Chhattisgarh State Agriculture Marketing
Board (CGSAMB)
Mandi Management Information
System Project
Request for Proposal (RFP)
Document No. NISG/CG/MMIS/012
C. G. State Agriculture Marketing (Mandi) Board,
Beej Bhavan, Ravigram, Telibanda, G. E. Road,
2 November 2012
Mandi Management Information System (MMIS) – Request For Proposal (RFP)
Table of Contents
Contents
1
INTRODUCTION........................................................................................................................ 6
2.
PROJECT BACKGROUND ........................................................................................................ 6
3
PROJECT OVERVIEW .............................................................................................................. 7
3.1 VISION STATEMENT ........................................................................................................................ 7
3.2 PROJECT OBJECTIVES ..................................................................................................................... 8
4.
SCOPE OF WORK..................................................................................................................... 10
4.1
4.2
APPLICATION SOFTWARE DEVELOPMENT.................................................................................. 10
PROCUREMENT AND INSTALLATION OF HARDWARE, SYSTEM SOFTWARE AND NETWORK
THROUGH A TENDER PROCESS............................................................................................................ 11
4.3 SETTING UP OF FARMER INFORMATION AND FACILITATION CENTERS ...................................... 12
4.4 GO-LIVE AND MAINTENANCE OF COMPLETE SYSTEM .............................................................. 13
5
FUNCTIONAL REQUIREMENT SPECIFICATION ............................................................ 14
5.1 GENERAL REQUIREMENTS ........................................................................................................ 15
5.2 MANDI PORTAL SERVICES ........................................................................................................ 16
5.3 MANDI MANAGEMENT SERVICES ............................................................................................. 21
5.4 MANDI SUPPORT SERVICES ........................................................................................................ 30
5.5 MISCELLANEOUS SERVICES ....................................................................................................... 66
5.6 ACCESS CHANNELS ................................................................................................................... 71
5.7 MANAGEMENT INFORMATION SYSTEM (MIS) .......................................................................... 74
5.8 RTI MODULE ............................................................................................................................. 77
5.9 NON-FUNCTIONAL REQUIREMENTS ............................................................................................ 79
6.
IMPLEMENTATION PLAN..................................................................................................... 84
6.1 IMPLEMENTATION MODEL ........................................................................................................ 84
6.2 PAYMENT SCHEDULE .................................................................................................................. 85
7. TECHNICAL REQUIREMENT SPECIFICATION .................................................................. 87
7.1 POLICIES, GUIDELINES, STANDARDS AND SECURITY ................................................................ 89
7.2 SECURITY ARCHITECTURE ........................................................................................................ 89
7.3 END-POINT SECURITY ............................................................................................................... 90
7.4 APPLICATION SECURITY ........................................................................................................... 91
7.5 INFORMATION SECURITY .......................................................................................................... 91
7.6 DATA MIGRATION PLAN ............................................................................................................. 92
7.8 OPERATIONAL SUPPORT............................................................................................................ 95
8.
TESTING AND QUALITY ASSURANCE REQUIREMENTS ............................................. 98
8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
9.
PRE-COMMISSIONING TEST....................................................................................................... 98
OPERATIONAL ACCEPTANCE TESTS .......................................................................................... 99
TEST DOCUMENTATION .......................................................................................................... 101
LOCATION OF ACCEPTANCE TESTS ......................................................................................... 101
ACCEPTANCE TEST DESIGN & EXECUTION ............................................................................. 101
FAULT CORRECTION ............................................................................................................... 102
AUDIT AND CERTIFICATION .................................................................................................... 102
COMPLETE SYSTEM ACCEPTANCE .......................................................................................... 102
TRAINING ................................................................................................................................ 105
9.1 GENERAL REQUIREMENTS ........................................................................................................ 105
10. INDICATIVE BILL OF MATERIALS (BOM) ...................................................................... 106
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11 SUBMISSION OF RFP RESPONSE .......................................................................................... 107
11.1
11.2
11.3
11.4
11.5
11.6
PROCEDURE FOR SUBMISSION OF RFP RESPONSE ................................................................... 107
AVAILABILITY OF RFP ............................................................................................................ 107
LANGUAGE OF RFP RESPONSE ................................................................................................ 108
RFP RESPONSE FORMAT ......................................................................................................... 108
AMENDMENT OF RFP DOCUMENT.......................................................................................... 109
KEY EVENTS AND DATES ....................................................................................................... 109
12. GENERAL ELIGIBILITY & INSTRUCTIONS TO BIDDERS ............................................ 111
12.1 PROCEDURE FOR SUBMISSION OF BIDS.................................................................................... 111
12.2
PRE-QUALIFICATION BID .................................................................................................... 115
12.3 BID SECURITY ......................................................................................................................... 116
12.4
CONSORTIUM ..................................................................................................................... 116
13. GENERAL INFORMATION TO BIDDERS .......................................................................... 117
13.1
13.2
13.3
13.4
13.5
COST OF BID SUBMISSION ....................................................................................................... 117
SITE VISITS ............................................................................................................................. 117
CONTENT OF THE TENDER DOCUMENT ................................................................................... 117
CLARIFICATION OF TENDER DOCUMENT ................................................................................. 117
CORRIGENDUM/ADDENDUM OF RFP ....................................................................................... 118
14. EVALUATION OF BIDS .......................................................................................................... 119
14.1 PRE QUALIFICATION CRITERIA ............................................................................................... 119
14.2 EVALUATION OF TECHNICAL BID ............................................................................................ 121
14.3 TECHNICAL EVALUATION METHODOLOGY ............................................................................. 122
14.4 EVALUATION OF COMMERCIAL BIDS...................................................................................... 124
14.5 FINAL EVALUATION OF BIDS ................................................................................................... 125
14.6 NOTIFICATION AWARD ........................................................................................................... 125
14.7 SIGNING OF CONTRACT ........................................................................................................... 126
14.8 DISCHARGE OF BID SECURITY................................................................................................. 126
14.9 EXPENSES FOR THE CONTRACT ............................................................................................... 126
14.10 FAILURE TO ABIDE BY THE AGREEMENT ............................................................................... 126
14.11 BANK GUARANTEE FOR CONTRACT PERFORMANCE ............................................................. 126
15. GENERAL TERMS AND CONDITIONS ............................................................................... 127
15.1 CONFIDENTIALITY OF THE DOCUMENT ................................................................................... 127
15.2 CONCESSIONS PERMISSIBLE UNDER STATUTES ........................................................................ 127
15.3 INCOME TAX LIABILITY ......................................................................................................... 127
15.4 REPRESENTATIONS & WARRANTIES ....................................................................................... 127
15.5 DURATION OF THE CONTRACT ................................................................................................ 130
15.6 CONTRACT PERFORMANCE GUARANTEE................................................................................. 130
15.7 BIDDER’S OBLIGATIONS ......................................................................................................... 131
15.8 STATUTORY REQUIREMENTS................................................................................................... 133
15.9 CONTRACT ADMINISTRATION ................................................................................................ 133
15.10 RIGHT OF MONITORING AND INSPECTION ............................................................................. 134
15.11 EVENTS OF DEFAULT BY THE BIDDER ................................................................................... 139
15.12 CONSEQUENCES IN EVENT OF DEFAULT ................................................................................ 140
15.13 TERMINATION ....................................................................................................................... 141
15.14 PENALTY ............................................................................................................................... 144
15.15 LIQUIDATED DAMAGES ......................................................................................................... 145
15.16 DISPUTE RESOLUTION ........................................................................................................... 145
15.17 CONTINUANCE OF THE CONTRACT ........................................................................................ 146
15.18 LIMITATION OF THE BIDDER’S LIABILITY TOWARDS CGSAMB ........................................... 146
15.19 CONFLICT OF INTEREST ........................................................................................................ 147
15.20 SEVERANCE .......................................................................................................................... 147
15.21 “NO CLAIM” CERTIFICATE ................................................................................................... 147
15.22 PUBLICITY ............................................................................................................................ 148
15.23 FORCE MAJEURE .................................................................................................................. 148
15.24 EXIT MANAGEMENT.............................................................................................................. 149
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15.25 CLARIFICATIONS ................................................................................................................... 150
15.26 DISQUALIFICATION............................................................................................................... 151
15.27 CONTACTING CGSAMB ..................................................................................................... 151
15.28 CGSAMB’S RIGHT TO TERMINATE THE PROCESS............................................................... 151
15.29 RIGHT TO ACCEPT/REJECT ANY OR ALL BIDS ....................................................................... 152
16
SERVICE LEVELS .................................................................................................................. 153
16.1
16.2
16.3
16.4
16.5
17.
DEFECT SEVERITY GUIDELINES ......................................................................................... 153
DEFECT TYPE/ CATEGORY GUIDELINE ............................................................................... 154
PERFORMANCE GUIDELINE ................................................................................................ 154
SLAS FOR DELIVERABLES (ACCEPTANCE CRITERIA) ........................................................ 158
SLAS FOR OPERATION AND MAINTENANCE (SUPPORT) ..................................................... 162
RESPONSE TO RFP - FORMATS ......................................................................................... 164
17.1
17.2
17.3
17.4
TECHNICAL BID FORMATS ...................................................................................................... 164
COMMERCIAL BID FORMATS ................................................................................................... 173
PRE-BID QUERY FORMAT ....................................................................................................... 181
PERFORMANCE BANK GUARANTEE FORMAT .......................................................................... 182
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GLOSSARY
CGSAMB
BoM
CDR
EQI
FRS
FIFO
FIFC
GoI
GoCG
HoD
HR
HTML
HTTP
HTTPS
IA
KPIs
LAN
MIS
MMIS
OEM
RTI
SDC
SRS
SSL
VPN
WSDL
Acronym
Chhattisgarh state agricultural marketing board
Bill of Material
Consolidated Data Repository
Equated Quarterly Installments
Functional Requirement Specifications
First in First Out
Farmer Information and Facilitation Center
Government of India
Government of Chhattisgarh
Head of the Department
Human Resources
Hyper Text Markup Language
Hyper Text Transfer Protocol
Hyper Text Transfer Protocol Secure
Implementation Agency
Key Performance Indicators
Local Area Network
Management Information System
Mandi Management Information System
Original Equipment Manufacturer
Right to Information Act
State Data Centre
Software Requirement Specifications
Secure Socket Layer
Virtual Private Network
Web Service description Language
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1
Introduction
This Request for Proposal (RFP) is being floated by the Chhattisgarh State
Agricultural Marketing (Mandi) Board, (CGSAMB) Raipur, Chhattisgarh for the
purpose of selecting an Implementation Agency (IA) to develop, deploy and maintain
a robust, innovative, cost effective and scalable system for “Mandi Management
Information System (MMIS) and Farmer Information and Facilitation Center (FIFC)”.
The primary objective of this Request for Proposal (RFP) is to select an
Implementation Agency (IA), who presents the capability of providing effective and
efficient solutions with a clear understanding of the scope, approach, methodology,
functional and technical architecture, other technical requirements as per
requirement of the Mandi Board, and reasonable time frame to complete the
implementation of the system and Go-Live.
2.
Project Background
Chhattisgarh State Agricultural Marketing Board (CGSAMB) was constituted in 2000,
with the objective of development and management of an optimized and wellregulated market infrastructure for agrarian sector in the State of Chhattisgarh 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 Chhattisgarh is
governed by the Chhattisgarh Krishi Upaj Mandi Act. 1972, which makes necessary
administrative and infrastructural arrangements to ensure competitive purchases
of agriculture 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.
The board is seeking to improve the Agricultural market practices of the state,
especially the Mandis, towards achieving better transparency, control and reporting
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structure across the state. In order to do this, it is embarking on major mission of
implementing the “Mandi Management Information System” and “Farmer
Information and Facilitation Centre” to support its drive for the achievement of its
above objectives.
3
Project Overview
3.1 Vision Statement
To utilize Information and Communication
Technology (ICT) to enhance Transparency into the
operation of Marketing Board and ensure the farmers
get the Right Value for their produce through the use
of reliable, accurate and timely information.
The vision statement emphasizes on certain key aspects, which are explained below
in order to have better clarity on the vision statement:
•
Transparency: Aims to improve the administration of Human, Financial and
Other Resources directly or indirectly, involved in the activities of the various
agricultural markets in the state making them more transparent at all levels.
•
Right Value: The term denotes that the entire ecosystem revolves in a
farmer-centric way to ensure that they get the correct price as per the
market and do not lose value to unnecessary elements operating in the
market.
•
Reliable, Accurate and Timely: This focuses on streamlining and redesigning
the information flow for providing the required information on demand, to all
the stake holders of the system and also assist in policy framing and timely
interventions
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3.2 Project Objectives
The primary objective of CGSAMB is to implement a Management Information
System (MIS) connecting all the Mandis of the State of Chhattisgarh so that
information about the Mandis can be made available 24 x 7 through any of the
access channels. The information that would be made available will include
commodity rates, availability of commodities, information on weather, soil reports
and other information requested by farmers or traders. The MIS will also provide
instant information on the revenues generated in Mandis and the Revenue &
expenditure details of the Board. The Mandi Board also wants to implement Farmer
Information and Facilitation Centres in various Mandis to provide information to
Farmers and Traders in an interactive manner.
The Mandi Board wants the Mandis to function in a transparent and efficient
manner with an effective reporting structure. The board also wants the system to be
Mandi centric and will help the farmers to establish easy relationship with the Board.
Some of the objectives that the “Mandi Management Information System” project
intends to achieve are:
•
Improve Efficiencies of Mandis
o Make all processes transparent at all levels
o Enable quicker transactions at the mandis
o Provide convenience in accessing the various services of the mandis
o Establish quicker reporting of deviations
o Ensure better control on all the processes
o Establish responsibility and accountability
o Provide centralized storage and access to Internal and Market related
Data
o Empower the farmer with all knowledge required for effectively and
profitably management of his complete harvest cycle
o Develop interfaces with all other coordinating governmental and non
governmental agencies
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•
Improve Effectiveness of Mandi Management
o Automate all processes of the Mandis adequately supported and
enabled by technology to make it more efficient.
o Increase the revenue generation and collection from market activities
while effectively addressing the revenue losses.
o Improve the Quality of Service and Information to all the
stakeholders.
o Minimize manual work, duplication of work and facilitate ease of
administration.
o Improve existing processes wherever necessary to make it more
organic.
o Increase control over the activities happening in each mandi of CG.
o Provide universal access to all the mandi related data with proper
authorization and access control.
o Increase administrative control and decision making capabilities.
o Make the Mandi the nodal point for dissemination of information to
farmers
•
Better Financial Management
o Ensure better budget lifecycle management
o Improve control of expenditure and reporting
o Ensure effective financial audit
•
Effective Management of Ongoing Projects
•
Better HR Management
o Assess Training needs and Plan Training Programs
•
Better Asset & Infrastructure management
o Ensure overall mapping and effective utilization of assets
o Optimize returns from the existing infrastructure
•
Better Reporting
o Use reporting tools for improved presentation of data
o Use dashboard for decision making
•
Better Compliance to Rules
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4.
Scope of Work
The scope of work of the project includes the "Design, Development,
Implementation and maintenance of Mandi Management Information System
application software, setting up of Farmer Information and Facilitation Centres and
Support the solution maintaining all the SLAs.”
In this tender the bidders have to propose hardware, System software, hand held
devices or PDA, SSO requirements and networking equipments etc to support the
solution maintaining all the SLA’s. The successful Bidder has to prepare a RFP on
behalf of the board through which the board will procure their proposed hardware,
System software and networking equipment etc. Any application software which has
to be developed by the vendor should fulfil the requirements of the MMIS
application.
The major components of the assignment are following:
4.1
Application Software Development
The selected agency needs to do the following activities as part of the Application
Software Development for “Mandi Management Information System (MMIS)” and
“Farmer Information and Facilitation Center (FIFC)":
•
To prepare a Software Requirement Specification (SRS) document based on
independent assessment of the requirements of the CGSAMB and the Mandi
Samitis.
•
To design Solution Architecture for all the functions mentioned in the
document.
•
To prepare High-Level and Low-Level Design document
•
To develop the software solution (IPR of the Source Code will be with
CGSAMB).
•
To test and implement the developed software in with their own equipment
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•
To ensure that the software design and implementation takes care of
necessary security aspects such as data safety, access controls, integrity, back
up measures.
•
To facilitate getting the software audited by an auditing authority
•
Successful SI has to propose an implementation plan based on the indicative
plan given in this document to ensure that the project goes live on time.
•
The development will be done in a development environment at bidder’s
end. The Go-Live will be done in the production environment in the Board
premises. The hardware for the production environment will be procured
through the RFP prepared by the selected bidder.
•
Implementation of “Mandi Management Information System (MMIS)” and
“Farmer Information and Facilitation Center (FIFC)"
afterwords " The
selected agency needs to do the following activities as part of the Application
Software Development "
•
4.2
The solution should be operational on proposed hand held devices or PDA.
Procurement and Installation of Hardware, System software and
Network through a Tender Process
The selected agency needs to do the following activities as part of the procurement
and installation of Hardware and network:
•
Prepare a Draft RFP for procurement of hardware, System software, hand
held devices or PDA, database, SSO and networking equipment to support
the solution maintaining all the SLA’s. The draft RFP should have justification
of each component. The vendor should deliver an estimated cost for the
components of RFP. In the RFP the successful bidder should ensure Supply,
Integration, Installation and maintenance of Hardware, system software
provided, Networking Infrastructure and Peripherals for centralized data
centre and all the client locations. The vendor should suggest the hardware
required for the solution proposed by them in the bid response. The draft
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RFP will be vetted by the Mandi Board and if required, they may change or
revise the RFP before release.
•
Through the tender, board will procure the Hardware, System Software,
hand-held devices or PDAs, database, networking components and other
peripherals. Selected bidder should assist the Board in Bid Process
Management for selection of an agency, who will supply, install, integrate
and
commission
the Hardware,
system software
and
networking
components.
4.3
Setting up of Farmer Information and Facilitation Centers
The center will serve as a single point of contact for all queries related to daily kisan
activities. The activities shall include:
(i)
Setting up of a Call Centre at 12 Mandis as identified by Mandi Board
to receive calls from Farmers related to their queries.
(ii)
Setting-up of a Farmer Information and Facilitation facility in 12
Mandis (as selected in point i). The civil infrastructure will be provided
by Mandi Board
(iii)
Setting-up of Informational Kiosk with 19 inch Touch Screen for
interactive access of the information at the Mandis.
(iv)
Deployment of sufficient and qualified manpower from 8 am to 6 pm
for attending the incoming calls/queries.
(v)
The persons will be monitored by a ticketing solution. The solution
should contain parameters of calculating average Call Handling time,
Hold time, Average Speed of Answer calls, Percentage of Calls
Answered and Up-Time of call center infrastructure.
(vi)
Development of a Farmer Portal for providing information to the
farmers.
(vii)
Deployment of web-based tool for the Kisan call center and integrate
the same with Farmer Information and Facilitation center portal.
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(viii)
Propose necessary connectivity including the telephone lines and
exchange for asking queries from the Kisan call center.
(ix)
Propose a display board outside with a 40” LCD Screen (environment
protected) similar to Railway Station for providing information to
farmers about the Rates, Weather and other Mandi related
information.
(x)
Propose a display board inside the hall with a 40” LCD screen to
provid detailed information on Agricultural department.
(xi)
Prepare and distribute an e-Journal every month providing farmer
information. The content of the e-Journal will be displayed in the
display board of the hall.
(xii)
Analyze the incident / call statistics and provide monthly reports
including but not limited to:
(xiii)
4.4
Type of calls logged
Calls answered
Calls open
Provision of information through SMS using SMS Gateway.
Go-Live and Maintenance of Complete System
The selected agency needs to do the following activities as part of the integration
and testing of complete system:
•
To do a soft-launch of the application after system testing.
•
To assist CGSAMB in performing user acceptance test.
•
To ensure Go-live of the complete system.
•
To provide training & handholding support to CGSAMB.
•
To undertake relevant data entry for running the application.
•
To generate reports and documents as per the enforced Mandi Adhiniyam,
rules and by-laws applicable from time to time.
•
Data entry of user data as required by CGSAMB.
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5
Functional Requirement Specification
The functional requirements along with the services for the functional modules and
sub-modules are described in this section. The overall Functional architecture
envisaged showing the different access channels are shown in figure 1.
Figure 1: Indicative Functional Architecture Overview
The “MMIS“ information System is divided into 5 core modules. They are:
1. Mandi Portal Services
2. Mandi Management Services
3. Mandi Support Services
4. Miscellaneous Services
5. Access Channels
Each module is further sub-divided into sub-modules, which are presented in the
Functional Diagram of MMIS as shown in figure 2.
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Figure 2: Indicative Functional Modules of MMIS
5.1
General Requirements
Requirements
The system will be web-enabled
The system will be able to seamlessly handle inbound and outbound messages from
any system that has similar capabilities
The system should store all data within 5 seconds of request
The system should populate all data within 5 seconds of request
The system should make the pre-set/pre-formatted reports available within 15
seconds of request
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The system uptime will be 97% in non-critical areas
The system uptime will be 99% in critical areas
The begin and end times of all activities will be captured and suitable reports related
to time taken to complete a certain task will be available both textually and
graphically as management dashboard for performance management
The system should allow all unsecured data to be exportable in CSV format for
further research and analysis by third-party tools like Epi Info™, etc.
5.2
Mandi Portal Services
The module will have the following capabilities:
•
Ability to be responding to farmers’ queries
•
Ability to respond to traders’ queries
•
Ability to collate information on a daily basis from mandis
•
Ability to automatically generate and present transaction summaries
•
Ability to interface with external portals.
•
Ability to make entries that are classified as being restricted that may be
visible only to those with appropriate privileges like being a Mandi official
•
Ability to make entries that are classified as being ultra-private and these will
be totally private and unavailable for viewing by anyone other than the top
management of CGSAMB
•
Restrictions to entries may be made to apply to the entire record or part
thereof, even individual items
•
Ability to generate, preview and print transaction summaries in Mandi
management
The various sub modules under the Mandi portal module are given below:
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Farmer Portal:
This sub-module shall provide services to the farmers for all the requirements of
information related to the mandi as well as agriculture related information. Typically
the information will include rates for various commodities, crop yield, crop planning,
soil testing, seed distribution, weather, loans from financial institutions, various
schemes offered by the state & central Governments etc .He may also want to
register any grievance or share his feedback with the Mandi board and can do so
using this site.
The various services envisaged by this sub-module are:
Services
Manage content on agriculture related information
Manage farmers list
Manage Farmers’ Grievance & Feedback
The requirements of “Farmers’ site” are as follows:
Requirements
The system will allow the management of information to farmers from mandi and
allied departments where the mandi board users will be able to add, remove, assign
and view farmers who have registered as an user with them
The system will allow the Mandi unit/department to have a famers’ list for all
concerned mandis
The system will allow a user to maintain farmers’ list of their own
The system will allow a user to maintain, update, modify price information of all
commodities traded in the different markets updated on a daily basis
The system will allow a user to add/modify data on agricultural schemes, application
forms for download with user definable formats
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Trader Portal:
This sub-module shall provide services to the traders for all their informational needs
like information on arrivals, rates, as well as transactional needs like registration,
licensing,
online
assessment
etc.
The
traders
can
also
register
their
complaints/Grievances.
The various services envisaged are:
Services
Manage traders’ registration process
Manage Licensing process
Manage online assessment of traders
The functional requirements for these services are:
Requirements
The system will allow the management of information to Traders from mandi and
allied departments where the mandi board users will be able to add, remove, assign
and view traders who have registered as an user with them
The system will allow the unit/department to have a Traders’ list for all concerned
mandis
The system will allow a user to maintain Traders’ list of their own
The system will allow a user to maintain price information of all commodities traded
in the different markets and shall be updated on a daily basis
The system will allow a user to add/modify data on Licensing, application forms,
rules & regulations for download with user definable, printable formats
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Transactional Services:
This sub-module shall include the transactional needs of the traders and other users
for services like applications processing for registration & Tracking, Licensing, to the
Mandi board, Traders’ yearly assessment etc.
Services
Manage applications for registration and track them
Manage License issues and renewal online
Manage Traders’ yearly assessments online
The functional requirements for these services are:
Requirements
The system shall allow the registered users to log in using their Id & password to
transact with their respective Mandis
The system will enable users to submit an application for registration online with the
mandi
The system shall allow registered users to track and know the status of their
applications online.
The system shall allow only the authorized user of the mandi to add, remove, assign
and view traders and farmers who have registered as an user with them
The system will allow the unit/department to have a registered users’ list for all
concerned Mandis
The system shall allow a registered trader to file monthly online returns and also file
his annual returns for assessment
The system shall allow authorized users to view transactions done for a day or for a
selected period
The system shall allow the authorized user of the Mandi to generate reports of
various transactions in a printable format
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Informational Services:
This includes all information about the Mandis across the state like the market
details, extent, type, details of sub markets, average arrivals mandi wise etc.
Services
Manage archived information on all types of market
related information
Manage tracking of online License & registrations
issues and renewal
Retrieve information on Traders’ yearly assessments
online
Interface with the RTI Module
The functional requirements for these services are:
Requirements
The system shall allow all users to access archived information on the various
Mandis(located within the state)
The system shall allow all users to access information on the various rules and
regulations that govern the Mandis
The system will allow a user to view data on Licensing, application forms, rules &
regulations for download with user definable, printable formats
The system shall provide link to the RTI module
Contract Farming:
Online application for registration, License issues, Renewal of license, cancellation of
license, tracking of status of applications, agreements all pertaining to contract
farming, are some of the services envisaged.
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Services
Manage archived information on all rules and
agreements for contract farming
Manage tracking of online License & registrations
issues and renewal for contract farming
Interface with the Legal framework Module
The functional requirements for these services are:
Requirements
The system shall allow all users to access archived information on the various rules
and regulations stipulated by the Mandi Board with regard to contract farming
The system shall allow all users to download various forms pertaining to various
agreements on Contract farming
The system will allow authorized users of the Mandi board to add/modify data on
Licensing, application forms, rules & regulations, agreements for download with
user definable, printable formats
The system will interface with the legal framework module
5.3
Mandi Management Services
The Mandi management module comprises of the following sub Modules:
Entry and Exit Management:
This sub-module services the requirements of the gate entry. The user shall input the
details of all vehicles entering the gate and record the levy of fee for each vehicle.
The registration number of the vehicle, farmers’ name & village, time of entry with
type of commodity in each bag are some of the details envisaged to be captured.
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Services
Vehicle Lists
Commodity lists
Farmers’ lists
Make entry fee receipts
Recording of Vehicle entry and exit with time
The present system at the Mandi gate is depicted in the Flow diagram given under:
Figure 3: Process Flow diagram of Entry at Gate
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The functional requirements for these services are:
Requirements
The system shall allow users at the Mandi gate to view the type of vehicle list, list of
charges fixed.
The system shall allow users at the Mandi Gate to input the time of entry of any
vehicle coming into the mandi premises and also input the exact time of exit of the
vehicle.
Based on the input of the vehicle type, the system should assign the charges prefixed
for that type and generate a challan /Receipt for the entry fees
The system should be able to generate a report of fees collected Mandi wise for a
given period of date with the details of the user who entered such data
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Auction and Weighment:
The existing process of Auction is given below in the Flow diagram:
Figure 4: Process flow for Auction
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Weighment Processs:
Figure 5: Process diagram for Weighment process
The services envisaged for this sub module are:
Services
Commodity Lists
Farmers lists
Transaction lists linked to traders’ ID
Entry of auctions & Weighments with rates
Report generation of transactions with time
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The functional requirements for these services are:
Requirements
The system shall allow users at the Mandi to choose from a drop down list and
input the commodity name, Traders name and the auction rate
Upon entry of the auction details, the system should generate a unique transaction
number for each auction entry.
The system shall allow users at the Mandi to input the weighment details like total
weight, number of bags filled.
Traders’ Shulk Collection:The services envisaged for this sub module are:
Services
Manage traders Lists with IDs
Transaction lists linked to ID
Shulk payable lists
Make shulk payment entry
Generate receipt for shulk fees paid
Generate Transaction summary of fees paid
Interface with Revenue & Expenditure module
The functional requirements for these services are:
Requirements
The system shall allow users at the Mandi to choose from a drop down list and
input the commodity name, Traders name, the quantity and the auction rate.
Upon entry of the details, the system should calculate the Mandi shulk for the
transaction automatically and display on the screen.
The system shall allow users at the Mandi to generate a payment requisition slip and
also input the payment receipt details for each trader
Based on the input of the payments the system should generate the balance
outstanding from that trader at any point of time
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The system should be able to generate a report of fees collected Mandi wise, Trader
wise for a given period of date with the details of the user who entered such data
The module should have an interface with Revenue & Expenditure module
Figure 6: Process diagram for Mandi shulk collection
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Legal Framework:
The services envisaged for this sub module are:
Services
Archive License and agreement formats
Legal issues lists linked to Mandis
Manage Contract lists
Manage empanelled legal advisors’ lists
Generate legal issues status report
Lease & Rental lists
Interface with RTI, Contract farming modules
The functional requirements for these services are:
Requirements
The system shall allow privileged users to view, add, modify any details of Legal
formats for contracts, Lease& Rentals, Licenses, Contract farming etc.
The system should be able to allow users to view old contracts, Live contracts and
generate a list sorted Mandi wise.
The system shall allow users to download any contract forms for any of the legal
documentation with the Agricultural marketing board
The system should maintain a list of approved legal consultants of the Agricultural
marketing board district wise throughout the state of Chhattisgarh
The system should be able to generate a report of legal issues mandiwise for the
whole state of Chhattisgarh
The system should have an interface with RTI & Contract farming modules.
Programme/Scheme Management:
The various schemes of subsidies and Grants by the state and central Government
are managed by these services.
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Manage list of schemes
Maintain list of beneficiaries
Manage disbursements
Create report Mandi wise disbursements
Archive scheme/Program details
Interface with RTI, Informational services modules
The functional requirements for these services are:
Requirements
The system shall allow privileged users of the board to view, add, modify details of
various programs/schemes of the state and central Government.
The system should be able to maintain and retrieve a list of beneficicary details input
by the respective mandis.
The system shall allow viewing of list of beneficiaries district wise of various schemes
The system should accept the disbursement details like beneficiary name, Village,
Land holding etc under various schemes throughout the state of Chhattisgarh
The system should be able to generate a report of disbursements done mandi wise
for the whole state of Chhattisgarh.
The system should have an interface with RTI & Informational services modules.
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5.4
Mandi support services
Sub Modules
Asset Management
HR Management
Budgeting
Revenue & Expenditure
Queries & Reports
Asset Management
This is a comprehensive Fixed Assets Management System comprising of Assets
Maintenance and Assets Accounting. The CGSAMB purchases various categories of
assets for enabling smooth functioning of markets at various mandis and effective
maintenance of such assets is critical for ensuring timely delivery of services. The
value of such assets is also very high and lack of appropriate insurance, asset
maintenance measures may cause significant financial loss to the department.
Hence, Asset Management module shall facilitate the department in management of
assets including identification & tracking of assets, maintenance of assets, insurance
of assets, retiring assets etc.
General Requirements
The general requirements for Asset Management sub-module will be as follows:
General Requirements
Requirement
The system will have the following:
•
No restriction on the number of assets held
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General Requirements
•
An interface with the general ledger
•
An interface with the purchase ledger
•
Additions to an asset subsequent to initial purchase. There can be several
additions to an existing asset
•
Grouping together to form a larger asset
The following depreciation methods will be used
•
Straight line life-in-years
•
Reducing balance percentage per year
•
There will be no restriction on the number of general ledger categories that
may be set up
•
Assets will be allocated to departments
•
The depreciation history of each asset will be held indefinitely and it will be
possible to purge this information selectively by asset type
The service under the Asset Management System module is given below:
Services
Add Assets
Manage Assets
Add Assets
The “Add Assets” service will allow adding of fixed assets.
The functional requirements of “Add Assets” are as follows:
Requirements
Centralized definition of asset categories, description, parent-child relationship
across asset classes etc
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Requirements
• The system will have the ability to capture asset details such as:
• Supplier details
• Asset type
• Department/Mandi where it is installed
• Date of installation
• Warranty period
• AMC details
• Working status
The system will have the ability to maintain all relevant information about the asset
including:• Location (installation/department/main system to which the asset is attached)
• Asset description/specification
• Supplier ID (for proprietary asset)
• Date since in operation
• Life of the asset as per the evaluation of manufacturer
• Purchase Order No.
• Asset Cost
• maintenance schedule of Asset
The system will have the ability to maintain Asset registers locally at each Mandi or
department location
The system will have the ability to link asset number with the Purchase
Order/Procurement Number information maintained in the Procurement &
Financials systems
The system will have the ability to link asset number with the Purchase
Order/Procurement Number information maintained in the Procurement &
Financials systems
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The system will have the ability to retrieve details of all assets for any location in the
structure
The system will have the ability to consolidate Asset Registers at all Mandi
/department locations into Asset Register for the department
The system will have the ability to prevent Mandis/department locations from
entering/updating data in any Asset Register other than their own asset register
The system will have the ability to record number of units against each asset
The system will have the ability to generate asset number at the time of asset entry
in the system
The system will have the ability to capture bar codes numbers against every asset
number
The system should provide facility so that ; there is an option to assign each asset to
a location/division/unit in the Mandi
The system should provide facility so that ; There is an option to record the physical
location of each asset
The system should provide facility so that ; There is an option to record insurance
details against each assets
The system should provide facility so that ; There is an option to record multiple
insurance policy details against individual assets
The system will have the ability to compute sum insured based on replacement cost
The system will have the ability to create the BOM & spare part list of an asset.
The system will have the ability to store Original Equipment Manufacturer (OEM)
catalogue, quotations, Operation and maintenance (O&M) manuals etc.
The system will have the ability to maintain Standard operating and maintenance
practices (SOP-Standard operating procedures / SMP- standard maintenance
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procedure) for maintenance tasks of assets.
Manage Assets
The “Manage Assets” service will take care of the management of fixed assets.
The functional requirements of “Manage Assets” are as follows:
Requirements
The system will have the ability to edit the details such as:
•
Supplier details
•
Asset type
•
Mandi /Department where it is installed
•
Date of installation
•
Warranty period
•
AMC details
•
Working status
The system will have the ability to capture the current working condition of the
equipment
The system will have the ability to plan, schedule, monitor / track and record
maintenance activities
Ensure that asset inventory get automatically updated when the asset is withdrawn
and installed at a location.
The system will have the ability to retire entire or part of an existing fixed asset and
update asset register on retirement of assets
The system will have the ability to retire a group of assets
The system will have the ability to record reason for retirement
The system will have the ability to record mode of retirement e.g. scrapped, donated
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etc
The system will have the ability to re-instate assets incorrectly retired
The system will have the ability to throw alerts/generate reports where assets
assigned to specific location already exist in the asset register
Generate reports on assets assigned to specific locations
Record transfer of assets from one location to another
System generated alerts / reminders to designated users about insurance premium
payable
The system will have the ability to compute sum insured based on replacement cost
The system should provide facility so that ; There is a provision to facilitate physical
verification of fixed assets by printing fixed assets reports location-wise, categorywise etc
The system will have the ability to keep track of last physical verification data for
each asset record
The system will have the ability to plan major maintenance jobs like repair,
maintenance etc.
The system should provide facility so that ; It is Able to plan, schedule, monitor /
track and record maintenance activities
The system should provide facility so that; It can enable Generation of maintenance
schedules for preventive maintenance & condition monitoring activities.
The system should provide facility so that; it can monitor/provide alerts for pending
jobs & automatically carry forward to maintenance day & monitor pending work
order status.
The system will have the ability to define, generate, approve, schedule emergency
maintenance work order
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Track actual resources (tools, manpower, consumables, spares) utilization against
planned / standards.
The system will have the ability to generate & maintain various maintenance reports
i.e. log books, defect lists, asset history, asset list w. r. t location, inspection check list
/ schedule, delay & down time analysis, asset wise consumables etc..
The system will have the ability to generate the report for the assets/equipments
needing the AMC/Insurance or non-operational assets/equipment and their location
details
HR Management
The Human Resources Management Department application captures information
pertaining to various departments and the various human resources available. It
maintains the records of recruitment, training, and severance records across the
organization. This application monitors the training details after feedback from the
departments.
The system would be linked to various departments to monitor data and details.
The various services under the Human Resource Management module are given
below:
Services
Workforce Management
Employee Performance Management
Employee Self-service
Payroll Management
Grievance Redressal Management
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Workforce Management
This “Workforce Management” service will allow the management of the employees
of the Mandi Board Service.
The functional requirements of “Workforce Management” are as follows:
Requirements
Add Employee
The system will have definition of all departments of CGSAMB
The system will have definition of multiple locations under various departments
The system will have mapping of employee to his cadre
The system will allow grouping of employees on functional basis like Directors, Joint
directors, Deputy directors ,etc.
The system will have definition of multiple grades to set as many pay scales as
necessary
The system will have definition of multiple designations
The system will enable compilation of employee numbers by cadre /function /
designation band at any given time.
The system will allow to redefine various definition mentioned above in case of
restructuring
The system will generate unique Employee code
The system will allow editing of the employee’s master data fields by competent
authority
The system will be able to maintain and retrieve employee records for employee skill
sets, qualification, training attendance, seniority, etc.
The system will be able to define Employee Compensation Definitions including
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Requirements
Salary definition with Basic, HRA, DA & other allowances, Leave Encashment
definitions, Provident Fund details, etc.
The system will be able to identify employees by name, part of name, employee ID,
job position, organization
The system will be able to track the historical record of employees from the date of
joining to the current date.
Transfer Employee
The system will be able to show the vacancy position in the state with drill down
feature up to the Mandi/ departmental level
The system will be able to view the vacancy position in different views to meet the
transfer authority requirements like sub department wise, function wise, cadre wise,
etc.
The system will be able to show the color coded map showing the personnel’s
distribution in the state with the help of performance indicator
The system will avail sorted list of employees on parameters like - number of years in
current location, number of years served in rural/tribal area, training programs
successfully completed, Annual Confidential Reports
The system will be able to show the list of employees with specific skill set to assist
the transfer authority in mobilizing them to specific geography in case of need.
The system will allow transfer authorities to define rules for transfer
The system will be able to show the transfer request posted by the employee to
competent transferring authority
The system will be able to show the feasible transfer options after filtering from
defined rules
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Requirements
The system will provisionally update the resource allocation after formal release of
the transfer order
The system will update the resource allocation after joining of employee at the
transferred location
The system will be able to show the list of employees who has not joined offices
even after release of transfer order
The system will be able to notify the reporting officers transfer proceedings
Recruit Employee
The system will be able to show the vacancy position in the state with drill down
feature up to the Mandi/departmental level
The system will be able to view the vacancy position in different views to meet the
recruitment authority requirements like sub department wise, function wise, cadre
wise, etc.
The system will be able to show the color coded map showing the personnel’s
distribution in the state with the help of performance indicator
The system will allow sub departments to design the resource requirement plan
The system will allow the department to post the resource requirement plan to
Director, CGSAMB
The system will consolidate the resource requirement plan for Director, CGSAMB
The system will allow scrutiny/modification of resource requirement plan by
secretaries of Mandis.
The system will allow feedback from secretaries of mandis on finalized recruitment
plan by the Board
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Requirements
The system will allow competent authority to finalize the recruitment plan
The system will generate the office orders to respective authorities responsible for
recruitment to specific post
The system will generate notification for inviting the application/ office order to
recruitment authority
The system will be able to receive online applications
The system will allow to upload the list of qualified candidates after each round of
screening
The system will show the list of qualified candidates
Modify HR Record
The system will allow to change the cadre/ designation/ pay scale/ reporting
structure of the employee after getting promoted or demoted
The system will able to change the role of the employee
The system will be able to show the vacancy position in the state that can be filled by
promotion, with drill down feature up to the departmental unit level
The system will be able to record the retirement date of the employee and update
HR record accordingly
The system will be able to record suspension, termination & retirement of the
employee
The system will be able to freeze all the rights of the suspended, terminated &
retired employee
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Employee Performance Management
The “Employee Performance Management” will take care of the management of
performance of the employees.
The functional requirements of “Employee Performance Management” are as
follows:
Requirements
The system will be able to show the already designed KPIs to managers
The system will provide interactive GUI based tour on “designing the KPIs” for
educating the user
The system will display the mandatory KPIs recommended by the CGSAMB
Management to all the users of the system
The system will allow the user to design the KPIs to meet his contemporary
monitoring requirement
The system will allow to set the annual targets and long term targets against each
KPI
The system will allow user to add or remove the KPIs from his customized view
The system will display the selected KPIs on respective user home page
The system will allow change in the definition of the KPIs
The system will generate the graphical view for showing change in the value of KPI
on selected time scale with reference to the target
The system will allow the user to set his own target for each KPIs with accessibility
limited to him only
The system will be able to generate color coded map of the AP, representing the
value of selected KPI
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Service Book Management
The “Service Book Management” will take care of the management of the service
book of the CGSAMB employees.
The functional requirements of “Service Book Management” are as follows:
Requirements
The system will be able to show the component view of the Service Book like
personal static information, service details, performance appraisals etc.
The system will allow posting of the ACR from reporting officers
The system will be able to register the feedback from senior officers as well
The system will allow defining the timelines for performance appraisal
The system will show the delay in ACR process to managers
The system will accept the request from employees for changing the incorrect
information in service book
The system will allow competent authority to update the information after taking
necessary approval
The system will allow to track the requests for any updates
The system will allow managers to send the group message to employees on their
performances
Employee Self Service
The “Employee Self Service” service will allow all employees to perform self-services
for their HR-related requirements.
The functional requirements of “Employee Self Service” are as follows:
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Requirements
The system will allow employee to access his personal & professional records
The system will be able to show the various performance indicators related to his
performance
The system will allow to manage the performance indicator by giving access to all the
features listed in KPI sub module
The system will have provision to be able to display the pay slip on demand
The system will enable employee to print the pay slip
The system will show various training programs scheduled across the department
The system will allow to perform all the training related task listed in training sub
module
The system will have provision for allowing to file grievances and offer all the
functionality listed in grievance sub module
The system will have provision for accessibility to learning material from GoI, and
international journals
The system will have provision to allow to manage the dashboard view of critical
activities
The system will be single point access for accessing all the functions and features of
the system
Payroll Management
The “Payroll Management” service will allow the management of payroll of the
employees.
The functional requirements of “Payroll Management” are as follows:
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Functional Requirement
The system will be Rules-Based Payroll Solution for calculation of the pay for various
cadres
The system will have provision to be able to Include compensation and benefit plans
The system will have provision to be paperless Payroll Processing
The system will be able to include revised compensation plans
The system will have provision to show all the information to check and reconcile
payroll to competent authorities
The system will allow integration with HR , Revenue & budget module
The system will be able to show complete payment history
The system will show the component view of pay structure
The system will allow to print pay slip on demand
Budgeting
The “Budgeting” services will allow the management of control of budgets.
Services
Prepare Budget
Modify Budget
Approve Budget
Prepare Supplementary Budget
Report Budget deviations
Budget change request
Release Budget
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The functional requirements of “Budgeting” are as follows:
Requirements
Prepare Budget
The system will have the ability to support different chart of accounts for
departments/units/programmes etc.
The system will have the ability to provide for numerical and alpha numeric chart of
accounts
The system will allow for account description to be given for each account code in
the Chart of Accounts
The system must permit additions and amendments to the chart of accounts
structure without corrupting existing data at any level in a simple and efficient way;
i.e. without the need to rebuild the chart of accounts.
The system must permit the deactivation of elements so that no postings are
possible (subject to user access controls)
The system must prevent active elements from being deleted; i.e. when there are
postings to the account.
The system will control user access to individual elements and combinations of
account codes, in terms of posting and enquiries/reporting etc.
The system will have the ability to capture the budget amounts for the defined
budget heads for each Revenue & Expenditure area defined
The system must not allow periods to be deleted once data has been posted to
them.
The system will have the ability to import or export budget details from / to external
systems electronically ( using spreadsheet)
The system will have the ability to navigate within the budget hierarchy (e.g. expand
/ collapse structure, drill down for details)
Facility to provide a graphical representation of the budget approval hierarchy
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The system will have the ability to calculate and compare budget versus actual in
terms of amount variance and percentage variance
The system will support multiple iterations of budgets.
The system will associate each budget set with a unique identifier, for audit
purposes.
The system will provide budget cap
The system will have the ability to freeze/ unfreeze budgets.
The system will provide the access controls and data validation control when
uploading budgets.
The system will allow budget information to be exported in the following formats:
•
Spreadsheets
•
XML
•
CSV, ASCII text file etc.
The system will allow budgets to be copied from one period to another from:
•
Existing actuals
•
Existing budgets
The system will have the ability to revalue budget by percentage and fixed amounts
The system must roll closing balances from one period into the opening balances for
the subsequent period(s).
Approve Budget
The system will support workflow based budget approval process based on the
hierarchy defined for the process by the Board
The system will record the history of changes and preserve the original budget; in all
cases where the budget is modified.
The audit trail should include the username, the date and time of the operation and
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data before and after change concerned.
The system will have the ability to have multiple levels of budgeting and reporting
(e.g. State, district, Mandi wise etc).
The system will have the ability to roll-up budgets from the lowest level.
The system will have the ability to support flexible periods for budgets and forecasts
( quarterly, half – yearly, yearly)
The system will have the ability to compare current year actual/ budget/ forecast
month, previous year actual/ budget month
The system will have the ability to generate budget data on multiple dimensions combinations of criteria like districts or Mandis clubbed etc
The system will have the ability to provide drilldown for actual versus budget
reporting.
The system will have the ability to reallocate budget items ensuring the reallocation
is maintained in history
The system will have the ability to provide decentralized access to the budget
process to both develop and use the budget.
The system will have provision for flexibility to:
•
Maintain original budget version and revised budget version
•
Update the original budget by
•
-
Increasing the budget amounts
-
Reducing the budget amounts
Transferring budget amounts (transfer between locations, transfer between
heads of account etc.)
The system will have the ability to disallow physical and financial reporting prior to
budget approval
The system will have the ability to check and highlight missing, incomplete budget
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items prior to consolidation (for example a particular implementation location’s data
missing)
The system will have the ability to integrate the budgeting details with expenditure
reporting, financial progress reporting etc
The system will have the ability to perform automatic budget availability checks
during transaction posting
The system will have the ability to define budget tolerance limits either as a
percentage or absolute value and trigger warning to all concerned users on
exceeding the limits fixed
The system will have the ability to navigate within the budget hierarchy (e.g. expand
/ collapse structure, drill down for details)
Modify Budget
The system will record the history of changes and preserve the original budget; in all
cases where the budget is modified.
The audit trail should include the username, the date and time of the operation and
data before and after change concerned.
The system will be able to freeze all the rights after completion/termination of the
scheme
Submit Budget Change Request
The system will have the ability to provide restricted access to submit amendment
requests for budget and approvals supported by workflow.
The system will have the ability to send automated alerts for the change requests
submitted to the approvers identified in the workflow for budget change process
Release Budget
The system will have the ability to specify the sanctioned/released amounts for the
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implementation unit for month, quarter, year
The system will facilitate reconciliation of fund transfers from one account to
another
Expenditure Tracking
The “Expenditure Tracking” services will allow the management of tracking of
expenditures.
The functional requirements of “Expenditure Tracking” are as follows:
Requirements
The system will have the ability to capture the individual voucher details (voucher
number, budget head, expense details, expenditure amount, date etc)
The system will provide built in-controls to validate the data reported by the end
users:
Rejection of non-numeric values
Validation expenditure data against the released funds
Restrict data entry for the closed/approved reporting periods
The system will have the audit trails to log the entire chain of activities performed by
the users across the locations and levels.
The system will have the ability to drill down the expenditure data from top-down
(state-district-block)
The system will have the ability to generate individual location and group (state,
district, block) wise expenditure reports for the period
The system will have the ability to generate the budget versus actual comparison
reports for each location and at aggregate level
Time Intelligence for reporting - The system will have in-built Time intelligence for
reporting
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Requirements
The system will have the ability to export the expenditure data to the well formatted
spreadsheets, word for printing and distribution
The system will have the ability to freeze/unfreeze the reporting periods based on
access controls defined for the users
The system must provide the functionality to open and close accounting periods to
control posting of transactions into current and/or previous/future periods
The system must allow/prevent the posting of transactions to present, future and
previous periods and years, with security defined at user level
The system must allow prior year and audit adjustments to be made throughout the
current year. This must be subject to strict security/ access control. All such
adjustments must be also applied to the current year where relevant
The system must warn the user if they attempt to post to a non-current period
Revenue & Expenditure
The various services under the Revenue & Expenditure module are given below:
Services
Accounts Payable
Payment Management
Revenue & Expenditure summary
Accounts Receivable
Cash Book
General Ledger
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Account Coding
Budget Control
Expenditure Tracking
Transaction Management
Projects
Accounts Payable
The “Accounts Payable” service will allow the authorized users to manage accounts
payables of the Mandi.
The functional requirements of “Accounts Payable” are as follows:
Requirements
The system will be able to handle online data entry for:
•
Supplier/Rate Contractor Details
•
Voucher Entry
•
Payment Processing
•
Continuous online display of List and Total Accounts Payable
•
Supplier/Rate Contractor Details
The system will allow the setting up an "irregular suppliers" account for processing
transaction for rarely used suppliers or one-time suppliers/rate contractors
The system will produce a listing of supplier/rate contractors with no activities for a
specified period of time
The system will allow the automatic flow of transactions from the module
The system will automatically reflect the moment any material purchase is made in
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Requirements
the Asset module
The system will have adequate controls to check on duplication of submission of
claims or bills from the Asset module
The system will automatically generate the Material Received Note (MRN) date-wise
under the purchases functionality
To perform accounting audit, the system will inform whether any bills are held at any
location for any reason
The system will provide functionality for finance to check for the bills generated but
not presented or settled (e.g. CRN not processed, Vouchers not processed etc.) reasons can then be ascertained
The system will allow the issue and printing of cheques only after proper
authorisation of the bills raised have been done
The system will allow automatic posting of financial statements in cash book and
ledger
The system will automatically record all expenses incurred with details
The system will allow invoice tracking from the time it is received from the supplier
to the time the payment is settled without any limits to the number of items per
invoice
The system will check for duplicate supplier/rate contractor invoice numbers
The system will validate online the general ledger codes in the Accounts Payable
functionality and all invalid transactions will be rejected
The system will check that the total recorded against various items in the invoice
equals the total invoice sum
The system will automatically post a discount to the correct general ledger account
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Requirements
for discounts given
The system will permit authorization of a group of invoices in a batch
The system will allow matching of items both invoice-wise and individual items
within a single invoice
The system will post at the end of the day or period the amount transactions entered
online
On posting the system will automatically update the accounts payable and the
general ledger simultaneously
The system will handle accruals with automatic reversal in the next applicable period
The system will allow the specification of an end date for recurring payments
The system will allow the payment of more than one Cheque for a
Supplier/Contractor
The system will allow stop payments of a specific invoice temporarily
The system will allow the payment of invoices as specified without regard to the
scheduled payment date.
The system should provide facility so that ; Interfacing with the general ledger
functionality will allow the Cheque number to be passed to the general ledger to
assist with bank reconciliations
If a posted payment is made void, then the system will allow the general ledger
posting to be automatically reversed
The system will allow processing of more than one accounting period, which would
typically be previous and future periods
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Payment Management
The “Payment Management” service takes care of the records of all actual payments
made by the Mandi.
The functional requirements of “Payment Management” are as follows:
Requirements
The system will generate a report before the payments are made that will list
payments made to each Supplier/Contractor
The system will produce comprehensive cash requirements reports by period
planned as per the payment run date
The system will show amounts expected to be paid in all planned payment runs
within a user specified period
All cash requirements reports and enquiries will take into account the projected
payments in respect of goods received but not invoiced
Expenditure Tracking
The “Expenditure Tracking” services will allow the management of tracking of
expenditures.
The functional requirements of “Expenditure Tracking” are as follows:
Requirements
The system will have the ability to capture the individual voucher details (voucher
number, budget head, expense details, expenditure amount, date etc)
The system will provide built in-controls to validate the data reported by the end
users:
Rejection of non-numeric values
Validation expenditure data against the released funds
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Requirements
Restrict data entry for the closed/approved reporting periods
The system will have the audit trails to log the entire chain of activities performed by
the users across the locations and levels.
The system will have the ability to drill down the expenditure data from top-down
(state-district-block)
The system will have the ability to generate the budget versus actual comparison
reports for each location and at aggregate level
Time Intelligence for reporting - The system will have in-built Time intelligence for
reporting
The system will have the ability to export the expenditure data to the well formatted
spreadsheets, word for printing and distribution
The system will have the ability to freeze/unfreeze the reporting periods based on
access controls defined for the users
The system must provide the functionality to open and close accounting periods to
control posting of transactions into current and/or previous/future periods
The system must allow/prevent the posting of transactions to present, future and
previous periods and years, with security defined at user level
The system must allow prior year and audit adjustments to be made throughout the
current year. This must be subject to strict security/ access control. All such
adjustments must be also applied to the current year where relevant
The system must warn the user if they attempt to post to a non-current period
The system will have the ability to generate individual location and group (state,
district, block) wise expenditure reports for the period
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Accounts Receivable
The “Accounts Receivable” service will take care of the various accounts receivable
by the Mandi.
The functional requirements of “Accounts Receivable” are as follows:
Requirements
The system will allow online data entry of Traders
The system will allow payments to be entered
The system will generate Traders transaction statements at the end of the period
The system will maintain Trader wise balances on open item basis
The system will record adjustments to the Accounts Receivable module that will
include a reference number and reason
The system will track full exposure by Trader (i.e. Trader transaction limit minus
outstanding receivables)
The system will prevent users to override the set credit limits
The system will allow the handling of internal adjustment (e.g. negative credit notes)
The system will allow partial payment of the receivable for transactions by a trader
The system will maintain daily Accounts Receivables with supporting details
The system will post cash receipts online
The system will display all outstanding of a trader during payment posting
The system will allow for partial payments to be made
The system will permit the write-off of a receivable amount at the time of cash
application
The system will allow the storing of partial payments and over-payments as separate
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Requirements
open items against the original amount until the invoice is fully cleared
The system will allow reviewing on-line of all Trader accounts who are above their
assigned credit limits and will post an appropriate alert to the respective secretaries
of the Mandis
The system will allow reviewing on-line Traders’ dues aging and other statistic data
such as last payment date, etc.
The system will display online the shulk fee Statements, including beginning open
items, new charges, credits and payments, ending open balance and aging recap,
demand notice number, date and date due, Trader name, Transaction number
The system will display the Detailed Aging Trial Balance for each active Trader
showing dues and AR activity (e.g. payments, debit and credit memos, write-off,
comments) and summary total balance across all Traders
The system will maintain Accounts Receivable that includes list of automated and
manually entered transaction details with control totals
Cash Book
The “Cash Book” service will take care of the cash book part of accounts.
The functional requirements of “Cash Book” are as follows:
Requirements
The system will be capable of maintaining different cash books
The system should provide facility so that ; The cashbook will receive automatic
postings from Transactions, Rentals, payroll system, together with manual batch
posting of other payments and receipts
The system should provide facility so that ; The cashbook will be integrated with the
general ledger and the postings will be updated with specified general ledger
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accounts and general ledger cash book balances
The system will facilitate bank reconciliation, using bank statements inputs either
manually or automatically
The system should provide facility so that ; The receipts and payments from daily
transactions and the payroll will be posted as separate postings
The system should provide facility so that ; An audit trail of all cashbook transactions
will be maintained
General Ledger
The “General Ledger” service will allow the management of General Ledgers.
The functional requirements of “General Ledger” are as follows:
•
The system will maintain all transactions for the year account head wise
•
The postings are automatic from daily transactions from the cash book of all
entries of Revenue and Expenditure
Transaction Management
The “Transaction Management” service will allow manage financial transactions.
The functional requirements of “Transaction Management” are as follows:
Requirements
The system will allow transactions to be made online or on batch processing. In case
of batch processing, the procedure to be followed will be
•
If the system uses transaction batching then it will support batch control on
input. Agreement of batch controls will be mandatory before batches are
accepted for posting
•
Batch numbers will be allocated by the user
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•
Batches will be limited to single period and single transaction
•
Batches will be available for recall and modification before actual processing
•
The system will allow the selective posting of valid batches
The system will allow transactions to be made online or on batch processing. In case
of batch processing, the procedure to be followed will be
•
If the system uses transaction batching then it will support batch control on
input. Agreement of batch controls will be mandatory before batches are
accepted for posting
•
Batch numbers will be allocated by the user
•
Batches will be limited to single period and single transaction
•
Batches will be available for recall and modification before actual processing
•
The system will allow the selective posting of valid batches
The system should provide facility so that ; It will be possible for bank statement
information to be entered, and a bank reconciliation statement automatically
produced
The system should provide facility so that ; It will be possible for specified account
balances to be automatically reallocated over a range of other accounts, according to
pre-determined apportionment ratios
The system will automatically transfer balance sheet account balances forward at the
end of each financial year, and make the Profit & Loss account balances zero
Projects
The “Projects” service will take care of the details of the various projects(expansion
works) that are run by the various Mandis.
The functional requirements of “Projects” are as follows:
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Requirements
The system will allow the capture of heads of funded projects carried out in the
Mandi with budget allocation and ceilings for each sub-heading
Whenever the ceiling or sub-ceiling as per budget is exceeded or nearing exceeding
alerts should be raised and the principal investigator of the project will be the
respective Mandi secretary
Integration with other modules
The Revenue & Expenditure module will be integrated with the Mandi management
services module, Payroll, Asset Management modules.
Queries & Reports
This sub module has the following services envisaged:
The reports given are illustrative and may change with user requirements. The
system should have the ability to generate user defined reports.
Services
Entry & Exit reports
Auction & Weighment reports
Shulk collection reports
Asset management reports
HR Management reports
Revenue reports
Budget Control reports
Expenditure Tracking
Transaction reports
Projects work progress report
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The Queries & Reports for Entry & Exit Management Module will be as follows:
Queries & Reports-Entry & Exit
Listing of all entries at the gate of a Mandi in a day by entering a Mandi code
An audit list of all fees collected at the gate with details of each item
List of total arrivals commodity wise, Mandi wise for a given period
The Queries & Reports for Auction & Weighment Module will be as follows:
Queries & Reports-Auction & Weighment
Listing of all auctions & weighments done at each Mandi in a day by entering a
Mandi code
A Total list of quantity weighed at the end of day details of item wise, trader wise
transaction
The daily auction rates of each commodity to be uploaded automatically in the NIC
website through a link.
The queries & reports for Shulk collection
Queries & Reports-Shulk collection
Listing of all Transactions done at each Mandi in a day by entering a Mandi code
A Total list of quantity weighed for each trader item wise, with Shulk payable
transaction wise
The Shulk payable list trader wise by entering a Mandi code.
The shulk collected summary mandi wise for any given period.
The Queries & Reports for Assets Management Module will be as follows:
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Queries & Reports-Asset Management
Listing of all assets in a department by means of entering a department code
List of all assets in an asset (general ledger) category by means of entering the
general ledger code
An audit list of all assets providing full details of each item
An audit trail of all additions in the period or year
Disposal audit trail that lists all assets disposed in the period or year
Period depreciation report that gives the depreciation for the period and cumulative
for each asset
Depreciation history report summarizing the depreciation by period of the year per
asset category
General ledger distribution report giving the values that need to be posted for the
period per general ledger account
Forecast depreciation report showing the expected depreciation over six userdefined periods
Insurance valuation report showing the gross and net values per location by asset
category
The system will allow generation of the following reports by department:
•
Asset register
•
Additions audit trail
•
Adjustment audit trail
•
Disposal audit trail
•
Period depreciation
•
Depreciation history
•
General ledger distribution
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•
Forecast depreciation
•
Insurance valuation
The Queries & Reports for HR Module will be as follows:
Queries & Reports-HR Management
The system will support Multi level enquiry
It would be possible to see all the Payroll ledger entries relating to a particular Mandi
or employee , if required
It will be possible to view all the vacancies across the state at different levels and
places
It will be possible to view all eligible candidates for promotions and transfers
The system will maintain HR file online for all employees
The system will be able to generate service history reports and show a list of due
promotions and transfers with retirements
The training needs of every department can be assessed online
Queries & Reports-Budgeting
The system will support accounts level enquiry with assigned budgets for every head
of Revenue and Expenditure
The system will generate a report of Budget compliance with variance if any for all
Mandis for a given period
The system will be able to generate a report on supplementary budget requisitions
and approvals
It would be possible to see all the Budget utilization Mandi wise for a given year
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Queries & Reports-Budgeting
The system will maintain a transaction history file online for at least 2 years or more
The user will be able to access transaction data as well as account level data
The system will allow wild-carding to be used in the selection and format criteria
Queries & Reports-Revenue
The system will support accounts level enquiry with assigned budgets for every head
of Revenue
The system will generate a report of Budget compliance with variance if any for all
Mandis for a given period
The system will be able to generate a report on supplementary budget requisitions
and approvals
The system would generate a printable report of the total revenue head wise for a
given period of time
The system will allow and generate a comparative report of two different periods of
revenue heads for the same Mandi
The system will automatically calculate the shulk collected with the apportionment
to Collectors’ Fund, Pension Fund and Others
The system will allow wild-carding to be used in the selection and format criteria
Queries & Reports-Expenditure
The system will support accounts level enquiry with assigned budgets for every head
of Expenditure
The system will generate a report of Budget compliance with variance if any for all
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Queries & Reports-Expenditure
Mandis for a given period
The system will be able to generate a report on supplementary budget requisitions
and approvals
It would be possible to see all the Budget utilization Mandi wise for a given year
The system would generate a printable report of the total revenue head wise for a
given period of time
The system will allow and generate a comparative report of two different
Expenditure heads for the same Mandi for a different period of time
The system will maintain a transaction history file online for at least 2 years or more
The user will be able to access transaction data as well as account level data
The system will allow wild-carding to be used in the selection and format criteria
Queries & Reports-Transaction report
The system will generate Transaction level report Mandi wise
The system will generate reports of transactions for all Mandis for a given period
Traderwise
The system will be able to generate a report on Market shulk collection Mandi wise
The system will maintain a transaction history file online for at least 2 years or more
The user will be able to access transaction data as well as account level data
The system will allow wild-carding to be used in the selection and format criteria
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Queries & Reports-Project progress report
The system will generate status report Mandi wise for the ongoing projects across all
the Mandis in the state
The system will generate reports of budget utilization by all Mandis for a given
period
The system will have provision for capture of all requests for supplementary budget
for projects Mandi wise
5.5
Miscellaneous Services
This module has the following sub modules:
Sub Modules
Grievance Redressal
E-Learning
Knowledge Management
Training
Grievance Redressal System
The objective of grievance redressal system is to allow internal and external
stakeholders to register the grievance through various channels, routing grievances
to the right officers, and monitoring the timeline and quality of disposal for providing
the satisfactory solution to the user’s problem in hassleless and cost effective
manner.
Grievance system will have provision to accept measurable feedback for measuring
the complainant satisfaction from system and quality of redressal.
The services envisaged are:
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Services
File/Register Grievance
Assign Grievance
Manage & monitor Grievance
Generate Grievance reports
The functional requirements of “Grievance Redressal System” are as follows:
Requirements
File Grievance
The system will able to capture the details of the grievance including contact details
of the individual filing the grievance, description of grievance, date & time, details of
specific location/individual concerning the grievance, reference to earlier grievance
registered (if any) etc.
The system will generate grievance number automatically
The system will be able to define the criticality and priority of the grievance based
on the nature of compliant
The system will allow to track status of complaints with complaint number
The system will be able to allocate the complaint to the concerned
department/facility based on the grievance details
Assign Grievance
The system will be able to retrieve grievance by grievance number
The system will be able to see other grievances being handled by investigator
The system will be able to see investigator’s performance in terms of time taken to
investigate grievance
Grievance Report
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Requirements
The system will be able to retrieve grievance based on grievance number
The system will be able to prepare report on grievance to Grievance Coordinator
and Grievance Officer
The system will be able to print report
The system will be able to recommend preventive / corrective measures
Monitor Grievance
The system will be able to view status of all grievances
The system will be able to generate statistics on time taken to report on grievance
The system will be able to sort reports on criteria like nature of grievance, location
where event behind grievance occurred, preventive / corrective action formulated
etc
The system will be able to edit investigator’s report
The system will be able to generate automated acknowledgements to complainants
The system will be able to reassign grievances to other investigators in case of delay
Integration with other modules
Grievance redressal module will be integrated with the HR Management, Farmers’
site, Traders’ site & RTI modules.
Content Management
Requirements
Content Management
The system will able to manage and maintain content for education and learning to
available online 24x7 with support to all the employees and other stake holders
The system will support content of all types of text, Images, Flash, Multimedia
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services
The system will offer suitable links to sites that offer related content on subjects of
interest in the field of Agriculture
Performance Metrics
The system would support standard online performance and evaluation metrics for
users
Training Management
The “Training Management” service will allow the management of training
requirements of the CGSAMB employees.
The functional requirements of “Training Management” are as follows:
Requirements
Design Training Calendar
The system will be able to show the vacancy position in the state with drill down
feature up to the departmental unit level
The system will be able to view the competencies of the employee in different views
like sub department wise, function wise etc.
The system will be able to show the color coded map showing the personnel’s
distribution having specific skill in the state
The system will allow sub departments to design the training plan
The system will allow the department to post the training plan to Director, CGSAMB
The system will consolidate the training plan and show training catalogue including
all trainings
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Requirements
The system will allow scrutiny/modification/addition of trainings in training plan
The system will allow feedback from HoDs on finalized training plan by the training
sponsor
The system will allow competent authority to finalize the training plan
The system will allow to distribute the training among the training institute in the
state
The system will generate the office orders to respective training institutes with
details
The system will allow training institutes to post their readiness for conducting the
training
The system should capture the trainings with all required attributes like objective,
target audience with qualification criteria, trainers, tentative cost etc.
Make Training Request
The system will be able to show all the scheduled training to the employees
The system will allow enrolment to one or more training from employee
The system will also capture the new training request from the employees which are
not displayed by allowing him to add new training
The system will show all trainings to employee clearly differentiating trainings under
training calendar and requested by his colleagues
The system will show the mandatory trainings for employee with details like
schedule, place trainer etc.
The system will capture the feedback from all employee on training attended. This
should be mandatory and time bound functionality.
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5.6
Access Channels
The sub modules are:
Call Center
SMS Gateway
Krishi information centers
Call center:
The services envisaged are:
Services
Information services
Registration services
Krishi Counselling
Grievance handling
Requirements
Information Services
The system will able to register, manage and maintain calls received through the
IVRS and be able to disseminate the required information to all callers
The system should support content of all Agriculture related information through
links
Registration Services
The system will be able to make a onetime registration of callers linked to their
phone number and once registration is done all callers to be automatically identified
by the system and details displayed on the screen
Krishi Counselling
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The system should provide information support for all agri related queries and
practices to enable the call attender to guide the caller with the right information
Grievance Handling
The system should interface with the Grievance Redressal module. It should
facilitate register, store and forward of all grievances for suitable resolution.
The system should generate reports of Grievance handled for a period of time with
complete history from registration to resolution with the user details, date and
time.
SMS Gateway:
Services
Mobile number registration
Information services
Requirements
Mobile Number Registration
The system will able to register, manage and maintain all users’ mobile numbers
with their demographic details
The system should automatically send SMS messages through a GSM modem to all
the registered mobile numbers at one click.
The system should perform a check for DND registration of mobile numbers before
sending the message.
The system should generate and store reports of messages sent with the delivery
reports
Information Services
The system will be able to monitor a message of 160 characters and if the message
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Requirements
exceeds automatically send as two messages
The system to generate a report every month of total messages sent with number of
failed deliveries and the reason for the same.
Krishi Information Centers
This has the following services:
Services
Krishi registration
Krishi Information services & Counselling
Requirements
Krishi Registration
The
system
will
able
to
register,
manage
and
maintain
all
users’
(Farmers)demographic details with land holding pattern through common
facilitation centers
The system should capture the Mobile number of the Farmer
The system should provide due authentication to the registered user through a
username and password
Krishi Information Services
The system will be able to disseminate information on request by the registered
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Requirements
users.
The system shall provide links to information on rates, weather forecasts, other
facilities and services or special camps organized for the benefit of the farmers.
5.7
Management Information System (MIS)
The various services under the Management Information System module are given
below:
Services
Management Dashboard
MIS Reports
Management Dashboard
The “Management Dashboard” service will allow the display of dashboards for KPIs
that will allow for better management, including tracking, of Mandi wise
performance.
The functional requirements of “Management Dashboard” are as follows:Requirement
The system will display in graphical view on dashboard pattern various KPIs like:
•
Total Arrivals (Mandi wise, Commodity wise)
•
Total Arrivals (Mandi wise, Quantity wise)
•
Total Revenue generated(Mandi wise)
•
Total Expenditure made (Mandi wise.)
•
Total supplementary Expenditure made
•
Total capacity utilization of infrastructure
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MIS Reports
The “MIS Reports” service will allow the generation, preview and printing of various
reports useful for efficient management of the Mandis.
The list below is illustrative and is in addition to the various queries and reports that
have been listed out in the various modules The system should have the capability to
generate customized user defined reports .
The system will have the ability to generate, preview and print the following reports:
Requirements (Illustrative)
Revenue profile Trader wise
Revenue profile Mandi wise
Revenue profile Transaction wise
Expense profile Trader wise
Expense profile Mandi wise
Expense profile Farmer wise
Expense profile Transaction wise
Exception report on deviation from set of parameters for Shullk collection, Rentals
collection, Renewal fees collection.
Farmer registration statistics
Trader license & registration statistics by Mandi, date, area, district wise
Hamal license and registration statistics by Mandi, date, area, district wise
Demographic profile of Farmers with specific diagnosis
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Requirements (Illustrative)
Trends in agricultural output area wise
Schemes & subsidies beneficiary Statement Mandi ,date, area, district wise
Performance indicator reports like:
•
Total arrivals handled
•
Waiting time before effective transaction
•
Average Length of processes
•
Average Turn Around Time
Additional Reports
Graphical
Total Mandi Performance
Daily Revenue & Expenditure Statistics
Date-wise all Transaction Statistics
Month-wise all Transaction Statistics
Summary Reports
Mandi wise Break-up of Revenue and Expenditure year wise
Arrivals commodity wise, Quantity wise, Year wise
Arrivals commodity wise, Quantity wise, Mandi wise
Mandi wise budget for Revenue & Expenditure with variance year wise
Mandi wise Revenue statement
Mandi wise Expenditure Statement
Summary of shulk collected Mandi wise, District wise
Summary of reserve fund, Pension fund, Vikas Nidhi, Others etc
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Requirements (Illustrative)
Automatic report generation to Panchayat deputy Director with details of total
collections, Collectors’ fees, Revenue due Mandi wise, District wise
MIS Reports
Reports of Daily arrival, rates commodity wise to AGMARK, NIC, Collector of
respective Districts sent automatically
Printable Reports generated on Arrivals, Commodity rates, Revenue & Expenditure
Cost Reports
Centralized Mandi Master
Income-Expenditure Statement
Mandi Based Income Expense Statement
Mandi Wise Income Expenditure
Desk Reports
Daily Reports of Arrivals, Rates, Fees collected, Outstanding receivables
5.8
RTI Module
RTI is a centralized application which is used for dissemination of information under
RTI and also to keep track of the RTI applications filed by the information seekers.
Application shall be hosted at the State Data centre and users can access the
application through the Mandi portal. PIOs/ CGIOs and other competent authorities
have to authenticate using their credentials, as otherwise citizens can access the
information with out the authenticating process. All the data shall be stored under
the category “RTI Data” and this module shall access the data from other modules
for public dissemination of data as per RTI Act.
Services provided under this application are
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Services
RTI Information (Public dissemination)
RTI application formats
Status check
MIS report
Functional Requirements
RTI Information
The system shall enable general users to access the requisite information under RTI
act
The system shall capture and store the basic details like Name, Age, Address & EMail ID of a person requesting the information under RTI
The system shall accept applications under RTI from the users online and assign a
Unique number
The system shall have the ability to generate a reply confirming the receipt of
application and giving the allotted reference number
RTI Application Formats
The system shall enable users to download printable formats of the prescribed
application form under RTI act
The application shall be customizable in future based on the changed requirements
Status Check
The system shall enable users to track their application online to know the status
The users shall be able to track their application using the unique number allotted by
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the system at the time of filing
MIS Reports
The system shall enable users to generate customized reports on the RTI module
5.9 Non-Functional Requirements
S.
Non-functional Requirements
No.
1) Technical Solution Architecture Requirements
The MMIS solution needs to be architected using robust and proven software
technologies like Service-Oriented Architecture (SOA) and open industry standards.
The solution architecture should be built on sound architectural principles enabling
fault-tolerance, high-performance, and scalability both on the software levels.
a) Software Architecture Requirements
Software architecture must support web services standards including XML, SOAP,
UDDI and WSDL
Software architecture must support appropriate load balancing for scalability and
performance
Software architecture must support flexibility in adding functionalities or
applications.
Software architecture components should utilize the high availability, clustering,
and load balancing features available in the proposed hardware architecture to
increase system performance and scalability features.
Software architecture must support trace logging, error notification and resolution
and exception handling.
2 Development, Testing, Staging, and Production Requirements
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Propose appropriate development, test, and staging hardware environments and
explain how they are related to production environment. Bidders are required to
explain how the development, test, and staging environment support the
implementation activities of MMIS Solution.
Development and test environment should include configuration management
capabilities and tools for system configuration, versioning scheme, documentation,
change control processes and procedures to manage deployment of solution
deployment.
The test, development, and staging environment should include required
workstations, desktops, and tools appropriate to support development, testing, and
staging, and deployment tasks.
The development, test, and staging hardware environments must include similar
operating systems, software components, products, and tools to those of
production environment.{ this is to be done at the premises of Selected SI}
The development, test, and staging environments should be independent logically
and physically from the production environment and of each other.
The development environment should be used for development and should be
configured to allow access for developers’ workstations.
The staging environment should be used for functional and user acceptance testing,
stress testing, and performance benchmarking.
The test environment should be used as a testing environment of MMIS Portal
Solution and its software components and products. The test environment should
be a scaled-down configuration of the production environment.
a)
Security Requirements
Provide a secure solution at the software level, and access level.
Authentication, Authorization & Access Control
Implement necessary security mechanisms to enable secure login and authorized
access to portal information and services.
Encryption
Ensure confidentiality of sensitive information and data of users and
portal information.
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b)
Monitoring and Management Requirements
The Central MMIS Solution should provide monitoring and management of the
entire Solution including all software components and application.
The monitoring and management should monitor health of the solution It should
provide proactive monitoring, alerting and reporting.
c)
Performance and Scalability Requirements
Bidders are required to design the overall MMIS Central Solution with high
performance and scalability to handle increasing number of users.
Bidders are required to deliver MMIS Solution that provides measurable and
acceptable performance requirements for various user groups, channels, and
connectivity bandwidths.
Bidders are required to provide optimal and high performance Portal Solution
satisfying response time for slow Internet connections and different browsers.
d)
Implementation Requirements
The Implementation Agency will be required to work closely with the Department
and perform detailed functional requirements and analysis of MMIS Solution to
confirm and document functional / system requirement specifications for the portal
and its applications to fulfil its objectives.
The Implementation Agency will be expected to carry the complete implementation
and deployment of the MMIS within the timelines specified in the RFP.
The Implementation Agency is expected to develop, test, stage, and deploy all
functional modules of the MMIS software components of technical & functional
requirements
e)
Project Management
Provide an implementation plan illustrating all functional analysis, development,
testing, staging, and deployment activities.
Specify and describe the different phases and activities of the project. It is very
important for the Department that the Bidders provide a quality implementation
plan covering all aspects of the project. The plan shall clearly specify the start and
end dates (relative to contract signing) of each of the project phases specifying key
milestones allowing visibility of project progress.
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Use standard project management tools such as precedence diagrams, critical path
charts, etc. to create and manage implementation plan and schedule. The table
below shows the minimum stages and deliverables:
Stage
Activities
Functional &
Requirements
Analysis
•
Define Functional
Requirements
•
Software Requirements and
Specifications Document
•
Requirements
management
•
Detailed Scope of Work
•
Work Breakdown Structure
•
Detailed Project Schedule
•
Data Migration Plan
•
•
Design
Development
Deliverables
Prototyping
Documentation
•
Data Migration
Preparation
•
Solution Architecture
Design
•
Design Specifications
Documents of solutions
•
Data Schema design
•
User Interface Design
Specifications
•
User Interface Design
Integration & Interfaces
Design
•
•
Integration Design
Specifications
Prototyping design
Validation
•
Data design and migration
•
•
Documentation
•
Software installation,
configuration, and
customization
•
Development Plan
•
Updated Design Document
Installation and
configuration
•
Installed software
•
Functional modules & Portal
Solution
•
Problem reporting
•
•
Development
•
Unit Testing
•
Documentation
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Testing
•
System Testing
•
Complete Test Cases
•
Integration Testing
•
Test Plan
•
Stress Testing
•
User Acceptance Criteria
•
User Acceptance Test
Results
•
Problem reporting
•
Problem resolution testing
•
Data Migration Testing
•
Deployment
Completed Test Cases
•
Data Migration tests
•
Documentation
•
Training courses and
sessions
•
Knowledge Transfer and
training plan
•
Operations Planning
•
Operations Plan
•
User Manual
•
Operations Policies and
Procedures
•
Operations Manuals
Provide a comprehensive project implementation plan covering (but not limited to):
a. Project planning,
b. Work allocation,
c. Progress tracking and monitoring, and
d. Reporting to Department.
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6.
6.1
Implementation Plan
Implementation Model
It is suggested that the project implementation will be done in two phases:
Phase I: The Mandi Board desires to implement MMIS in 10 selected Mandi Yards,
Four (4) Regional Offices and Head Office in Raipur i.e. total 15 Locations. In addition
to this FIFC has to be implemented in 12 selected Mandi Yards. For both of these the
present RFP is published.
Phase II (Optional): Mandi Board after reviewing the successful implementation of
Phase I may extend MMIS and FIFC in further Mandis after mutual consent with the
successful bidder
Operation & Maintenance:
Mandi Management and Information System (MMIS):
The successful vendor has to operate MMIS application for a minimum period of 3
years after the Go-Live of the system. During the first year of maintenance, the
complete solution has to be maintained and operated at all Mandis by the vendor by
deploying required resources at each Mandi, regional office and head office.
Subsequently during the 2nd year of operation and maintenance the operational
resources of the selected vendor will work together with the Mandi staff as
handholding and "learning by doing" and there-after in the 3rd year of operation and
maintenance, the Mandi staff will operate the whole system under the supervision
of the vendor's operational resources. However the maintenance of complete MMIS
system and the installations in various Mandis shall be the responsibility of the
vendor which may be extended further as Annual Maintenance Contract to be fixed
for subsequent years.
Farmer Information and Facilitation Centres (FIFC):
FIFC system has to be solely operated by the vendor staff in all Mandis (10 Mandi
Yards, 4 Regional Office and Head Office) initially for 3 years which can be extended
if required for subsequent years or new vendor can be selected (if required). The
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maintenance of complete FIFC system and the installations in various Mandis shall
be the responsibility of the vendor which may be extended further as Annual
Maintenance Contract to be fixed for subsequent years.
It is suggested that the implementation of the project will be done following hybrid
BOT model with the payment to the Implementation Agency done as per the
schedule given in the next section.
6.2 Payment Schedule
Payments to the IA shall have two components.
•
Initial Payments
•
Equated Quarterly Installment (EQI) Payments
The total Payment amount will be equal to the amount specified in Financial Bid of
the Bidder. Payments will be released only on satisfactory acceptance of the
deliverables for each component as per the following schedule:
S. No
I
Payment Schedule
Fee Payable
Remarks
Initial Payments
1.
Advance Payment
15% of
amount
the
quoted Payable
against
Bank
Guarantee for an amount
equal to 15% of the quoted
amount. This amount will
be retained till the final
2.
3.
On acceptance of SRS
and SDD documents.
15% of
amount
the
RFP 20% of
Selection
of amount
the
Preparation
and
of
Hardware Vendor.
quoted
installment
payment
close
the
of
or
project,
whichever is later.
SRS and SDD Sign off by
CGSAMB
Quoted
Signing
of
Contract
between
Hardware
Vendor and Mandi Board
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4.
Successful setting-up 10% of
of Farmer Information amount
the
Quoted
and Facilitation Centre
On launching of 12
Farmer Information and
Facilitation Centres.
in 12 Mandis
5.
Upon Final acceptance 10% of
Test (FAT) and past amount
data
entry
of
the
Quoted Payable on FAT
and
completion of Data entry
all
attributes till the date
II
7.
of roll out.
EQI
Payable every quarter The remaining 30 % will
beginning after Final be paid as EQI’s during
the
Operation
and
acceptance test
Maintenance of 2 and half
years (3% each in 10
EQIs).
Payable
on
successful
maintenance
report
by
designated
and
the
by
SLA
officer
CGSAMB
Board. The Operation and
Maintenance Penalties, if
there
is
deducted
any,
will
from
be
the
quarterly payment.
EQI Payments to the IA shall start after the user acceptance of all the MMIS
modules. The EQI payment period will be Two Years 6 Months.
The payment to IA shall be made after lapse of each quarter based on the receipt of
invoices along with following supporting documents:
•
A Report from the Monitoring tool
•
Any other document necessary in support of the service performance
acceptable to CGSAMB
•
The payment would be calculated after deducting applicable penalty clauses
under the SLAs defined.
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7. Technical Requirement Specification
Some of the Key considerations that the Implementation Agency (IA) should aim for
while designing the MMIS software solution are:
Scalability
(i)
All components of the MMIS information system must support
scalability to provide continuous growth to meet the requirements
and demand of Mandi board. A scalable system is one that can
handle increasing numbers of requests without adversely affecting
the response time and throughput of the system.
(ii)
The MMIS should support both vertical scalability (the growth
within one operating environment) and horizontal scalability
(leveraging multiple systems to work together on a common
problem in parallel) by the use of Load balancers and High
available servers.
(iii)
A scalable MMIS shall easily be expanded or upgraded ondemand. Scalability is important because new components are
constantly being deployed, either to replace legacy components or
to support new missions.
(iv)
Expected numbers of users of the web-based system during the
first year are 3000 users. Users are expected to grow @15% per
annum
(v)
Expected numbers of concurrent web-based users during the first
year are 100 users. Concurrent users are expected to grow @2-3%
per annum
The system proposed for MMIS should have proven track record for a similar
scalable environment. The IA need to provide documentary evidence to substantiate
the same.
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Availability
The SOA and the middle ware components should provide adequate redundancy to
ensure high availability of the MMIS applications. Designing for availability assumes
that systems will fail, and therefore the systems must be configured to mask and
recover from component or server failures with minimum application outage. All the
components of the MMIS should support SNMP protocol for the effective monitoring
and management.
MMIS information system should be available for 99.9% of the planned up-time. The
accepted “planned” downtime is 30 minutes per month..
Interoperability
The entire system with all subsystems should be interoperable conforming to
guidelines and standards, in order to support seamless information flow and
integration. Operating systems and storage technologies from several suppliers must
interact well with each other. These systems should support the open architecture
solutions such as XML, LDAP, SOAP, etc. where information/data can be ported to
any system, whenever desired.
Performance
The system should provide fast and steady response times (Quality of Service). The
maximum user response time should be less than 5 seconds and average response
time should be less than 5 seconds for the next screen to appear or the existing
screen to refresh for submission of data. The speed and efficiency of the system
should not be affected with growing volumes, especially during search operations,
data warehousing, reporting, MIS, online processes and batch processes.
The system should be operational with good response time using low band width in
the location of about 15Kb per user.
The system should support high variance in frequency as the volumes are not
expected to be constant and may be subjected to variances in user behavior due to
festivals, seasons, economic state of the country, regulatory changes, behaviors of
intermediaries, etc.
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Security
The solution must provide an end-to-end security blanket to protect MMIS
applications, services, data and the infrastructure from malicious attacks or theft
from external (through internet) and internal (through intranet) hackers. The
proposed system should also endeavor to make use of the SSL/VPN technologies to
conduct secured communication between Applications and its end-users..
Platform Support
•
All the applications system including database, Application Server and Messaging
backbone should be available on all major operating systems
1) Linux (32 and 64 bit)
2) AIX
3) Solaris
4) Windows
•
J2EE based applications can be remotely deployed across all application servers using
the web based interface
7.1
Policies, Guidelines, Standards and Security
Policy and guidelines are the guiding principles for the overall MMIS architecture.
Any component envisaged should strictly adhere to the policies and guidelines laid
out. The MMIS solution should follow the open standards and other technology
standards that are given in this RFP.
7.2
Security Architecture
The highest level of security is required for MMIS solution. A detailed security policy
should be adopted in the system. The software should be developed employing
coding standards for security. Security audit should be performed on the system to
assure threat from hacking and intrusions. The guidelines with regard to the security
of data should be adhered.
The following points should be adhered while developing the solution for MMIS
Information System:
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a) A single login should be provided to a user for the complete application.
b) Login filters should be built-in.
c) Time-out should be built-in for inactivity, and the access should get locked, so
that a reauthorization is required to continue.
d) Multiple accesses using a single login account should not be possible.
e) Last login for every user should always be displayed.
The password policy should include the following:
a) Password for authentication should be sent to the server in an encrypted
form.
b) User should be able to change his/her password whenever required.
c) A password policy for the users should be formulated and implemented.
There should be facility of Audit Trails with following features:
a) Audit trails should be built at the application level
b) A policy for audit generation, review and retention should be formulated and
implemented.
The Backup and Recovery Policy should include:
a) A rugged backup policy with detailed procedures should be formulated.
b) Audit trail for the database and procedures for database recovery from the
audit trail should be developed.
7.3
End-point Security
It is imperative that the applications do not become the target of hackers and
security is not compromised. To ensure user security, the following features should
be followed:
a) Role based access shall be provided based upon user category
b) User credentials shall be stored in an encrypted format
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7.4
Application Security
Some of the application security aspects to be ensured are:
a) The application should have a centralized security management foundation
that would enable delivery of application and data to internal and external
users in a secure manner.
b) Users would be required to login using a username and password to access
the application. Access to only those application resources would be provided
that the user has authority to. Thus, authorization and authentication aspects
must be ensured. Identity management solutions can be used for the same.
7.5
Information Security
Information security standards such as ISO 27001 should be maintained. The
following guidelines are to be adhered to:
a) Inventory of Assets: Maintaining an inventory of all hardware and software
assets
b) Information classification: Information in the system to be classified as Public
and Confidential.
c) Access control: Access to restricted part of the application will be provided
only after approval from concerned head, Joint Directors, Director etc
External Interfaces: The MMIS should easily interface with the external systems as
well with the Legacy applications and external systems include Unique ID, and all
related departments and any other systems of departments of Government of India
(GoI) / Government of Chhattisgarh.
The solution architecture that the Implementation Agency develops for the MMIS
should be based on sound system principles and best practices with interfacing
channels and allows easy sharing of information.
MMIS enables the systematic sharing of information between systems and
stakeholders to improve service delivery.
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7.6 Data Migration Plan
The Bidder should evolve a Data migration plan for Master data and Historical data
of CGSAMB.
Master Data
The Accounts branch, of respective Mandis/ Mandi Board has a Financial
Management running. Office has project related data in Fox pro based utility. Thus
Mandi Board /Mandi has, some of the master data for Finance, Construction ,
details already captured in the existing applications, however, there is a need
of Master data entry for other sections of Mandi Board 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 it approved from Mandi
Board.
Mandis 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 MMIS would be capable of entering the Historical data at any stage.
For the purpose of data creation, the following needs to be provided by the IA and
approved by the CGSAMB:
1. Data entry screens
2. How physical data will be handed over by the department and
how the same data will be returned back to department.
3. Roadmap for adequate manpower with data entry skills
4. Hardware and software setup within the data entry location.
5. Integration of the data created with application software
6. Quality checks to ensure error free data
7. Data cleansing validation Plan
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8. Data migration plan.
Terms & Conditions of Data Entry
The bidders will estimate the volume of data to be entered in consultation
with project coordinator, Mandi Board as per the requirement of various acts
applicable and bye-laws and schedules of Mandi Board 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 us. 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 characters. Scanning charge per page shall also be quoted
separately 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 M.C. and
Mandi Board. 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
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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
5 Years
Receipts
5 Years
Description
Period
Register
of
sale
and
purchase
of
Register of Licences
10 Years
agricultural
10 Years
Provident Fund Register
10 Years or till all account to which
Service books of the employees
it relates are closed
10 Years after retirement
or
death
Register of proceedings of the Board or Permanently
Committee or Sub – Committee
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
Security Bonds
have effect
- 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
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Files about the appointment, removal 50 Years
and dismissal of employees
Other record which the Board or
Committee may decide to preserve
Such period (not less than 10 years)
as may be prescribed by the Board
or committee.
for more than three years
In addition to the above, legacy data as identified by Mandi Board, shall be
maintained for a period not less than 10 years.
7.8
Operational Support
The Implementation Agency will be responsible for the overall maintenance of the
software and to provide the necessary support so as to make the MMIS self
sustainable in the long run. The IA shall provide Operation and Maintenance (O&M)
support for the MMIS for Two years and Three months from the date of Go-Live.
However the IA shall continue to provide O&M support during the implementation
of the system and provide the O&M support for any of the additional equipment
procured under this contract. The O&M should continue till the end of this contract.
The responsibilities of the Implementation Agency include, but are not limited to,
the following:
(i)
24X7 support for the all system and associated components of the
MMIS solution.
(ii)
Implementation Agency must provide necessary resources for full
time for the operational support.
(iii)
The Implementation Agency shall provide facility of re-installations, in
the event of system crash/failures.
(iv)
The Implementation Agency shall develop Standard Operating
Procedures (SOPs), in accordance with the ISO 27001 & IT
Infrastructure Library (ITIL) standards, for Portal. These SOPs shall
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cover
all
the
aspects
including
Infrastructure
monitoring,
management, data backup & restoration, security policy, business
continuity & disaster recovery, implementation procedures etc. The
Implementing Partner shall obtain sign-offs on the SOPs from the
CGSAMB and shall make necessary changes, on a half-yearly basis, to
the fullest satisfaction of CGSAMB or the competent authority as
appointed by the CGSAMB.
(v)
The Implementation Agency shall provide over all monitoring and
management of the systems implemented for MMIS Project
(vi)
The Implementation Agency shall provide 24x7 monitoring &
management of availability and security of the infrastructure and
assets, (including data, network, servers, systems etc) through the
Operations Center established for MMIS Project.
(vii)
The Implementation Agency shall provide Product Upgrades with
following functionalities:
a. Perform the patch management, testing and installation of
software upgrades issued by the Original Equipment
Manufacturer (OEM) / vendors from time to time. These
patches/upgrades,
before
being
applied
on
the
live
infrastructure, shall be adequately tested in a non-production
environment. Any downtime caused due to upgrading of
patches shall be to the account of the Implementing Partner
and it shall not be considered as ‘Planned Service Down-Time’.
b. At any point during performance of the term of the
agreement, should technological advances be introduced by
the IA for Information Technologies originally offered by the IA
in its bid and still to be delivered, the IA shall be obligated to
offer to the CGSAMB the latest versions of the available
Information Technologies having equal or better performance
or functionality at the same or lesser unit prices.
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(viii)
The Implementation Agency shall perform strict adherence to the
Service level agreement signed with CGSAMB
(ix)
The Implementation Agency must warrant that all the components
provided under this bid will be free from defects in design and
development etc. for the warranty period. If any issues remain
outstanding at the end of the warranty period, the warranty period
will be extended until CGSAMB is satisfied with the resolution of the
issues.
(x)
The IA shall operate the system for the contract period and ensure
smooth hand over.
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8.
Testing and Quality Assurance Requirements
The testing and quality assurance requirements are given in the following sections:
8.1
Pre-Commissioning Test
The bidder must provide in bid the details of the quality process that it will follow
during the assignment. The bidder will have to furnish the quality records to Mandi
Board, if required. The quality records will include but will not be limited to Review
Reports, Statistical Process Control (SPC) charts/Metrics (defect density, schedule
slippage etc.) etc. The bidder shall provide evidence, if any, of quality certification
the organization has achieved for software process.
Mandi Board requires thorough and well-managed tests methodology to be
conducted. The bidder must build up an overall plan for testing and acceptance of
system, in which specific methods and steps should be clearly indicated and
approved by Mandi Board. The acceptance test of system will be defined by the
bidder, agreed and approved by Mandi Board and include all the necessary steps to
ensure complete functionality, operation and performance of the system.
All level of testing will be conducted at appropriate sites. Testing must demonstrate
that the new systems should
Satisfy the technical performance and system functional requirement
criteria.
Perform according to detail functional requirements
Meet the basic system concepts
Satisfy the operational and technical performance criteria
Provide right information to each user group or provide the efficient
system navigation to process various queries or process transactions
The Implementation Agency must undertake the following:
outline the methodology that will be used for testing the system
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define the various levels or types of testing that will be performed for
system
provide necessary checklist/documentation that will be required for
testing the system
describe any technique that will be used for testing for system
Describe how the testing methodology will confirm to requirements
of each of the functionalities.
indicate how one will demonstrate to Mandi Board that all
applications installed in the system have been tested.
A Competent Authority from Mandi Board shall issue installation certificate to
Implementation Agency after successful installation.
8.2
Operational Acceptance Tests
Functionality
Mandi Board will perform operational acceptance test to verify that the functional
requirements specified for the system are actually met. All functions will be tested
by entering inputs with correct and incorrect data/format. Some of tests that will be
performed by Mandi Board are following:
(i)
Unit Test - Each module or Component should be fully tested
independently before integration.
(ii)
•
System Test
All specified functionality should exist. This testing verifies the as-built program's
functionality and performance with respect to the requirements for the software
product.
•
All System functions, including those that are accessed through menus, should be
tested
(iii)
Security- Attempt to break the password, Time-out facility on
dormant menu/screen etc shall be tested.
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(iv)
Stress Test - Finding errors that will show themselves under certain
combinations of events or data values. Heavy repeating of certain
actions or inputs
(v)
Reliability Testing - Testing the system for prolonged use at varying
levels, or, possibly, constant value at peak level
(vi)
Performance Testing - Testing to probe the system against prescribed
timing
(vii)
Audit Trail- Tracking critical transactions and Logging all critical errors
(viii)
Multi-User Capability - Test that the application system can support
several users
(ix)
Volume Test - Test to submit the system to large volumes of data
(x)
System Integration Test- System would be tested with respect to
integration aspect, testing all the integration requirements between
various modules and sub-modules
•
Test the compatibility of data to the higher version, as and when applicable
(xi)
Graphical User Interface (GUI) Test - The system will be tested for
GUI which will include but will not be limited to:
• Menus
• Message Boxes
• Keyboard Interface
• Cursor Management
• Visual Design
(xii)
User Acceptance Tests (UAT/FAT):
CGSAMB will form different user groups which shall be headed by a competent
officer appointed by Mandi Board for the UAT. These user groups would test the
application for the functionality, reliability and all other related tests. Once the users
are completely satisfies with the application, Implementation Agency should take a
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formal sign off from the competent officer appointed by Mandi Board for
acceptance of each module. Based on the sign off and user feedback, Mandi Board
under the technical guidance of Project Management Unit (PMU) would issue UAT
certification to the Implementation Agency for that particular module/ sub-module.
8.3
Test Documentation
Test procedures, test data, and test results should be documented in a manner
permitting objective pass/fail decisions to be reached. They should also be suitable
for review and objective decision making subsequent to running the test, and they
should be suitable for use in any subsequent regression testing.
Errors detected during testing should be logged, classified, reviewed, and resolved
prior to release of the software. Software error data that is collected and analyzed
during a development life cycle may be used to determine the suitability of the
software product for release for installation. Test reports should comply with the
requirements of the corresponding test plans.
The acceptance tests must demonstrate that the Implementation Agency has met
each and every requirement specified within the contract and has delivered an
effective operational system
8.4
Location of Acceptance Tests
All acceptance tests will be performed at the headquarters of CGSAMB at Raipur.
8.5
Acceptance Test Design & Execution
All the acceptance test criteria shall be specified by Implementation Agency and
finalized under the technical guidance of project Management Unit and the User
Representative authorized by the Mandi Board. The test criteria should be
comprehensive to address all aspects of testing the new systems. Extensive testing
would be carried out by the User Representatives with technical support from
Project Management Unit (PMU) of Mandi Board
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8.6
Fault Correction
The Implementation Agency will be responsible for correcting all faults found during
the acceptance process at no extra cost to Mandi Board.
8.7
Audit and Certification
Mandi Board will undertake an exercise of Audit and Certification of Mandi Board
system through a third party, as soon as the system implementation is completed
and the user acceptance is achieved. The following methodology will be adopted for
audit and certification:
(i)
Mandi Board will nominate a suitable neutral and technically
competent agency or agencies for conducting audit and
certification.
(ii)
The agencies nominated by Mandi Board shall establish
appropriate processes for notifying the IA of any deviations
from the norms, standards or guidelines at the earliest
instance after noticing the same to enable the IA to take
corrective action.
(iii)
Such an involvement of and guidance by the agencies will not,
however, absolve the IA of the fundamental responsibility of
designing, developing, installing, testing and commissioning
the various components of the MMIS to deliver the services in
conformity with the RFP, SLA and the agreement.
(iv)
All changes suggested by the audit shall be implemented by
the IA upon acceptance of the same by the Mandi Board.
8.8
Complete System Acceptance
At the end of the System Acceptance period, Mandi Board will acknowledge
complete system acceptance in writing to the IA upon completion of the following:
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(i)
Sign off from the competent authority of CGSAMB after completion
of various MMIS project activities like installation software, data
entry/migration, training etc.
(ii)
All required activities as defined in the bid document including all
changes
agreed
by Mandi
Board
and
delivered
by the
Implementation Agency and accepted by Mandi Board
(iii)
All required system functionality as defined in the bid document
including all changes agreed by Mandi Board and delivered by the
Implementation Agency and accepted by Mandi Board
(iv)
All required documentation as defined in this bid document
including all changes agreed by Mandi Board and delivered by the
Implementation Agency and accepted by Mandi Board
(v)
All required training as defined in this bid document including all
changes
agreed
by Mandi
Board
and
delivered
by the
Implementation Agency and accepted by Mandi Board
(vi)
All identified shortcomings/defects in the systems have been
addressed to Mandi Board complete satisfaction.
(vii)
Certification by a third party testing agency appointed by Mandi
Board.
The Implementation Agency must agree to above criteria for complete system
acceptance and further agree that:
• It will provide without additional charge to Mandi Board and in
a timely manner, all additional services and products not
identified and accounted within the proposal as may be
necessary to correct all problems which are preventing
acceptance.
• In order to accept the system, Mandi Board must be satisfied
that all of the work has been completed and delivered to
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Mandi Board’s complete satisfaction and that all aspects of
the system perform acceptably.
• The functional/logical acceptance of the system will only be
certified when the proposed system is installed and
configured according to the design and that all the detailed
procedures of operating them have been carried out by the
Implementation Agency in the presence of CGSAMB staff.
The acceptance certificate would be issued only after the certification by a third
party testing agency appointed by Mandi Board.
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9.
Training
9.1 General Requirements
The Implementation Agency should devise an approach and plan to provide training,
and also devise an appropriate model for assessing the efficacy of the imparted
training. The detailed training plan must be provided in the bid. Training should be
conducted in a language that is easily understandable to the end users and the
trainees.
The Implementation Agency is expected to clearly specify the following:
Brief description of those courses along with their estimated duration
Method of training delivery
Mechanism used for judging the entry and exit profile of a typical
department employee before and after attending each training
course, self-evaluation modes being proposed and feedback
mechanism to be adopted.
The Mandi Board will assess the same for quality, relevance and comprehensiveness
of the training materials / tools being used.
Implementation Agency should devise different type of training courses for different
set of employee profiles in the department. Indicative list of training courses are
given in table below (The list is indicative only. The Implementation Agency should
assess the requirement of training and propose accordingly. All the training
requirements related to MMIS required by Mandi Board has to be met by the
Implementation Agency):
Capacity Building & Training
MMIS Orientation
Call Centre Operator Training
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MMIS training for Operational level staff
MMIS training for Tactical level staff
MMIS training for Strategic level staff
Training
on
Kisan
call
center
Management
•
Training material / kits to be used should be proposed in the bid, and the
same should be arranged by the Implementation Agency during training
provision.
Note: The training manual/Material should be Bilingual-In Hindi & English
•
Training delivery will be conducted at department offices / sites as per
the convenience of MMIS. This will happen in logically made groups of
attendees and will be finalized by the Implementation Agency in
consultation with the department.
•
Implementation Agency should ensure that the knowledge transfer to the
Mandi Board staff happens effectively post training, during the project
implementation and maintenance phase as well.
10. Indicative Bill of Materials (BoM)
The hardware, middle ware and system software sizing, along with license
requirement and the indicative BOM should be provided by the bidder as a part of
the response to the RFP. The Successful bidder will have to prepare a RFP for
procuring the recommended equipments.
Board reserves the rights to evaluate and negotiate with the successful bidder on the
sizing and quantity of the items proposed if the board feels that the items quoted
have been exaggerated in the technical response. However the negotiation will not
affect the proposed SLA’s.
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11 Submission of RFP Response
11.1 Procedure for Submission of RFP Response
It is mandatory for the RFP Participants to respond to all sections of the Bid given in
the RFP document. Incomplete RFP responses shall be rejected. The RFP response
should be submitted to CGSAMB at the address given below:
The Managing Director,
Chhattisgarh State Agricultural Marketing Board
Beej Bhavan, Telibanda, Raipur -492001
Chhattisgarh State
Tel. No. +91-771-4240501
Fax No: +91-771-4094472
E-mail ID: cgsamb.mmis@gmail.com
11.2 Availability of RFP
The RFP will be available at the address given below:
The Managing Director,
Chhattisgarh State Agricultural Marketing Board
Beej Bhavan, Telibanda, Raipur -492001
Chhattisgarh State
Tel. No. +91-771-4240501
Fax No: +91-771-4094472
.
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11.3 Language of RFP Response
The RFP response prepared by the participants and all correspondence and
documents relating to the RFP responses exchanged by the Participants and
CGSAMB shall be written in the English language.
11.4 RFP Response Format
The bidder should submit response to the RFP with the following information in the
specified formats given in the annexure to this RFP:
a) The covering letter on the Official Letter Head mentioning the submission
of the RFP response
b) Proposed solution with Methodology to be followed, Solution
Architecture,
Functional
Architecture,
Platform
proposed
and
Implementation Plan
c) Proposed Bills of Materials.
d) Cost of the Assignment
The hard copy of the response shall be typed (in the case of external literatures,
technology papers, whitepapers etc. photo-copies are also acceptable) and shall be
signed by a person or persons duly authorized to sign on behalf of the Bidder. All
pages of the RFP response, where entries or amendments have been made, shall be
initialed by the person or persons signing the RFP response.
The Bid shall contain no alterations, omissions or additions, unless such corrections
are initialed by the person or persons signing the RFP response. If the RFP response
is made by an individual firm/company, it shall be signed by a representative
authorized for signing the RFP response. A letter mentioning the authorization
should be attached along with the response.
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11.5 Amendment of RFP Document
The Board may, for any reason, whether at own initiative or in response to a
clarification requested by a prospective Bidder, modify the Bidding document by
amendment. All such amendments shall be published in the portals mentioned
under section 12.1. All such amendments shall be binding on all the Bidders.
11.6 Key Events and Dates
S.
No.
1
DEPARTMENT
STAGE
RELEASE OF
RFP
DOCUMENT
2
3
4
DOWNLOAD OF RFP
PRE BID
CONFERENCE
RELEASE OF
AMMENDMENT
IN RFP (IF
REQUIRED)
6
8
9
START
DATE
TIME
EXPIRY
DATE
TIME
7/11/2012
11.00
7/11/2012
16.00
7/11/2012
16.01
26/11/2012
15.00
27/11/2012 16.00
29/11/2012
16.00
29/11/2012 16.01
3/12/2012
17.00
REMARK
26/11/2012 15.00
DOWNLOAD OF
AMMENDMENTS
OF RFP (IF
REQUIRED)
SUBMIT BID HASH
ONLINE PAYMENT
OF BID
SUBMISSION FEE
5
7
BIDDER'S STAGE
CLOSE FOR
BIDDER (SUPER
HASH)
SUBMIT BID HASH
ONLINE (ONLY
WITH ENCRYPTION
BY DEPARTMENT
PUBLIC KEY)
PHYSICAL
SUBMISSION OF
ENVELOPE A,B,C
AND D
3/12/2012
17.01 12/12/2012 12.00
ENVELOPE
A, B, AND
ENVELOPE C
12/12/2012 12.01
12/12/2012
15.00
ENVELOPE
A, B, AND
ENVELOPE C
12/12/2012 15.01
14/12/2012
17.00
ENVELOPE
A, B, AND
ENVELOPE C
SUBMISSION
OF
(ENVELOPE
14/12/2012 17.01 19/12/2012 17:00 A,B,C, AND
D BY POST)
WILL ALSO
BE
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ACCEPTED
10
11
12
OPEN
ENVELOPE A
EVALUATION
OF ENVELOPE A
OPEN
ENVELOPE B
13
14
15
16
PRESENTATION
EVALUATION
OF ENVELOPE B
PRICE/
FINANCIAL BID
ENVELOPE C
EVALUATION
OF PRICE
ENVELOPE C
(AND
INFORMATION
TO SUCCESSFUL
BIDDERS IN
NEGOTIATION
FILL NEGOTIATION
RATE (IF REQUIRED)
17
18
19
20
EVALUATION
OF
NEGOTIATED
OFFER
VIEW TENDER
RATE FORM
TENDER
AWARD
20/12/2012 17:01
21/12/2012
15:00
21/12/2012 15:01
21/12/2012
17:00
22/12/2012 11:00
24/12/2012
17:00
ENVELOPE A
ENVELOPE B
ONLY BY
QULIFIED
BIDDERS (TO
BE
INTIMATED
BY MAIL)
04/01/2013 14:00
05/01/2013 11:00
10/01/2013
16:00
10/01/2013 16:01
10/01/2013
17:30
10/01/2013 17:31
11/01/2013
15:00
11/01/2013 15:01
18/01/2013
17:00
18/01/2013 17:01
28/01/2013
17:00
28/01/2013 17:01
29/01/2013
17:00
29/01/2013 17:01
01-02-2013
17:00
ENVELOPE C
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12. General Eligibility & Instructions to Bidders
12.1 Procedure for Submission of Bids
As per the direction of the State Government of C.G. it is for the information for the
vendor who are interested to participate in bid process, that the whole bid process
shall be conducted Online. The bidding firm should follow the formalities to be
completed for online bidding. It is pertaining to note that the bid process shall be
done through following portals and sub-portals:
http://cgeprocurement.gov.in
http://samb.cgeprocurement.gov.in (sub-portal)
The bidders are advised to read the complete tender document carefully. The
Bidders need to pay the bid Submission Fee of Rs. 240/- Online only at the time of
Bid-Hash submission, as per the Key dates (Tender Schedule) given in the RFP
document. The bidders shall make the relevant payment using the payment option
available Online. To know the latest available payment options, bidders may visit
“List
of
Payments
accepted
Online”
Section
on
home
page
of
http://cgeprocurement.gov.in. The Bidders intending to participate in this Bid
Process are required to get registered/enrolled on the eProcurement website.
Registration/Enrolment on the eProcurement website is mandatory.
As the online Bids/ Templates are required to be digitally signed, bidders are
required to obtain Class – II Digital Signature Certificates (DSCs). The Bidders may
contact the eProcurement Support Centre for getting information on acquiring a
Digital Signature Certificate at "Saket", B 31, opposite Gulab Industries, Shailendra
Nagar, Raipur – 492 001, Tel. No. 0771-4079400, 4221020 or through Email ID –
raipur@nextenders.com or may also visit the Controller of Certifying Authorities
website (www.cca.gov.in).
The Bidders are also advised to get themselves trained on the operations of the eProcurement System. Bidders may get in touch with the Service Provider/
eProcurement Support Centre of the e-Procurement System, at the above address,
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for confirming the time and date for their training session. Bidders have to schedule/
confirm the training session before-hand itself.
The bidder shall submit one sealed Outer Envelope containing three separate sealed
envelopes super-scribing Envelope A, Envelope B and Envelope C for the
prequalification, technical bid and the commercial bid respectively in the following
manner:
Outer Envelope:
The outer Envelope will contain three sealed Envelope marked as Envelope – A:
E.M.D., Tender Document fees & Prequalification Documents, Envelope – B:
Technical Bid and Envelope – C: Commercial Bid. The outer envelope should be
sealed and the address of the bidder should be written on the cover.
Envelope – A: E.M.D, Tender Document fees & Prequalification Bid for Documents
The Envelop A should contain E.M.D. (Earnest Money Deposit), Tender Document
Fees and Pre-Qualification Documents. The E.M.D. and Tender Document Fees
prepared separately in the form of DD or other equivalent instruments should be in
favour of M.D. C.G. State Agriculture Marketing (Mandi) Board, Raipur and issued by
a nationalised bank.
Pre-Qualification Documents shall be submitted comprising of a letter describing the
pre-qualifying technical competence and experience of the bidder and also certifying
the period of validity of bids for 180 days from the last date of submission of the bid
along with information requested by board, in accordance with Section Named
“Prequalification Bid”. Each page of the prequalification bid should be signed and
sealed.
The hard copy of the prequalification bid along with EMD and Tender Document Fee
shall be placed in Envelope A super-scribing
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Envelope A: EMD, Tender Document Fees and Prequalification Bid
Pre-qualification Bid for _________
Tender No. ___________________
Last date of submission _________________________________________
If not Delivered Before ____________ Please Return to:
<Name & Address of the Bidder>
__________________________________
Envelope B: Technical Bid:
The Envelop B will contain Technical Bid document along with the supporting
documents.
The technical bid shall be prepared in the form and format as given in the document.
However the bidders may use free flow description of each section. They should
ensure that adequate information is given in the technical response to evaluate the
bid document.
The hard copy of the technical bid shall be a complete document, bound as a volume
and placed in separate sealed envelope super-scribing:
Envelope B: Technical Bid
Technical Bid for CGSAMB Tender No ________________
Last date of submission _____________________________
If not Delivered Before ________________ Please Return to:
<Name & Address of the Bidder>
__________________________________
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Envelop C: Commercial Bid:
The Envelop C will contain Commercial Bid document along with the supporting
documents as per formats given in section 17.2 Commercial Bid Formats.
The hard copy of the commercial bid should be placed in a separate sealed envelope
super-scribing:
Envelope C: Commercial Bid
Commercial Bid for CGSAMB Tender no. _____________________
Last date of submission: __________________________________
If not Delivered Before __________________ Please Return to:
<Name & Address of the Bidder>
__________________________________
Physical Submission:
It is important to note that all the documents in Envelope A, Envelope B and
Envelope C submitted online has to be submitted physically as a complete
document, bound as a volume, signed at each page in respective Envelopes superscribed as mentioned above, for verification according to the key dates mentioned in
Key Events and Dates in Section 11.6.
Vendors should ensure that Physical Submission are done on time. In case the
documents/bid are not submitted either online or physically the same bid shall be
treated as non-responsive and shall be summarily be rejected.
The outer sealed envelope containing three sealed envelopes (Envelope A, Envelope
B and Envelope C) mentioned above should be submitted to CGSAMB at the address
given below:
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The Managing Director,
Chhattisgarh State Agricultural Marketing Board
Beej Bhavan, Telibanda, Raipur -492001
Chhattisgarh State
Tel. No. +91-771-4240501
Fax No: +91-771-4094472
E-mail ID: cgsamb.mmis@gmail.com
In case of a discrepancy, the hardcopy of the response will prevail.
If there is any discrepancy in the commercial bid, the response will be considered as
non-responsive.
12.2 Pre-qualification bid
The Pre-qualification bid shall provide all evidences and references required
for the bidders to prove themselves that they qualify to bid as per the criteria
mentioned in prequalification Criteria. The format of Pre-qualification bid submission
along with the various certificates/ documents to be submitted are given in the
prequalification Criteria formats and the bidders are expected to complete all the
details as sought in that section. The selective documents expected as a part of the
pre-qualification bids are given below.
1. Compliance sheet
2. A letter on the bidder’s letter-head
(i)
describing the pre-qualifying technical competence and
experience of the bidder,
(ii)
certifying that the period of validity of bids is 180 days from the
last date of submission of bid, and
(iii)
Asserting that the bidder is quoting for all the items mentioned
in the tender.
3. All forms mentioned in prequalification format along with the requisite
documents asked in the respective forms to prove that the bidder meets the
eligibility criteria.
4. Solvency Certificate from its bankers.
5. Bid Security
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6. Power-of-attorney granting the person signing the bid, the right to bind
the bidder as the ‘Constituted attorney of the Directorate’.
7. Permanent Account Number (PAN) from INCOME TAX authorities of area
of operation of the bidder.
8. The Bidder shall submit an affidavit verifying that the bidder is not black
listed by any of the government agencies.
12.3 Bid Security
The bidder shall furnish, as part of his bid, a bid security in the form of DD/BG of
Indian Rupees Five Lakhs, drawn in favour of “The Managing Director, CGSAMB” in a
Nationalized Bank payable at Raipur.
The bid security would be forfeited in the following scenario:
a)
If a bidder withdraws his bid during the period of bid validity specified by the
bidder in the bid; or
b)
In the case of a successful bidder, if the bidder fails to,
(i)
Sign the contract within the stipulated time and
(ii)
Furnish performance security
The bid security shall be denominated in Indian Rupees, and shall be in the form of a
DD/BG issued by a Nationalized Bank. Any bid not secured with bid security amount
in the form of bank draft shall be rejected by CGSAMB. Unsuccessful bidder’s bid
security will be returned as promptly as possible but not later than 180 days after
the last date of submission of the bid prescribed by CGSAMB.
The successful bidder’s bid security will be returned upon furnishing the
performance security by the bidder according to the requirements. No interest will
be payable by MANDI BOARD on the amount of the bid security.
12.4 Consortium
As the project is of simple in nature and includes only application development
and maintenance, no consortium is allowed. The successful vendor will be
solely responsible for carrying out the entire project. However, if required, the
successful vendor can outsource the activities related to "Setting up of Farmer
Information and Facilitation Centers".
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13. General Information to Bidders
13.1 Cost of Bid Submission
The bidder shall bear all costs associated with the preparation and submission of
the bid, including cost of presentation for the purposes of clarification of the bid.
CGSAMB will in no case be responsible for those costs, regardless of the conduct or
outcome of the bidding process.
13.2 Site Visits
The Bidder may wish to visit and examine project sites, and revalidate all the
information required for preparing a response to the bid. The cost of such visits to
the Sites shall be at the Bidder's expense. The Bidder and any of its personnel or
agents will be granted permission by CGSAMB to enter its facilities for the purpose
of such visits, but only upon the condition that the Bidder, its personnel, and
agents, will indemnify the CGSAMB from and against all liability in respect thereof,
and will be responsible for death or personal injury, loss of or damage to property,
and any other loss, damage, costs, and expenses incurred as a result of such
inspection, undertaken by the bidder. The Bidder shall at his/her own risk, peril,
cost and liability undertake site visits to designated facilities in the state.
13.3 Content of the Tender Document
The bidder is expected to examine all instructions, terms, forms, and specifications
in this document. Failure to furnish all information required by the RFP document
or submission of a bid not substantially responsive to the tender document in
every respect will be at the bidder’s risk and shall result in rejection of the bid and
forfeiture of the bid security.
13.4 Clarification of Tender Document
A prospective bidder requiring any clarification of the tender document may notify
CGSAMB in writing at the correspondence address before the date mentioned in
RFP. CGSAMB will respond to those requests within a week of submission of the
queries.
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13.5 Corrigendum/Addendum of RFP
At any time prior to the last date for receipt of bids, CGSAMB may, for any reason,
whether at its own initiative or in response to a clarification requested by a
prospective
bidder,
modify
the
tender
document
by
issuing
an
Corrigendum/Addendum. The Corrigendum/Addendum will be published in the
portal and will be binding on them.
In order to afford prospective bidders reasonable time in which to take the
Corrigendum/Addendum into account in preparing their bids CGSAMB may, at its
discretion, extend the last date for the receipt of bids.
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14. Evaluation of Bids
A Three-stage procedure will be adopted for evaluation of bids, with the PreQualification, Technical Evaluation and thereafter Commercial Evaluation. Pursuant
to the pre-qualification criterion, Bidders will be short-listed for Technical Bid.
CGSAMB will assign points (quality of services score) to the technically qualified
Bidders based on the technical evaluation criterion as mentioned in the Tender. The
commercial bids for the technically qualified Bidders will then be opened.
14.1 Pre Qualification Criteria
Sr.
Criteria
Documents to be provided
The response can be submitted by an
Power
individual organization signed by the
resolution
No.
1
of
Attorney/
authorized signatories of the company.
2
Bank draft of Rs.10,000/- in favour of
Bank Draft issued by a
Managing Director, Chhattisgarh State
nationalized bank payable
Agricultural Marketing (Mandi) Board is
at Raipur.
enclosed
3
The
Bidder
should
be
a
company
Certificate of incorporation
registered under the Indian Companies
Act, 1956 and operational for the last ten
years. The bidder should have an office in
India, which is operational.
4
The Bidder should be an established IT
Work Orders confirming
Solution Provider and should have been in
year and area of activity/
the business of Software Development
Memorandum and Articles
and associated Operation & Maintenance
of Associations.
for a period of five years as on
31.03.2012.
5
The Bidder should be a profit making
Chartered
Accountant
organisation and has positive net worth in
certificate for Net-worth.
each of the preceding three financial
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Sr.
Criteria
Documents to be provided
No.
years averaging to minimum Rs 100
crores.
6
The Bidder should be an IT-solutions-
Copy of work order and
provider incorporated in India and having
completion certificate from
successfully implemented or at the
the
process
of
execution
Software/Application
Maintenance
project
at
client
/
client
least
3
certificates mentioning the
development
&
progress of the project.
for
Govt/Quasi
Govt/PSU in India as evidenced by:
Client reference details for
the 3 projects
Purchase orders relating to the 3 projects
summing up to Rupees Twelve Crores or
more (> Rs 12 Crores)
At least 1 among the above projects
preferably be in Chhattisgarh.
7
The bidder should have experience in
Copy of work order and
rolling out software application (ongoing/
completion certificate from
completed)
the
in
multiple
locations
in
client
/
client
Govt./Quasi Govt./PSU in India. The
certificates mentioning the
number of location should not be less
progress of the project.
than 10 in a single project and the value
of the project should not be less than 1
crore.
8
The Bidder should have the following
Copy of the certificates
certifications:
9
•
ISO 9001:2008
•
Valid CMMi Level 3 Certificate
The bidder should have a workforce of
Certificate from HR needs
not less than 400 IT Professionals in the
to be enclosed as proof of
direct payroll. The minimum criteria of the
minimum criteria of the
workforce should be BE/BTech/MCA or
workforce
eqivalent.
10
The Bidder should not be under a
Declaration in this regard
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Sr.
Criteria
Documents to be provided
Declaration of Ineligibility for corrupt or
by the authorized signatory
fraudulent
of the Prime Bidder
No.
practices
or
currently
blacklisted with any of the Government
agencies anywhere in India.
14.2 Evaluation of Technical Bid
Only the bidders who have qualified in the prequalification evaluation will be eligible
for Technical Evaluation. CGSAMB may request the Bidders to make a presentation
on their proposal to the Technical Evaluation Committee to be constituted for the
purpose. All the Bidders who secure a Technical Score of 70% or more will be
declared as technically qualified. The commercial bids of only the technically
qualified Bidders will be opened for further processing. It is, however, clarified that,
subject to other provisions of the RFP, every Bidder will have to fulfill the minimum
technical specifications laid down for being qualified technically.
In order to assist in the examination, evaluation and comparison of Bids, CGSAMB
may at its discretion ask the Bidder for a clarification regarding its Bid. The
clarification shall be given in writing immediately, but no change in the price
shall be sought, offered or permitted. However, while giving a clarification, a
Bidder may offer a higher specification or model without any impact on Financial Bid
to be opened subsequently.
Following will be the technical evaluation scheme:
(i)
Each Technical Bid will be assessed for technical score on a scale
of 1 (minimum) to 100 (maximum) points
(ii)
Only the bidders, who score a total Technical score of 70 (Seventy)
or more and satisfying the minimum cut-off of the Fitment to the
Requirement as given below, will qualify for the evaluation of their
commercial bids.
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14.3 Technical Evaluation Methodology
The following criteria shall be used to evaluate the technical bids:
Minimum
Sr.
Particulars
Marks
Cut
off
No.
marks
Total Score
1.
Bidders’ Capability
100
70
35
25
Annual Turnover as evident from Copy of the
audited profit and loss account of the company
showing average turnover of the company for last
1.A
three years.
7
>300 Cr – 500 Cr : 5 marks
500 Cr – 800 Cr : 6 marks
800 Cr and above: 7 marks
Specific experience in Software / Application
Development Projects (ongoing/completed) in
Govt/Quasi Govt/PSU in multiple locations, which
1.B
should not be less than 10 locations in a single
5
project with value not less than 1 crore.
10 – 30 locations: 4 Marks
More than 30 Locations: 5 Marks
The Bidder should be an IT-solutions-provider
incorporated in India and having successfully
implemented or at the process of execution of at
1C
least 3 Software/Application development &
7
Maintenance project for Govt/Quasi Govt/PSU in
India as evidenced by purchase orders relating to
the 3 projects summing up of Value :
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12Cr-15 Cr : 5 marks
More Than 15 Cr : 7 marks
Level of Certification of Bidder:
CMMI Level 3: 4 marks
1D
6
CMMI Level 4 : 5 marks
CMMI Level 5 : 6 marks
The
bidder
should
(ongoing/ completed)
have
bid
management
projects for Govt./Quasi
Govt./PSU in India for last 3 years:
1E
5
10 Projects : 1 marks
Between 10 to 20 : 2 marks
20 or more : 5 marks
The bidder should have completed/ongoing
projects in Chhattisgarh:
1F
5
One project: 4 points
More than one project: 5 points
2.
Planning
20
14
Project Management Plan
1.
Detailed project plan (Should also include
plan for release of RFP and vendor
selection)— 5 marks
20
2.
Data Migration, Digitization Plan – 5 marks
3.
Training Plan – 5 marks
4.
Post Implementation & Exit management
Plan – 5 marks
3.
Proposed Solution Design presentation *
35 *
3.A
Functional Solution
15
3.B
Hardware proposed
10
3.C
Operation & Maintenance
10
25
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4.
Proposed Resource capability
10
7
Deployed resource capabilities during operation
and maintenance ( as per format 6 and 7)
1. Agriculture Marketing Domain Specialist
4.A
2. Software Developers
10
3. Solution architects
4. Project Mangers
5. Operation, Training and Support staff
*Bidders must submit a detailed presentation on Understanding of Functionality,
Solution Architecture and Implementation Plan.
Note: The bidder should submit copy of work order and completion certificate
from the client / client certificates mentioning the progress of the project as a
proof of the projects they mentioned in the bid response The bidder should
provide certificates as mentioned in the Pre-Qualifications for the technical
evaluation requirements..
All the bids scoring 70 and satisfying the minimum cut-off of the Fitment to the
Requirement will be qualified for commercial bid opening. The Technical scores
would be normalized as per the following criteria:
Tn = (Tb/ Tmax) * 100
Tn = Normalized technical score of the bidder
Tb = Evaluated technical score of the bidder
Tmax = Maximum Technical score amongst the qualified bidders
14.4 Evaluation of Commercial Bids
Commercial bids of those bidders who scores minimum 70 and satisfying the
minimum cut-off of the Fitment to the Requirement in Technical Evaluation will be
opened.
The commercial scores will be calculated as
Fn = (Fmin / Fb) * 100
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Where
Fn = Normalized financial score of the bidder
Fb = Commercial cost quoted by the bidder
Fmin = Minimum Commercial Cost quoted by any bidder
14.5 Final Evaluation of Bids
Final Evaluation: The overall score will be calculated as follows:
Bn = 0.70 * Tn + 0.30 * Fn
Where,
Bn = overall score of the bidder
Tn = Normalized Technical score for the bidder
Fn = Normalized financial score of the bidder
The Bidder who gets the highest Bn Score will be selected as the Implementation
Agency. CGSAMB reserves the right to accept or reject any bid, and to annul the
tender process and reject all bids at any time prior to award of contract, without
thereby incurring any liability to the affected bidder or bidders or any obligation to
inform the affected bidder or bidders of the grounds for CGSAMB’s action.
14.6 Notification Award
Before the expiry of the period of validity of the proposal, CGSAMB shall notify the
Bidder with lowest commercial bid in writing by registered letter or by fax, that its
bid has been accepted. The Bidder shall acknowledge in writing receipt of the
notification of award and shall send his acceptance to enter into agreement within
seven days of receiving the notification.
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14.7 Signing of Contract
The notification of the award shall constitute signing of the Agreements The signing
of agreement will amount to award of contract and Bidder will initiate the execution
of the work as specified in the agreement, within 3-4 days of receipt of the Contract.
14.8 Discharge of Bid Security
Upon the successful signing of the agreement, CGSAMB shall request promptly the
Bidder to provide performance guarantee. On receipt of the performance guarantee,
the bid security of all Bidders will be released.
14.9 Expenses for the Contract
The incidental expenses of execution of agreement / contract shall be borne by the
successful Bidder.
14.10 Failure to abide by the Agreement
The conditions stipulated in the agreement shall be strictly adhered to and violation
of any of the conditions will entail termination of the contract without prejudice to
the rights of CGSAMB with such penalties as specified in the RFP and the Agreement.
14.11 Bank Guarantee for Contract Performance
Within 7 days of the receipt of notification of award from CGSAMB, the successful
Bidder shall furnish the performance security in accordance with the format
specified in the RFP. Failure of the successful Bidder to comply with the requirement
shall constitute sufficient grounds for the annulment of the award and forfeiture of
the EMD. In case of exigency, if CGSAMB gets the work done from the bidder with
second lowest commercial bid, the difference in the cost will be borne by the
successful Bidder.
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15. General Terms and Conditions
15.1 Confidentiality of the Document
This RFP is confidential and the Bidder shall ensure that anything contained in this
RFP shall not be disclosed or reproduced in any manner, whatsoever.
15.2 Concessions permissible under statutes
Bidder, while quoting against this tender, must take cognizance of all concessions
permissible under the statutes including the benefit under Central Sale Tax Act,
1956, failing which it will have to bear extra cost where Bidder does not avail
concessional rates of levies like customs duty, excise duty, sales tax, etc. CGSSAMB
will not take any responsibility towards this. However, CGSAMB may provide
necessary assistance, wherever possible, in this regard.
15.3 Income Tax Liability
The Bidder will have to bear all Income Tax liability both corporate and
personal tax.
15.4 Representations & Warranties
In order to induce CGSAMB to enter into this Contract, the Bidder hereby represents
and warrants as of the date hereof, which representations and warranties shall
survive the term and termination here of the following:
•
That the Bidder has the requisite experience in providing Software as
specified in the RFP, the technical know-how and the financial wherewithal,
the power and the authority that would be required to successfully provide
the Services sought by CGSAMB for the purposes of this Contract.
•
That the Bidder is not involved in any major litigation or legal proceedings,
pending, existing and potential or threatened that may have an impact of
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affecting or compromising the performance or delivery of Services under this
Contract.
•
That the representations and warranties made by the Bidder in the bid or will
be made in this contract are and shall continue to remain true and fulfill all
the requirements as are necessary for executing the obligations and
responsibilities as laid down in the Contract and the Tender and unless
CGSAMB specifies to the contrary, the Bidder shall be bound by all the terms
of the Bid and the contract through the term of the contract.
•
That the Bidder has the professional skills, personnel and
resources/authorizations that are necessary for providing all such services as
are necessary to fulfill the Scope of Work stipulated in the Tender and this
Contract.
•
That there shall not be any privilege, claim or assertion made by a third party
with respect to right or interest in ownership, mortgage or disposal of any
asset, property, movable or immovable as mentioned in any Intellectual
Property Rights licenses and permits.
•
That the Bidder shall use such assets of CGSAMB as may be permitted for the
sole purpose of execution of its obligations under the terms of the Bid,
Tender or this Contract. The Bidder shall however have no claim to any right,
title, lien or other interest in any such property and any possession of
property for any duration whatsoever shall not create any right in equity or
otherwise merely by fact of such use or possession during or after the term
hereof.
•
That the Bidder shall procure all the necessary permissions and adequate
approvals and licenses for use of various software and any copyrighted
process/product free from all claims, titles, interests and liens thereon and
shall keep CGSAMB indemnified in relation thereto.
•
That the execution of the Services and the Scope of work herein are and shall
be in accordance and in compliance with all applicable laws.
•
That all conditions precedent under the Contract has been satisfied.
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•
That neither the execution and delivery by the Bidder of the Contract nor the
Bidder’s compliance with or performance of the terms and provisions of the
Contract (i) will contravene any provision of any Applicable Law or any order,
writ, injunction or decree of any court or Governmental Authority binding on
the Bidder, (ii) will conflict or be inconsistent with or result in any breach of
any or the terms, covenants, conditions or provisions of, or constitute a
default under any Contract, Contract or instrument to which the Bidder is a
party or by which it or any of its property or assets is bound or to which it
may be subject or (iii) will violate any provision of the Memorandum and
Articles of Association of the Bidder.
•
That the Bidder certifies that all registrations, recordings, filings and
notarizations of the Contract and all payments of any tax or duty, including
without limitation stamp duty, registration charges or similar amounts which
are required to be effected or made by the Bidder which is necessary to
ensure the legality, validity, enforceability or admissibility in evidence of the
Contract have been made.
•
That the Bidder owns, has license to use or otherwise has the right to use,
free of any pending or threatened liens or other security or other interests all
its Intellectual Property Rights, which are required or desirable for
performance of its services under this contract and regarding the same the
Bidder does not, so far as the Bidder is aware, in carrying on its business and
operations, infringe any Intellectual Property Rights of any person. So far as
the Bidder is aware, none of the Intellectual Property Rights, owned or
enjoyed by the Bidder or which the Bidder is licensed to use, which are
material in the context of Bidder’s business and operations for the
performance of this contract are being infringed nor, so far as the Bidder is
aware, is there any infringement or threatened infringement of those
Intellectual Property Rights licensed or provided to the Bidder by any person.
All Intellectual Property Rights (owned by the Bidder or which the Bidder is
licensed to use) required by the Bidder for the performance of the contract
are valid and subsisting. All actions (including registration, payment of all
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registration and renewal fees) required to maintain the same in full force and
effect have been taken thereon and shall keep CGSAMB indemnified in
relation thereto.
•
That time is the essence of the Contract and hence the Bidder shall at all
times maintain sufficient manpower, resources, and facilities, to provide the
Services in a workmanlike manner on a timely basis.
•
That its security measures, policies and procedures are adequate to protect
and maintain the confidentiality of the Confidential Information.
•
That in providing the Services or deliverables or materials, neither Bidder nor
its agent, nor any of its employees, shall utilize information which may
be considered confidential information of or proprietary to any prior
employer or any other person or entity.
•
That the bidder does not have any arrears due to Government of
Chhattisgarh on account of Sales Tax, Professional Tax or other Statutory
Levies.
15.5 Duration of the Contract
The Contract shall remain valid for a period of three and half years from the date of
signing of contract or three years from the date of Final Acceptance Test, whichever
is later.
15.6 Contract Performance Guarantee
Within 7 (seven) days after the receipt of notification of award of the Contract
(Letter of Intent) from CGSAMB the successful Bidder shall furnish Contract
Performance Guarantee to CGSAMB which shall be equal to 15% of the value of the
Contract and shall be in the form of a Bank Guarantee from a Nationalized Bank valid
for a period of four years.
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15.7 Bidder’s Obligations
The Bidder would be required to supply, install, integrate and maintain, the Software
within the scope of this RFP. It will be the Bidder’s responsibility to ensure
compliance to the requirements of the services in accordance with and in strict
adherence to the terms of this Bid, the Tender and the Contract thereafter.
In addition to the aforementioned, the Bidder shall perform the Services specified by
CGSAMB and make available the necessary equipment / facilities / services as may
be necessary and other ‘Scope of work’ requirements as specified in the tender and
changes thereof. The Bidder shall ensure that the Team deployed onsite is
competent, professional and possesses the requisite qualifications and experience
appropriate to the task they are required to perform under this Contract. The
Bidder shall ensure that the Services are performed through the efforts of its
Team, in accordance with the terms hereof and to the satisfaction of CGSAMB.
Nothing in this Contract relieves the Bidder from its liabilities or obligations under
this Contract to provide the Services in accordance with CGSAMB directions and
requirements and as stated in this Contract and the Bid to the extent accepted by
CGSAMB and the Bidder shall be liable for any non-performance, non-compliance,
breach, other loss and damage resulting either directly or indirectly by or on account
of its Team.
The Bidder’s representative shall have all the powers requisite for the
performance of services under this contract. The Bidder’s Representative shall liaise
with CGSAM BOARD and other agencies as suggested by the Board for the proper
coordination and timely completion of the works and on any other matters
pertaining to the works.
The Bidder shall be responsible for the deployment, transportation, accommodation
and other requirements of all its employees required for the execution of the work
and for all costs/charges in connection thereof.
The Bidder shall provide and deploy manpower on the Site for carrying out the work,
who are skilled and experienced in their respective trades and who are competent to
execute or manage/supervise the work in a proper and timely manner. The Bidder
has to deploy the same resources that are mentioned in the bid response. In case,
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the Bidder is unable to deploy the resources mentioned in the Bid Response, they
have to get written confirmation from the Board for the replacement of the resource
citing proper reasons.
CGSAMB’s Representative may at any time object to and require the Bidder to
remove forthwith from the site a supervisor or any other authorized representative
or employee of the Bidder or any person(s) deployed by Bidder or his subcontractor,
if in the opinion of CGSAMB’s Representative the person in question has been
alleged for misconduct or his deployment is otherwise considered undesirable by
CGSAMB’s Representative the Bidder shall forthwith remove and shall not again
deploy the person in question of the work site without the written consent of
CGSAMB’s Representative.
CGSAMB’s Representative may at any time insist the Bidder to remove from the
work / Site the Bidder’s supervisor or any other authorized representative including
any employee of the Bidder or his subcontractor or any person(s) deployed by Bidder
or his subcontractor for professional incompetence or negligence or for being
deployed for work for which he is not suited. The Bidder, in such a case, shall find a
competent substitute with equivalent background for the outgoing member to the
satisfaction of CGSAMB. The Bidder shall not again deploy any person so objected to
on the work or on the sort of work in question (as the case may be) without the
written consent of CGSAMB’s Representative.
In case of replacement, the Bidder shall maintain backup personnel and shall
promptly provide replacement of every person removed pursuant to this section
with an equally competent substitute from the pool of backup personnel. The Bidder
should ensure that the number of minimum resources as mentioned in the Bid
Response will be maintained throughout the contract period without any violation.
In case of change in its team composition owing to attrition, the Bidder shall ensure
a reasonable amount of time-overlap in activities to ensure proper knowledge
transfer and handover/takeover of documents and other relevant materials between
the outgoing and the new member. The exiting team member should be replaced
with an equally competent substitute with equivalent background from the pool of
backup personnel.
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15.8 Statutory Requirements
During the tenure of this Contract nothing shall be done by the Bidder in
contravention of any law, act and/ or rules/regulations, there under or any
amendment thereof governing inter-alia customs, stowaways, foreign exchange etc.
and shall keep CGSAMB indemnified in this regard.
The Bidder and their personnel/representative shall not alter / change /
replace any component proprietary to CGSAMB and/or under warranty or AMC of
third party without prior consent of CGSAMB.
The Bidder and their personnel/representative shall not without consent of CGSAMB
install any software not purchased / owned by CGSAMB
15.9 Contract Administration
Either party may appoint any individual / organization as their authorized
representative through a written notice to the other party. Each representative shall
have the authority to:
•
Exercise all of the powers and functions of his/her Party under this
Contract other than the power to amend this Contract and ensure the
proper administration and performance of the terms hereof and
•
Bind his or her Party in relation to any matter arising out of or in
connection with this Contract.
The Bidder along with the members of subcontractor/ third party shall be bound by
all undertakings and representations made by the authorized representative of the
Bidder and any covenants stipulated hereunder with respect to this Contract for and
on their behalf.
For the purpose of execution or performance of the obligations under this Contract
CGSAMB’s Representative would act as an interface with the nominated
representative of the Bidder. The Bidder shall comply with any instructions that are
given by CGSAMB’s Representative during the course of this Contract in relation to
the performance of its obligations under the terms of this Contract and the Tender.
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Committee comprising of representatives from CGSAMB and the Bidder shall meet
on a quarterly basis to discuss any issues / bottlenecks being encountered. The
Bidder shall draw the minutes of these meetings and circulate to CGSAMB.
15.10 Right of Monitoring and Inspection
CGSAM BOARD reserves the right
to inspect and monitor / assess the
performance of the Bidder at any time during the course of the Contract, after
providing due notice to the Bidder. On such demand being made Bidder shall provide
any document, data, material or any other information which it may require to
enable it to assess its performance.
CGSAMB’s Obligations
CGSAMB’s Representative shall interface with the Bidder to provide the required
information, clarifications, and to resolve any issues as may arise during the
execution of the Contract. CGSAMB shall provide adequate cooperation in providing
details assisting with coordinating and obtaining of approvals from various
governmental agencies, in the cases, where intervention of CGSAMB is proper and
necessary. CGSAMB shall ensure that timely approval is provided to the Bidder,
where deemed necessary, required to be provided as part of the Scope of Work.
Information Security
The Bidder shall not carry and/or transmit any material, information, layouts,
diagrams, storage media or any other goods/material in physical or electronic form,
which are proprietary to or owned by CGSAMB premise or the offsite office premise
of the BOARD, without prior written permission from respective authorities.
The Bidder shall adhere to the Information Security policy developed by CGSAMB or
the State Implementation Agency designated by the IT Department.
Bidder shall, upon termination of this agreement for any reason or upon demand by
CGSAMB, whichever is earliest return any and all information provided to Bidder by
CGSAMB including any copies or reproductions, both hard copy and electronic.
Ownership of System
CGSAM BOARD shall own the system which are installed and integrated with the
existing IT Infrastructure in connection with this Contract.
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Indemnity
The Bidder shall execute and furnish a Deed of Indemnity in favour of CGSAMB in a
form and manner acceptable to CGSAMB, indemnifying both from and against any
costs, loss, damages, expense, claims including those from third parties or liabilities
of any kind howsoever suffered, arising or incurred inter alia during and after the
Contract period out of:
•
Any negligence or wrongful act or omission by the Bidder or the Bidder’s
Team or any subcontract or/ third party in connection with or incidental to
this Contract; or
•
A breach of any of the terms of the Bidder’s Bid as agreed, the Tender and
this Contract by the Bidder, the Bidder’s Team or any subcontract or / third
party or any employee of the Bidder
The indemnity shall be to the extent of 100% in favour of CGSAMB and its
Representatives.
Confidentiality
The Bidder shall not use any Information including the name or the logo of CGSAMB
or Agriculture Department, except for the purposes of providing the Service as
specified under this contract. The Bidder may only disclose Information in the
following circumstances:
•
With the prior written consent of CGSAM BOARD.
•
To the Authorized Persons within the Bidder’s Team with prior intimation to
the CGSAMB Board and after obtaining necessary approval from the Board.
The Bidder shall do everything reasonably possible to preserve the confidentiality of
the Information including execution of a confidentiality agreement with the
members of the subcontractor and other service provider’s team members to the
satisfaction of CGSAMB.
The Bidder shall sign a Non Disclosure Agreement (NDA) with CGSAM BOARD. The
Bidder, its antecedents and the Resources / Manpower shall be bound by the NDA.
The Bidder will be held responsible for any breach of the NDA by its antecedents,
delegates or Representatives.
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The Bidder shall notify CGSAM BOARD promptly if it is aware of any disclosure of the
Information otherwise than as permitted by this Contract or with the above
respective authorities.
The Bidder shall be liable to fully recompense CGSAMB for any financial loss or
revenue arising from breach of confidentiality. CGSAMB reserves the right to adopt
legal proceedings, civil or criminal, against the Bidder in relation to a dispute arising
out of breach of obligation by the Bidder under this clause.
The Bidder shall not take away or remove in whatever manner any information on
any media like but not limited to HDDs, Digital Drives, CDs. DVDs, any other backup
devices, email etc from premises of Board, Departments, or any other locations
where the Hardware is installed without the specific written permission of CGSAMB.
Bidder, if required, shall take specific permission for each such event. Any deviation
would be construed as ‘breach of contract’.
The Bidder shall not use any information which might have come to its knowledge in
whatever manner during the discharge of its obligation under the contract for any
purpose except strictly for discharging his obligation under the contract and no
more.
Term and Extension of the Contract
The term of this Contract shall be for a period as indicated in the contract and
contract shall come to an end on expiry of such period except when its term is
extended by CGSAMB.
CGSAM BOARD shall reserve the sole right to grant any extension to the term
mentioned above on mutual agreement including fresh negotiations on terms and
conditions.
Change of Size / Quantities
CGSAMB will have the option to increase or decrease the size/ quantity of the
deliverables to be provisioned by the Bidder as mentioned in the Contract at any
time before work is initiated at the site.
Suspension of Work
The Bidder shall, if ordered in writing by CGSAMB’s Representative or CGSAMB,
temporarily suspend the works or any part thereof for such a period and such a time
as ordered. The Bidder shall not be entitled to claim compensation for any loss or
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damage sustained by him by reason of temporary suspension of the Works as
aforesaid. An extension of time for completion corresponding to the delay caused by
any such suspension of the works as aforesaid shall be granted to the Bidder, if
request for the same is made and that the suspension was not consequent to any
default or failure on the part of the Bidder.
Completion of Contract
Unless terminated earlier, the Contract shall terminate on the completion of term or
contract period as specified in the Contract.
Entire Contract
The terms and conditions laid down in the Tender and all annexure thereto as also
the Bid and any attachments/annexes thereto shall be read in consonance with and
form an integral part of this Contract. This Contract supersedes any prior Contract,
understanding or representation of the Parties on the subject matter.
Governing Law
This Contract shall be governed in accordance with the laws of India.
Jurisdiction of Courts
The courts of Raipur will have exclusive jurisdiction to determine any proceeding in
relation to this Contract.
Compliance with Laws
The Bidder shall comply with the laws in force in India in the course of performing
this Contract.
Notices
All notices, requests or consents provided for or permitted to be given under this
Contract shall be in writing and shall be deemed effectively given when personally
delivered or mailed by pre-paid certified/registered mail, return receipt requested,
addressed as follows and shall be deemed received 7 days after mailing or on the
date of delivery if personally delivered whichever is earlier.
The notices to CGSAMB should be sent at:
The Managing Director,
Chhattisgarh State Agricultural Marketing Board
Beej Bhavan, Telibanda, Raipur -492001
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Chhattisgarh State
Tel. No. +91-771-4240501
Fax No: +91-771-4094472
E-mail ID: cgsamb.mmis@gmail.com
The Bidder should mention in the Bid Response the address and contact details of
the Bidder to which the notices to be sent.
Waiver
Any waiver of any provision of this RFP is ineffective unless it is in writing and signed
by the Party waiving its rights.
IT Act 2000
Besides the terms and conditions stated in this document, the contract shall also be
governed by the IT Act 2000 read along with all subsequent amendments and
guidelines defined by DIT and the State Government. The Bidder should also follow
the eGovernance Standards (at eGovstandards.gov.in) defined by DIT, GoI. In
addition to these, the Bidder is also advised to follow the guidelines and polices
issued by DIT, GoI from time to time.
Warranty
The Bidder is required to provide warranty for all the componentsd supplied for a
minimum period of 3 years from the date of acceptance by CGSAMB of all the
supplied component.
CGSAMB shall promptly notify the Bidder about any claims arising under this
warranty. Upon receipt of such notice, the Bidder shall
repair/replace/reconfigure/re-provision the defective equipment or service. Upon
failure, CGSAMB may proceed to take such remedial action as may be necessary at
the Bidder’s risk and expense and without prejudice to any other rights, which
CGSAMB may have against the Bidder under the contract.
The Bidder should provide an undertaking from the OEM that during the product
warranty and AMC period the OEM should agree to provide all new releases,
versions, any type of updates, patch and/or bug fixes for the software or firmware,
as applicable and in accordance with the standard policies, at no additional cost to
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CGSAMB. Additionally, the documentation associated with the product(s) shall be
provided free of cost to state government.
15.11 Events of Default by the Bidder
The failure on the part of the Bidder to perform any of its obligations or comply with
any of the terms of this Contract shall constitute an Event of Default on the part of
the Bidder. The events of default as mentioned above may include but not limited to
inter alia the following also:
•
The Bidder has failed to perform any instructions or directives issued by
CGSAMB, which it deems proper and necessary to execute the scope of work
under the Contract
•
The Bidder has failed to adhere to any of the key performance indicators as
laid down in the Key Performance Measures / Contract or if the Bidder has
fallen short of matching such standards/targets as CGSAMB may have
designated with respect to any task necessary for the execution of the scope
of work under this Contract. The above mentioned failure on the part of the
Bidder may be in terms of failure to adhere to timelines, specifications,
requirements or any other criteria as defined by CGSAMB.
•
The Bidder has failed to remedy a failure or to perform its obligations in
accordance with the specifications issued by CGSAMB despite being served
with a default notice which laid down the specific deviance on the part of the
Bidder
to comply with any stipulations or standards as laid down by or
CGSAMB
•
The Bidder / Bidder’s Team has failed to conform to any of the
Service/Facility Specifications/standards as set out in the scope of work of
this Tender/RFP document or has failed to adhere to any amended direction,
modification or clarification as issued by CGSAMB during the term of this
Contract and which and CGSAMB deems proper and necessary for the
execution of the scope of work under this Contract
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•
The Bidder has failed to demonstrate or sustain any representation or
warranty made by it in this Contract with respect to any of the terms of
its Bid or the Tender and this Contract / RFP.
•
There is a proceeding for bankruptcy, insolvency, winding up or there is an
appointment of receiver, liquidator, assignee, or similar official against or in
relation to the Bidder.
•
The Bidder / Bidder’s Team has failed to comply with or is in breach or
contravention of any applicable laws.
Where there has been an occurrence of such defaults inter alia as stated above,
CGSAMB shall issue a notice of default to the Bidder, setting out specific defaults /
deviances / omissions and providing a notice of thirty days to enable such defaulting
party to remedy the default committed.
Where despite the issuance of a default notice to the Bidder by CGSAMB the Bidder
fails to remedy the default to the satisfaction of the Bidder, CGSAMB may, where it
deems fit, issue to the defaulting party another default notice or proceed to adopt
such remedies as may be available to CGSAMB.
15.12 Consequences in Event of Default
Where an Event of Default subsists or remains uncured beyond permissible or
reasonable time, CGSAMB may/shall be entitled to the following:
•
For cases where permissible time is not indicated in the contract, CGSAMB
will decide, at its discretion, the quantum of reasonable time to cure the
default.
•
Impose any such obligations and conditions and issue any clarifications as
may be necessary to inter alia ensure smooth continuation of Services and
the project which the Bidder shall be obliged to comply with which may
include unilateral re-determination of the consideration payable to the
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Bidder hereunder. The Bidder shall in addition take all available steps to
minimize loss resulting from such event of default.
•
CGSAMB may by a written notice of suspension to the Bidder, suspend all
payments to the Bidder under the Contract provided that such notice of
suspension:
o Shall specify the nature of the failure and
o Shall request the Bidder to remedy such failure within a specified
period from the date of receipt of such notice of suspension by the
Bidder
•
Where CGSAMB deems necessary it shall have the right to insist the Bidder
for replacement of any of the Bidder’s subcontractors / vendors with
another suitable member. The Bidder shall in such case terminate forthwith
all their agreements/contracts other arrangements with such member and
find of the suitable replacement for such outgoing member with
another member to satisfaction of CGSAMB who shall execute such
Contracts with CGSAMB as CGSAMB may require. Failure on the part of the
Bidder
to
find
a
suitable
replacement
and/or
terminate
all
agreements/contracts with such member shall amount to a breach of the
terms hereof and CGSAMB in addition to all other rights, CGSAMB may
procure similar services from other Service provider at the cost of Bidder and
CGSAMB will also have the right to claim damages and recover from the
Bidder all losses/ or other damages that may have resulted from such failure.
•
CGSAMB reserves the right to terminate the contract with 30 days notice.
15.13 Termination
CGSAMB may terminate this Contract in whole or in part by giving the Bidder prior
and written notice indicating its intention to terminate the Contract under the
following circumstances:
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•
Where it comes to CGSAMB’s attention that the Bidder (or the Bidder’s
Team) is in a position of actual conflict with the interest of CGSAMB in
relation to any of the terms of the Bidder’s Bid or the RFP.
•
Where the Bidder’s ability to survive as an independent corporate entity is
threatened or is lost owing to any reason whatsoever including inter alia the
filing of any bankruptcy proceedings against the Bidder, any failure by the
Bidder to pay any of its dues to its creditors, the institution of any winding up
proceedings against the Bidder or the happening of any such event that is
adverse to the commercial viability of the Bidder.
In the event of the
happening of any event of the above nature, CGSAMB shall reserve the right
to take any steps as is necessary to ensure the effective transition of the
project to a successor Bidder /service provider, and to ensure business
continuity.
•
Termination for Default: CGSAMB may at any time terminate the Contract by
giving 30 days written notice to the Bidder without compensation to the
Bidder in the Event of Default on the part of the Bidder which may include
failure on the part of the Bidder to respect any of its commitments with
regard to any part of its obligations under its Bid, the RFP or under this
Contract.
•
Termination for Insolvency: CGSAMB may at any time terminate the Contract
by giving written notice to the Bidder without compensation to the Bidder, if
the Bidder becomes bankrupt or otherwise insolvent, provided that such
termination will not prejudice or affect any right of action or remedy which
has accrued or will accrue thereafter to CGSAMB.
•
Termination for Convenience: CGSAMB may by prior written notice sent to
the Bidder at least 3 months in advance, terminate the Contract in whole or
in part at any time for its convenience. The notice of termination shall specify
that termination is for CGSAMB’s convenience, the extent to which
performance of work under the Contract is terminated and the date upon
which such termination becomes effective.
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Consequences of Termination
In the event of termination of this contract due to any cause whatsoever
except termination for CGSAMB convenience, the Bidder may be barred from
participating in any future State Government tender, effective from the date of
termination of this contract.
CGSAMB may retain amounts from the payment due and payable by CGSAMB to the
Bidder of overall contract value (CAPEX & OPEX) for 3 years as may be required to
offset any losses caused to CGSAMB as a result of such event of default and the
Bidder shall compensate CGSAMB for any such loss, damages or other costs,
incurred by CGSAMB in this regard. Nothing herein shall affect the continued
obligation of the subcontractor / other members of its Team to perform all their
obligations and responsibilities under this Contract in an identical manner as were
being performed before the occurrence of the default.
CGSAMB may Invoke the Performance Bank Guarantee and other Guarantees
furnished hereunder, enforce the Deed of Indemnity, recover such other costs/losses
and other amounts from Bidder as may have resulted from such default and pursue
such other rights and/or remedies that may be available to CGSAMB under law.
In the event of termination of this Contract due to any cause whatsoever, whether
consequent to the stipulated Term of the Contract or otherwise CGSAMB shall be
entitled to impose any such obligations and conditions and issue any clarifications
as may be necessary to ensure an efficient transition and effective business
continuity of the project which the Bidder shall be obliged to comply with and take
all available steps to minimize the loss resulting from that termination/breach and
further allow and provide all such assistance to CGSAMB and/or the successor Bidder
/service provider, as may be required to take over the obligations of the erstwhile
Bidder in relation to the execution/continued execution of the scope of this
Contract.
Where the termination of the Contract is prior to its stipulated period, on account of
a default on the part of the Bidder or due to the fact that the survival of the
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Bidder as an independent corporate entity is threatened/has ceased or for any
other reason, CGSAMB through unilateral re-determination of the consideration
payable to the Bidder shall pay the Bidder for that part of the Services which
have been authorized by the CGSAMB and satisfactorily performed by the Bidder
up to the date of termination. Without prejudice to any other rights, CGSAMB may
retain such amounts from the payment due and payable by CGSAMB to the Bidder as
may be required to offset any losses caused to CGSAMB as a result of any
act/omissions of Bidder. In case of any loss or damage due to default on the part of
the Bidder in performing any of its obligations with regard to executing the scope of
work under this Contract, the Bidder shall compensate CGSAMB for any such loss,
damages or other costs as incurred by CGSAMB. Additionally the subcontractor /
other members of its team shall perform all its obligations and responsibilities
under this Contract in an identical manner as were being performed before the
termination of the contract in order to execute an effective transition and to
maintain business continuity. All the third parties shall continue to perform all/any
functions as stipulated by CGSAMB and as may be proper and necessary to execute
the scope of work under the Contract in terms of the Bidder’s Bid, the Tender and
this Contract.
Nothing herein shall restrict the right of CGSAMB to invoke the Bank Guarantee and
other Guarantees furnished hereunder, enforce the Deed of Indemnity and pursue
such other rights and/or remedies that may be available to CGSAMB under law.
The termination hereof shall not affect any accrued right or liability of either Party
nor affect the operation of the provisions of this Contract that are expressly or by
implication intended to come into or continue in force on or after such termination.
15.14 Penalty
The Bidder should perform all the activities as per timelines and parameters
stipulated by CGSAMB in this RFP, failing which CGSAMB may at its discretion impose
penalties on the Bidder as defined in the RFP.
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15.15 Liquidated Damages
Subject to clause for Force Majeure if the Bidder fails to complete the system before
the scheduled completion date or the extended date or if Bidder repudiates the
Contract before completion of the Work, CGSAMB at its discretion may without
prejudice to any other right or remedy available to CGSAMB the Contract recover a
maximum of 20% (twenty percent) of the project cost from the Bidder as
Liquidated Damages (LD). This 20% (twenty percent) will be staggered over a period
of 5 (five) weeks at the rate of 4% (four percent) per week.
CGSAMB may without prejudice to its right to effect recovery by any other method
deduct the amount of liquidated damages from any money belonging to the Bidder
in its hands (which includes CGSAMB’s right to claim such amount against Bidder’s
Bank Guarantee) or which may become due to the Bidder. Any such recovery or
liquidated damages shall not in any way relieve the Bidder from any of its obligations
to complete the Works or from any other obligations and liabilities under the
Contract.
15.16 Dispute Resolution
CGSAMB and the Bidder shall make every effort to resolve amicably by direct
informal negotiations any disagreement or disputes arising between them under or
in connection with the Contract.
If, after thirty days from the commencement of such direct informal negotiations,
CGSAMB and the Bidder have been unable to resolve amicably a Contract dispute,
either party may require that the dispute be referred for resolution to the formal
mechanism of arbitration.
In the case of a dispute or difference arising between CGSAMB and the Bidder
relating to any matter arising out of or connected with this Contract, such dispute or
difference shall be referred to two Arbitrators, one Arbitrator to be nominated by
CGSAMB and the other to be nominated by the Bidder or in case of the said
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Arbitrators not agreeing then an Umpire to be appointed by the Arbitrators in
writing before proceeding with the reference. In case the Arbitrators cannot agree to
the Umpire, he may be nominated by the Secretary, Indian Council of Arbitration,
New Delhi. The award of the Arbitrators in the event of their not agreeing of the
Umpire appointed by them or by the Secretary, Indian Council of Arbitration, New
Delhi, shall be final and binding on the parties.
The Arbitration and Conciliation Act 1996, the rules there under and any statutory
modification or reenactments thereof, shall apply to the arbitration proceedings.
The venue of arbitration shall be Raipur, India.
CGSAMB may terminate this contract by giving a written notice of termination of
minimum 30 days to the Bidder, if the Bidder fails to comply with any decision
reached consequent upon arbitration proceedings.
15.17 Continuance of the Contract
Notwithstanding the fact that settlement of dispute(s) (if any) under arbitration may
be pending, the parties hereto shall continue to be governed by and perform the
work in accordance with the provisions under the Scope of Work to ensure
continuity of operations.
15.18 Limitation of the Bidder’s Liability towards CGSAMB
Except in case of gross negligence or willful misconduct on the part of the Bidder or
on the part of any person or company acting on behalf of the Bidder in carrying out
the Services, the Bidder, with respect to damage caused by the Bidder to CGSAMB’s
property shall not be liable to CGSAMB.
For any indirect or consequential loss or damage and for any direct loss or damage
that exceeds (A) the total payments payable under this contract to the Bidder
hereunder or (B) the proceeds the Bidder may be entitled to receive from any risk
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management provided by the Bidder to cover such a liability, whichever of (A) or (B)
is higher.
This limitation of liability shall not affect the Bidder’s liability, if any, for damage to
Third Parties caused by the Bidder or any person or firm/company acting on behalf
of the Bidder in carrying out the Services.
The bidder's liability is unlimited for the bodily injury of bidder's resources or the
Board’s resources on the project related work or for the tangible damage to the
property of the Board for acts of omissions voluntarily or inadvertently on part of the
bidder.
15.19 Conflict of Interest
The Bidder shall disclose to CGSAMB in writing, all actual and potential conflicts of
interest that exist, arise or may arise (either for the Bidder or the Bidder’s Team) in
the course of performing the Services as soon as practically possible
after it
becomes aware of that conflict.
15.20 Severance
In the event any provision of this Contract is held to be invalid or unenforceable
under the applicable law, the remaining provisions of this Contract shall remain in
full force and effect.
15.21 “No Claim” Certificate
The Bidder shall not be entitled to make any claim, whatsoever against CGSAMB
under or by virtue of or arising out of this contract, nor shall CGSAMB entertain or
consider any such claim, if made by the Bidder after he shall have signed a “No
claim” certificate in favour of CGSAMB in such forms as shall be required by CGSAMB
after the works are finally accepted.
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15.22 Publicity
The Bidder shall not make or permit to be made a public announcement or media
release about any aspect of this Contract unless CGSAMB first gives the Bidder its
written consent.
15.23 Force Majeure
Force Majeure shall not include any events caused due to acts/omissions of such
Party or result from a breach/contravention of any of the terms of the Contract, Bid
and/or the Tender. It shall also not include any default on the part of a Party due to
its negligence or failure to implement the stipulated/proposed precautions, as were
required to be taken under the Contract.
The failure or occurrence of a delay in performance of any of the obligations of
either party shall constitute a Force Majeure event only where such failure or delay
could not have reasonably been foreseen or where despite the presence of adequate
and stipulated safeguards the failure to perform obligations has occurred. In such an
event, the affected party shall inform the other party in writing within five days of
the occurrence of such event. CGSAMB will make the payments due for Services
rendered till the occurrence of Force Majeure. However, any failure or lapse on the
part of the Bidder in performing any obligation as is necessary and proper to negate
the damage due to projected force majeure events or to mitigate the damage
that
may
be
caused
due
to
the abovementioned events or the failure to
provide adequate disaster management/recovery or any failure in setting up a
contingency mechanism would not constitute force majeure, as set out above.
In case of a Force Majeure all Parties will endeavor to agree on an alternate mode of
performance in order to ensure the continuity of service and implementation of the
obligations of a party under the Contract and to minimize any adverse consequences
of Force Majeure.
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15.24 Exit Management
An Exit Management plan shall be furnished by the selected Bidder in writing to
CGSAMB or its nominated agencies within Sixty (60) days from the Effective Date of
the contract and the period of exit shall be for 1 quarter.
The Parties shall ensure that their respective associated entities carry out their
respective obligations set out in this Exit Management Schedule.
During the exit management period, the Bidder will allow CGSAMB or it’s
representatives access to information reasonably required to define the then current
mode of operation associated with the provision of the services to enable CGSAMB
to assess the existing services being delivered.
The Bidder will promptly on the commencement of the exit management period,
supply to CGSAMB or its nominated agencies the following:
•
Information relating to the current services rendered and performance data
relating to the performance of the services; Documentation relating to
Hardware and peripherals supplied by the Bidder, Project’s Intellectual
Property Rights; any other data and confidential information related to MMIS
Application hosting; in a readily available format.
At any time during the exit management period, the Successful Bidder will be obliged
to provide an access of information to CGSAMB, and/or any Replacement Successful
Bidder in order to make an inventory of the Assets (including hardware / Software /
Active / passive), layouts, diagrams,
schematics,
documentations,
manuals,
catalogs, archive data, IP addressing, passwords, Live data, policy documents or
any other material related to MMIS Application hosting.
The Successful Bidder shall provide CGSAMB with a recommended exit management
plan ("Exit Management Plan") which shall deal with at least the following aspects of
exit management in relation to the SLA as a whole and in relation to the Project
Implementation, the Support and Maintenance SLA and Scope of work definition.
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a) A detailed program of the transfer process that could be used in conjunction
with a Replacement Successful Bidder including details of the means to be
used to ensure continuing provision of the services throughout the
transfer
process
or
until
the cessation of the services and of the
management structure to be used during the transfer;
b) Plans for the communication with such of the Bidder, staff, suppliers,
customers and any related third party as are necessary to avoid any material
detrimental impact on MMIS hosting Project’s operations as a result of
undertaking the transfer;
c) Plans for provision of contingent support to CGSAMB and Replacement
Successful Bidder for a reasonable period after transfer.
The Successful Bidder shall re-draft the Exit Management Plan annually thereafter to
ensure that it is kept relevant and up to date. Each Exit Management Plan shall be
presented by the Successful Bidder to the Board and approved by the Board or its
nominated agencies.
The terms of payment as stated in the Terms of Payment Schedule include the costs
of the Successful Bidder complying with its obligations under this Schedule. In the
event of termination or expiry of SLA, Project Implementation, Support and
Maintenance SLA or Scope of Work each Party shall comply with the Exit
Management Plan.
During the exit management period, the Successful Bidder shall use its best efforts to
deliver the services. Payments during the Exit Management period shall be made in
accordance with the Terms of Payment Schedule.
15.25 Clarifications
If deemed necessary, CGSAMB may seek clarifications on any aspect from the
bidder. However, that would not entitle the bidder to change or cause any
change in the substance of the tender submitted or price quoted. CGSAMB
will ask the bidder to give a presentation for the purpose of clarification of
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the tender. All expenses for this purpose, as also for the preparation of
documents and other meetings, will be borne by the bidders.
15.26 Disqualification
The Bid is liable to be disqualified under the following cases:
a) Bid not submitted in accordance with this document.
b) Bid is received in incomplete form.
c) Bid is received after due date and time.
d) Bid is not accompanied by all requisite documents including the bank
draft of Rs.5,00,000/-.
e) Information submitted is found to be misrepresented, incorrect or
false, accidentally, unwittingly or otherwise, at any time during the
processing of the contract (no matter at what stage) or during the
tenure of the contract including the extension period if any.
f) Bidder or any person acting on its behalf indulges in corrupt and
fraudulent practices.
15.27
Contacting CGSAMB
Bidders shall not contact CGSAMB on any matter relating to this RFP, from
the time of the submission of Bid to the time the contract is awarded. During
this period, all important notices will be displayed on the office notice board.
Any effort by an bidder to influence CGSAMB’s evaluation, bid comparison or
short listing decision may result in the rejection of the bid. Such an act on the
part of the bidder shall amount to misconduct and will be liable for
appropriate action, as decided by CGSAMB.
15.28
CGSAMB’s Right to Terminate the Process
(i)
CGSAMB make no commitments, explicit or implicit, that this
process will result in a business transaction with anyone.
(ii)
This RFP does not constitute an offer by CGSAMB. The bidder’s
participation in this process may result in CGSAMB selecting the
bidder to engage in further discussions and negotiations towards
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execution of a contract. The commencement of such
negotiations does not, however, signify a commitment by
CGSAMB to execute a contract or to continue negotiations.
15.29 Right to Accept/Reject any or all bids
CGSAMB reserves the right to accept or reject any bid and to annul the tender
process and reject all bid responses at any time prior to award of the contract,
without thereby incurring any liability to the affected bidders or any obligation
to inform the affected bidders of the grounds for CGSAMB’s action.
Since the envisaged system is very critical for department in terms of
performing the core and supporting activities, the service level agreements
have been defined accordingly.
Each SLA at the application development phase is derived from 3 perspectives –
timeline, quality and performance. For timeline, deviation from Integrated
Project Management Plan (IPMP) is to be considered. For quality, software
engineering specific indicative defect guidelines (Severity and type) are
provided in following sections. Similar indicative guidelines are provided for
performance.
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16
Service levels
16.1 Defect Severity Guidelines
The Test Team will examine and classify each identified defect by the
severity of the problem and fix it accordingly.
The severity types are provided in the following table:
Severity
Blocker
Critical
Major
Medium
Minor
Guideline
•
System crash
•
Missing major functionality
•
Missing functionality (based on the requirements in the Requirement
Specification document).
•
Erroneous functionality
•
Loss or corrupted data transformation
•
Unexpected functional behavior
•
Severe data loss and performance issues
•
Unexpected functional behavior in an alternative flow
which is not a showstopper
•
Workaround exists, but is complicated
•
The defect does not result in a failure, but causes the system to
produce incorrect, incomplete, or inconsistent results, or the
defect impairs the systems usability.
•
Defect in code, but simple workaround exists
•
Used translated word is not appropriate
•
Translated word has a spelling error
•
Does not impair usability, and the desired processing results
are easily obtained by working around the defect
•
Cosmetic errors
•
Defect causes minimal or unnoticeable problems
Enhancement •
Improvement to a feature
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16.2 Defect Type/ Category Guideline
The Test Team will examine and classify each identified defect by defect
type and fix it accordingly.
Defect types can be classified as below:
Type
Definition
Functionality
Defects caused due to incorrect programming logic, not
addressing a functional requirement in code or product
configuration
Documentation
Error
Defects caused due to incomplete or inappropriate
documentation of test steps
Environment
Defects caused due to inconsistent environments or lack of
required infrastructure
Non-Functional
Defects related to non-functional requirements such as
usability, security, availability, etc.
Performance*
Affects the performance of the system in terms of certain
performance related criteria of the system.
* The performance criteria have been illustrated in next section.
16.3 Performance Guideline
Performance is one critical issue of the application. Since the activities of
the board would be solely dependent on the envisaged system,
performance of the system is considered as one of the critical areas and
hence SLA’s has been defined accordingly.
Following performance criteria is provided as an indicative guideline. If
the actual performance is falling below the stipulated figures, IA will
have to justify the reasons. However, the performance level must be
accepted by the department.
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Item
Login Screen for internal user to Home
Performance
< 5 seconds
Screen
Screen Navigation: screen-to-screen
< 5 seconds
Screen Refresh
< 2 seconds
Screen list box, drop-down box
< 2 seconds
Screen grid – 25 rows, 10 columns
< 3 seconds
Report preview – (all reports) – initial
< 60 seconds in most instances. It is
page view (if asynchronous)
understood that complicated / large
volume reports may require a longer
period
Simple enquiry – single table, 5
< 7 seconds for 100,000 rows
fields, 3 conditions – without screen
rendering
Batch Processing (if any) per 100 records
< 120 seconds
Call centre
Average Speed of Answer
<10 sec
Percentage of Calls Answered
<95%
Hold Time
<2 min per call
Handle Time
<6 min per call
Call center infrastructure Up time
> 95%
Operational Resource availability
>95% of the proposed resources as-per
Maintenance and Operational Resource
technical response should be available
availability
during business hours.( to be calculated
monthly)
Note: Concurrent user assumed to be 100 and subject to network traffic
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Operational performance
Event
When
farmer
comes to
entry gate
Activity
Recording of
Entry
Service
Generation
of Entry slip
When
farmer goes
out of exit
Generation
gate
Recording of Exit of Exit pass
When
Farmer
comes to
the mandi
accountant
with
anubandh
and
bhugtan
patra
When
Farmer
comes to
the mandi
accountant
with
anubandh
and
bhugtan
patra
When
trader
provided all
the
bhugtam
Recording of
Auction, Price &
Trader details
Transaction
Confirmation
Recording of
Anubandh
Pathra details
into the system
Sealed
Anuband
patra with
date and
time of entry
along with a
transaction
number
Reconciliation of
Trader accounts
Day’s
transaction
slip
Requestor
acceptable limit
Farmer
Transaction time
should not be
more than 10 min
at any given point
of time
Farmer
Transaction time
should not be
more than 10 min
at any given point
of time
Mandi
officer
Transaction time
should not be
more than 10 min
at any given point
of time
Farmer
Transaction time
should not be
more than 10 min
at any given point
of time
Trader
Transaction time
should not be
more than 10 min
at any given point
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of time
patra of the
day to
mandi
accountant
At the end
of Day
when
mandi
accountant
reconciles
data
Reconciliation of
daily shulk
Daily fee
collection(Trader collection
wise)
statement
Mandi
accountan
t
report at the EOD
At the end
of Day
when
mandi head
reports
data
Reconciliation
of day’s
transaction
trader wise,
Daily
commodity wise, Transaction
report
quantity wise
Mandi
Head
report at the EOD
Trader
Transaction time
should not be
more than 10 min
at any given point
of time
Farmer
Transaction time
should not be
more than 5 min
at any given point
of time
When a
new trader
comes for
registration
for the first
time
When a
new farmer
comes for
registration
for the first
time
Registration
application
processing
Farmer’s data
entry -----
Acknowledge
ment
number
Unique
Farmer ID
The transaction time should be catered by a token system. The transaction time
will be the time between the token collections and receipt generation. The token
and receipts should be time stamped, the time stamps should be recorded in the
system by the help of which SLA’s would be measured. The SI should provide
token collection centres at transaction points.
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16.4 SLAs for Deliverables (Acceptance Criteria)
IA shall be responsible for quality delivery of the envisaged solution
within timelines. In order to ensure the same, certain milestone
deliverables are determined. Service level agreements have been
defined at each mile stone deliverable stage against acceptance of
certain defined deliverables.
In case of non-compliance, there is a penalty defined at each defined
mile stone.
To ensure Timeliness & Quality the following SLAs are defined
SLAs on Deliverable Schedule
No
1
Deliverables
Submission of
Implementation Project
Management Plan (IPMP)
Timeline
Commencement •
Date + 2 weeks
(includes but not limited
to, scope, assumptions,
dependencies, constraints,
risks, estimation, detailed
work breakdown structure
(WBS), resource allocation,
technical review plan,
RACI, escalation protocol)
2
Submission of the
following:
1. Systems
requirement
specification (SRS)
2. Detailed
architecture
document for the
complete system
Quality
Planed Date as
per IPMP(
integrated
project
management
plan)
Size estimation
(Use Case)
•
Granular WBS
(40-60 Hours
Task breakdown)
•
RACI Matrix
•
Requirement
Traceability
Matrix (RTM)
•
Peer Review Log
Penalty
Delay of every
week will
attract a
penalty of 0.1%
of order value
per week or
part thereof.
Delay of every
week will
attract a
penalty of 0.1%
of order value
per week or
part thereof.
3. Deployment plan
4. Data migration
plan
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No
4
Deliverables
Submission of the
following:
Timeline
Planed Date as
per IPMP
Quality
•
RTM (Updated)
•
No. of defects/
use case
1. Detail design of the
first iteration
2. RFP for
procurement of
hardware and
system software
For no. of
defects 1-2 per
use case: 0.1%
of order value
penalty
4. Deployed and
working version of
First iteration
5. UAT of first
iteration
For no. of
defects more
than 2 per use
case: 1% of
order value
penalty
6. Detail design of the
second iteration
7. Test cases and Test
scenarios of the
second iteration
Submission of the
following:
1. Deployed and
working version of
Second iteration
2. UAT of second
iteration
3. Detail design of the
third iteration
4. Test cases and test
scenarios of the
third iteration
Delay of every
week will
attract a
penalty of 0.1%
of order value
per week or
part thereof.
For no. of
defects less
than 1 per use
case: no penalty
3. Test cases and test
scenarios of the
first iteration
5
Penalty
Planed Date as
per IPMP
•
RTM (Updated)
•
No. of defects
/use case
Delay of every
week will
attract a
penalty of 0.1%
of order value
per week or
part thereof.
For no. of
defects less
than 0.5 per use
case: no penalty
For no. of
defects 0.5-1
per use case:
0.1% of order
value penalty
For no. of
defects more
than 1 per use
case: 1% of
order value
penalty
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No
6
Deliverables
Submission of the
following:
Timeline
Planed Date
as per IPMP
Quality
•
RTM (Updated)
•
No. of defects
/use case
1. Release of working
version of Third
iteration
2. UAT of third
iteration
Penalty
Delay of every
week will
attract a
penalty of 0.1%
of order value
per week or
part thereof.
For no. of
defects less
than 0.25 per
use case: no
penalty
3. Integration of all
the processes and
deployed (working
version)
For no. of
defects 0.25-0.5
per use case:
0.1% of order
value penalty
For no. of
defects more
than 0.5 per use
case: 1% of
order value
penalty
8
1. Data Digitization
Planed Date as
per IPMP
Data Quality
(% defects)
Delay of every
week will
attract a
penalty of 0.1%
of order value
per week or
part thereof.
For less than
2%, no penalty
For 2-5%,
penalty: 0.01%
For more than
5% and less
than 10%:
penalty 0.05%
For more than
10%: penalty
0.1%
9
Delivery of the following:
1. UAT Training
Planed Date as
per IPMP
•
RTM (Updated)
•
System
performance (As
Delay of every
week will
attract a
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No
Deliverables
Timeline
2. Final UAT after full
integration
3. System
Documentation
Penalty
defined in
Section 21.3.3
penalty of 0.5%
of order value
per week or
part thereof.
•
Scalability of the
envisaged
system
•
No. of defects
/use case
4. User manual
5. Deploy to
production
Quality
Note: Acceptance
Criteria: Blocker 0%
, Critical 0%, Major
15%, Medium 15%
Minor 70%. If the
delivery does not
follow above
criteria, it will be
considered as “not
delivered”.
(Defect categories
as defined in the
document)
For no. of
defects less
than 0.25 per
use case: no
penalty
For no. of
defects 0.25-0.5
per use case:
0.1% of order
value penalty
For no. of
defects more
than 0.5 per use
case: 1% of
order value
penalty
For average*
performance
variation less
than 10%, no
penalty
For average*
performance
variation 1020%, penalty:
0.1% of order
value
For average*
performance
variation 2050%, penalty:
0.5% of order
value
For average*
performance
variation more
than 50%, it
would be
considered “Not
Delivered”
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Note: In case of any delay, the Vendor shall submit an application related to the
projected delay 15 days prior to the schedule date with all reasons including
documentations in support. After review on merits of the request, the Mandi Board
reserves right to extend the time line with or without penalty.
16.5 SLAs for Operation and Maintenance (Support)
Once the system has been developed, the SI shall be responsible to
maintain the system so that any operational and system related issues can
be catered easily.
SLA Critical Service
Coverage
Hours
Baseline
Performance
Measurement
and
Reporting
99%
Measure Daily
Penalty
PORTAL APPLICATIONS & SERVICES
Portal and Services
Availability
24 X 7 X 365
Report
Monthly/
Quarterly
Less than
99% but
more than
95%:
penalty 1%
of EQI
Less than
95%:
penalty
10% of EQI
Performance
24 X 7 X 365
As per
performance
guidelines
section
Measure Daily
Report
Monthly/
Quarterly
Less than
99% but
more than
95%:
penalty 1%
of EQI
Less than
95%:
penalty
10% of EQI
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SLA Critical Service
Call centre
Coverage
Hours
Baseline
Performance
16 X 7 X 365
As per
performance
guidelines
section
and
Maintenance & Operational
Resource’s availability
Measurement
and
Reporting
Measure Daily
Report
Monthly
Penalty
Less than
95% but
more than
90%:
penalty 1%
of EQI
Less than
90%:
penalty
10% of EQI
Operational performance
16 X 7 X 365
As per
performance
guidelines
section
Measure Daily
Report
quarterly
In event of
the faults
crossing the
acceptable
limit:
between 10
to 20
occasions:
penalty 1%
of EQI
More than
20
occasions
:penalty
10% of EQI
Note: The baseline performance of the Application and Operations shall be
dependent on SLA’s of Operational Infrastructure e.g. Server, Peripheral
Hardware, Networking and other equipment. To get smooth operation of the
system and to achieve the SLAs, it is suggested that there will be a three-party
agreement on SLA after the infrastructure vendor is selected. The monitoring tool
will be used to identify whether the problem is due to software application or
hardware infrastructure and accordingly the penalty will be applied to both or any
one of them.
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17.
Response to RFP - Formats
17.1 Technical Bid Formats
Format 1 – Declaration of Acceptance of Terms and Conditions in RFP
To,
The Managing Director,
Chhattisgarh State Agricultural Marketing Board
Beej Bhavan, Telibanda, Raipur -492001
Chhattisgarh State
India.
Subject: Appointment of an Agency for Design, Development, Testing,
Implementation, and Operation and Maintenance of MANDI BOARD MMIS
application
Reference: Tender No: <TENDER REFERENCE NUMBER> dated <DD/MM/YYYY>
Sir,
We have carefully gone through the Terms and Conditions contained in the RFP
document [No.
___ Dated ______________] and hereby confirm the
acceptance of all the Terms and Conditions of the RFP.
Yours faithfully,
(Signature of the Bidder)
Name:
Designation:
Seal:
Date:
Business Address:
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Mandi Management Information System (MMIS) – Request For Proposal (RFP)
Format -2 Technical Bid Letter
To,
The Managing Director,
Chhattisgarh State Agricultural Marketing Board
Beej Bhavan, Telibanda, Raipur -492001
Chhattisgarh State
India
Subject:
Appointment of an Agency for Design, Development, Testing, Implementation, and
Operation and Maintenance of MANDI BOARD MMIS
Reference: Tender No: <TENDER REFERENCE NUMBER> Dated <DD/MM/YYYY>
Sir,
I/We, the Bidder, having read and examined in detail the RFP document do hereby
submit the Technical Bid to provide the services as specified in the Tender
document number <TENDER REFERENCE NUMBER> dated <DD/MM/YYYY> .
I/We declare that all the services shall be performed strictly in accordance with the
RFP. We hereby declare that in case the contract is awarded to us, we shall submit
the contract performance guarantee in the form prescribed in the RFP.
We hereby declare that our bid is made in good faith, without collusion or fraud and
the information contained in the bid is true and correct to the best of our knowledge
and belief. We understand that our bid is binding on us and that you are not bound
to accept a bid you receive.
Thanking you,
Yours faithfully,
(Signature of the Bidder)
Name, Designation, Seal, Date, Business Address:
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Format 3 – Technical Solution
The Bidder is required to describe the proposed Technical Solution in this
section. The Bidder should provide complete Technical Specification of the
Hardware, Network and Peripherals being proposed by the Bidder. The Bidder
should mention the following clearly in the Technical Solution:
o Benefit of the proposed Hardware
o Compliance with Hardware as specified in the RFP
o Strength of the Bidder with skill of resources
o Resource Deployment Plan
o System Integration Plan
o Operation and Maintenance Support Plan in conformance with SLA
Uptime.
o Approach and Methodology for delivery, installation and maintenance
The Bidder shall provide a project plan with timeline, resource allocation,
methodology, operation and maintenance plan etc.
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Format 4 – Authorization Letters from OEMs and Support Indemnification
Date: dd/mm/yyyy
To,
The Managing Director,
Chhattisgarh State Agricultural Marketing Board
Beej Bhavan, Telibanda, Raipur -492001
Chhattisgarh State
India
Subject: OEM Authorization for Appointment of an Agency for Design,
Development, Testing, Implementation, and Operation and Maintenance of MANDI
BOARD MMIS Reference: Tender No: <TENDER REFERENCE NUMBER> Dated
<DD/MM/YYYY>
Sir,
I/We, ________________ (name and address of the manufacturer), who are
established and reputed manufacturers of ______________________ having
factories at (addresses of manufacturing/development locations) do hereby
authorize M/s __________________
(name and address of the Bidder) to bid, negotiate and conclude the contract with
you against the above mentioned tender for the above Hardware / software
manufactured / developed by us.
We hereby undertake to support above mentioned software for the duration of 3
years from the date of Final Acceptance Certificate from CGSAMB BOARD.
If the Bidder is providing the Maintenance Support for the Software by OEM
indemnifies the CGSAMB BOARD and its associated departments of the CGSAMB ,
that in the event of the Bidder not being able to provide the Support Service, or is
terminated as per terms of the RFP, the OEM would directly or through its
authorized partners, undertake the Support Services of the Software support at any
of the offices of CGSAMB BOARD, for the remaining part of the Contract period and
execute the same to ensure smooth operation of the MMIS Application hosting at no
extra cost.
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The OEM should also certify that the Product/s offered would not be discontinued or
be declared end–of–life or withdrawn support for a period of 5 years from the date
of final acceptance by CGSAMB BOARD.
Yours faithfully,
For and on behalf of M/s ____________ (Name of the manufacturer)
Signature
Name
Designation
Seal
Director’s Seal
Note: This letter of authority should be on the letterhead of the concerned
manufacturer and should be signed by a person competent and having the power of
attorney to bind the manufacturer.
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Format 5 – Specifications of the proposed Hardware, System software’s with
licensing requirements, Network and Peripherals
S. No. Description
OEM
Make & Model Compliance
Format 6 – Manpower Resources for Training, Support, Operation and
Maintenance
S. No.
Description
Shift
Number
ofCertification/Education
Manpower Qualification
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Format 7 – Proposed Resource Summary for development and maintenance phase
Proposed Position
Candidate
Prime
Candidate
Name of candidate
Alternate
Date of birth
information
Professional qualifications
Present
Name of Employer
employment
Address of Employer
Telephone
Contact
(manager
/
personnel
officer)
Fax
Telex
Job title of candidate
Years with present Employer
Summarize professional experience in reverse chronological order. Indicate
particular technical and managerial experience relevant to the project.
From
To
Company/Project/ Position/Relevant technical and management
experience for the proposed position
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Format 8: Statement of Deviation From Requirement Specifications
Date: dd/mm/yyyy
To,
The Managing Director,
Chhattisgarh State Agricultural Marketing Board
Beej Bhavan, Telibanda, Raipur -492001
Chhattisgarh State
Reference: Tender Number ……. Dated ……
Sir,
There are no technical deviations (null deviations) from the requirement
specifications of tendered items and schedule of requirements. The entire work shall
be performed as per your specifications and documents. OR (Strike out whatever is
not applicable) Following is the exhaustive list of technical deviations and variations
from the requirement specifications of tendered items and schedule of
requirements. Except for these deviations and variations, the entire work shall be
performed as per your specifications and documents.
Sr.
Volume No Section
No.
of RFP
No
Page No.
Statement of deviations and variations
1.
2.
3.
Authorized Signatory
Name
:
Designation:
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FORMAT 9 – Undertaking on Conflict of Interest
(Company letterhead)
[Date]
To
The Managing Director,
Chhattisgarh State Agricultural Marketing Board
Beej Bhavan, Telibanda, Raipur -492001
Chhattisgarh State
Sir,
Sub: Undertaking on Conflict of Interest
I/We as Implementation Agency (IA) do hereby undertake that there is, absence of,
actual or potential conflict of interest on the part of the IA or any prospective
subcontractor due to prior, current, or proposed contracts, engagements, or
affiliations with CGSAMB.
I/We also confirm that there are no potential elements (time frame for service
delivery, resource, financial or other) that would adversely impact the ability of the
IA to complete the requirements as given in the RFP.
We undertake and agree to indemnify and hold CGSAMB harmless against all claims,
losses, damages, costs, expenses, proceeding fees of legal advisors (on a
reimbursement basis) and fees of other professionals incurred (in the case of legal
fees & fees of professionals, reasonably) by CGSAMB and/or its representatives, if
any such conflict arises later.
Yours faithfully,
Authorized Signatory
Name:
Designation:
Seal:
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17.2 Commercial Bid Formats
FOMAT-1 Financial Bid Compliance Form
S.
Particulars
Prescribed form
No.
Compliance
Yes/No
1.
Commercial Bid Letter
Format -2
2.
Total Commercial Quote
Format -3
3.
Capital Cost Computation
Format -4
4.
Operation & Maintenance Cost
Format -5
5.
Data Entry Cost
Format-6
6.
Training Cost
Format -7
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FORMAT 2 – Commercial Bid Letter
To
The Managing Director,
Chhattisgarh State Agricultural Marketing Board
Beej Bhavan, Telibanda, Raipur -492001
Chhattisgarh State
India
Sir/ Madam,
Subject: Appointment of an Agency for Design, Development, Testing,
Implementation, and Operation and Maintenance of Mandi board MMIS
Reference: Tender No: <TENDER REFERENCE NUMBER> Dated <DD/MM/YYYY>
We, the undersigned Bidder, having read and examined in detail all the Tender
documents in respect of Appointment of an Agency for Design, Development,
Testing, Implementation, and Operation and Maintenance of MANDI BOARD MMIS
Do hereby propose to provide services as specified in the Tender documents number
<TENDER REFERENCE NUMBER> Dated <DD/MM/YYYY>
1. PRICE AND VALIDITY
•
All the prices mentioned in our Tender are in accordance with the terms
as specified in the Tender documents. All the prices and other terms and
conditions of this Tender are valid for a period of 180 calendar days from
the last date of submission of bids as given in this RFP.
•
We hereby confirm that our Tender prices include all taxes. However, all
the taxes are quoted separately under relevant sections.
•
We have studied the clause relating to Indian Income Tax and hereby
declare that if any income tax, surcharge on Income Tax, Professional and
any other corporate Tax in altercated under the law, we shall pay the
same.
2. UNIT RATES
We have indicated in the relevant schedules enclosed, the unit rates for the purpose
of on account of payment as well as for price adjustment in case of any increase to /
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decrease from the scope of work under the contract.
3. BID SECURITY
We have enclosed Bid Security in the form of a Demand Draft/ BG for Rs 5.00 Lacs.
This Bid Security is liable to be forfeited in accordance with the provisions of this
RFP.
4. DEVIATIONS
We declare that all the services shall be performed strictly in accordance with the
Tender documents except for the variations and deviations, all of which have been
detailed out exhaustively in the following statement, irrespective of whatever has
been stated to the contrary anywhere else in our bid.
Further we agree that additional conditions, if any, found in the Tender documents,
other than those stated in deviation schedule, shall not be given effect to.
5. TENDER PRICING
We further confirm that the prices stated in our bid are in accordance with your
Instruction to Bidders included in Tender documents.
6. QUALIFYING DATA
We confirm having submitted the information as required by you in your Instruction
to Bidders. In case you require any other further information/documentary proof in
this regard before evaluation of our Tender, we agree to furnish the same in time to
your satisfaction.
7. BID PRICE
We declare that our Bid Price is for the entire scope of the work as specified in the
Schedule of Requirements and Tender documents.
CONTRACT PERFORMANCE GUARANTEE BOND
We hereby declare that in case the contract is awarded to us, we shall submit the
contract performance guarantee bond in the form prescribed in this volume.
We hereby declare that our Tender is made in good faith, without collusion or fraud
and the information contained in the Tender is true and correct to the best of our
knowledge and belief.
We understand that our Tender is binding on us and that you are not bound to
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accept a Tender you receive.
We confirm that no Technical deviations are attached here with this commercial
offer.
Thanking you,
Yours faithfully,
(Signature of the Bidder)
Printed Name:
Designation:
Seal:
Date:
Place:
Business Address:
General Instructions
1. Bidder should provide all prices as per the prescribed format under this
section. Bidder should not leave any field blank. In case the field is not
applicable, Bidder must indicate “0” (Zero) in all such fields.
2. All the prices (even for taxes) are to be entered in Indian Rupees ONLY
(%age values are not allowed)
3. It is mandatory to provide breakup of all Taxes, Duties and Levies
wherever applicable and/or payable.
4. MANDI BOARD, reserves the right to ask the Bidder to submit proof of
payment against any of the taxes, duties, levies indicated.
5. MANDI BOARD shall take into account all Taxes, Duties & Levies for the
purpose of Evaluation
6. The Bidder needs to account for all Out of Pocket expenses including
Boarding, Lodging and other related items.
7. The Unit Rate as mentioned in the following formats shall be used for the
purpose of ‘Change Order’ for respective items, if any. However, based on
the market trends, MANDI BOARD, retains the right to negotiate this rate
for future requirements.
8. Bidder shall be bound to give same or more % of discount on the list price
as mentioned in commercial quote on the future purchases by MANDI
BOARD. Implementation Agency shall ensure that the future products
supplied are of latest specifications as per the OEM roadmap.
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FORMAT 3 – Total Commercial Quote
S.
No
Particulars
Form Reference
1
Development
&
Deployment Cost
Format 4
2
Operation
and
Maintenance Cost
of MMIS
Format 5A
3
Operation
and
Maintenance Cost
of FIFC
Format 5B
4
Data Entry Cost
Amount in INR (inclusive of
all taxes & duties)
Format 6
Total Cost in Figure
Total Cost in Word
Note:
Format 4: Development and Deployment of MMIS and FIFC
Format 5A: Operation & Maintenance Cost of MMIS
Format 5B: Operation & Maintenance Cost of FIFC
Format 6: Data Entry Cost
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FORMAT 4 – Development and Deployment Cost
Format 4: Development and Deployment of MMIS and FIFC
Sl No
Cost Item
Qty
Cost in INR in
number
Applicable
Taxes
Total Cost in INR
inclusive of Taxes
Application
development for
Lump
1
MMIS
sum
Application
development for
Lump
2
FIFC
sum
Other costs ( if
Lump
3
any Specify )
sum
Total Cost for MMIS and FIFC in Figure
Total Cost for MMIS and FIFC in Word
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FORMAT 5- Central Support Operation and Maintenance Cost
A.
Central Support, Operation and Maintenance for MMIS Application (Head Office + 4 Regional Offices + 10 Mandi
yards)
S.
No
Cost Item
Unit
Year 1
Per
Unit
Cost
1
Manpower
Cost
10 Mandi
Yards
2
Manpower
Cost
4 Regional
Office
3
Manpower
Cost
Head Office
4
Software
Maintenance
Cost
Total
Cost
Year 2
Per Unit
Cost
Total
Cost
Year 3
Per Unit
Cost
Total
Cost
Total
Cost
for 3
Years
Specify Tax
component
with Rate as
applicable
15 Locations
Total Cost of MMIS Operation and Maintenance in Figure:
Total Cost of MMIS Operation and Maintenance in Word:
B.
S.
No
1
Central Support, Operation and Maintenance for FIFC
Cost Item
Central
support,
operation,
Manpower
and
maintenance
for FIFC
Unit
Unit Cost Per Year
Total Cost for 3 Years in
Figure
Specify Tax
component
with Rate as
applicable
12 Mandi
Yards
Total Cost for 3 Years in Words:
Note: All Rates shiould be in INR and the vendors are requested to quote both in words and figure.
Incase of any discrepencies the words shall prevail
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FORMAT 6 – Data Entry Cost
S.
No
Cost Item
Qty
1
Data entry of 10 Lacs fields
based on which the rate of data
entry per flied shall be
calculated on which the
additional cost of per field (
after 10 Lacs shall evaluated)
10
lacs
flields
Unit Rate per
flied
Total Cost
in Figure
Specify Tax
component
with Rate as
applicable
Total Cost in Word:
Note: All Rates shiould be in INR and the vendors are requested to quote both in words and figure.
Incase of any discrepencies the words shall prevail
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17.3 Pre-Bid Query Format
To,
The Managing Director,
Chhattisgarh State Agricultural Marketing Board
Beej Bhavan, Telibanda, Raipur -492001
Chhattisgarh State
India
Sub: Appointment of an Agency for Design, Development, Testing, Implementation,
and Operation and Maintenance of MANDI BOARD MMIS
Ref: Tender No: <TENDER REFERENCE NUMBER> Dated <DD/MM/YYYY>
Sr. Section Clause
No. No.
No.
Page No.
Reference/ Subject
Clarification Sought
(Signature of the Bidder)
Name
Designation
Seal.
Date:
Place:
Business Address:
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17.4 Performance Bank Guarantee Format
To
Dear Sir/ Madam,
PERFORMANCE BANK GUARANTEE – Appointment of an Agency for Design,
Development, Testing, Implementation, and Operation and Maintenance of MANDI
BOARD MMIS
WHEREAS
M/s. (name of Successful Bidder), a company registered under the Companies Act,
1956, having its registered and corporate office at (address of the Implementation
Agency), (hereinafter referred to as “our constituent”, which expression, unless
excluded or repugnant to the context or meaning thereof, includes its successors and
assigns), agreed to enter into a Contract dated …….. (herein after, referred to as
“Contract”) with you (CGSAMB) for Project “To Supply, Installation and Integration
of hosting Web based online MMIS Application of the CGSAMB, Govt. of
Chhattisgarh ” in the said Contract.
We are aware of the fact that as per the terms of the Contract, M/s. (name of
Successful Bidder) is required to furnish an unconditional and irrevocable Bank
Guarantee in your favour for an amount of Rs/-………………..(15% of Total Contract
Value), and guarantee the due performance by our constituent as per the Contract
and do hereby agree and undertake to pay any and all amount due and payable
under this bank guarantee, as security against breach/ default of the said Contract by
our Constituent.
In consideration of the fact that our constituent is our valued customer and the fact
that he has entered into the said Contract with you, we, (name and address of the
bank), have agreed to issue this Performance Bank Guarantee.
Therefore, we (name and address of the bank) hereby unconditionally and
irrevocably guarantee you as under:
In the event of our constituent committing any breach/default of the said Contract,
and which has not been rectified by him, we hereby agree to pay you forthwith on
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demand such sum/s not exceeding the sum of INR …………….. (15% of total Contract
value) (in words and figures) without any demur.
Notwithstanding anything to the contrary, as contained in the said Contract, we
agree that your decision as to whether our constituent has made any such default(s)
/ breach(es), as aforesaid and the amount or amounts to which you are entitled by
reasons thereof, subject to the terms and conditions of the said Contract, will be
binding on us and we shall not be entitled to ask you to establish your claim or
claims under this Performance Bank Guarantee, but will pay the same forthwith on
your demand without any protest or demur.
The performance bank guarantee shall be valid till completion of the
warranty/support period, i.e., Thirty sixty (36) months after complete installation
and commissioning of the equipments supplied by the Bidder with end – end system
integration and subsequent UAT and FAT completion.
We bind ourselves to pay the above said amount at any point of time commencing
from the date of Final Acceptance Test until the completion of Three years from the
date of completion of implementation of base layer modules across the state.
We further agree that the termination of the said Agreement, for reasons solely
attributable to our constituent, virtually empowers you to demand for the payment
of the above said amount under this guarantee and we would honour the same
without demur.
We hereby expressly waive all our rights:
(i)
Requiring to pursue legal remedies against CGSAMB, and
(ii)
For notice of acceptance hereof any action taken or omitted in reliance
hereon, of any defaults under the Contract and any resentment, demand, protest or
any notice of any kind.
We the Guarantor, as primary obligor and not merely Surety or Guarantor of
collection, do hereby irrevocably and unconditionally give our guarantee and
undertake to pay any amount you may claim (by one or more claims) up to but not
exceeding the amount mentioned aforesaid during the period from and including the
date of issue of this guarantee through the period.
We specifically confirm that no proof of any amount due to you under the Contract is
required to be provided to us in connection with any demand by you for payment
under this guarantee other than your written demand.
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Any notice by way of demand or otherwise hereunder may be sent by special
courier, telex, fax, registered post or other electronic media to our address, as
aforesaid and if sent by post, it shall be deemed to have been given to us after the
expiry of 48 hours when the same has been posted.
If it is necessary to extend this guarantee on account of any reason whatsoever, we
undertake to extend the period of this guarantee on the request of our constituent
under intimation to you.
This Performance Bank Guarantee shall not be affected by any change in the
constitution of our constituent nor shall it be affected by any change in our
constitution or by any amalgamation or absorption thereof or therewith or
reconstruction or winding up, but will ensure to the benefit of you and be available
to and be enforceable by you during the period from and including the date of issue
of this guarantee through the period.
Notwithstanding anything contained hereinabove, our liability under this
Performance Guarantee is restricted to INR ….(15% of total Contract value) and shall
continue to exist, subject to the terms and conditions contained herein, unless a
written claim is lodged on us on or before the aforesaid date of expiry of this
guarantee.
We hereby confirm that we have the power/s to issue this Guarantee in your favour
under the Memorandum and Articles of Association/ Constitution of our bank and
the undersigned is/are the recipient of authority by express delegation of power/s
and has/have full power/s to execute this guarantee under the Power of Attorney
issued by the bank in your favour.
We further agree that the exercise of any of your rights against our constituent to
enforce or forbear to enforce or any other indulgence or facility, extended to our
constituent to carry out the contractual obligations as per the said Contract, would
not release our liability under this guarantee and that your right against us shall
remain in full force and effect, notwithstanding any arrangement that may be
entered into between you and our constituent, during the entire currency of this
guarantee.
Notwithstanding anything contained herein:
Our liability under this Performance Bank Guarantee shall not exceed Indian
Rupees___….(15% of total Contract value) This Performance Bank Guarantee shall
be valid only up to the completion of three years(36 Months) from the date of FAT
completion; and
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We are liable to pay the guaranteed amount or part thereof under this Performance
Bank Guarantee only and only if we receive a written claim or demand on or before
the completion of Three years from the date of implementation of base layer
modules across the state.
Any payment made hereunder shall be free and clear of and without deduction for
or on account of taxes, levies, imports, charges, duties, fees, deductions or
withholding of any nature imposts.
This Performance Bank Guarantee must be returned to the bank upon its expiry. If
the bank does not receive the Performance Bank Guarantee within the abovementioned period, subject to the terms and conditions contained herein, it shall be
deemed to be automatically cancelled.
This guarantee shall be governed by and construed in accordance with the Indian
Laws and we hereby submit to the exclusive jurisdiction of courts of Justice in India
for the purpose of any suit or action or other proceedings arising out of this
guarantee or the subject matter hereof brought by you may not be enforced in or by
such count.
Dated ………… this ……….. day …………of year ……………
Yours faithfully,
For and on behalf of the …………… Bank,
(Signature)
Designation
(Address of the Bank)
Note: This guarantee will attract stamp duty as a security bond.
A duly certified copy of the requisite authority conferred on the official/s to execute
the guarantee on behalf of the bank should be annexed to this guarantee for
verification and retention thereof as documentary evidence in the matter.
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