entry rate per record:

Scanning charge per page

Refer section 4.3.3 of the RFP

Implementation Cost Amount

Cost per data entry operator

Cost per technical support staff at each

location.

Page 142: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 142 of 145

6: Press Notice Inviting Tender

Sealed item rate tenders are invited on one bid system basis on behalf of Chief

Administrator, Haryana State Agricultural Marketing Board, Panchkula, Haryana

134109 up to 3.00 PM on date indicated below from the established, reputed &

reliable IT solution providers having minimum SEI-CMM level–III certificate or

equivalent who have adequate past experience of the works of similar nature of

specified magnitude for the under mentioned work:

S.No

.

NAME OF

WORKS

Earnest

Money

(Rs.)

Cost of

Tender

(Rs.)

Time of

Complet

ion

Last date

for issue

of Tender

Document

s

Last Date

of receipt

of tender

&

opening

of

technical

bid

1. Design,

Development,

Implementatio

n of Functional

Information

System

(F.I.S.)

Software.

Rs.

500,000/-

(Five lacs

only)

Rs.5,000/

- (Rupees

five

thousand

only)

10

Months

12-08-2009 18-08-

2009

The earnest money as indicated above shall have to be deposited by the tenderers

along with application for issue of tender by a Bank Draft/Pay order of a

scheduled/nationalized banks or call deposited receipt in favor of “Haryana

Marketing Development Fund”, payable at Panchkula.

1. Eligibility criteria:

The agencies / firms should have satisfactory completed three works of similar

nature each of value not less than Rs. 60 lacs or two similar woks each of value

not less than Rs. 75 lacs or one similar nature work of value not less than Rs. 120

Page 143: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB

Page 143 of 145

lacs in Central Govt./State Govt./Public Sector Undertakings / co-operatives

during the last five years ending October, 2006.

Consortiums / Joint Ventures are not accepted.

The completion certificates issued by the officer of the client of the rank of

Executive Engineer or equivalent will have to be furnished along with the

application. The completion certificate must clearly indicate the past work done. If

work is not done in a Govt. department then along with the experience certificate

proof of income tax deducted at source (TDS) has to be produced without which

experience shall not be considered. The experience certificate should indicate:-

e. The date of start and date of completion of work.

f. Nature of work.

g. That the work has been completed satisfactory.

h. Amount of work completed.

2. If any information furnished by the tenderer is found incorrect at any stage, then

his tender shall be rejected.

3. As following:

a. The tenderer shall submit the offer under one Bid system i.e. Technical Bid

and Commercial Bid in a sealed envelope. Packet “A” marked as Technical Bid

shall also have documents in support of eligibility criteria, Packet “B” marked

Commercial Bid shall have tender forms, rates, schedule of quantity.

b. In case of downloaded tender the earnest money deposit and cost of tender,

in the form of Demand Draft shall be kept in a separate sealed envelope

marked EMD / CTD.

c. All the sealed envelopes as in 3(a) and 3(b) above shall be kept in a separate

bigger size sealed packet-mentioning Name of work, NIT No. and due date of

opening.

4. No clarification regarding this tender document shall be entertained individually.

A pre-bid meeting / conference to answer the queries of prospective bidders

will be held on 25-05-2007 at the following address:

Venue: Office of the Chief Administrator,

Mandi Bhawan,

Haryana State Agricultural Marketing Board

C – 6, Sector-6, Panchkula, Haryana – 134109

Page 144: SUGGESTIONS/COMMENTS ON RFP OF HSAMB

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Page 144 of 145

The intending participants should have authorized letter from their organization

along with an attested copy of SEI-CMM level-III or equivalent certificate of their

organization.

5. The tenders shall be received till 30/05/07 up to 3.00 P.M and Technical Bid shall

be opened on the same day at 3.30PM in the office of the Secretary, HSAMB

Panchkula, in the presence of tenderers or their authorized representative who

may like to attend. Tender received after the prescribed time and date shall not

be considered.

6. The date and time for opening of Commercial Bid shall be intimated later on. The

commercial bid shall be opened only for those tenderers, who are technically

qualified. In this regard decision of competent authority shall be final and binding

upon all parties. The HSAMB reserves the right to reject any or all the tenders

without assigning any reason.

7. The Notice for Inviting Tender can be seen on website www.hsamb.gov.in and

the tender documents can also be downloaded from the above website. In case of

downloaded tender, the cost of tender and earnest money in the form prescribed

above shall be enclosed as prescribed above in the tender failing which, the

tender shall not be considered.

The bidders are expected to examine all instructions, forms, project requirements

and other information in the Tender documents. Failure to furnish all information

required by the Tender documents or submission of a bid not substantially

responsive to the Tender documents in every respect will be at the Bidder's risk and

may result in rejection of its Bid.

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Page 145 of 145

List of Abbreviations

CE Chief Engineer

COTS Component Off the Shelf

DMEO District Marketing & Enforcement Officer

FDR Fixed Deposit Receipt

FIS Functional Information System

HSAMB Haryana State Agriculture Marketing Board

LPC Last Pay Certificate

MC Market Committee

SE Superintendent Engineer

XEN Executive Engineer

ZA Zonal Administrator

ZMEO Zonal Marketing & Enforcement Officer

G2G Government to Government

G2C Government to Citizens

G2E Government to Employee

G2B Government to Business