Email
IT SECTION
RFID File Tracking System - EOI
From : ISHAQUE K.V. <it-tpm.hc@kerala.gov.in> Fri, Feb 19,2021 10:14 PM
Subject: RFID File Tracking System - EOI
@1 attachment
To : lT SECTION <it.hckerala@gov.in>
Cc : Vijaya Gopalakrishnan <saleenavgnair@aij.gov.in>,
Joseph Rajesh <josephrajeshka@aij. gov. in>
Sir/Madam
PFA attached draft RFID File tracking system expression of interest (EOl) doc. Kindly
request you to include the same in the next computer committee.
lshaque K V
nical Project Manager
Tech
I
#.
RFID (1).docx
15 KB
EXPRESSION OF INTEREST
STPPLY. INSTAI,LI\TION. COMMISS}IONING AND PR(}IECT MANAGEMENT
OF FILE TRACKING SYSTEM FOR HIGH COT'RT OF TTRAI.A
Invltatlon of Technical & Financial and Proposal from Total Solutlon
provlders and Centrd/State Government aglencles
The Fligh court of Kerala is irrtending to deploy RFID based File Tfacldng
System (FTS) for efficient m€uragement and tracking of case Files and other
documents whlch are open for circulation and thereby, lncreasing the
accountability of personnel and section dealing with these senslflve
documents.
File Tfacldng System shall have to provide a turnkey solution including supply
of software solution and compatible hardware having features which must
meet the following requirements:
l.
Unique FIle IDlThg for all the ffles or documents brought into the tracldng
system and relevant information has to be entered marnrally or automated by
initiathrg high court.
2. Tracldng of real time movement of tagged ffles within High Court Campus
The proposal for RFID based case File Tracldng System will be for around
2,OO,OOO flles of High court of Kerala. All the installaflon wlll be carried out by
the vendor .All hardware, software wtll be provided under ffve year's
comprehenslve warranty and flve ye€rrs AMC.
In addition, ttre vendor shall provide comprehensive onsite manpower technical
support during tlr.e period of Comprehensive Warranty and AMC. The flles are
located at High court sections and digitizaton centres.
The file is tagged wittr a uniquely encoded RFID tag. Thts tag data is then
assoclated with a parficular flle via software, and that data is stored in a
database. When the flle or document needs to be found, the database can be
queried for the flle's information, and the assoclated EPC number can be
copied to a handheld RFID reader.
SCOPE OF WORK:
1. The bidder has to g[ve a comprehenslve plan detailing proJect schedule,
team structure, lmplementation methodolosr, training details, proJect and
management of the proJect, etc.The proJect schedule must not exceed 2 (two)
months from the date of commencement of the proJect.
2. Supply and Installation of RFID Hardware Infrastructure at speciffed
locations irr Fligh court premlses as per Fligh court requirement
3.Supply of suitable RFID Tags.
4.System based information capturing, storing, analysis and MIS reports
S.Software User Tralning (role based) to users. At least 100 persons will be
tratned to use the RFID based FTS(File Tracking System) softrvare
6.Post Implementation support for 5 (five) years after warranty period of the
Hardware supplied and installed.
System Archltecture
l. System architecture
should be client-server based and able to flow
informatlon among varlous partictpants/users of the system.
2. Reader Application layer should perform all real time ffle tracldngs. This
Application should be installed on RFID Readers, whlch should identi$/ noti$
all liles by reading RFID Tags applied on them.
3. FTS software on Server should act as a Data/Information Communicaflon
Bridge between FJ'ID readers and populate related databases as per
requirement.
4. The RFID application server should be able to work as standalone.
5. The backup/redundant server should be configured to take over ln case of
failure of the maln sewer.
FTS Software Appllcation
l. RFID based Application
should be a Deslrtop based Application, which
should be able to generate alerts for IIle users as desired. RFID based
Application should generate Alerts for lile users.
2. RFID based applicaflons should communicate Data / Information between
Server and RFID readers through Wi-Fi or wired network.
3. RFID Application should be able to simultaneously process input from
mulflple RFID readers and tags and interface to enterprise applications.
4. RFID based Application should be able to authentlcate users as per their
role. All user access to applicaflon should be web enabled.
5. FJ'ID based Application should be able to record real time movement of
tagged llles and related notifications.
6. RFID based FTS Applicatlon should be capable of generating MIS Reports
like comprehensive file list, category wise ffle list, location/ department wise
Iile availability report etc. Elements and nature of MIS report will be decided in
consultatlon with IT section of High court
Role of
Hift Court
1. To provide LAN Cabllng and Network connectlvity from the source points to
Servers.
2.To provide electrical socket
Tems & Condltlons
1. The proposal should be submitted covering all Hardware, Software and
support requirements including Comprehenslve 5 year Warranty and
Annual Maintenance Contract for 5 years .
2.
3.
4.
5.
No off-site access to the RFID system shall be permitted under arry
circumstances.
The Comprehenslve Warranty & AMC shall also include preventive
malntenance, correcflve maintenance, replacement of parts, slrifting of
components, along with the services
The Application should be developed in house . Subcontracting is not
allowed.
In ttre case of Hardwares , Tender process should do by bidder as per
CVC Guidelines/ State Store purchase Manual
6. Demonstration required during Technical evaluaflon
Following are the mandatory materials for the RFID
1) RFID Handheld Reader:
2) RFID Flxed Reader with Antenna
3) RFID Tags:( Vendor may propose both Active and Passive RFID)
4) Sewer
5) RFID based Integrated File Tracking Solution Software
6) AMC for supplied hardware and software for 5 years
MINUTES OF VIDEO CONFERENCE MEETING OF
THE DTRECTOR (rT) WITH rd/S. NEWGEN SOFTWARE
TECHNOLOGIES LTD AT I I.I5 A.M. IN THE CHAMBERS OF THE
DTRECTOR
(rr)
ON MONDAY 22'ND FEBRUARY 2O2I
#r"; in)' 3ffi . il.pil ilj'r:il' ililry ;i;;;,;
(IT), shri. Renjith vJ., Assistant Registar - In-charge of Digitisation,
S
mt. s aleena v. G.'rii*'d
Shri. Ishaque K.V., Technical Project Manager, Shri. N.C. Jain, Head Business
Development & Shri. Sunil Bhaskaran, Project Manager - Newgen Softrvare
T::lL".l".tl.r:.1i9.*:19:i.:*.Tf.ri*g:rr.r..rr.r.rrrrrrr'rrr!...rtrr!!r,
The Google meet scheduled with Shri. N.C. Jain, Head
Business Development of Newgen Software Technologies Ltd, to
discuss the development
of pilot phase of
digitisation and
digitisation ofpending files started by 11.15A.M. andthe following
matters were discussed during the video conferencing.
l.
The digitization site is ready for the pilot project and it
will
start on
25th February 2021.
will cover closed
2.
The pilot project
3.
High Court has asked Newgen to take-up pending file processing
also. Newgen
cases for about 4lac pages.
will study requirements for pending cases post-pilot
project since High Court officials will have a fair understanding
of
the Document Management System (DMS) functionalities by then.
4.
The DMS implemented by the service provider is only for archival
and retrieval purposes. Hence will not be adequate for handling
pending cases requirement. High Court needs to procure separate
software for this purpose.
P.T,O.
:22
Nodal Officer
-
Shri Sunil Bhaskaran is Nodal Officer from
Newgen. He is based at the High court itself. High court needs to
inform Newgen about the Nodal Officer from our side.
6.
Metadata Entry: Newgen has informed that the company has to
make a detailed project study to figure out a methodology and
procedure to identiff and capture the additional metadata fields as
informed by the High Court.
It is also informed
that the data
required for the pending case is different for each type of case since
more information is required for decision making.
7.
Newgen also infonned that since High Court is more familiar with
the required metadata fields,
it will be easier, if
High Court
undertakes the metadata filed entries in the required software.
8.
Newgen also suggested proceeding with a project study only after
the completion of the pilot phase of the undergoing project. It is also
informed that Newgen will analyze the impact and will submit a
report for additional effort and cost factors
if
any.
/i
It
smt
tLiJlt
v.G. Nair
\ Director (IT)
i
HfuhiCourt
of Kerala.