CHAPTER - 1
1.1 Information Provided
The Expression of Interest (EOI) document contains statements derived from
information that is believed to be true and reliable at the date obtained but does not
purport to provide all of the information that may be necessary or desirable to
enable an intending contracting party to determine whether or not to enter into a
contract or arrangement with HSWC in relation to the provision of services. Neither
HSWC nor any of its directors, officers, employees, agents, representative,
contractors, or advisers gives any representation or warranty (whether oral or
written), express or implied as to the accuracy, updating or completeness of any
writings, information or statement given or made in this EOI document.
1.2 Disclaimer
Subject to any law of the country, and to the maximum extent permitted by law,
HSWC and its officers, employees, contractors, agents, and advisers disclaim all
liability from any loss or damage (whether foreseeable or not) suffered by any
person acting on or refraining from acting because of any information, including
forecasts, statements, estimates, or projections contained in this EOI document or
conduct ancillary to it whether or not the loss or damage arises in connection with
any negligence, omission, default, lack of care or misrepresentation on the part of
HSWC or any of its officers, employees, contractors, agents, or advisers.
1.3 Costs Borne by Respondents
All costs and expenses incurred by Recipients / Respondents in any way
associated with the development, preparation and submission of responses,
including but not limited to attendance at meetings, discussions, demonstrations,
etc. and providing any additional information required HSWC, will be borne entirely
and exclusively by the Recipient / Respondent.
1.4 No Legal Relationship
No binding legal relationship will exist between any of the Recipients / Respondents
and HSWC until execution of a contractual agreement.
1.5 Recipient Obligation to Inform Itself
The Recipient must conduct its own investigation and analysis regarding any
information contained in the EOI document and the meaning and impact of that
information.
1.6 General flow
The general flow of events is included in the diagram, below.
Expression
of interest
Short
List
RFP/
Tender
Page 1 of 12
Winner
Project
Starts
CHAPTER – 2
2.1 Background
Haryana State Warehousing Corporation (HSWC) is a statutory body created under
an Act of Parliament (58 of 1962) with the twin objectives of providing scientific
storage facilities and to make available credit against the goods deposited in the
warehouses through Warehouse Receipt. HSWC is handling 17.69 lac MTs of
storage capacity through a network of 109 warehouses across the State.
The functional hierarchy of HSWC has three operating levels viz. Head Office,
District Office and Warehouse. A warehouse is the primary operational unit.
HSWC desires recording of all transactions like receipt of stocks at warehouse,
preservation and maintenance activities during storage, delivery of stocks, billing
and procurement activities during Rabi/ Kharif seasons. Intended system would
leverage ICT (Information & Communication Technology) that enables monitoring
capacity utilization, warehouse–wise profitability. It is aimed to create transparency
and accountability at District Office so as to make optimum use of capacity and
resources more efficiently and effectively. Net-net the target system intends to ramp
up resources productivity.
2.2 Objectives
The successful design, development and implementation of e-governance projects
has become a big challenge over the years. Most of the multi-location egovernance projects fails at the implementation level because of multifarious cross
functional issues in Application development. In addition, the issues of Hardware
purchase, maintenance, use of legal license software are also important factors
during this project cycle. The non-availability of sufficient manpower having
required IT skills in the user departments adds to all the above-mentioned
difficulties.
To address all such issues, the Haryana State warehousing Corporation,
Haryana proposes to implement and enhance Storage Management,
procurement & Accounting Reporting (SMART) System which was developed
using Microsoft .net and Microsoft Sql server platform and is being used by HSWC.
This application (SMART) primarily comprises of Storage Management, food grains
procurement, Accounting Information System and Integrated Rapid Reporting
System modules. HSWC proposes to appoint a System Integrator (SI) who will be
responsible for end-to-end implementation of SMART application starting from
deployment of manpower, hardware, data capturing/entry/validation/transmission.
The SI will also be responsible for customization and development of add-on
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modules as per requirements of HSWC The system integrator will take the
responsibility of all the components i.e. Customization, Development,
Implementation , maintenance of Application software as per the requirement of the
HSWC, Hardware operation & maintenance, Data Entry, Data transmission, Data
Maintenance, Data/ Network Management etc.
The role of system integrator will be to Customize existing application, Develop new
add-on modules and Implement them at head office, district and warehouse level.
System integrator will provide
i)
Manpower for Development at Head office, Technical support and
data entry operations at District and Cluster level.
ii)
Sufficient Hardware, Networking and Internet Connection at District
and Warehouse Cluster level.
The main objective of the project is to allow online monitoring for Manager, District
Managers, Head Office Management, etc. Following are the key objectives of the
project –
i) Use of technology to capture receipts/ dispatches, billing, procurement
activities, etc.
ii) Use of computerized application as primary mode of recording data and
replacement of manual records.
iii) Use of computerized application to generate all financial reports bills/ cash
book/ bank book /ledgers/ Balance sheet etc. and other reports / registers
in respect of storage / preservation/ procurement being maintained at
Warehouse / District Office and Head Office.
iv) To ensure accurate/timely billing , reconciliation of accounts.
2.3 Desired system characteristics:
i) Receipt / delivery of stocks is captured at warehouse / mandi level
ii) Storage & preservation activities are captured. SMS alerts are generated
wherever quality default is identified.
iii) Procurement data is captured at mandi level and all subsequent activities related
to “I” Form including purchase, delivery, lifting and payments to arhtitas is
generated. The system links lifting with receipts in warehouses/ delivery to FCI,
thereby reducing scope of fraud on the part of purchaser. It shall ensure timely,
objectively & economical procurement.
iv) Financial transactions generated on account of delivery of stocks, storage and
other events are captured to generate accounts books and profitability of the
warehouse / Circle.
v) Inventory Management System to monitor and control optimum and efficient use
of storage space, construction material, fumigants, insecticides, dead stock
articles, etc.
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a. Maintain most optimum level of utilization, inventory of stocks at locations
where required.
b. Control and monitor efficient use of article on FIFO basis.
c. Generate SMS/e-mail alert whenever inventory/ utilization level falls below
designated level.
vi) Construction Management System
a. PERT of construction, repair and maintenance of godowns.
b. Prepare MBR, running bills
c. Generate SMS / e-mail for defaults in schedule.
vii) Personal Information System
a. Generate monthly career growth statements of employees like
increments, ACP, promotions, etc.
b. Generate MIS for training, awards, punishments, disciplinary cases etc.
viii)
Efficient management of funds/ loans.
ix) Centralized MIS.
x) Ability to send SMS/e-mail to concerned persons.
3. Project Requirement
3.1 Scope of Work
The project defines following scope of work for the Selected Agency–
i) A group of warehouses clubbed together is termed as a “CLUSTER ". The
composition and number of clusters can change.
ii) Hardware, internet connectivity and manpower shall be provided by the SI at
each cluster to ensure data collection, entry and validation so that all
transactions taking place in the warehouses within jurisdiction of said CLUSTER
are captured and updated within 24 hours.
iii) Implementation of SMART application at Warehouse level by capturing data
generated at Warehouse as a result of receipt / delivery of stocks, preservation &
storage of stocks, procurement of food grains and financial transactions.
iv) After receipt of stocks in Warehouse, the Manager / In-charge makes entry into
WHR and the SI is expected to feed the consolidated data of stocks stack-wise/
godown-wise/ commodity-wise/ depositor-wise. Once the stocks are stored in
godowns, preservation and maintenance of stocks is undertaken. The SI shall
entail entry of activities related to preservation and maintenance. It shall
generate SMS/e-mail alert for pending action or any other default. This will help
in tracking the quality and quantity of stocks in storage.
v) In case of default detected by system regarding quality or out of schedule action,
an SMS/e-mail notification shall automatically be sent to the Manager/In-charge
and District Manager.
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vi) Delivery of stocks should be captured and updated in the system within 24 hrs.
All mandatory reports / bills related to delivery of stocks like Rice sale bill, Wheat
sale bill etc. (generated at District office level), Storage charges Bill, Labour Bill,
Transporter Bill, etc. (at Warehouse level) shall be created by the SMART system
and got validated from concerned Manager/ In-charge.
vii) The SI is expected to undertake all operations / activities available in SMART
application so that end users of HSWC at Warehouse , District Offices and Head
Office are able to retrieve latest updated information from the SMART system,
with 48 hrs. pendency.
viii)
Supply and Installation of the data Capturing device like Tablets/Mobile
Handsets/ printers or devices based on any other technology and its related
accessories.
ix) Design & Development of web based application Software with modules as
under:
• Personal Information System
• Construction Management System
• Any other add-on modules, application as & when desired by
department
x) HSWC may undertake data entry process of MBR/ construction bill at site
through site staff and procurement detail through arhtiyas in mandi. In such
cases, the SI shall provide discount in bill for undertaking these activities by
HSWC.
xi) Retrieve data, entry & Validation of data from existing database available with
HSWC.
xii) Training to various stakeholders including arhtiyas and staff at each Warehouse,
district office & at Head office (HO) level.
xiii)
Setup centralized monitoring system with Servers and other networking
equipments for monitoring and MIS generation purpose.
xiv) Operation, Management and Maintenance of the Hardware & Software
supplied.
xv) Necessary infrastructure like space to install the hardware, electricity, etc. would
be provided by HSWC at each cluster.
xvi) Development of effective MIS.
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3.2 Project Coverage
This project will be implemented in clusters, all nine circle and head office (will cover
109 warehouses) of the state. The project will be for a period of three years
extendable by two years on mutual agreement.
3.3 Salient features
i)
The SMART system should automatically generate SMS/e-mail alert in case of
under utilization of space, warehouses running at loss and default cases.
ii) The procurement data should be captured online. A web portal shall be designed
for arhtiyas for entry of daily procurement detail. This will ensure proper
utilization of funds and check malpractices by traders.
iii) Database of the application at each location, if any, shall be secured.
iv) The system shall generate appropriate MIS for all the levels of functional and
administrative hierarchy.
4. Eligibility Criteria
i)
The Bidder should be an IT company registered under the Indian
Companies Act, 1956 since last 5 (five) years as on 31/03/2013. Incorporation
certificate should be furnished as documentary proof.
ii)
The bidder should be a profit making company having earned profits, for
last 3 years, with an annual average turnover of Rs. 4 Cr. in last 3 years (10-11,
11- 12, 12-13) from IT projects. As documentary proof, Audited Balance Sheet &
Profit & Loss A/c is to be submitted.
iii)
The bidder should have experience in software development , system
integration and IT services. The bidder should have successfully completed and
implemented at least five projects based on similar technologies i.e Microsoft .net
and Microsoft Sql Server for any Govt Departments/Public Support Undertaking
(PSU). At least one should be of Minimum Rs. 1 Crore of Application
Development & Implementation. The experience of implementing such project in
State / Central storage / procurement agency would be an added advantage.
Copy of work order/ PO along with experience certificate should be enclosed with
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proposal indicating the work done on technologies based on Microsoft .net and
Microsoft Sql Server.
iv)
The bidder shall not have been black listed by any State Government,
Central Government or any other Public Sector undertaking or a Corporation as
on the date of EOI. An undertaking to this effect should be submitted by the
bidder on its letter head.
v)
Bidder should have authorization from hardware / networking principles for
supply installation and post warranty support for platform proposed by bidder.
Undertaking to this effect should be submitted with proposal.
vi)
The Company should have their office in Chandigarh (UT) , Panchkula or
Mohali. In case the, bidder does not have an existing office in the said area, the
Bidder should give an undertaking to establish either direct office presence or
through permanent representative office within two (2) months from the date of
award of the contract, for the duration of the contract.
vii)
Should possess valid registrations for all statutory requirements such as
PAN, TIN, VAT, Service tax etc. The bidder should be a SEI – CMM level 3
certified or ISO certification in software development activities.
5. General
i) This is not a Request for proposal (RFP) and commercial bids SHOULD NOT
be submitted with EOI.
ii) HSWC reserves the right to examine / verify the supportive documents / reports
furnished by the bidders.
iii) Bids found not having deposited requisite document fee of Rs. 10,000/- shall not
be considered.
iv) HSWC would constitute an evaluation committee of officers that will evaluate the
responses in detail in order to determine whether they are substantially
responsive to the requirements set forth in the EOI. The decision taken by the
committee in this regard is final and binding on all the bidders of EOI.
v) HSWC shall shortlist the vendors based on the requirements and the responses
submitted. HSWC reserves the right to call only short listed vendors for a
technical presentation / demo of their proposed solution on the date and time
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decided by HSWC. The decision taken by the MD,HSWC in this regard would be
final and binding on all the bidders of EOI.
vi) The Technical presentation should have following contents:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
Demonstration of software application along with MIS
Previous experiences of the project implemented
Requirement of the department/client for which the project was executed
Device used for capturing data like tablets.
Manpower deployed for the project
Size and demographic coverage of the project
Outcome of the project
Challenges faced during project implementation
Device/Technology proposed for HSWC with appropriate reasons.
Implementation methodology & timelines
vii) The vendor presentation / demonstration of the product shall be held at
Corporate Office of HSWC , Panchkula.
viii)
If any information or document provided in the response to this EOI is
found to be misleading subsequently, the bidder will be disqualified.
ix) HSWC may reject any or all the responses received / cancel the entire process
at any stage without assigning any reason whatsoever.
x) HSWC shall have absolute discretion to issue Request of Proposal to eligible
bidders shortlisted under EOI or to go for open tender later. The decision taken
by the MD, HSWC in this regard is final and binding on all the bidders of EOI.
xi) The applicants who wish to submit responses to this EOI should note that they
should abide by all the terms and conditions contained in the EOI. If the
responses contain any extraneous conditions put in by the respondents, such
responses may be disqualified and may not be considered for the empanelment /
selection process.
xii) The information exchanged between the bidders and HSWC as part of this EOI
shall be confidential and shall not be disclosed without the prior written consent
of the HSWC.
xiii)
Notwithstanding anything contained herein above, in case of any dispute,
claim and legal action arising out of this EOI, the parties shall be subject to the
jurisdiction of courts Panchkula, Haryana State, India only.
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6. Submission of Proposal
Bidders qualifying as per the criteria mentioned above and who are interested in
providing the services detailed above may submit their response to this EOI as per
formats given in annexure along with relevant documentary evidence latest by
Wednesday,15th January, 2014 till 4 PM. Any response not containing information for
all the parts of Annexure may be rejected.
The non-refundable amount of ` 10,000/- (Rupees Ten Thousand only) towards EOI
Document Fees must be deposited in the HSWC State Bank Of India Account No.
10847614458, IFSC code SBIN0011705 prior to submission of the proposal. Any
proposal found not having deposited EOI document fee in the said account shall not be
considered and rejected.
The response should be submitted in a sealed cover duly superscripted “Expression of
Interest – Implementation of SMART system” at the following address:
Haryana State Warehousing Corporation,
Bays No. 15-18,
Sector-2, Panchkula.
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Annexure-1 Format of Application Form
(On Applicant Organization's Letterhead)
To,
The Managing Director,
Haryana State Warehousing Corporation,
Bays No. 15-18,
Sector-2, Panchkula.
Subject: Expression of Interest for Implementation of Storage Management ,
Procurement & Accounting Reporting (SMART) System.
Dear Sir,
This has reference to the advertisement published in <give the name of the Newspaper,
Edition and the date> pertaining to the above captioned subject.
We are interested in submitting our Expression of Interest for the same.
We have deposited the non-refundable amount of ` 10,000/- (Rupees Ten Thousand
only) towards EOI Document Fees in the HSWC State Bank Of India Account No.
10847614458, IFSC code SBIN0011705 in cash / by Cheque /DD No. <________>
dated <________> drawn on <Name of Bank> .
We would like to clearly state that we qualify for this work as our organization meets all
the pre-qualifying criteria indicated by you and our organization is not under a
declaration of ineligibility for corrupt or fraudulent practices.
We understand that if the details given in support of claims made by us are found to be
untenable or unverifiable or both our EOI will be rejected without any reference to us.
We further clearly understand that HSWC is not obliged to inform us of the reasons of
rejection of our bid.
Yours sincerely,
Signature
<<Name, designation, contact address,
telephone number,
email & seal of authorized signatory >>
Page 10 of 12
Annexure -2 Bidder Profile
S/N
Particulars
Response
1
Company Name
2
Date of incorporation
3
Company Head Office Address
4
Registered office address
5
Contact person Name
6
Address
7
Telephone no.
8
Mobile No.
9
Fax No.
10
e-mail ID
11
Number of year experience in implementation
of similar project.
12
Whether company has been blacklisted for
service deficiency in last 3 years. If yes, details
thereof.
13
Turnover for Financial Years 2010-11
14
Turnover for Financial Years 2011-12
15
Turnover for Financial Years 2012-13
16
Net Profit (after Tax / Depreciation) for 2010-11
17
Net Profit (after Tax / Depreciation) for 2011-12
18
Net Profit (after Tax / Depreciation) for 2012-13
19
Any Quality Certifications obtained (ISO/CMM
etc.). Submit details.
20
Whether ready to bid as primary bidder and
undertake to provide the products and services
indicated in the scope of EOI.
Page 11 of 12
Annexure -3 Experience
Submit following details separately for each of the implementation site (one duly filled
format for each client).
S/N
Particulars
Response
1
Organization in India where the proposed solution is
already implemented by the bidder & running
successfully – supported by letters from clients
2
Address of a contact person at above Organization
3
Name
4
Designation
5
Mobile No,
6
Email
7
Contract date
8
Number of users
9
Time taken for implementation of the solution from
the date of Purchase Order / signing of contract
10
Whether the scope for this engagement covered all
the modules indicated in Scope of this EOI. If not,
list the modules implemented.
11
Hardware / device/
implemented.
12
Whether supply and installation of hardware was
also included in the scope of the work.
OS
platform
on
Page 12 of 12
which