suggestions/comments on rfp of hsamb
TRANSCRIPT
CKK
HARYANA STATE AGRICULTURAL
MARKETING BOARD
MANDI BHAWAN, C-6, SEC-6, PANCHKULA
HARYANA- 134109
RFP for Design, Development and
Implementation of Functional Information
System Software
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
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TABLE OF CONTENTS
INTRODUCTION .................................................................................................. 5
1.1 About HSAMB .......................................................................................... 5
1.2 Objectives of FIS Development ............................................................... 7
1.3 Scope of Work ......................................................................................... 9
1.4 Deliverables .......................................................................................... 10
ROLES AND RESPONSIBILITIES ..................................................................... 11
2.1 Responsibilities of HSAMB ..................................................................... 11
2.2 Responsibilities of Selected Vendor ....................................................... 11
2.3 Responsibilities of Project Coordinator, HSAMB .................................... 12
2.4 Responsibilities of the Consultants........................................................ 13
FUNCTIONAL REQUIREMENTS ....................................................................... 14
3.1 Functional Requirement Specifications .................................................. 14
3.2 Functional Architecture ......................................................................... 18
3.3 Detailing of Functional Requirements .................................................... 20
3.4 Network Architecture ............................................................................ 20
3.5 Application Architecture and Application System Design ....................... 22
3.6 System Specification ............................................................................. 22
3.7 Mail/Messaging System ........................................................................ 23
3.8 Disaster Recovery Plan .......................................................................... 24
3.9 Security ................................................................................................. 24
3.10 Integration Requirements ................................................................... 25
3.11 System Integration ............................................................................. 26
3.12 Critical Success Factors ....................................................................... 26
TECHNICAL REQUIREMENTS ......................................................................... 30
4.1 Modules overview.................................................................................. 30
4.2 Proposed Architecture ........................................................................... 34
4.3 Data Migration Plan ............................................................................... 36
4.4 Existing IT Infrastructure at HSAMB. .................................................... 39
OPERATIONAL REQUIREMENTS .................................................................... 42
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4.5 Introduction .......................................................................................... 42
4.6 Support Requirement ............................................................................ 42
4.7 Project Management ............................................................................. 47
4.8 Documentation ...................................................................................... 48
4.9 Training Requirement ............................................................................ 48
4.10 Service Level Parameters .................................................................... 50
4.11 Handover Clause ................................................................................. 53
TESTING AND USER ACCEPTANCE ............................................................... 54
5.1 Acceptance Criteria ............................................................................... 54
5.2 Requirement from Software .................................................................. 54
BID DOCUMENTS .............................................................................................. 56
6.1 Distribution of Tender Documents ......................................................... 56
6.2 Cost of Bidding ...................................................................................... 56
6.3 Instruction for the Bidder ...................................................................... 56
6.4 Documents comprising the bidder’s bid ................................................. 56
6.5 Preliminary Process to be confidential .................................................. 56
BIDDING PROCESS .......................................................................................... 57
7.1 Important Dates .................................................................................... 57
7.2 Bid Submission, Format and Signing ..................................................... 57
7.3 Language of Bid .................................................................................... 58
7.4 Earnest Money Deposit (EMD) ............................................................... 58
7.5 Venue for submission of Bids ................................................................ 59
7.6 Late Bids ............................................................................................... 59
7.7 Modification, Substitution & Withdrawal of Bids ................................... 59
TECHNICAL BID EVALUATION ........................................................................ 60
8.1 Venue of Opening the Technical Bids ..................................................... 60
8.2 General Guidelines for Opening of Bids ................................................. 60
8.3 Opening of Technical Bids ..................................................................... 60
8.4 Clarification of Bid ................................................................................. 60
8.5 Correction of errors ............................................................................... 60
8.6 Eligibility Criteria of Bidder ................................................................... 61
8.7 Evaluation Procedure ............................................................................ 61
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COMMERCIAL BID EVALUATION .................................................................... 62
9.1 Venue of Opening of Commercial Bids ................................................... 62
9.2 Opening of Bids ..................................................................................... 62
9.3 Clarification of Bids ............................................................................... 62
9.4 Correction of errors ............................................................................... 62
9.5 Evaluation Procedure and Criteria ......................................................... 62
9.6 Acceptance or Rejection of Bids ............................................................ 63
AWARD OF CONTRACT ................................................................................... 64
10.1 Notification of award ........................................................................... 64
10.2 Signing of contract .............................................................................. 64
10.3 Performance Guarantee ...................................................................... 64
MISCELLANEOUS ............................................................................................. 66
11.1 Delays in Performance Schedule ......................................................... 66
11.2 Corrupt, fraudulent and unethical practices ........................................ 66
11.3 Resolution of disputes and jurisdiction ............................................... 67
11.4 Notices ................................................................................................ 67
11.5 Use of documents and Information ..................................................... 67
11.6 Currency of the bid .............................................................................. 67
11.7 Period of bid validity ........................................................................... 67
11.8 Force Majeure ..................................................................................... 68
ANNEXURE 1: DETAILED FUNCTIONAL REQUIREMENTS ........................... 69
ANNEXURE 2: PROCESS MAPS .................................................................... 107
ANNEXURE 3: BID LETTER ........................................................................... 135
ANNEXURE 4: TECHNICAL BID EVALUATION CRITERIA ........................... 137
ANNEXURE 5: INDICATIVE COMMERCIAL BID TEMPLATE ....................... 141
6: PRESS NOTICE INVITING TENDER ........................................................... 142
LIST OF ABBREVIATIONS ............................................................................. 145
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Introduction
1.1 About HSAMB
Haryana State Agricultural Marketing Board (HSAMB) was constituted in 1969, with
the objective of development and management of an optimized and well-regulated
market infrastructure for agrarian sector in Haryana for facilitating the sale,
purchase, storage and processing of agricultural produce in a planned and regulated
manner. The entire agricultural marketing process in the State of Haryana is
governed by the Punjab Agricultural Produce Markets Act, 1961, which makes
necessary administrative and infrastructural arrangements to ensure competitive
purchases of agro produce and bringing the best prices to the farmers through open
auctions and support prices. These arrangements include setting-up of regularized
and controlled markets, with all the necessary infrastructure and resources,
operating upon pre-defined rules and regulations, and encompassing and monitoring
the entire sale-purchase process.
1.1.1 Core Activities of HSAMB
Creation of statewide agriculture marketing infrastructure, comprising of various
MCs, market yards, purchase centers, link roads, etc.
Profit maximization for farmers by ensuring best-possible prices for their produce
at the various market yards, sub yards and purchase centers.
Regulation and administration of
various MCs all across the state as
per the Punjab Agricultural Produce
Markets Act, 1961.
Collection of Market Fees, HRDF and
other levies from the purchasers on
various transactions taking place at
the Mandis.
Creation of additional facilities, along
with expansion and maintenance
works on behalf of various MCs.
Facilitating the procurement
activities of organizations such as
FCI, Warehousing Corporation HAFED, etc at various markets/Mandis.
Geographical Spread of HSAMB
HQ
Market Committees/ Mandi Level
District Offices/DMEOs
Zonal Offices/ZMEOs
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HSAMB implements these administrative and infrastructural arrangements through
various Market Committees (MCs). There are in all 106 Market Committees all over
Haryana, with 106 principal market yards (Mandis) and 177 of sub-yards and 162
purchase centers. The said Mandis are divided into 29 vegetable Mandis, 6 fodder
Mandis and 248-grain Mandis. The MCs have been provided with necessary
infrastructural facilities, such as shops, booths, common auction platforms, covered
sheds, individual platforms, cattle sheds, water supply, link roads, etc., and all the
transactions taking place at these MCs are regulated and controlled by the Board.
1.1.2 Structure of HSAMB
For efficient and effective administration, the Haryana State Agricultural Marketing
Board has created five wings namely Marketing and Enforcement, Construction,
Administrative, Accounts and Enquiry wing headed by Additional Chief Administrator,
Chief Engineer, Secretary Board and Chief Controller of Finance and Accounts and
Enquiry Officer respectively. The overall administrative structure of HSAMB is shown
below:
Figure 1: Administrative Structure
The Haryana State Agricultural Marketing Board consists of a Chairman and a Chief
Administrator (who is an officer of the rank of Head of Department) to be nominated
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by the state govt. and eleven other members of whom four are officials and seven
non-officials nominated by the state govt.
The Additional Chief Administrator (ACA) is the overall in charge of the enforcement
wing to assist the Chief Administrator. The Zonal Administrator/Chief Marketing
Enforcement officer performs the supervisory duty and is assisted by Zonal
Marketing Enforcement Officers and District Marketing Enforcement Officers to see
that provision of the act, rule and bye laws are properly enforced by the market
committees.
Each Market Committee has Chairman (Nominated by Govt.) and Executive Officer
Cum Secretary along with supporting staff appointed by the board except class IV
employees of market committees for the implementation of provisions of act, rules
and by-laws. The market committees in the State have been divided into three zones
headed by the Zonal Administrators who are Haryana Civil Services officers and are
placed at Karnal, Gurgaon and Hisar. There are four Zonal Marketing Enforcement
Officers and 12 District Marketing Enforcement Officers.
HSAMB has a full-fledged Construction Wing headed by a Engineer in Chief for
development works. There are 5 Circles headed by the Superintending Engineers and
one Superintending Engineer at HQ. There are 22 Divisions situated at each district
headquarter (except Mohindergarh) .
The Controller of Finance & Accounts is accounts advisor and is responsible for
handling the Accounts and Audit part of the Board / Market Committees accounts in
the entire state.
The Inquiry Officer conducts the departmental enquiries entrusted to him by the
competent authority of the Board.
1.2 Objectives of FIS Development
The Functional Information System would cater to the needs of each wing and
pervade across the length and breadth of the state. The proposed Functional
Information System would eliminate duplication in effort as a result the employees
shall be able to concentrate more on their task.
The main objectives of the computerization of HSAMB are as follows:
Ease of Administration and reduction in Manual work.
Improving Revenue generation and collection from Market Activities.
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Improving the Quality of Service and Information to all the market functionaries
and farmers.
Centralized storage and access to Internal and Market related Data.
As transactions increase in volume and the needs at HSAMB become more and more
complex it becomes obvious to look for scalability, better efficiency, greater
convenience as well as better returns. Moreover, the geographical spread of
marketing board is across the state of Haryana and this impacts the management
and control of operations at Market Committee level. The operations of gate and
auctioning should be made more transparent. The flow of information has a high lag
time and compilation process is tedious. All these delay the management in planning
and decision making.
Thus to ensure meeting of objective and delivery of quality services to its
stakeholders, it becomes imperative that the processes be efficient, transparent and
suitably enabled by technology. The recent stride in Information Technology presents
new opportunities for process improvement and efficiency enhancement within the
Organization. With this aim in mind, HSAMB has undertaken the project for
development of a Functional Information System (FIS).
To ensure that these objectives are met, a study of the existing processes and
requirements was conducted by HARTRON and approved by HSAMB. HARTRON
proposed that the FIS shall have six modules, five of which, shall cover the
functionalities vertically and the sixth module would be a reporting module for the
senior officials of HSAMB.
The modules are as follows:
1. Enforcement and Regulation System (ERS)
2. Mandi Management System (MMS)
3. Construction and Engineering System (CES)
4. Land Acquisition System (LAS)
5. Accounts Information Management System (AIMS)
6. Management Reporting and Facilitation System (MFR)
The details of these functional modules with respect to the responsibility of the
vendor as per scope of work in this Tender are presented in the subsequent
section(s).
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1.3 Scope of Work
The scope of the project involves development of a comprehensive end-to-end
software solution leading to the design, development, testing and implementation of
FIS at HSAMB. The entire activity should be completed within a time period of ten
months.
The Detailed Functional Requirements document annexed with this Tender may be
considered as an integral part of the scope of work and intending bidders should take
it into account while estimating their efforts and bids.
The broad scope of work of this engagement would include:
To prepare a Software Requirement Specification (SRS) Report – based on an
independent assessment of the requirements of the HSAMB and the functional
requirements as specified in this Tender document for designing, development
and implementing Functional Information System in HSAMB and market
committees.
To design and develop the software solution – based on Requirement
Specifications, Technological and Operational Requirements.
To design and develop software to integrate an external devise with real-time
printer to capture live auction data at the mandis. The devise should be store the
data on daily / weekly basis and should synchronize with the web application.
To design appropriate Network Architecture.
To test and implement the proposed software – based on an independent
assessment of the software, user acceptance and testing.
To ensure that the software design and implementation takes care of necessary
security aspects such as data safety, access controls, integrity, backup measures
and disaster recovery.
To provide training and handholding support - the software vendor should ensure
that the users are suitably trained for using their respective application areas.
To provide full documentation of the design (including Entity Relationship (ER)
diagrams, Data flow diagrams, GUI etc.), installation and implementation of the
software and user manuals both in hard copy and soft copy.
To provide two years onsite Warranty of the software
To undertake relevant data entry for running the application software suites.
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1.4 Deliverables
The deliverables of the project would be as follows:
Detail Project Plan and Schedule.
System Requirement Specification Report.
System Design Report including the user interfaces and network design.
Functional Information System software to be provided and deployed at all
relevant installation sites.
Software with source codes in two sets, along with source code of third party
API/COTS or any other software used.
Training of the software developed.
Setting up of help desk during warranty period.
Documents to be provided
User Manual of the software
Technical Manual of the software developed
Training Manual
Installation Manual
Implementation Strategy
Project Status Reports - monthly progress reports summarizing:
Results accomplished during the period
Cumulative deviations to date from schedule of progress on milestones
Corrective actions to be taken to return to planned schedule of progress
Proposed revisions to planned schedule
Other issues and outstanding problems and actions proposed to be taken
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Roles and Responsibilities
A clear definition of roles and responsibilities of all the partners involved brings
transparency, accountability, manageability and efficiency in any project. The
following are the roles and responsibilities of HSAMB, the Selected Vendor, the
Project Coordinator and the Project Consultants.
1.52.1 Responsibilities of HSAMB
As owner of the Project, the role of HSAMB in the successful implementation of the
application software includes discharging the following responsibilities:
i. To ensure that all the participating branches take active part in project.
ii. To identify the Divisions, Districts, Zonal Offices and Market Committees for
conducting detailed SRS.
iii. To identify key points of contacts who would be able to dedicate quality time with
the vendor.
iv. To conduct review meetings at regular intervals to monitor the overall progress of
the project.
v. To ensure participation and support from all the Branches and employees in the
implementation of the project.
vi. To ensure speedy centralized issue resolution.
vii. To ensure timely sign – offs.
viii. To provide necessary infrastructure support and resources to the vendor during
the development stage.
ix. To handle the crucial change management.
x. To coordinate with other government agencies and departments.
For points (vii) to (ix) above, the vendor should clearly specify in their tender, the
requirements from the HSAMB.
1.62.2 Responsibilities of Selected Vendor
The following are roles and responsibilities of the vendor to be selected for design,
development, testing and implementation of the software at HSAMB.
i. To design, develop, test and implement a secure, scalable Application Software
system for the HSAMB, adopting open, interoperable standards
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ii. To prepare a System Requirement Specification (SRS) Report and get it approved
by HSAMB.
iii. To ensure security of the data with adequate back–up measures.
iv. To provide training to the user community to make them conversant with the
application software
v. To provide handholding support to the user community during the warranty
period.
vi. To meet the functional requirements specified in this document and cover any
other related functionality identified by HSAMB whilst preparation of detailed
SRS.
vii. To provide full documentation of the design, installation and implementation of
the software and user manuals
viii. To undertake maintenance of software during Warranty Period
ix. To provide new patches of software as warranted by needs of HSAMB
x. Define terms of reference with HSAMB for updating new patches
xi. To ensure successful integration of the system
xii. To make reports at specified periodic intervals on progress of the project
xiii. To identify and describe the data entry points in consultation with HSAMB, to
eliminate/ minimize the duplication of data entry
xiv. To interface with Project Coordinator and Management of HSAMB for managing
the Change
xv. To prepare user feedback forms for service level parameters in consultation with
HSAMB and Project consultants
xvi. To follow the terms and conditions as specified in this Tender document and in
any other subsequent related documents
1.72.3 Responsibilities of Project Coordinator, HSAMB
The Project Coordinator is the key person who serves a pivotal role in this project.
The roles and responsibilities of the Project Coordinator are as follows:
i. To ensure close coordination of all the participants and the external agencies
involved in the project
ii. To identify the Zonal Offices, Field offices, Divisions, Market Committees to
support SRS preparation
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iii. To review the installation, commissioning and maintenance of the software
iv. To take steps to mitigate any potential risks that might surface during the course
of the project
v. Set up and administration of an issue and escalation management process
vi. To identify the staffs, who need to undergo user training at various levels
vii. To identify employees who can be trained by selected vendor for learning the
technical details of the Software.
viii. Handle change management
ix. To finalize the formats for the pre-printed stationery in consultation with HSAMB
and the Software vendor
x. To monitor the overall progress of the project
xi. To ensure timely release of the payments as per agreed Schedule
1.82.4 Responsibilities of the Consultants
The roles and responsibilities of the Consultant Partner for this initiative are as
follows:
i. To provide offsite project management assistance during the entire SDLC.
ii. To provide clarification to the vendor on the functionality as specified in the RFP.
iii. To interface with HSAMB to evaluate interim outputs and discuss progress reports
with HSAMB on a monthly basis.
iv. Set up and administration of project scope and change control process.
v. Set up and administration of a process for reporting progress on key project
metrics to HSAMB.
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Functional Requirements
1.93.1 Functional Requirement Specifications
The Software development envisages meeting the requirements of HSAMB through a
Functional Information System (FIS). The FIS would cover the various functions of
HSAMB and its inter-linkages with the Market Operations. The proposed FIS for
HSAMB needs to incorporate the organizational structure vertically and the functional
infrastructure horizontally. For this purpose, the information system for the Board
has been functionally decomposed into modules. Annexure 1 gives the detailed
functional requirements of the Functional information System. The proposed modules
for HSAMB are shown in the below figure:
Figure 2- Integrated Management System
1.9.13.1.1 Enforcement and Regulation System (ERS)
It is the mandate of the Board to ensure that all the transactions taking place
pertaining to agricultural produce are within the realm of the Punjab State
Agriculture Markets Act 1961, along with the definition and management of the
complete financial and business cycle at different market yards and sub-yards.
The main source of revenue for the Board is through the collection of market fees
from different sale-purchase processes and transactions taking place at the various
market yards and sub-yards across the state, and it is the responsibility of the
Enforcement Wing to manage the complete revenue collection cycle in an optimized
manner. The proposed system will initiate, facilitate, regulate and monitor all the
pre-sale, sale and post sale activities concerned with agro products at different
market yards and sub-yards, along with planning and estimation of expected
revenues on the basis of various field data by utilizing standard GUI for various
officials concerned with physical and financial movement of the crops. The main
functionality of the Enforcement and Regulation system is discussed as under:
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Reconciliation of market fee deposited vis-à-vis the market fee due. The entire
cycle of market fee assessment and deposit should be inter-linked to give an
instant status of the same.
Collection and analysis of committee-wise data regarding the expected grain
arrivals for planning and estimation of expected revenues and finalization of
various procurement details and schedules.
Compilation and analysis of committee-wise data on revenues during any
stipulated time-period on the basis of arrivals and purchases made, in
correspondence with the pre-decided targets.
Monitoring the functioning and operations of various Market Committees on
periodic basis, including generated revenues, arrivals and purchases and the
financial status.
Monitoring the status and progress of various vigilance and court cases pending
against the wings on periodical basis.
Provision for capturing auction data from PDA‟s / external devices.
1.9.23.1.2 Mandi Management System (MMS)
The Market yards or Mandis are the focal points through which all the physical and
financial transactions take place in real-time. In all reality, the Mandis are the place
of implementation of HSAMB‟s mandate, that is, the facilitation and management of
sale, purchase, storage and processing of agricultural products. From receiving the
raw, unprocessed crops at its premises, supervision of processing and dressing at
various commission agents, monitoring the sale-purchase processes by open
auctions and management of final deliveries and storage. Development of complete
infrastructure, including the appointment of various process facilitators, licensees
and dealers, Mandi does it all. Majority of revenue of HSAMB are generated at Mandis
only, and the complete administrative, capital and infrastructural resource-structure
of the Board is Mandi-oriented. But, Mandi by itself is a non-entity. In fact, they are
just another part of the extensive tool-set available with supervising authority within
any particular notified market area. This authority has been entrusted by state
government to Market Committees (MCs). The MCs are constituted under Punjab
State Agriculture Markets Act 1961, that supervise complete agro marketing process
within their respective Notified Market Areas with assistance and support from
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various officials of HSAMB. The proposed Mandi Management System (MMS) would
be encompassing all activities carried out at the MC-level.
1.9.33.1.3 Construction and Engineering System (CES)
The construction and maintenance of state-wide agricultural marketing infrastructure
is an essential duty as prescribed in HSAMB‟s mandate and is carried out through the
Construction Wing of the Board for the maintenance and construction of various
market yards and sub-yards with necessary shops, booths, platforms, etc., purchase
centers, village and link roads, Kisan Bhawans and other ancillary infrastructures.
Starting from project cost estimation, acquiring appropriate administrative and
technical sanctions, inviting and processing of tender proposals for initiation of works
to periodical monitoring of various works, the Construction and Engineering Wing is
involved in every process step of various constructional activities of HSAMB.
1.9.43.1.4 Land Acquisition System (LAS)
The process of land acquisition is initiated by the concerned MC sending a proposal
to the Board for acquiring a specific amount of land. The Land Acquisition Wing at
the head office then carefully and comprehensively reviews all the submitted
proposals on the basis of various determinants, like current ownership of the land,
location with respect to existing infrastructure of the concerned MC, cost of the land
as per government norms, sanitation, drainage and water issues, constructional and
engineering plans, etc. based upon the recommendations of a High-level Committee
of officials from concerned market committees, public health, town planning and
sanitation department along with construction wing of the Board. The most viable
proposal, fulfilling all required criterion, is then approved for acquisition and the
concerned MC initiates the acquisition process under the Punjab Agricultural Produce
Market Act, 1961. Currently, for determining the land-needs of any particular
Market Committee, the figures on total arrivals of agricultural produce in the
previous seasons are the only deciding factor. Other essential factors, like current
Mandi-space management, arrival estimations, agro-market trends, revenue-space
ratios, etc. are not being utilized by the Land Acquisition Wing. Similarly, majority of
proposal for land acquisition, if not initiated politically, take a lot of time to be
reviewed and approved. Land Acquisition Wing faces a lot of pending litigations
regarding the various acquisitions made throughout the state, which means that the
Board spends both, money and man-hours, for paying various compensations, legal
fees and monitoring court cases, as certain gaps are left during the proposal
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evaluation processes, which need to be taken care on priority basis. The proposed
Land Acquisition System (LAS), based at the HQ Level, would be to re-define, re-
structure and automate all the processes and sub-processes related to the selection,
evaluation and acquisition of appropriate lands for time-bound and optimized
expansion of MC infrastructures.
1.9.53.1.5 Accounts Information Management System (AIMS)
HSAMB is one of the pioneers in the fields of adopting and implementing a planned,
optimized and growth-oriented model of accounting. The magnitude of transactions
taking place all over the state pertaining to agro products necessitate that in order to
properly document and monitor all these activities, the Board adopts a strategy
which includes all the micro and macro issues of HSAMB‟s accounting. The HSAMB
Accounts Manual 2001 is one such document fulfilling most of the pre-requisites and
accounting needs of the Board, and any information technology module catering to
the accounting and financial needs of HSAMB would have to fully encompass the
manual within its realm. The proposed Accounts Information Management System
(AIMS) would facilitate the proper and efficient discharge of various finance and
accounts functions of the Board.
1.9.63.1.6 Management Facilitation and Reporting (MFR)
The Management Facilitation and Reporting Module would be the focal point, around
which the complete application architecture would be constructed. This module shall
facilitate the Top-level Management at HSAMB Head Office to gather the required
process data from various information systems functioning at different levels in the
Board, and process the same for generation of desired reports for the State
Government, Legislative Assembly and the Accountant General Office. This
application shall have interface with all the Master and Transaction Databases of
various wings and MCs. The MFR System would have an optimized integration of
technologies and tools to create a user-friendly graphical user interface with
appropriate checks and business logic embedded into the system.
The focus of Integrated Management System has been “automation” of the current
manual processes with very little or no process re-engineering involved. Most of the
processes are governed by the Acts/Rules/Notifications and hence the benefit of
computerization would arise mainly from automation/ online connectivity rather than
any Business Process Reengineering. The application is important to have control
over the market/ mandi and improve the efficiency. The MIS generated by the
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application would be an important input for the management to watch and monitor
important activities and thereby improve revenues for the organization.
1.103.2 Functional Architecture
The salient features of the Functional Architecture are as follows:
The Central Server of HSAMB would be the hub of the applications and
transactions; it should be possible to install any new application or enhanced
version of an existing application on the application server at the Central Server.
The application would be deployed and would be accessed through web browser
on HSAMB intranet.
FIS would also be accessed from HSAMB website with adequate security
measures.
The basic data relating to the transactions effected at the locations and through
the website would be maintained at HSAMB, Mandi Bhawan, Panchkula.
The functional architecture should permit transactions of all types to be
undertaken at the front-end.
The system should be immensely scalable, secure and reliable.
The system should support offline connectivity / data synchronization with the
central server incase some of the locations do not have internet connectivity.
The system should support collecting auction data from hand held / PDA devices
at various Mandis.
The application should be scalable to provide Government to Government (G2G)
interfaces so that the other departments/corporations interacting with the
Haryana State Agriculture Marketing Board should able to login to get the
requisite information normally required by them.
The bidder should consider application interface with Common Service
Centers(CSC) and other initiatives started by Government of Haryana.
The bidders are required to design suitable solution architecture to support the
functional architecture as illustrated below:
Note 1: HSAMB reserves the right to outsource one or more modules to another
vendor based on their
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requirement.
Figure 3: Functional Architecture
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1.113.3 Detailing of Functional Requirements
Indicative functional requirements have been detailed in Annexure 1. The detailed
Functional Requirement Specifications have been specified here for use by the
vendor for effort and cost estimation. It is expected that the vendor would do a
detailed system study and prepare Software Requirement Specifications based on
the functional requirements mentioned in Annexure 1.
1.123.4 Network Architecture
The Software Vendor shall plan a suitable network design based on latest
technologies to implement the application taking into consideration the parameters
specified by HSAMB and HARTRON. The Network architecture proposed by the
software vendor shall be evaluated by HARTRON / NIC. The network resources
required shall be clearly identified and communicated to HSAMB by the software
vendor. HSAMB shall provide the Hardware resources to the vendor. HSAMB may
ask the vendor to provide network software on a case to case basis.
While designing the Network Architecture, the bidder should consider the State Wide
Area Network (SWAN) and State Data Centre being planned by Government of
Haryana. The details of the same shall be arranged from HARTRON / NIC.
Indicative network architecture of HSAMB is schematically portrayed below:
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HSAMB, Head Quarter, Panchkula
Zonal Office Zonal OfficeZonal Office
District Office Division Office District OfficeDivision OfficeDistrict Office
MC ! MC 2 MC 51 MC 52 MC 105
MC 106
Internet Connection
Internet Connection
Internet ConnectionInternet Connection
Figure 3 Indicative Network Architecture
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1.133.5 Application Architecture and Application System Design
The proposed architecture of the solution is a web-based front end with the
applications residing on application servers. It is proposed that the FIS for HSAMB
should be developed using open Internet technologies platform. Proper Web
technology with n - tiered architecture should be employed for implementing
enterprise-class applications and web based applications. The main aim of
technology should be to create simple development model for enterprise applications
using component based application model.
DB Connectivity
FIS Tier
Firewall
Client Tier
HTML, XML)
Plug in
Software /
Middleware
FunctionalInformation
System
RDBMS
Output
Input
Middle Tier
Presentation Layer Middle Layer Data Layer
Script Language
Validation
DB Connection
Decision
Logic
Business
Logic
Business Processing Layer
Application Architecture
Client
Client
Client
Data Data
Figure 4 Application Architecture
1.143.6 System Specification
HSAMB has adequate IT infrastructure like Computers and Printers in Head Quarter,
Field Offices and Market Committees. An illustrative list of the current IT
infrastructure is given in section 4.4. It shall be the responsibility of the software
vendor to optimally employ the existing IT infrastructure. Requirement of additional
IT infrastructure shall be raised by the software vendor in a planned manner so that
it does not affect the progress and schedule of the development process and thereby
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the implementation activity. Plan for optimal utilization of the existing IT
infrastructure is one of the selection criteria of the software vendor.
1.153.7 Mail/Messaging System
The proposed solution shall offer mail/ messaging and related collaborative services
for facilitating HSAMB users to communicate among themselves and other user
communities. The mail server should support minimum 2000 users
The mailing solution should support the following features:
a) The mail server should support standard protocols like POP, IMAP, SMTP,
HTTP, LDAP
b) Support browser based email access with features including schedulable Out
of Office messages (internal and external), Managed E-Mail Folder access etc.
c) Support for Separate out-of-office messages to be set for internal and
external recipients.
d) Support Sent messages to be recalled by the sender
e) Provision for out-of-box push based mail, any information on Windows Mobile
based PDAs, Symbian, Nokia & Palm Pocket PC and smart phones
f) Provision to support for HTML Messages. Should provide support for
collaborative application development and support for integrated workflow scenarios
and Web services
g) Support single integrated directory for NOS and messaging with unified
management capabilities
h) Compliance: Messaging System should have inbuilt compliance engine to
enforce government compliance & regulation requirements
i) Email Classification: Messaging solution should be able to provide
customizable message classification like confidential, personal, company/department
confidential, do not forward. Compliance engine should be able to create rules based
on the message classifications and other message parameters
j) Should support Multi-Mailbox Search - Administrators should be able to
perform fast, full-text search across all mailboxes if required for legal or other
purposes.
k) Messaging Solution should support clustering with a minimum of one passive
node
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l) Provision for core anti-spam capability out-of-box; Mail server should have an
ability to have an internet mail filtering functionality to Separate spam; the
messaging server should have built-in server-side filtering and also Client-side
filtering
m) Connection filtering, Real time safe & block lists, Sender and recipient
filtering including blank sender filtering, Recipient lookup, Real-time block list–based
filtering, Suppression of sender display name resolution, Ability to restrict relaying,
Ability to restrict distribution lists to authenticated users, Should support Dynamic
distribution lists, Should support virus scanning API
n) Support single sign-on integrated with the supported network operating
system‟s Directory Services authentication database; Should able to support Smart
card Authentication and Finger-Print authentication
1.163.8 Disaster Recovery Plan
The requirement of Disaster Recovery has been planned by deploying DR server at
Panchkula or any other site as later decided by HSAMB, which will have a replica of
the database server and the application server at the central server location of
HSAMB. The synchronization between these two servers will have to be timed in such
a way so as to ensure that the database is replicated in the fastest possible time and
that there is no peak load on the connectivity due to any other transactions
happening through the application. Accordingly, it is recommended that the
replication take place in the second half of each day (preferably between 4pm to
10pm), after the peak load is over and before the peak load of arrivals at the gates
begins. The selected bidder should ensure that at any time there is an availability of
a back-up database.
1.173.9 Security
The highest level of security through encryption, firewall etc. is required to be
provided. The Vendor shall formulate a detailed policy on the security approach to be
adopted in the system.
The vendor should develop the software employing coding standards for security and
perform security audit on the system to assure threat from hacking and intrusions.
The vendor is expected to observe guidelines with regard to the security of data and
the software, an indicative list is as below:
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1.17.13.9.1 User Accounts
A single login should be provided to a user for an application.
Login filters should be built-in.
Time-out should be built-in for inactivity, and the access should get locked, such
that a reauthorization is required to continue.
Multiple accesses using a single login account should not be possible.
Last login for every user should always be displayed.
1.17.23.9.2 Password Usage
Password for authentication should be sent to the server in an encrypted form.
User should be able to change his/her password.
A password policy for the users should be formulated and implemented.
1.17.33.9.3 Audit Trails
All audit trails at the database levels should be enabled.
Audit trails should be built at the application level
A policy for audit generation, review and retention should be formulated and
implemented.
1.17.43.9.4 Backup and Recovery
A rugged backup policy with detailed procedures should be formulated.
Audit trail for the database and procedures for database recovery from the audit
trail should be developed.
1.17.53.9.5 Anti-Virus Checks
An anti-virus policy should be formulated for the server and the clients.
1.17.63.9.6 Database and System Administration
A detailed policy for system and database administration shall be formulated and
implemented.
1.183.10 Integration Requirements
The Functional Information Systems to be implemented under the project should be
integrated for information interchange based on indicative requirements listed in this
Tender document and based on the successful bidder‟s interaction with different
departments/ offices at HSAMB.
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1.193.11 System Integration
It shall be the responsibility of the software vendor to successfully integrate the
hardware, network and the software. Software vendor will develop the application,
identify and request hardware components and design the network. Therefore, it
shall be the exclusive responsibility of the software vendor to ensure the fool proof
system integration. Project Coordinator reserves the right to seek the assistance of
HARTRON and Wipro Consultant to review the system integration plan submitted by
the vendor.
1.203.12 Critical Success Factors
Critical Success Factors are vital elements of strategy to achieve the project mission.
The key areas of performance are made explicit to provide a common point of
reference for the entire organization. Thus, the project initiative that HSAMB
undertakes must ensure consistently high performance in these key areas;
otherwise, the organization may not be able to achieve its goals and consequently
may fail to accomplish its mission. The identified critical success factors must be
addressed during the execution of the project.
1. Ease of Use
The extent of user friendliness of the proposed application will be the prime factor
for the acceptability of the developed application. The vendor must consider the
E-readiness of the users for development of application and should ensure that
the user is comfortable in using the application. The system should provide menu
driven graphical user interface with bilingual support in English and Hindi, as
required by HSAMB.
2. Contents
The reports generated by the application must ensure the standards of relevance,
accuracy and currency. Any form of deviation in content of report generated will
impact the acceptability of the application.
3. Service Delivery and Management Reports
The proposed application aims to improve the quality of service for accessing the
information and decision making. The application must generate instant need
based reports, as and when required by stakeholders. The application should
enable the storage of reports in exportable formats. The System must generate
reports in the form of Tabular charts involving one or more than one field. The
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Application must have the capability to convert these reports into charts viz., Bar
Charts, Pie Charts etc. Reports for time series analysis, trend analysis should be
designed using charts viz., Pie Charts, Bar Charts, Tabular Reports etc.
Information which is not up-to-date becomes trivial. Hence, the vendor must
ensure the timely updation of data as defined by HSAMB. Any delays in the
updation of data will deteriorate the performance of the application.
4. Inter-Department information exchange
The application should enable instant data updating and inter department
information sharing as governed by authority to access the information.
5. Feedback and Control
There should be a mechanism to capture feedback of system users at all levels.
The vendor should consider the feedback to control and enhance the performance
of the developed application.
6. Information Need Assessment
The vendor must perform a detailed information need assessment exercise
through discussions with Top & Senior management and with other users of the
system. This would define the type, nature, periodicity and structure of reports to
be generated by the application.
7. Human Resource Development and Change Management
The vendor should assess the training needs for the users and facilitate the
capacity building of HSAMB employees. Management of change is crucial to
effectiveness, efficiency and success of a project. Many a times resistance occurs
simply because people do not know what the change is meant for. Educating the
user about the advantages of information system and empowering him with the
required know how about it‟s usage would bring smooth transition from the
existing system to the envisaged IT enabled system. Effort must be made by the
vendor to achieve the above. The vendor in coordination with HSAMB would make
effort to manage the change.
8. Process Champions
The identification of the appropriate process champion helps in developing better
understanding of the required application. The vendor in consultation with the
process champion would capture all the processes in detail to cover the
functionality of the application.
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9. Data Analysis
The systems should also be able to perform intelligent analysis on vital data like
Accounts reconciliation, Project costs, Project progress, Produce arrival and any
other data as required by HSAMB. The system should intimate the users with
necessary alarms to initiate appropriate actions as and when the need arises.
10. Data Uploading
The systems should facilitate uploading of data as may be deemed fit by the
competent authorities on the HSAMB‟s website on a regular basis.
11. Service Oriented Architecture
The system should support a service oriented architecture to incorporate new
services and modules for accomplish future needs. This may include amongst
others, services to farmers providing information on pricing, produce arrival,
weather, agricultural inputs, biometric identification of Farmers, Commission
Agent or other intermediaries.
The application should be accessible from Common Service Centres, being
developed across the state by the Government, so as to provide information to
and facilitate farmers. The software should also have the provision to transmit the
data to the national agramarknet website/application.
The application should be designed to communicate with futuristic applications
such as Artiya/Purchaser Management applications etc and provide complete end-
to-end computerization solutions of the procurement, marketing, purchase and
warehousing.
12. Business Logic and Performance of the System
Business logics should be implemented at the Middle tier or Database level to
achieve optimum performance in terms of lesser response time. Single data entry
points must be defined to eliminate duplication of efforts. All validation of data
must be done at the interface level by using scripting language. This would reduce
data entry error in the system.
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13. Short Message Service:
An interface with the back-end server application/ database is also proposed to be
incorporated into the proposed project to make a provision for auto messages
through short message service of the related information to the concerned stake
holders.
14. Implementation strategy
The software should be develop considering role based access and availability of
existing infrastructure at Mandis i.e Computer and internet availability. Initially, all
the data entry will be done through one computer at each location and later on all
the users will be provided computers/required infrastructure.
In addition, at Mandi level, Internet connectivity may or may not be available. In
case, internet connectivity is available then a separate application/ utility would
be developed which will transmit the data ( as & when required ) to update the
centralized database through net. On the other hand, in case of non-availability of
internet connection at Mandi level, the data backup would be taken through
proper backup utility, which can be restored at some other place like concerned
District Office/Market Committee Office or other nearest office wherever internet
is available and from there itself it will be transmitted (as & when required) to
update the centralized database through net.
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Technical Requirements
1.214.1 Modules overview
In its endeavor to streamline operations and deliver better services, HSAMB, has
embarked upon deployment of Software to control and manage their operations. The
proposed solution framework would form the Functional Information System (FIS)
aimed at serving the stakeholders of HSAMB and Market Committee. Based on the
functional requirement study, it was proposed by HARTRON and approved by HSAMB
that the software would have 6 functional modules, which are:
1.21.14.1.1 Enforcement and Regulation System
In this module the focus has been “automation” of the current manual processes of
Enforcement and Marketing functions. The module comprehensively captures all the
functions of the Enforcement Department. Planning for new mandi, market fee
collection, making license for market functionaries, rent collection etc are covered in
this module. It also covers the recording and reporting of Court Cases of Market
Committee. As the spread of HSAMB is across the entire state of Haryana,
automation of the operations would empower the Management with their information
needs for better control over the Market Committees and decision making.
The functions covered under this focus will be:
Gate recording and Agent Allocation
License making process and track record of the licensees.
Heuristic analysis with past data for planning for development of mandi.
Monitoring the functioning of Market Committees.
Sale transaction of Agriculture produce and capturing the details of auction and
inserting the data in the System.
Capture the details and progress of Court Cases of Market Committee.
The system to should be designed to allow Commission Agents/Artiyas to directly
enter the data through a web portal, view their market fees payable and make the
payments online.
1.21.24.1.2 Mandi Management System
This module will cover the functions carried out in the Mandi. It would have the
information of the assets of the mandi and their usage, the current works going on in
the mandi, financial management of the mandi, detail employee information. The
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information of the complete assets, physical, financial and human resource shall
come in the system and the same shall be available online to the Management for
better control and monitoring. This layer is an important layer to have control over
the market/ mandi and improve the efficiency. The information captured in this
module would be an important input for the management to watch and monitor
important activities and thereby improve the performance for the organization.
The functions covered under this focus will be:
Assets management
Market Committee budget planning.
Personnel Management of the Market Committee.
Interfacing with Enforcement and Marketing department.
Interfacing with Construction department in respect of existing construction work
being pursued.
1.21.34.1.3 Construction and Engineering System
The module automates the functioning of Construction wing of HSAMB. Construction
wing is spread across the entire state of Haryana, as such; there is time lag in flow
of information in the various functions performed at the different levels of hierarchy.
This module would expedite the two flow of information from the bottom to top and
vice versa and speed up the decision making. Top management shall have the
information regarding the development work being performed at the division layer.
This would abet the management in monitoring and controlling the work and quick
decision making. Reports and Performa shall be designed for online flow of data.
The functions covered under this module are:
Assessment of work and subsequently create a Preliminary Report.
Design Layout planning.
Preparation of Rough Cost Estimate and corresponding online approval.
Preparation of Detailed Estimate and its corresponding online approval.
Preparation of NIT/DIT and its corresponding online approval.
Tender Works execution measurement.
Automation of Inventory planning and management and vehicles monitoring.
Capture the details and progress of Court Cases of Construction department.
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1.21.44.1.4 Land Acquisition System
The module would capture the processes in Land acquisition. The module would
provide the management the information required for tracking an acquisition process
and taking quick decisions. The details of the acquisition process captured in the
module would abet the management in pursuing the acquisition with government
agency. Suitable interface with accounts and market committee would eliminate the
time lags of inter – department / market committee communication. Information
related to delay in acquisition process shall be available with the management and
accordingly help the management in taking prompt decisions.
The functions covered in this module are:
Assessment and evaluation of land needs.
Site selection process.
Acquisition process passing through different stages of the Land Acquisition Act.
Auction of plots
Capture the details and progress of Court Cases relating to Land Acquisition.
1.21.54.1.5 Accounts Information Management System
The focus of this module would be to cover the accounts functions in all the layers of
HSAMB and the Market Committee. It would automate the accounts functions of all
the layers of management of HSAMB. It would automate the processes being
pursued manually to a Software based system. This would bring benefits as it would
eliminate duplicate efforts of entry of data. Calculations shall become accurate with
no possibility of mistake.
The functions covered in this module are:
Consolidated Expense Monitor
Consolidated Income Monitor
Consolidated Budget Monitor
Deposit Work Monitor
Loans and Advance processing and monitoring.
Payroll processing.
Bank Reconciliation
Pension Monitor
Investment Monitor
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1.21.64.1.6 Management Facilitation and Reporting
The module is essentially intended for the senior management of HSAMB in
reviewing the various activities going on in HSAMB and Market Committee. GUI
based customized reports shall be generated about the different activities and works
pursued in HSAMB and Market Committee. The module would assist the senior
management in reporting to the government the status and progress of the works
being pursued by HSAMB in different parts of Haryana.
Management would get the information with prompt and alacrity to control and
monitor the functioning of Market Committees and review and control the various
development works. Reports
Control and disciplinary procedures of HSAMB has been automated in this module
and various pending disciplinary proceedings can be tracked for ensuring strict
discipline. The module would empower the Senior Management with information to
control and monitor the operations of HSAMB.
The functions and reports covered in this module are:
Report on progress of CM announcement works
Customized report for State Government
Reports on ongoing different Construction Works
Reports on Revenue collection in different mandis
Reports on various Courts Cases of HSAMB.
Disciplinary proceedings against erring employees of HSAMB and their status
report.
Pension and ex gratia functions of Board
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1.224.2 Proposed Architecture
The proposed architecture of the solution is a web-based client/ browser based front
end with the applications residing on application servers and accessed within the
HSAMB, intranet.
The bidders are expected to decide upon the development platform and tools.
Figure 5 Technical Architecture
1.22.14.2.1 Instructions
The RDMBS should support Windows or Linux based platforms and should work
with CPU based licenses.
Suitable design/ CASE tools and Project Management tools shall be provided by
the software vendor.
The application software should support both Firefox/Internet Explorer browsers
as front ends.
The web server should be compatible to the framework proposed.
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All Applications would be deployed in the HSAMB, Intranet Environment with
physical servers located in the Mandi Bhawan, Sector 6, Panchkula, Haryana.
The user community will be accessing the applications on Windows based
machines (Win 2003/2000/XP/NT/98) using a web browser over the intranet and
internet.
The application architecture/ framework needs to be homogenous across all the
application suites.
Use of XML for standardization of data exchange protocols wherever required.
The system should have provisions for bilingual support and should support Hindi
language, so that if HSAMB, wants to go ahead with some activities in Hindi the
software can support the same.
Ensure data security and integrity by scheduling backups, tight user access
controls, and encryption techniques.
Suitable anti virus software should be proposed.
The system would be deployed on a prospective basis with all operations to be
taken up on line from the date of installation. However, relevant data to run the
application software needs to be created as elaborated in the subsequent section.
The system should have adequate Artificial Intelligence Tools that should be able
to perform robust data mining exercise for generating Analytics and MIS reports
as required by HSAMB.
The project Software Development Life Cycle (SDLC) and project plan should
ideally follow the Waterfall model of execution with clear demarcation and
timelines for various phases: SRS preparation, System Design, Prototyping,
Software Development, Testing, User Training and Handholding, User Acceptance
& Final Deployment followed by the Warranty period
The bidder has to provide an on site warranty of 2 years and subsequently Annual
Maintenance for 3 years for all the application software suites from the date of
user acceptance. Adequate staff should be deployed in Mandi Bhawan, Panchkula,
Haryana during the entire on site warranty period of 2 years for troubleshooting,
maintenance, training and handholding of users.
The Intellectual Property Rights of all the software code, data, algorithms,
documentation, manuals, etc. generated as a part of implementation of this
project shall solely vest with the HSAMB, Haryana.
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It may be noted that the 6 modules mentioned above are not necessarily
compartmentalized. There would be sets of data and users overlapping across the
applications and it are imperative that they must be able to talk to one another
wherever required to generate meaningful reports/information.
The application modules are likely to share master tables and common data files
The final configuration of the FIS application suite along with functional
requirements will be freezed at the time of the SRS sign off.
The application should have the capacity to handle 5000 transactions per hour for
250 concurrent users.
The Proposed solution should support Unicode standard for Hindi on server
operating system, RDBMS & desktop operating system etc.
The Operating System and Database Software shall be proposed with Two Years
of Patches and with Security updates cost.
1.234.3 Data Migration Plan
The objective of Data Entry is mainly to utilize the data for searches and
modification. The current process is completely manual and hence the data
digitization is not happening.
1.23.14.3.1 Historical Data
Historical Data entry means the capturing of the past transactions in Digitized form.
Due to the nature of working of HSAMB the Historical data is equally significant for
meeting the objectives of HSAMB. HSAMB requires historical data for two major
reasons; one to understand the region wise commodity inflow in mandis and their
trend and time series analysis as also for record keeping. Based on these information
management can make future development plans. Secondly, HSAMB has made
significant investment in development of infrastructure across the state. Detailed
information of the same would abet the management in planning optimal utilization
of the current infrastructure as also make plans for future investments. In addition to
the above, historical data may be required for Legal cases, Licensee details, financial
transactions etc.
The exact plan for undergoing this exercise would be developed post selection of the
final Software Implementation Vendor.
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1.23.24.3.2 Master Data
The Accounts branch, HSAMB has a Tally application running. Office of the Chief
Engineer, Construction department has project related data in Fox pro based utility.
Details of current applications and their functionalities at HSAMB are given in the
subsequent section. Thus, HSAMB has, some of the master data for Accounts,
Construction wing, details already captured in the existing applications, however,
there is a need of Master data entry for other sections of HSAMB and the Market
Committees. The data in digitized form shall be migrated by the successful bidder to
the proposed application. The vendor shall develop a data migration strategy for
migrating the digitized data to the proposed system and get is approved by HSAMB.
Market Committees have all their data in hard form in various books of accounts.
These data are required to be inserted into the system.
The Vendor needs to develop an exact plan for the Master and Historical data entry
exercise. The FIS would be capable of entering the Historical data at any stage even
after the implementation and handover. For the purpose of data creation, the
following needs to be provided:
Data entry screens
Adequate Manpower with data entry skills
Hardware and software setup within the HSAMB Panchkula and / or Market
Committees, for data entry
Integration of the data created with application software
Quality checks to ensure error free data
1.23.34.3.3 Terms & Conditions of Data Entry
The bidders will estimate the volume of data to be entered in consultation with
project coordinator, HSAMB as per the requirement of PAPM Act, 1961 and bye-laws
and schedules of HSAMB as also for RTI Act. It shall be the responsibility of the
successful bidder to enter the non digitized data in the proposed system. The vendor
shall make an estimate of the historical data to be entered in consultation with
HSAMB. Data entry may require scanning of some records also.
The bidder shall submit in the commercial proposal the rate for entering data in the
system. Rate should be quoted per record basis. A typical record may consist of on
an average of 10 fields (both numeric and alphanumeric) with each field around 10
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characters. Scanning charge per page shall also be quoted in the commercial
proposal.
The data entered in the system by the successful bidder shall be tested for
its correctness. The bidder should ensure correct data entry in the system.
Payment for data entry is subject to the correctness of data entered in the
system.
Preservation of Data
The bidder should give due consideration to the preservation of data at HSAMB. The
respective records of the Board and Market Committee are preserved for the periods
noted against each in the schedule hereto annexed.
SCHEDULE
Description Period
Budget 5 Years
General Cash Book Permanently
Establishment Bill 35 Years
General Bill 3 Years
Balance Sheet 10 Years
Ledger 10 Years
Register of Deposit Permanently
Application in Form A Permanently
Other Application Form 5 Years
Returns of daily purchase and sales One year after audit
Sales 3 Years
Receipts 3 Years
Register of sale and purchase of
agricultural produce
10 Years
Register of Licences 10 Years
Provident Fund Register 10 Years or till all account to which it
relates are closed
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Service books of the employees 5 Years after retirement or death
(which ever is earlier)
Register of proceedings of the Board or
Committee or Sub – Committee
Permanently
Register of Correspondence Permanently
Cheque Books 10 Years
Pass Book 10 Years
Traveling Allowance Bills 3 Years
Lease deeds Allowance Bill 10 Years from the date they cease to
have effect
Security Bonds - do -
Treasury Challans 5 Years
Imperest Account Register 3 Years
Attendance Register 1 Years
Moveable Property Register 10 Years
Library Register 10 Years
Demand and Collection Register 10 Years
Register of Court cases 10 Years
Investment Register Permanently
Files about the appointment, removal
and dismissal of employees
35 Years
Other record which the Board or
Committee may decide to preserve for
more than three years
Such period (not less than 10 years)
as may be prescribed by the Board or
Committee
In addition to the above, legacy data as identified by HSAMB, shall be maintained for
a period not less than 20 years.
1.244.4 Existing IT Infrastructure at HSAMB.
1.24.14.4.1 Current IT set up in HSAMB and Market Committees
S# Item Quantity
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Head Office, Panchkula
1. Server (with 1 GB RAM) 2 Nos
2. P-IV Computers 44 Nos
3. P-III Computers 10 Nos
4. P-II Computers 5 Nos
5. P-I Computers 1 No
6. DeskJet Printers 23 Nos
7. LaserJet Printers 19 Nos
8. Dot Matrix Printers 18 Nos
9. Web Camera 3 Nos
10. Scanners 3 Nos
11. CVT 7 Nos
12. UPS 53 Nos
In Market Committees
1. P-IV Computers 97 Nos
2. P-III Computers 34 Nos
3. Dot Matrix Printers 131 Nos
4. UPS 131 Nos
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1.24.24.4.2 Current Applications at HSAMB
S # Application Department Key Functionalities/ Data Value
Platform/Future Use
1 Construction
Update
Construction Data regarding updates on
construction works from
different divisions is inserted.
Reports are generated
High
Stand Alone System
Lotus/ Negligible
2 CM Announcement
Works Updates
Construction Data of works undertaken by
C&E department on CM
announcement in different
divisions is inserted.
Reports are generated and
sent to NIC.
High
Stand Alone System
Fox Pro / Negligible
3 MC 30 Accounts Report of Revenue collected
(Market Fee) which is spent
on HSAMB employees are sent
on a monthly basis. These
data are inserted in this
Software. Consolidation of
monthly accounts is done.
High
Stand Alone System
Fox Pro / Negligible
4 MC 70 Accounts
Report of expenditure on
deposit works are entered in
this system and the account is
consolidated.
High
Stand Alone System
Fox Pro / Negligible
Fox Pro / Negligible
5 Salary Accounts Salary is prepared manually
and the data of the Salary of
each employee is fed in this
System and Salary slips are
generated
High
Stand Alone System
Fox Pro
6 Tally Accounts Accounting
Very High
Product
7 Excel worksheet Accounts Worksheet has been
programmed through macros
for aggregating and
consolidating various accounts
received from Market
Committees
Medium
MS Excel / Negligible
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Operational Requirements
1.254.5 Introduction
This section outlines the operational requirements of Software development at
HSAMB. It should be noted that the Vendor selected for the Software development
would be involved in the implementation of the solution as well as ongoing support
during the warranty period.
1.264.6 Support Requirement
Vendors must specify the support they propose to offer under the following heads.
The selected Vendor would assume primary responsibility for:
Authenticity of bid(s)
Implementation support
Testing
Warranty support and Annual Maintenance
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1.26.14.6.1 Implementation Plan
The software vendor shall implement the system on pilot basis, at HSAMB (HQ) and
one Market Committee within a district, to ascertain its stability. The above shall be
done upon successful user acceptance testing of modules and the system. Similarly,
the Software shall be tested in one of Construction Divisions. On successful
implementation the stability of the software shall be tested across all the other
mandis and field offices within the same district. Thereafter, the system shall be
rolled out across the state in all the mandis and field offices.
The indicative Project Plan for the implementation activity is given below:
Months
Project Activity 1 2 3 4 5 6 7 8 9 10
System Design
Preparation and approval of SRS
Preparation and approval of Systems Integration Plan
Preparation and approval of Technical Design Document
Legacy Data Entry
Estimation of Volume of data entry
Data entry of legacy data
Software Development
Coding of Modules
UAT of Modules and fixing of bug
UAT of Functional Information System and fixing of bug
Deployment of Software on Pilot basis and UAT
Deployment of Software on Pilot basis
UAT of Functional Information System on test data
UAT of Functional Information System on live data
Rolling out of Software and UAT
Rolling out of Functional Information System across state UAT of Functional Information System (on test and live data)
Training
Preparation of Training Plan and Course Content
Training of HSAMB and Market Committee employees
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1.26.24.6.2 Time Schedule
The indicative time schedule for execution of Software Development and
implementation initiative would be as follows:
Sr. No.
Milestones
Time of Completion
1 Signing of agreement with the successful
bidder T1
2 Project Initiation (P1) T1 + 0.5 months
3 Preparation of SRS Document & Sign Off P1 + 2 months
4 Design, Development & Customization of
Software P1 + 6 months
5 UAT of modules P1 + 6 months
6 Testing, Modification & User Acceptance (Pilot
basis) P1 + 8 months
7 Testing, Modification & User Acceptance
(across state) P1 +10 months
8 User Training P1 + 6 months onwards
9 Data Entry and Migration Complete P1 + 6 months
10 System ready to go live P1 + 10 months
11 Hand Holding “System go live” onwards
for next 24 months
Time Schedule for Software development
It should be noted that suitable penalty would be imposed on the Software vendor in
case of delay from their end and the same would be finalized in the contract. It may
be noted that T1 is the event marking HSAMB signing the agreement with the
successful bidder, who is also called the Software vendor. P1 is the event marking
the project initiation. The Software vendor has to design and implement a very
detailed plan of implementation that seeks to execute several activities in parallel,
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adopts critical path method and commits additional resources to activities falling
behind schedule so as to keep up with the overall deadline of implementation in 10
months.
The “go-live” means that the software is ready in all respect i.e. designing,
development, testing & implementation and can be used by all the end users
together as has been envisaged in the initial Detailed Software Requirement
Specifications document.
“Hand Holding” is that period for which the Software vendor provides active support
to the end user in using the software application and solving the teething problems
that may occur during the usage of the software by the users.
It may be noted that the time schedule for each milestone shown in the table above
would be enforced independently, even though some of them are inter-dependent.
This would have a cascading effect of penalties for delays in all other milestones
dependent on the precedent milestone. Therefore, the Software vendor will have to
be extremely careful in establishing an excellent project management set-up.
1.26.34.6.3 Payment Schedule
The payment process followed will be milestone based as per the following schedule.
It is made clear that the payment schedule is not including the AMC component. AMC
payment schedule shall be decided by HSAMB at any later stage after the system
goes live and before the expiry of two years of warranty period.
Sr. No. Milestones Payment
1 Signature of Letter of Intent with PO. 18%
2 SRS and Technical Design Document & Sign
Off 10%
3 Testing, Modification & User Acceptance of
modules 15%
4 Testing, Modification & User Acceptance after
rolling across state 10%
5 Data Entry and Migration Complete 10%
6 User Training Complete 10%
7 System go live 11%
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8 End of Warranty period 16%
The outstanding payment of 16% of contract value mentioned in serial 8 of above
table shall be made in 8 equal quarterly installments of 2%. These payments shall be
made at the end of each quarter from the commencement of the warranty period.
The payments are subject to compliance of Service Level Parameters discussed in
section 5.6 of this document.
1.26.44.6.4 Penalties
In case of delays in achieving milestones by the successful vendor, penalties will be
charged based on the following:
In case of delay in a single milestone based on reasons solely attributable to the
vendor, 5% of the Payment amount of that milestone will be charged as Penalty.
In case there is delay in subsequent milestones as a result of a cascading effect,
the penalties will also be suitably cascaded. For example, if there is a delay in
third milestone because of a delay in first milestone, a penalty of 5% of the
payment amount of the third milestone will be charged as penalty.
In case the vendor is able to cover up for the delay by maintaining the total time
schedule constant, then the penalty amount may be refunded.
In any case the total penalty amount shall not be greater than 10% of the total
cost of the tender.
1.26.54.6.5 Warranty Support and Annual Maintenance Contract (AMC)
The warranty for the software developed will be for a period of two years from the
date of its acceptance by HSAMB. This warranty should also cover adapting the
software for any additional requirements that might come to the notice of the HSAMB
at the time of actual use of the software. Adequate support staff per application
module should be deployed at HSAMB for the on site warranty period.
The vendor has to provide an on site warranty of 2 years and Annual Maintenance for
the next 3 years for all the application software suites from the date of User
Acceptance. After completion of warranty period a supplementary agreement shall be
drawn for Annual Maintenance Contract.
The vendor shall provide adequate maintenance support for the next three years to
ensure smooth functioning of the software and reduces downtime to the minimum
possible extent.
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1.274.7 Project Management
Software development is a multi-departmental initiative. Its implementation is
complex and can go out of control in absence of comprehensive and effective project
management methodology. The following requirements are therefore prescribed in
this regard: The Software vendor must employ appropriate software project
management techniques to ensure that the software is developed and implemented
in the defined time period. A copy each of the project management schedule shall be
handed over to HSAMB and Wipro Consultants to keep track of the progress of the
project.
1.27.14.7.1 Work Program
The vendor shall design a detailed Project Plan, which should include the following
components: A copy of the following documents should be handed over to the
Project Coordinator, HSAMB and to the Wipro Consultants for monitoring the
Software development plan.
Project Organization and Management Plan
Software Development Plan
Delivery and Installation Plan
Testing Plan and Methodology
Training Plan, Methodology and Training Details
Change Management Plan
Any other relevant items related to the Program Development
1.27.24.7.2 Program Implementation
The vendor shall:
Assume overall responsibility of managing and monitoring the project as per the
indicative Time Schedule as specified in the Tender
Monitor the progress of change management plan and data migration plan as laid
out in the Tender in order to enable smooth transition to the new system
Keep HSAMB updated about the above activities on a monthly basis.
1.27.34.7.3 Reporting
The vendor shall submit Monthly progress reports to the Project Coordinator, HSAMB
summarizing:
Results accomplished during the period
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Cumulative deviations to date from schedule of progress on milestones as
specified in Tender read with the agreed and finalized Project Plan
Corrective actions to be taken to return to planned schedule of progress
Proposed revisions to planned schedule
Other issues and outstanding problems, and actions proposed to be taken
Interventions which the Software vendor expects to be made by the Project
Coordinator, HSAMB and/or actions to be taken by the Project Coordinator,
HSAMB before the next reporting period
Test results of training
1.284.8 Documentation
The Software vendor is required to submit documents as mentioned in different
sections in this Tender.
1.294.9 Training Requirement
This section provides broad outlines of the different types of training to be provided
as part of the Software Development and Implementation project:
Training on new Processes
Software Training
System Administration Training
1.29.14.9.1 Training on new Processes
The topics to be covered under this have to be prepared and would cover mainly
the post operationalization of the Software.
The training is to be provided to the selected employees of HSAMB identified for
accessing the computers.
Training material:
User manual
1.29.24.9.2 Software training
a) Training on the Software
The software vendor would prepare a comprehensive training course on the FIS
application for the different user groups of the respective modules
During this training the trainees could also be asked to carry out the routine
functions using the software.
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Training material
User Manual
b) Training on Master Data Entry
Preparation of a comprehensive training course for the master data entry software
by Vendor
Training material: User Manual
1.29.34.9.3 System Administration Training
Training on system and database administration, basic hardware problems and
solution. Training on basic networking and transmission of data should also be
covered in this module
The training would be provided to selected staff of HSAMB and Market
Committees.
Training Material: Appropriate literature on System Administration topics
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1.304.10 Service Level Parameters
S.N. Service metric parameters Baseline Lower Performance Breach Basis of
Measurement Metric Credit Metric Credit Metric Debit
Ease of Use 15 5 -5
1
User Interface
Language support
Data insertion forms
Other parameters
>85% 15 60-85% 5 <60% -5
User Feedback
Form (per
month)
Report Generation 15 5 -5
2
Selection of multiple fields
Structure & Formats
Styles (Charts etc.)
Exportability
System generated alerts
Other parameters
>85% 15 60-85% 5 <60% -5 User feedback
Form(per month)
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S.N. Service metric parameters Baseline Lower Performance Breach Basis of
Measurement Metric Credit Metric Credit Metric Debit
Application Performance 20 15 -10
3
Application availability
8 am to 8 pm
8 pm to 8 am
99 %
95 %
5
99%
95%
5
< 99%
<95%
-5
4 Average response time for Functional
Information System
< 10 sec.
5 10 to 18 sec. 4 > 18 sec. -2
Enterprise
Application
server logs
Average response time for retrieval
of information from Application
Server
< 10 sec. 5 10 to 18 sec. 4 > 18 sec. -2 Server logs
5 Average Archived / History data
opening/ loading time < 12 sec 5 12 to 18 sec. 2 > 18 sec. -1
Measured over
128 kbps speed.
Technological Performance 15 3 -5
6 Capacity of the custom built software
Application
Equivalent of
capacity to
handle 5000
transactions
per hour for
250 concurrent
users
10
< 4000
transactions
for 250 users
-3
Relevant Server
logs and
monitoring tools
7
Average 1 MB document download/
upload time from local/ remote
server
< 120 sec. 5 120 to 150
sec. 3 > 150 sec. -2
Measured over
128 kbps speed
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S.N. Service metric parameters Baseline Lower Performance Breach Basis of
Measurement Metric Credit Metric Credit Metric Debit
System Updating 15 -5
Apply new patches of software on
need basis as identified by HSAMB
As per agreed
ToR with
HSAMB
15
Non-
compliance to
ToR
-5 Feedback form
Help Desk Support 20 12 -10 C+D
8
Hand Holding minor
Support user in using sw
Attending to users queries
% of calls (P1)
addressed in <
10 min
C1=P1*10
% of calls (P2)
attended in
10-25 min
C2=P2*6
% of calls (P3)
addressed in
>25 min
C3= P3*(-
5) C= C1+C2+C3
9
Hand Holding major (response time
to attend the call of the user)
Data insertion at Market
Committee
Data insertion in Division
office/Field Offices
Data insertion in Accounts Dept
(HQ)
% of calls (T1)
addressed in <
15 min
D1=T1*10
% of calls (T2)
addressed in
10-25 min
D2=T2*6
% of calls (T3)
addressed in
>25 min
D3= T3*(-
5) D= D1+D2+D3
Total 100 40 -40
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Important Note:
1. Vendor would provide tool based monitoring and online system of reporting. The
tools should have the capability such that the client can log in anytime, without the
knowledge of vendor, to see the status. At the same time vendor would provide
online helpdesk for users to log the calls.
2. It may be noted that in respect of the technological parameters, where there is no
lower performance level, the operator will have to necessarily comply with the
service level metrics.
3. All credits or / and debits to Implementation Vendor‟s account in a particular
quarter will be computed as per the matrix given above and will then be accumulated
to arrive at final credit or debit score for a particular quarter. This credit or debit
score will be divided by 100 to arrive at the percentage (%) of total contract value
that is to be paid to software vendor for that quarter, however the maximum
quarterly payment due to the vendor can not exceed 2% of total contract value
quoted by the vendor in response to this RFP. Illustration: If the vendor is able to
achieve all the baseline performance levels in a quarter he will have a credit score of
100 for that particular quarter and hence he will be eligible for full quarterly
payment, that is, 2%.
1.314.11 Handover Clause
At the end of the specified AMC / Warranty period, HSAMB may exercise its option to
extend the AMC with the existing Software Vendor or may invite fresh bids for
subsequent AMC.
If handover is required to a vendor other than the Software Vendor, at the end of the
existing AMC / Warranty or otherwise, the Software Vendor would be responsible for
handing over the complete know-how, documentation records, software logs, and all
such relevant items that may be necessary for the transition process.
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Testing and User Acceptance
HSAMB, will undertake an exercise of Testing and User Acceptance of the
Information System as soon as the Software vendor declares the system to be ready
for the exercise. The Selected bidder shall test the application and invite HSAMB to
test the modules/application. HSAMB reserves the right to take the services of
external agency for Testing of the Software.
1.325.1 Acceptance Criteria
The primary goal of Testing and Acceptance is to ensure that the project meets
requirements, standards, specifications and performance prescribed by the Tender,
by ensuring that the following are associated with clear, quantifiable metrics for
accountability:
Performance
Availability
Security
Manageability
Standards and protocols
The project is to be designed to meet all functional, non-functional and management
requirements as mentioned in the Tender.
1.335.2 Requirement from Software
For each of the features and software requirements, there are operational
requirements, deliverables and a set of standards, wherever applicable as per the
following:
1.33.15.2.1 Performance
Performance is that aspect of service, which is measured in terms of throughput and
latency. Higher throughput and lower latency values represent good performance of
a service. Throughput represents the number of service requests served. Latency is
the round-trip time between sending a request and receiving the response.
1.33.25.2.2 Availability
High Availability is a key requirement. The project must provide employees with
timely, continuous access to information - all day, every day. The project must also
be able to rebound or recover from any planned or unplanned system downtime,
ensuring a minimal impact on the operations.
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Availability is the quality aspect of whether the service is present or ready for
immediate use. Availability represents the probability that a service is available.
Larger values represent that the service is always ready to use while smaller values
indicate unpredictability of whether the service will be available at a particular time.
Also associated with availability is time-to-repair (TTR). TTR represents the time it
takes to repair a service that has failed.
1.33.35.2.3 Security
Security is the aspect of the service of providing confidentiality and non-repudiation
by authenticating the parties involved, encrypting messages, and providing access
control. The applications can have different approaches and levels of providing
security, depending on the service requester.
1.33.45.2.4 Manageability
Manageability needs to be a crucial aspect of an Enterprise Solution. Software vendor
has to ensure that the solution deployed has adequate monitoring and tracking
features for measuring the utilization and availability of resources. This includes:
Remote Monitoring of Status and Statistics of all high-level components
Management capability to start/ stop/ restart services and systems
Auto discovery of all components manageable
Auto discovery of all other system components
Ability to track changes in configuration of the system components to help
track service
System disruptions
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Bid Documents
1.346.1 Distribution of Tender Documents
A complete set of the Tender Document shall be available on the websites
www.hsamb.gov.in.
The last date for issue of the tender document is as per the section 8.1. The bidder
shall bear the risk of delay in receiving the Tender Documents for any reasons
whatsoever.
1.356.2 Cost of Bidding
The bidder shall bear all the cost associated with the preparation and submission of
bid including presentation. HSAMB will in no case be responsible or liable for any
costs.
1.366.3 Instruction for the Bidder
The bidders are expected to examine all instructions, forms, project requirements
and other information in the Tender documents. Failure to furnish all information
required by the Tender documents or submission of a bid not substantially
responsive to the Tender documents in every respect will be at the Bidder's risk and
may result in rejection of its Bid.
1.376.4 Documents comprising the bidder’s bid
The following documents should constitute the bidder‟s bid:
a. Bid Letter in Annexure 3 (Covering Letter)
b. Technical bid along with all relevant attachments/ schedules duly completed and
signed by the Bidder
c. Technical Bid should address all the requirements specified in the Tender and
should contain but not be limited to the sections specified in the Annexure 4.
d. The Bidder's Commercial Bid with content as mentioned in Annexure 5.
e. Any other information that is to be submitted during the course of bid process
1.386.5 Preliminary Process to be confidential
Information relating to the examination, clarification and comparison of the bids and
recommendations for the award of the project shall not be disclosed to bidders or
any other persons not officially concerned with such process until the award to the
successful bidder has been announced.
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Bidding Process
1.397.1 Important Dates
Sr.
No.
Event
Date
Location
1 Start Date of Distribution of Tender Publishing of
Advertisement
HSAMB, Sector-6
Panchkula
2 Last Date of Distribution of Tender 12/08/09 upto
3:00 pm
HSAMB, Sector-6
Panchkula
3 Last Date of Submissions 12/08/09 upto
5:00 pm.
HSAMB, Sector-6
Panchkula
4 Date & time of opening of technical
bid
13/08/09 at
3:00 pm
HSAMB, Sector-6
Panchkula
5 Date & time of opening of financial bid 18/08/09 at
11:00 am
HSAMB, Sector-6
Panchkula
Please note that the dates and times are indicative in nature and HSAMB reserves
the right to change the same at any point of time. The bidders would, however be
intimated of the changes as and when it happens.
1.407.2 Bid Submission, Format and Signing
The bidder shall submit in a sealed cover consisting of one copy of the entire bid
documents subscribing on the right hand side top corner as “Original Bid”, consisting
of the following:
i. Technical Bid Super-scribing on the right hand side top of the cover as “Technical
Bid”. The bidder must also submit 1 copy of the Technical Bid in softcopy in a CD,
which shall be enclosed in the envelope along with Technical Bid.
ii. Commercial Bid (under a separate sealed cover/ envelop): Super-scribing on
the right hand side top of the cover as “Commercial Bid”.
The bid, consisting of the documents listed in the instructions, shall be typed or
written in indelible ink and shall be signed by the Bidder or a person or persons duly
authorized to bind the Bidder to the contract.
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The authorization shall be indicated by written power of attorney and shall
accompany the bid. All pages of the bid, except for appended printed literature, shall
be initialed by a person or persons signing the bid.
Please note that HSAMB will not be responsible for in case there is a discrepancy
between the hard copy and the soft version of the bid submitted by the bidders.
The outer and inner envelopes shall indicate the name and address of the bidder to
enable the bid to be returned unopened in the case it is declared “late” pursuant, and
for matching purposes.
If the outer envelope is not sealed and marked as above, HSAMB will bear no
responsibility for the misplacement or premature opening of the Bid.
All the documents comprising the bid shall be serially page-numbered, separately in
respect of each volume.
Only detailed complete bids in the form indicated above received prior to the closing
time and date of the bids shall be taken as valid.
1.417.3 Language of Bid
The Bid and all correspondence and documents related to the Bid exchanged by the
Bidder shall be written in English language only. Supporting documents and printed
literature furnished by the Bidder may, however, be in another language provided
that they are accompanied by an accurate translation of the relevant passages in
English language.
1.427.4 Earnest Money Deposit (EMD)
The bids should be submitted along with an EMD of Rs. 5,00,000 (Rupees Five
Lakh Only). Those bids without this EMD will be summarily rejected. The Demand
Draft/Banker‟s Cheque/Pay Order of Scheduled or Nationalized Banks/Call deposit
receipts payable at Chandigarh should be drawn in favor of “Haryana Marketing
Development Fund” Payable at Panchkula.
The EMD of those companies that are rejected during the technical evaluation stage
will be returned within one week from the date of the decision. The EMD of the
remaining unsuccessful companies will be returned after one week from the date of
signing the agreement with the successful bidder. The EMD of the successful bidder
shall be returned to the vendor on the successful and implementation of the project.
The vendor shall not claim any interest on the EMD.
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The Successful Bidder will have to submit a Performance Guarantee based on which
a Letter of Intent (LoI) will be issued.
However, if the successful bidder is unable to sign the LoI/contract within 15 days
from the award of the contract, the EMD will be forfeited and the award will be
treated as withdrawn. HSAMB reserves the right to award the contract to the next
lower bidder(s), at the price of L1, who will also be required to sign the LoI/contract
as per the terms and conditions of this tender document.
Incase the tender documents have been downloaded from the website, a demand
draft of Rs.5000/-(Rs Five Thousand only) should be deposited along with the bid.
The draft should be in favor of “Haryana Marketing Development Fund”, payable
at Panchkula.
1.437.5 Venue for submission of Bids
Bids must be submitted to HARTRON at the address specified:
Office of the Chief Administrator,
Mandi Bhawan,
Haryana State Agricultural Marketing Board
C – 6, Sector-6, Panchkula,
Haryana – 134109
1.447.6 Late Bids
Bids received after the due date and time for any reason whatsoever shall not be
opened and shall be returned to the respective bidder.
1.457.7 Modification, Substitution & Withdrawal of Bids
The Bidder is not permitted to modify, substitute, or withdraw the bid after its
submission.
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Technical Bid Evaluation
1.468.1 Venue of Opening the Technical Bids
The venue of opening of Technical Bids is given as below:
Venue: Office of the Chief Administrator,
Mandi Bhawan,
Haryana State Agricultural Marketing Board
C – 6, Sector-6, Panchkula,
Haryana – 134109
If the specified date of bid opening is declared a holiday for HSAMB the bids shall be
opened at the appointed time and location on the next working day/specified date.
1.478.2 General Guidelines for Opening of Bids
Bids will be in two parts (Technical and Commercial) as indicated in the Tender.
There will be two bid – opening events, namely Technical Bid Opening and
Commercial Bid Opening.
The eligibility documents submitted along with the Technical bids will be evaluated
first and only those vendors, which are found Eligible, as laid down in Press Notice
Inviting Tender and RFP, will have their Technical Bids evaluated.
1.488.3 Opening of Technical Bids
Bids will be opened in the presence of the Bidder or the bidder's representatives. If
the bidder‟s representative is present at the event, he/ she shall sign an attendance
register to acknowledge his/ her presence for the same.
1.498.4 Clarification of Bid
During evaluation of the bids, HSAMB may, at its discretion, ask the bidder for
clarification of its bid.
1.508.5 Correction of errors
Prior to the detailed evaluation, HSAMB will determine the substantial responsiveness
of each bid to the bidding documents. For purposes of these clauses, a substantially
responsive bid is one, which conforms to all the terms and conditions of the bidding
documents without material deviations.
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HSAMB may, at its discretion, waive any minor infirmity or nonconformity or
irregularity in a bid, which does not constitute a material deviation, provided such
waiver does not prejudice or affect the relative ranking of any bidder.
If a bid is not substantially responsive, it will be rejected by HSAMB and may not
subsequently be made responsive by the bidder by correction of the nonconformity.
1.518.6 Eligibility Criteria of Bidder
The bidder should be an established, reputed & reliable IT solution provider
having minimum SEI-CMM level–III or equivalent certificate that have adequate
past experience of the works of similar nature.
The agencies / firms should have satisfactory completed three works of similar
nature each of value not less than Rs. 60 lacs or two similar woks each of value
not less than Rs. 75 lacs or one similar nature work of value not less than Rs. 120
lacs in Central Govt./State Govt./Public Sector Undertakings / co-operatives
during the last five years ending October, 2005.
Consortiums / Joint Ventures are not accepted.
The completion certificates issued by the officer of the client of the rank of
Executive Engineer or equivalent will have to be furnished along with the
application. The completion certificate must clearly indicate the past work done. If
work is not done in a Govt. department then along with the experience certificate
proof of income tax deducted at source (TDS) has to be produced without which
experience shall not be considered. The experience certificate should indicate:-
a. The date of start and date of completion of work.
b. Nature of work.
c. That the work has been completed satisfactory.
d. Amount of work completed.
1.528.7 Evaluation Procedure
The Technical Bids and presentations of only the eligible vendors will be considered
for evaluation. Technical solutions proposed shall be evaluated as per the
requirements specified in the Tender. An indicative list of evaluation criteria is given
in Annexure 4.
The Commercial Bids of only the Technically Qualified bidders will be opened for
further processing.
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Commercial Bid Evaluation
1.539.1 Venue of Opening of Commercial Bids
The venue of opening of Commercial Bids will be intimated separately.
If the specified date of bid opening is declared a holiday for HSAMB the bids shall be
opened at the appointed time and location on the next working day/specified date.
1.549.2 Opening of Bids
The Commercial Bids of only those Bidders, who are technically qualified during the
technical evaluation, would be opened.
Bids will be opened in the presence of the Bidder or the bidder's representatives. If
the bidder‟s representative is present at the event, he / she shall sign an attendance
register to acknowledge his/ her presence for the same.
The bidders‟ names, bid‟s modifications or deviations, withdrawals, and such other
details as the HSAMB officer at his discretion, may consider appropriate, will be
announced at the opening.
1.559.3 Clarification of Bids
During evaluation of the bids, HSAMB may, at its discretion, ask the bidder for
clarification of its Commercial Bid.
The bidder may be required to produce detailed price break-up to demonstrate the
internal consistency and justification/ reasonability of those prices.
1.569.4 Correction of errors
If there is a discrepancy between the quoted rate in figures and the quoted rates in
words, quoted rate in words will take precedence.
If there is a discrepancy between the unit rate and the total price that is obtained by
multiplying the unit rate and the quantity, the unit rate shall prevail and the total
price shall be corrected, unless in the opinion of the evaluation committee there is an
obvious misplacement of the decimal point in the unit rate in which case the total
cost as quoted will govern and the unit rate are corrected.
1.579.5 Evaluation Procedure and Criteria
The technically qualified bidders shall present the break–up of cost for the entire
Software Development Life Cycle (SDLC), Training, Hand Holding, and AMC, in the
format mentioned in Annexure- 5.
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Commercial evaluation would be done based on the commercial quote being made by
the bidders. For evaluation purposes the following method will be used:
Commercial Quote for Software Design, Development and Implementation
including warranty (S)
Training (T)
Security Audit of the Application( SA)
Middleware Licensing Cost (L)
Hand Holding (H) = H1(Year 1) + H2(Year 2)
Annual Maintenance Amounts (A) = A1 (Year 1), A2 (Year 2) and A3 (Year 3)
Total Quote (T) = S + T + SA + L + H + A
The bidder with the lowest commercial quote would be considered as the
successful bidder.
1.589.6 Acceptance or Rejection of Bids
HSAMB reserves the right to accept or reject any bid, and to annul the bidding
process and reject all bids at any time prior to award of contract, without thereby
incurring any liability to the affected.
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Award of Contract
1.5910.1 Notification of award
Prior to expiry of the period of the bid validity, HSAMB will notify the successful
bidder in writing that its bid has been accepted.
Upon the successful bidder‟s furnishing of Performance Guarantee, HSAMB will
promptly notify each unsuccessful bidder and will discharge their Earnest Money
Deposit (EMD).
1.6010.2 Signing of contract
At the same time as HSAMB notifies the successful bidder that its bid has been
accepted, HSAMB will ask the bidder to submit Performance Guarantee within 15
days of the issue of such notification. If the bidder does not submit the Performance
Guarantee within 15 days of such notification then his full EMD will be forfeited. On
receipt of the Performance Guarantee, the LoI will be issued and agency will submit
a non-judicial stamp paper of Rs 50/- for execution of the contract.
Failure of the successful bidder to sign the contract proposed through the award
letter/LoI, shall constitute sufficient grounds for the annulment of the award, in
which event, HSAMB may make the award to the next lowest bidder at the cost of L1
or call for new bids.
1.6110.3 Performance Guarantee
On receipt of notification of award from HSAMB the successful bidder shall deposit an
irrevocable performance guarantee equivalent to 5% of the award value of the
contract, as bid by the vendor in his bid. The guarantee shall be in the form of
Deposit at Call Receipt/Banker‟s Cheque/Pay Order/Demand Draft/Guarantee Bond
from any Nationalized/Scheduled Bank in favor of „Haryana Marketing development
Fund” payable at Panchkula.
The performance guarantee shall be initially valid up to the stipulated date of
completion plus 60 days beyond that. In case the time of completion of work gets
enlarged, the vendor shall get the validity of the Performance Guarantee extended to
cover such enlarged time of completion of work. After recording of the completion
certificate for the work by the competent authority, the Performance Guarantee shall
be returned to the vendor, without any interest.
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In the event of contract being determined or rescinded under the provision of any of
the Clause/Condition of the agreement, the Performance Guarantee shall stand
forfeited in full and shall be absolutely at the disposal of the HSAMB.
The bidder shall not seek any interest or appreciation of the EMD amount deposited
with HSAMB.
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Miscellaneous
1.6211.1 Delays in Performance Schedule
The Vendor shall perform the tasks under the project in accordance with the activity
schedule specified by the department as per this Tender document. An unexcused
delay by the Vendor in the performance of its contract obligations shall render the
Vendor liable to any of the following sanctions:
Forfeiture of its Performance Guarantee
Termination of the contract for default
If at any time during the performance of the contract, the Vendor encounters
conditions impending timely completion of the services under the contract and
performance of services, the Vendor shall promptly notify HSAMB in writing of the
reason for the delay, its likely duration and causes. As soon as practicable, after
receipt of the Vendor‟s notice, HSAMB shall evaluate the situation and may at its
discretion extend the Vendor‟s time for performance, in which case the extension
shall be ratified by an amendment of the contract.
1.6311.2 Corrupt, fraudulent and unethical practices
“Corrupt Practice” means the offering, giving, receiving or soliciting of any thing of
value to influence the action of HSAMB official in the process of contract execution.
“Fraudulent Practice” means a misrepresentation of facts in order to influence a
Tendering process or the execution of a contract detrimental to the interests of
HSAMB and includes collusive practice among Bidders (prior to or after bid
submission) designed to establish prices at artificial non-competitive levels and to
deprive HSAMB of the benefits of free and open competition.
“Unethical Practice” means any activity on the part of bidder, which tries to
circumvent Tender process in any way. Unsolicited offering of discounts, reduction in
financial bid amount, upward revision of quality of goods, etc. after opening of first
bid will be treated as unethical practice.
HSAMB will reject a bid for award and also may debar the bidder for future Tenders
in HSAMB if it determines that the bidder has engaged in corrupt, fraudulent or
unethical practices in competing for, or in executing a contract.
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1.6411.3 Resolution of disputes and jurisdiction
HSAMB and the Bidder shall make every effort to resolve amicably by direct informal
negotiation any disagreement or dispute arising between them under or in
connection with the contract.
Any matter arising out of the above contract or project or for the procedure for the
appointment of the vendor shall be governed by the Laws of Union of India. Only
Courts at Panchkula (with exclusion of all other Courts) shall have the jurisdiction to
decide or adjudicate on any matter or dispute which may arise.
1.6511.4 Notices
Any notice given by one party to the other pursuant to this contract shall be sent to
the other party in writing or by telex, email, cable or facsimile to the other party‟s
address, and confirmed in writing by the other party.
A notice shall be effective when delivered or tendered to other party whichever is
earlier.
1.6611.5 Use of documents and Information
The Bidder shall not, without prior written consent from HSAMB, disclose/ share/ use
the Tender document, contract, or any provision thereof, or any specification, plan,
drawing, pattern, sample or information furnished by or on behalf of HSAMB in
connection there with, to any person other than a person employed by the Bidder in
the performance of the contract.
The Bidder shall not, without prior written consent of HSAMB, make use of any
document or information made available for the project, except for purposes of
performing the Contract.
All project related document (including this Tender document) issued by HSAMB,
other than the contract itself, shall remain the property of HSAMB and shall be
returned (in all copies) to HSAMB on completion of the Bidder‟s performance under
the contract if so required by HSAMB.
1.6711.6 Currency of the bid
Currency of the Bid should be in Indian Rupees only.
1.6811.7 Period of bid validity
The bid shall be valid for 180 days after date of opening of the bids. If any bidder
withdraws his tender before the said period or makes any modifications in the terms
and conditions of the tender which are not acceptable to HSAMB, then the HSAMB
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shall, without prejudice to any other right or liberty, be at liberty to forfeit the entire
said Earnest Money Deposit absolutely and HSAMB will intimate the registering
authority accordingly. In addition to all these, the party will not be allowed to tender
for any work of HSAMB for a period of five years.
1.6911.8 Force Majeure
a. War, invasion, revolution, riots, sabotage, lockouts, strikes, work shut-down
imposed by Government Acts or legislature or other authorities, stoppage in supply
of materials, fuel or electricity, act of God, epidemics, fires, earthquakes, floods,
explosions, accidents, sea navigation blockades or any other acts or events
whatsoever which are beyond reasonable control and which shall directly or indirectly
prevent completion of the project within the time specified in the agreement, will be
considered Force Majeure. The Vendors shall be granted necessary extension of time
to cover the delay as caused by Force Majeure without any financial repercussions.
b. Should one or both parties be prevented from fulfillment of the contractual
obligations by a state of Force Majeure, the two parties shall consult each other and
decide regarding the future execution of the contract.
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Annexure 1: Detailed Functional Requirements
This section details the Functional Requirement Specification as identified by the
consultants after studying and analyzing the processes of HSAMB and Market
Committee. This detailed Functional Requirement Specifications have been provided
here to be used by the vendor for the effort estimation. It is expected that the
vendor would do a detailed System Design and prepare System Requirement
Specifications based on these requirements. The Functional Information System for
the Board has been functionally decomposed into six functional modules.
For the purpose of e – governance, the modules have been marked as G2G, G2B,
G2E and G2C. The modules marked are indicative and are subject to review by
HSAMB on a later date.
These are as follows:
1. Enforcement and Regulation System (ERS)
2. Mandi Management System (MMS)
3. Construction and Engineering System (CES)
4. Land Acquisition System (LAS)
5. Accounts Information Management System (AIMS)
6. Management Facilitation and Reporting (MFR)
The detailed functionality of the proposed modules is discussed as under:
1. Enforcement and Regulation System
1.1. Arrival Estimation System
Location: HQ Level, Circle Level Linkages: MCs
The Arrival Estimation System sub module is required for collection, compilation
and analysis of entity-wise legacy data of total arrivals for future revenue
estimation & procurement planning. The indicative functionality of the sub module
is discussed as under:
The system should maintain a record of MC-wise past arrival data of each
commodity for a period as specified by HSAMB.
The system should give aggregate and entity wise past arrival information of
each Market Committee for any specified period.
The system should give consolidated and entity wise market fee realized by MC
for any specified period.
The system should assist in projecting the collection of market fee.
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The system should compare the estimated produce arrival with actual arrival in
mandis and generate caution reports to concerned authorities.
The system should assist in analyzing trends of arrival of produce in mandis.
The system should generate reports of estimated arrivals as required by
HSAMB.
The system should generate any other report as required by HSAMB.
1.2. Arrival Recording System(G2C module)
Location: Circle Level, MC Level Linkages: MCs
The Arrival Recording System is required for recording the daily arrivals of
agricultural produce at different market yards, sub-yards and purchase centers.
The indicative functionality of the sub module is discussed as under:
The system should record the details of the farmer like name, village, contact
number, type of produce and any other field defined by HSAMB at the entry
gate of mandi premises.
The system should record the approximate weight of the produce brought by
the farmer.
The System should also be able to record the weight of the produce through
third party software which captures the weight from the weighing machine at
the gate. **
The system should capture the details of the purchaser and validate the details
of the produce at the exit gate as specified by HSAMB.
The system should generate daily report of approximate produce arrival in
mandis.
** Electronic weighing Machine may be used for capturing the weight at the entry
in some of the mandis on a pilot basis. HSAMB may extend the usage of
electronic machine to other mandis also in a phased manner.
1.3. Agent Allocation Module (G2C module)
Location: MC Level Linkages: MCs
The Agent Allocation Module is required for allocation of appropriate commission
agent to the farmer and recording of existing alliances and arrangements. The
indicative functionality of the module is discussed as under:
The System should store the list of Agents with their details as defined by
HSAMB.
The System should have the status of the license of Agent in terms of
disciplinary action/ suspension of license etc.
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The System should allocate the agent to the farmer at the gate when the gate
pass is being made.
The System should generate the gate pass with the details of the Agent like
Agent Name, Shop No. etc.
The system should generate a unique gate pass id across all the mandis for all
the gate passes generated.
The system should generate any other report as specified by HSAMB.
1.4. Licensee Monitoring System (G2C module)
Location: Circle Level, MC Level Linkages: A/C Wing
The Licensee Monitoring System is required for appointment and monitoring of
various Licensees, including Kacha Arhitya of MCs on basis of targets,
performance sheets, etc. The indicative functionality of the module is as under
The System should store all the categories and sub categories of licenses of the
Market Committee.
The System should record the application made by an aspirant of license.
The System should enquire and validate the check list of documents and fee for
license application.
The System should intimate authorized personnel for approval/disposal of
applications.
The System should track the status of the application made by an applicant for
grant of License and the stage and place where it is pending.
The System should capture information regarding the movement of files and
the place where it is currently pending.
The System should capture information about the action taken in all the
applications.
The System should capture information about the number of license issued
with date and other details in a specified period of time within all categories for
each Market Committee and district.
The System should capture information and display in GUI about the number of
licenses within each category and sub category and their dates of application
and expiry.
The System should capture information about the action taken against any
licensee in respect of rule violation.
The System should capture the details of the sale transactions executed via the
licensee and his performance in past.
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The System should record the track record of the licensee in terms of his
conduct with respect to compliance of PAPM Act, 1961.
1.5. Auction Management System (G2C module)
Location: MC Level Linkages: MCs
The Auction Management System is required for automation and standardization
of the complete process of sale, including auctions: bases on pre-defined
variables. The indicative functionalities are discussed as under:
The System should store and display previous rates of commodities for the
period as required by HSAMB.
The System should record each and every sale transaction of agricultural
produce within mandi.
The system should display mandi wise auction prices of each commodity with
minimum lag time.
The system should capture data from external device / PDA‟s of the auctions on
a real time basis with third party software or interface. **
The System should store the information about the commodities and their
corresponding market fees.
The System should capture the record of the auction details like quantity sold,
sale price, incidental charges, brokerage, market fee, HRDF Fee, Sale Tax and
any other field defined by HSAMB.
The System should record the date, time, farmer name, buyer name, Agents
name in respect of each sale transaction and cross validate with the entry
details made at the gate.
The System should calculate the liability of the person to pay the fees to the
Market Committee and the last date for payment of the same.
** A prospective external device could be Wireless Hand Held Terminal which
would capture the live rates of auction. Vendors may put forth their suggestion for
any other device. Other devices could be PDAs, Simputer, smart card based
devices etc.
1.6. Fee Monitoring System(G2B)
Location: Circle Level, MC Level Linkages: MCs
The Fee Monitoring System is required for collection and monitoring of committee-
wise market fees in correlation with estimated arrivals. The indicative
functionalities are as under:
The System should provide the details of outstanding market fee.
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The System should generate a list of defaulters who have not paid their market
fee and other charges within a stipulated period as specified by HSAMB.
The System should caution the appropriate level of authority to take suitable
step to recover the market and other fees.
The System should provide report of an estimate of the expected market fee
realizable and the actual fee realized.
The system should have appropriate linkages with Revenue Monitoring system
sub-module of Mandi Management System.
The system should generate reports as specified by HSAMB.
1.7. Rent Monitoring System
Location: Circle Level, MC Level Linkages: A/Cs Wing
The Rent Monitoring System is required for monitoring and facilitation of the rent
collection and maintaining records of outstanding dues, with action initiated. The
indicative functionalities are discussed as under:
The System should have the details of the commercial properties of the Market
Committees and HSAMB Board.
The System should store the details of tenants/lessee/purchasers of the
properties.
The System should record the rent/lease payment/EMI received by the Market
Committee against each property.
The System should record the payment details along with date and mode of
payment.
The System should raise alert in respect of default or delay in payment by a
tenant/lessee/purchaser.
The System should give the list of defaulters and raise alert at appropriate level
for initiation of action.
The System should record the action taken against a defaulter and the
compliance or the lack of it by the liable.
The System should record whether a non compliance matter has reached the
Court from either side i.e., from Market Committee or the
tenant/lessee/purchaser.
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1.8. MC Monitoring System
Location: HQ Level, Circle Level Linkages: A/Cs Wing
The MC Monitoring System is required for monitoring the operations of various
MCs on periodical basis, including revenues, arrivals/purchases, financial status,
etc. The indicative functionalities discussed as under:
The System should give user defined periodic information about the
performance of the Market Committee in terms of revenue collection vis-à-vis
revenue estimation.
The system should display entity wise revenue collection of all Market
Committee and the corresponding estimates for the same.
The system should generate a list of Market fee and rent defaulters and their
details.
The system should generate a report on action initiated against the defaulters
and compliance or lack of it from the defaulters.
The system should generate report on the financial status of the Market
Committee
The system should generate report on past conduct of License holders and their
past track record.
The system should allow the appropriate authority to raise questions and seek
explanation from the concerned authority at Zonal Level, District level or
Market Committee level.
The system should have appropriate linkages with the Mandi Management
System.
1.9. Court Case Monitoring System
Location: HQ Level Linkages: Establishment Wing
The Court Case Monitoring System is required to monitor various pending legal
cases of wing, including case & counsel details, proceedings, current statuses, etc.
The indicative functionalities are discussed as under
The system should record case details like Case Type, Case No., Court Name,
Petitioner and Respondent, Stage of Case and Counsel details for all cases
pending in which the Market Committee is a party.
The system should maintain a list of Court cases pending in the different
Courts.
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The System should record the details of property in dispute, for which matter is
pending in Court.
The system should record the interim orders passed by the Court in each case.
The system should record the judgment in a case and the compliance of the
order of the Court.
The system should record the name of the Counsels and the cases being
handled by them.
The system should record professional fee structure of the counsel.
The System should record the opening of a new case file as also the closing of
old case files.
The system should give customized report to the management in respect of the
pending cases, case types, stage of case and the expenditure incurred in the
case.
The system should record the judgment of the case and the compliance of the
order of the Court.
The system should record whether opinion is required from Counsel for moving
a superior Court.
The system should record the name of the Counsel and his opinion.
2. Mandi Management System (MMS)
2.1. Asset Monitoring System
Location: MC Level Linkages: Establishment, A/C Wing
The Asset Monitoring system is required to supervise the physical and financial
status of all the assets of the MC and initiation of appropriate action for Asset
Optimization. The indicative functionality of the module is as under:
Movable Assets
The system should store details of all movable assets as specified by HSAMB.
The system should manage the online issuance and approval work flow of
assets.
The system should record the details of repair and maintenance of assets as
defined by HSAMB.
Note: The record of vehicles is covered under Vehicle Monitoring System sub-module of
Construction & Engineering System.
Immovable Assets
The system should store details of all immovable assets and properties as
specified by HSAMB.
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The system should store details of land viz., plot number, khasra no. title
holder and any other field as specified by HSAMB and the corresponding
infrastructure developed on the land.
The system should record details of allotment of booths/Shops/Go downs.
The system should record details of renewal of allotment of booths/Shops/Go
downs.
The system should collect the details of rent received from booths/ Shops/ Go
downs.
The system should record the details of allotment of residential property.
The system should record the details of repair and maintenance of commercial
assets as defined by HSAMB.
The system should generate report of outstanding rent and generate reminders
to concerned personnel for further action.
The system should generate consolidated report of rent received/recovered in
particular period as required by HSAMB.
2.2. Works Monitoring System
Location: MC Level Linkages: LA wing, C&E wing
The Works Monitoring module is required to monitor the status of on-going works
of construction, maintenance and land acquisition in the notified market area. The
indicative functionality of the module is discussed as under:
The system should have the facility to record the project plans and bids
submitted by the contractors, if required, and as per standard formats.
The system should record the plan with the status of each stage or milestone
as defined by HSAMB.
The system should record the progress of work in specified reporting formats.
The system should allow the user to prepare documents detailing work done by
the contractor.
The system should allow the user to prepare bill for each contractor as per user
defined criteria.
The system should allow online workflow review and approval.
The system should be able to monitor deviations, item wise under various
works in execution.
The system should be able to track the Earnest Money and Security Deposit
and should caution about their timely refunds.
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2.3. Revenue Monitoring System
Location: MC Level Linkages: E&R wing, A/Cs wing
The Revenue Monitoring module is required to record and monitor the entity-wise
arrivals, sales and revenues at different yards & sub-yards. The indicative
functionality of the module is as under:
The system should record the arrival of produce from entry point in yards &
sub-yards.
The system should be able to record auction details such as name of purchaser,
name of seller, name of commission agent, quantity, price, type of produce and
any other field defined by HSAMB.
The system should be able to record the details of unsold produce.
The system should calculate the market fee and HRDF fee on the auction value
of produce sold.
The system should record the receipt and payment of HRDF fee collected by
MC.
The system should record the market fee received by MC.
The system should be able to verify the market fee details in H-register and M-
return form as defined by HSAMB.
The system should be able to compare and verify the M-return received from
commission agents and purchasers respectively.
The system should identify the auctions for which the market fee is not paid in
stipulated time.
The system should generate report of non-payment of market-fee within the
stipulated time along with the details of the purchaser.
The system should generate report of outstanding market fee as required by
MC and HSAMB.
The system should be able to record details of the produce exiting from mandi
premises.
The system should be able to give estimated stock of produce with commission
agents.
The system should be able to send daily price report from MC office to Agmark
in format defined by HSAMB.
The system should generate daily arrival report as required by HSAMB.
The system should generate periodic report of collection of Market fee.
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The system should provide adequate interface with other modules as required
by HSAMB.
2.4. Arrival Estimation System
Location: MC Level Linkages: Establishment, E&R wing
The Arrival Estimation module is required to assess village-wise productions and
tentative arrivals and sale-process & procurement planning. The indicative
functionality of the module is as under:
The system should have suitable linkage with Arrival Recording System sub-
module of Enforcement and Regulation System.
The system should allow the user to enter information of estimated produce
arrival in standard format.
The system should maintain a record of past arrival data of each commodity for
a period as specified by HSAMB.
The system should give aggregate and entity wise past arrival information for
any specified period.
The system should give consolidated and entity wise market fee realized for
any specified period.
The system should assist in projecting the collection of market fee.
The system should compare the estimated produce arrival with actual arrival in
mandis.
The system should assist in analyzing trends of arrival of produce in mandis.
The system should be able to generate reports of estimated arrivals as required
by HSAMB.
The system should generate any other report as required by HSAMB.
2.5. Mandi-Space Management System
Location: MC Level Linkages: C&E wing, E&R wing
The Mandi Space Management module is required for planning and management
of space in mandi for revenue maximization, cost reduction process facilitation.
The indicative functionality of the module is as under:
The system should record the land usage details under Market Committee in
standard format defined by HSAMB.
The system should maintain usage details of booths/shops/go-downs/plots
under MC and HSAMB.
The system should maintain a record of allotment of booths/shops/go-
downs/plots.
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The system should assist in analyzing requirement of facilities in mandi and
development works.
The system should be able to generate report of land usage details, as required
by HSAMB.
2.6. MC Budget Planner
Location: MC Level Linkages: Establishment, A/C wing
The MC Budget Planning module is required for preparation of annual budgets for
the MC and monitoring the allocated budgets and financial progress. The
indicative functionality of the module is as under:
The system should maintain pre-defined formats for entering budget data.
The system should be able to assist in generating budget estimates for
successive years.
The system should be able to prepare head-wise budgets estimates for MCs.
The system should maintain electronic version of budget registers as per the
requirements of HSAMB.
The system should update the appropriate budget head on the sanctioned
amount and monitor allocated funds subsequently.
The system should compile and generate receipt and expenditure budget
reports.
The system should have facility to monitor actual versus budgeted receipts and
expenditure.
The system should have ability to calculate budget variances
The system should have facility to create budget for the next year (as per
requirement of HSAMB) before the current financial year closes.
The system have facility to roll forward actual and budget to the next financial
year.
The system should maintain information about surplus or shortages of funds
under budget heads.
The system should have the ability to caution the user on any approaching
shortages.
2.7. Personnel Information System(G2E)
Location: MC Level Linkages: Establishment wing
The Personal Information sub module is required to maintain complete bio-data of
all the employees of the MC with service records, leave records, ACR, etc. The
indicative functionality of the module is as under:
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The system should maintain employee file with the details of each employee
like Name, Department, Designation, Pay Scale, Seniority, and any other
defined field.
The system should allow the creation and deletion of employee file.
The system should maintain the payroll data of each employee such as Basic,
DA, HRA, Allowances, GPF, LIC premium and any other defined field.
The system should maintain records of transactions done by the employee in
the entire duration of his tenure with the HSAMB such as: PF contributions, IT
deductions, Loans and advances, Medical reimbursements, Increments, Grants
and any user defined field.
The system should maintain service records, leave records and ACR records of
employee in prescribed format.
The system should allow modification of records as and when required only by
authorized personnel.
The system should maintain audit trails of any changes made in the records of
employee files.
The system should update the employee database as and when the
transactions are made in respect of an employee.
The system should interact with Payroll Processing module for generation of
monthly salaries.
The system should generate reports as specified by HSAMB.
2.8. Farmer Facilitation System(G2C module)
Location: MC Level Linkages: Establishment, E&R wing
The Farmer Facilitation module is required to analyze and study farmer-related
data and preparation of farmer-facilitation databases. The data collected shall
facilitate the decision making and assist in achieving high level objectives of the
HSAMB. The indicative functionality of the module is as under:
The system should give the details of farmer and produce brought in a yard,
sub-yards as defined by HSAMB.
The system should give a report of the region / area wise agricultural produce
trend.
The system should record the details of Knowledge Centers being managed and
run by HSAMB at each district, market committee.
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The system should be able to disseminate information to farmers through Short
Message Service, System Generated calls or any other medium proposed by
bidder.
The system should disseminate information to farmers on market prices,
produce arrival in Mandis and any other details specified by HSAMB.
The system should be scalable to share information with other initiatives of the
state government like Ekal Sewa Kendra, E-Disha etc.
The system should be able to generate reports as required by Marketing &
Enforcement wing, HSAMB.
3. Construction and Engineering System
3.1. Works Assessment Module(G2G module)
Location: Circle Level, MC Level Linkages: MCs
Work Assessment module is required for the assessment and fixation of various
developmental & maintenance requirements at MCs across the state. The
indicative functionality of the module is discussed as under:
The system should record the details of initiator of any construction work. The
system should also record the details of proposal received for the above.
The system should record the details of the proposed construction work.
The system should store the details of the assets of the mandi with their design
specifications and their date of construction.
The system should record the requisition for maintenance of assets by Market
Committee.
The system should allow online preparation of preliminary report, its review
and approval.
The system should allow online review and approval of the preliminary report
by competent authorities.
3.2. Planning and Drawing Module
Location: Circle Level Linkages: LA wing
The Planning and Drawing module is required for preparation of Site-drawings &
Lay-out Plans for various constructional requirements on selected sites. The
indicative functionality of the module is discussed as under:
The system should store standards drawing patterns approved by HSAMB and
PWD.
The system should have tools for drawing of layouts for constructional
requirements.
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The system should be able to store all design layout plans of HSAMB.
The system should allow online review and approval by competent authority.
3.3. Cost Estimation System(G2G module)
Location: HQ Level, Circle Level Linkages: Establishment wing
The Cost Estimation System is required for preparation of various Rough Cost
Estimates & obtaining corresponding Administrative Approvals. The indicative
functionality of the module is discussed as under:
The system should store the PWD Haryana Scheduled Rates, 1988.
The system should store the rate of non scheduled items.
The system should allow for updating the scheduled rates/non scheduled items
rates in terms of premiums allowed on percentage basis on the scheduled item.
The system should allow the premiums to be updated in scheduled rates.
The system should record the case history of each construction work.
The system should provide pre-defined format for preparation of cost estimates
as specified by HSAMB.
The system must take inputs for preparation for Rough Cost Estimate from the
specifications of the design layout prepared.
The system should allow the user to calculate the Rough Cost Estimate based
on the scheduled and non schedules items and the percentage premium
allowed on each scheduled rate items on the insertion of quantity only.
The system should calculate the value of the Rough Cost Estimate on quantity
inserted by the end user.
The system must maintain an audit trail for the editing done by Competent
Officers.
The system should allow the Rough Cost Estimate prepared be sent online to
the Competent Authority for Administrative Approval.
The system should send information to the concerned branch (Accounts,
Market Committee, Circle, Division, Construction Cell HQ or any other as
specified by HSAMB) regarding approval of the Rough Cost Estimate.
3.4. Technical Sanction
Location: HQ Level Linkages: Establishment wing
The Technical Sanction module is required for preparation of Detailed Cost
Estimates & finalization of various drawings for obtaining corresponding Technical
Sanctions. The indicative functionality of the module is discussed as under:
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The system should allow the user to prepare the Detailed Cost Estimate of any
construction work.
The system should retrieve the case history of each construction work.
The system should retrieve the rates from the database which stores the rates
of the Haryana PWD Schedule of Rates, 1988.
The system should take inputs for preparation for Detailed Cost Estimate from
the specifications of the design layout prepared.
The system should calculate the value of the Detailed Cost Estimate on
quantity inserted by the end user.
The system should allow the user to get the detailed cost estimate scrutinized
and validated by the appropriate authority.
The system should allow incorporation of the prevailing rates as approved by
the Competent Officer.
The system should allow the editing by appropriate authority of the Detailed
Cost Estimate prepared by the end user.
The system must maintain an audit trail for the editing done by Competent
Officers.
The system should allow preparation of Detailed Cost Estimate and online
review and approval by the Competent Authority for Technical Sanction.
The system should send information to the concerned branch (Accounts,
Market Committee, Circle, Division, Construction Cell HQ or any other as
specified by HSAMB) regarding approval of the Detailed Cost Estimate.
3.5. Tender Management System
Location: HQ Level Linkages: Establishment wing
The Tender Management System is required for the preparation of NIT & DNIT,
review of submitted bids, awarding the tenders & maintenance of contractor
databases. The indicative functionality of the module is discussed as under:
The system should maintain a database of registered Contractors of HSAMB
and their category in terms of department viz., Electrical, Mechanical, Civil and
their classification in terms of commercial standing or any other parameter as
specified by HSAMB.
The system should allow the user to prepare NIT/DNIT in a format as specified
by HSAMB.
The system should take the details for preparation for NIT/DNIT from the
Detailed Cost Estimates of the specified construction work.
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The system must take inputs for preparation for NIT/DNIT from the
specifications of the design layout prepared.
The system must allow the NIT/DNIT prepared be saved in format which can be
sent to the appropriate agency for publishing in newspapers.
The system should allow online approval of NIT/DNIT by competent authority.
The system should record the details of the Tender Case received against the
tender along with the name of the firm and date of submission.
The system should prepare the comparative financial statement of all
technically qualified bidders in a formatted chart as specified by HSAMB.
The system should allow the user to generate a letter of allotment of work to
the successful bidder.
The system should store the name of the contractor who has been awarded the
tender.
The system should be scalable and interoperable with a third party software for
the purpose of e – procurement.
3.6. Works Allocation System
Location: HQ Level Linkages: Establishment wing
The Works Allocation System is required for allocation, demarcation and physical
& financial requirement analysis for all outstanding/new works. The indicative
functionality of the module is discussed as under:
The system should store the information for any outstanding work/ new work
as requested by a concerned department or assessed by construction cell.
The system should allow analyzing the requirements of these construction
activities in terms of the money involved and the time required.
The system should abet the planning process for these outstanding/new
requirements.
3.7. Works Monitoring System
Location: HQ Level, Circle Level Linkages: Establishment wing
The Works Monitoring System is required to monitor the physical & financial
progress of various works by collection & compilation of daily worksheets,
payment details, etc. The indicative functions are discussed as under
The system should record the measurement of work with details required as
specified by HSAMB.
The system should allow preparation of running bill for the quantum of work
done by the contractor.
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The system should allow validation of the measurement and bill by appropriate
authority.
The system should allow the passing of the bill by appropriate authority
including all previous bills.
The system should prepare work status reports in a format as specified by
HSAMB for review by Senior Officers for each contract work.
3.8. Inventory Management System
Location: HQ Level, Circle Level Linkages: Establishment wing
The Inventory Management System is required to maintain dynamic inventories of
various raw materials (cement, bitumen, etc.) & generating periodical stock
statements. The indicative functionality of the module is discussed as under:
The system should store the inventory item of construction cell at each division
as categorized by HSAMB.
The system should keep information about the stock items available in the
home divisional store and other divisional store.
The system should update item quantity in case of transaction (inward or
outward) of item.
The system should allow the user to seek approval of the concerned officer to
withdraw an item if item is available in the home division store.
The system should allow the user to seek the approval of the Competent
Authority for withdrawal of stock from another store.
The system should raise an alert for the Competent Authority to accord
sanction.
The system should record a minimum inventory level for each item. The
inventory level should be defined by HSAMB against each item.
The system should store an Economic Order Quantity and lead and lag time for
each item as specified by HSAMB.
The system should raise an alert when the stock item goes below the minimum
inventory level for an item.
The system should generate a report of items available and their quantity as
also the stock out items in each store for the Senior Officers for procurement
planning.
The system should generate the monetary value of the items available in the
store.
3.9. Vehicles Monitoring System
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Location: HQ Level, Circle Level Linkages: Establishment wing
The Vehicles Monitoring System is required for monitoring & scheduling various
vehicles by creation of digital logbooks, fuel consumption charts, routing plans,
etc. The indicative functionalities are discussed as under
The system should maintain a record of all vehicles, their model and year of
purchase as defined by HSAMB.
The system should have the list of vehicles and the name of officer to whom
the vehicle is allotted. Driver allotted to vehicle should be also in the list.
The system should record the fuel consumption of each vehicle.
The system should have record the total distance traveled by each vehicle.
The system should record the maintenance and repair cost incurred in each
vehicle.
The system should record the bookings of each vehicle.
The system should allow the designated officer to raise a request for purchase
of new vehicle.
The system should allow for online approval of the purchase request.
The system should allow the user to initiate the process of sending a request to
State Condemnation Board for purchasing a new vehicle.
The system should allow the user to append the number of vehicles purchased
their model, rate and expense occurred in the purchase of a new vehicle.
The system should allow for storing the insurance, tax and other charges for
each vehicle.
The system should raise an alert within a period as defined by HSAMB when
the insurance, tax or other charges expire.
The system must record the vehicle details which go to the State Vehicle
Condemnation Board for auction.
The system should allow for recording the price received in the auction of a
condemned vehicle.
The system should generate reports for vehicles in terms of their usage and
fuel consumption pattern. It should give the repair cost incurred in each
vehicle.
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3.10. Court Cases Monitoring System
Location: HQ Level Linkages: Establishment wing
The Court Case Monitoring System is required to monitor various pending legal
cases of wing, including case & counsel details, proceedings, current statuses, etc.
The indicative functionality of the module is discussed as under:
The system should record the name of the Contractor and the Contract details
embroiled in arbitration.
The system should record the name of the arbitrator and the date on which the
proceedings has begun.
The system should retrieve the contract details on which the arbitration has
initiated. It should also record the point on which the arbitration proceedings
have initiated.
The system should record the proceedings of the Arbitration process.
The system should record the findings of the Award.
The system should record the Award of the Arbitration and its details.
The system should record the execution of award or the lack of it.
The system should store the list of cases pending against the Construction Cell
and the case details in terms of Case No., Name of Court, Petitioner and
Respondent, Stage of Case, Name of Contract under litigation, Division, Market
Committee under impact.
The system should record the name of the Counsels and the respective cases
being handled by them. Their professional fee structure should also be
recorded.
The system should allow the user to prepare monthly report in a format as
specified by HSAMB to be sent to legal department and accounts department
for professional bill processing of the Counsel.
The system should give customized report to the management in respect of the
pending cases, case types, stages of case and the expenditure incurred in each
case.
The system should record the judgment of the case and the compliance of the
order of the Court.
The system should record whether opinion is required from Counsel for moving
a superior Court.
The system should record the name of the Counsel and his opinion.
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4. Land Acquisition System
4.1. Requirement Analysis System
Location: Circle Level, MC Level Linkages: Establishment, A/Cs wing
The Land Acquisition System is required for determining & fixing actual land needs
of various MCs on basis of previous arrivals, future estimates, etc. The indicative
functionalities are discussed as under:
The system should give report of the past arrival data of each entity in each
Mandi for any specified period.
The system should give the aggregate arrival of all entities of each market
committee for any specified period.
The system should give reports in format as specified by HSAMB for analyzing
the past arrivals and the time series analysis of the produce for any mandi.
The system should give future arrival estimates based on past data and trend
in arrival patterns.
The system should prepare a chart of trend of arrivals of entity of each mandi
which should abet the management in planning for construction of new mandi
or expanding / upgrading an existing mandi.
The system should allow the management to analyze the requirement of
additional land for construction of new mandi on pre defined parameters or any
other parameter as specified by HSAMB.
4.2. Site Selection Module (G2G module)
Location: HQ Level, Circle Level Linkages: C&E wing, MCs
The Site Selection Module is required for selecting & short-listing prospective sites
for acquisition on basis of factors like location, price, etc. The indicative
functionality of the module is discussed as under:
The system should record the details of the land recommended by the
Competent Authority for acquisition.
The system should record the name of the owner/owners of the land, per unit
rate of the land and any other field as specified by HSAMB.
The system should be able to store GIS boundary maps of land and other
property owned by HSAMB.
The system should allow users to make on-line queries on land details by
clicking on the map.
The system should record the comments of the members of the Site Selection
Committee.
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4.3. Acquisition Monitoring System (G2G module)
Location: HQ Level, Circle Level Linkages: Establishment, C&E wing
Acquisition Monitoring System is required for facilitating time-bound & sequential
compliance of total process of obtaining NOCs for acquiring selected sites. The
indicative functionalities are discussed as under:
The system should record the requisition for acquisition of land. It should also
store the documents for requisition viz., Resolution passed by Market
Committee etc.
The system should record the evaluation made in terms of technical and
administrative details at the HSAMB Head quarter.
The system should record the request made to the State Government for
acquisition of land.
The system should record the number of requisition proposals pending with the
State Government and their stages of acquisition process.
The system should record the stages of acquisition process initiated by State
Government / Land Acquisition Collector.
The system should record the objections and disputes raised at all the stages of
acquisition process. Acquisition process is initiated by the State Government
under the Land Acquisition Act, 1884. The stages of land acquisition run under
various sections viz., Sec 4, 5, 6, 7, 8 and 9. The system should record the
movement of the acquisition process within these sections. The objections and
litigations, if any, and their details should get recorded in this system.
The system should have the facility to drop the land acquisition activity
requested by the Board and the corresponding details in terms of letters, date
etc. should get recorded in it.
The system should capture the quantum of money to be given to the Land
Acquisition Collector as also the Award announced by the Collector against a
particular piece of land.
The system should record the name of the land owners and the compensation
to be paid to them.
The system should record the details of payment given to the Land Acquisition
Collector and the action taken by the concerned officer in distributing it to the
recipients.
The system should generate report as specified by HSAMB.
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4.4. Auction Management System(G2C module)
Location: HQ Level, MC Level Linkages: C&E, A/Cs wing
Auction Management System is required for sale & distribution of various plots,
shops, booths, etc. at MCs by auctioning & maintaining database of each
transaction. The indicative functionality of the module is discussed as under:
The system should record the details of plots, kiosks and go downs developed
in the mandi.
The system should record the reserve price of each plot, kiosk and rental of go
downs.
The system should record the auction rate of each plot and kiosk.
The system should record the details of properties given in reserve price and
market price and the details of the recipients.
The system should record the date on which possession of the property is given
to the recipient and the details of the recipient.
The system should record the down payment made on plots and the number of
installments and EMI fixed on the outstanding amount.
The system should record installment received against each plot. It should also
record the non payment or dispute, if any, against a plot or kiosk.
The system should record the details of construction made on plots.
The system should generate report as specified by HSAMB.
4.5. Court Case Monitoring System (G2C)
Location: HQ Level Linkages: Establishment, A/Cs wing
Court Case Monitoring System is required to monitor various pending legal cases
of wing, including case & counsel details, proceedings, current statuses etc. The
indicative functionality of the module is discussed as under:
The system should capture the details of any dispute between the recipient of
the plot or kiosk. It should also capture details of the appeal filed before the
Chief Administrator. Outcome of the appeal should be recorded in the system.
The system should store the different land related dispute pending in different
Courts and their stages.
The stage of the case and the property in dispute should be recorded in the
system.
The system should store the list of cases pending in terms of Case No., Name
of Court, Petitioner and Respondent, Stage of Case, Name of land owners/plot
holders under litigation, Division, Market Committee under impact.
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The System should record the opening of a new case file as also the closing of
old case files.
The system should record the interim orders passed by the Court in each case.
The system should record the name of the Counsels and the respective cases
being handled by them. Their professional fee structure should also be
recorded.
The system should allow the user to prepare monthly report in a format as
specified by HSAMB to be sent to legal department and accounts department
for professional bill processing of the Counsel.
The system should give customized report to the management in respect of the
pending cases, case types, stage of case and the expenditure incurred in the
case.
The system should record the judgment of the case and the compliance of the
order of the Court.
The system should record whether opinion is required from Counsel for moving
a superior Court.
The system should record the name of the Counsel and his opinion.
5. Accounts Branch
5.1. Consolidated Expenses Monitor
Location: HQ Level, Circle Level Linkages: All wings, MCs
The Compilation Expense Monitor module is required for compilation of MC-wise,
branch-wise & head-wise details of all revenue & capital expenses including of
construction works. The indicative functionality of the module is discussed as
under:
The system should be able to collect & record expenses of Branches, Market
Committees, and Field offices (including deposit works) under prescribed
heads.
The system should be able to compile and consolidate expenses of Branches,
Market Committees and Field offices as required by HSAMB.
The system should prepare branch-wise, MC-wise & Field office-wise details of
all revenue & capital expenses under prescribed heads.
The system should provide access right to authorized personnel for addition or
deletion of expense heads.
The system should generate periodic expenditure statements as defined by
user and should be able to prepare Payments and Annual Accounts.
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The system should generate Ledger balances.
The system should generate Trial balance of the final accounts.
The system should prepare a comparative statement of actual expenses with
budgeted expanses.
5.2. Consolidated Income Monitor
Location: HQ Level, MC Level Linkages: All wings, MCs
The Consolidated Income Monitor module is required for compilation of MC-wise,
branch-wise & head-wise details of all incomes, including market fees, property
rents, plot-sales, etc. The indicative functionality of the module is discussed as
under:
The system should be able to collect & record receipt/income of Branches,
Market Committees, and Field offices under prescribed heads.
The system should prepare branch-wise, MC-wise & Field office-wise details of
all receipts and income against rent, market fees, recoveries, fines, plot sales,
deposit works etc.
The system should be able to compile and consolidate income of Branches,
Market Committees, and Field offices for property rents, market fees,
recoveries, fines, plot sales etc.
The system should provide access right to authorized personnel for addition or
deletion of receipt/income heads.
The system should be able to generate user defined periodic receipt/income
statements and prepare Annual Accounts.
The system should generate a report of outstanding balance with Branches,
Market Committees, and Field offices.
The system should generate Ledger balances.
The system should generate Trial balance of the final accounts.
The system should prepare a comparative statement of actual income with
budgeted income.
5.3. Consolidated Budget Monitor
Location: HQ Level, MC Level Linkages: All wings, MCs
The Consolidated Budget Monitor module is required for preparation of head-wise
budgets for various wings/MCs and monitoring allocated funds subsequently. The
indicative functionality of the module is discussed as under:
The system should maintain pre-defined formats for entering budget data.
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The system should be able to assist in generating budget estimates for
successive years.
The system should be able to prepare head-wise budgets for various
wings/MCs and Field offices.
The system should be able to record budgeted income and expenditure
statements from branches at HSAMB (HQ), offices of MCs and field offices of
ZAs, ZMEOs, DMEOs, CE, SEs and XENs.
The system should be able to generate reminders for concerned branch/office,
if the budget details are not submitted in time.
The system should compile and consolidate the budget heads from all the
branches/ offices.
The system should allow online approval/sanction for the budgets by
competent authorities.
The system should maintain electronic version of registers as per the
requirements of HSAMB.
The system should update the appropriate budget head on the sanctioned
amount and monitor allocated funds subsequently.
The system should have facility to enter receipt and expenditure budgets
branch wise.
The system should compile and generate receipt and expenditure budget
reports.
The system should have facility to monitor actual versus budgeted receipts and
expenditure.
The system should have ability to calculate budget variances
The system should have facility to create budget for the next year (as per
requirement of HSAMB) before the current financial year closes.
The system have facility to roll forward actual and budget to the next financial
year.
The system should have facility to transfer funds between different budget
heads.
The system should allow authorized personnel to add or delete budget heads.
The system should maintain information about surplus or shortages of funds
under budget heads.
The system should have the ability to caution the user on any approaching
shortages.
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5.4. Deposit Works Monitor
Location: Circle Level, MC Level Linkages: C&E wing, MCs
The Deposit Works module is required for compilation of all expenses incurred by
MCs on various Deposit Works, including civil, electrical & public health works. The
indicative functionality of the module is discussed as under:
The system should maintain a Deposit works database with the details like date
of approval, MC involved, sanctioned amount, date of commencement,
progress of work, revision of sanctioned amount etc.
The system should collect and update information regarding monthly progress
of deposit works from divisions and MC offices.
The system should store and compile all expenses incurred by MCs on various
Deposit Works, including civil, electrical & public health works.
The system should store and compile all receipts from MCs against deposit
works.
The system should maintain details of Letter of Credit issued to divisional
offices.
The system should generate periodic reports on the progress of deposit works.
The system should assist in analyzing the progress of deposit works by
assessing project completion, cost and other parameters defined by HSAMB.
The system should generate reports on the expenses incurred and income
receipts against deposit works.
The system should generate report of financial status of deposit works as
required by HSAMB.
The system should have appropriate linkages with Expanse Monitor module.
5.5. Bank Reconciliation Module
Location: HQ Level, Circle Level Linkages: Bank, MCs
The Bank Reconciliation Module is required for monitoring & reconciliation of all
financial statements of deposits/withdrawals from various banks. The indicative
functionality of the module is discussed as under:
The system should maintain a record of all financial transactions with banks.
The system should have ability to compare the debit and credit entries in cash
book with bank.
The system should generate a report of outstanding balance of Cash Book and
Bank.
The system should allow validation of data.
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The system should allow the users to put their comments online for error
correction.
The system should maintain the audit trail of correction/changes in the
transactions.
5.6. Payroll Accounting Module(G2E)
Location: HQ Level, Circle Level Linkages: All wings, MCs
The Payroll Accounting Module is required for processing & preparation of all
salaries, allowances, increment schedules, taxes, GPF, CPF, arrears, etc. The
indicative functionality of the module is discussed as under:
The system should maintain the details of each employee like Name,
Department, Designation, Pay Scale, PAN, and any other defined field.
The system should maintain the payroll data of each employee such as Basic
Pay, DA, HRA, Allowances and deductions like GPF, LIC premium and any other
defined field.
The system should maintain the leave records of each employee.
The system should enable authorized users to update leave data on a regular
basis.
The system should be able to calculate for each employee Salary, Increments
and Promotions, Deductions, Income Tax, Advances, Miscellaneous recoveries,
etc.
The system should generate the monthly salary slip with details including
Basic, DA, HRA, Allowances, GPF, LIC premium, projected earnings, projected
tax liability, details of any outstanding loan and any other field defined by
HSAMB.
The system should consider the current as well as projected earnings & savings
of employees for TDS calculations.
The system should be able to prepare the Form-16 for employees of HSAMB.
The system should allow only the authorized/restricted users to access the
payroll information.
The system should allow only the authorized user to edit the payroll data for an
employee (in case of promotions, penalties etc).
The system should add increments according to each employee‟s pay scale and
date of increment as marked in the service record.
The system should have appropriate linkage with the Personnel Information
System and Pensioner‟s Module.
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The system should generate LPC (Last Pay Certificate) for employees
transferred or discontinuing services with HSAMB.
The system should prepare user define periodic reports of salaries disbursed.
The system should allow authorized user to create/delete new head in salary
statements.
The system should allow calculation and disbursement of arrears.
The system should provide adequate interfaces with concerned
departments/establishments as required by HSAMB.
5.7. Loans & Advances Monitor(G2E)
Location: HQ Level, Circle Level Linkages: All wings, MCs
The Loans & Advances Monitor module is required for maintaining records of loan
& advances given to Board‟s employees and loans given by Board to Market
Committee & other institutions, pertaining to out-standing dues & for approval of
loans/long-term advances. The indicative functionality of the module is discussed
as under:
5.7.1. Loans & Advance to Employees
The system should provide facility to employees for application of loans &
advances.
The system should allow online approval/sanction for the loans & advances by
competent authorities.
The system should provide adequate interface with payroll accounting module
so that deductions may be made whilst the generation of salaries.
The system should provide details of outstanding dues (including interest) of
employees.
The system should be able to generate need based reports of
sanctioned/disbursed/rejected loan cases.
5.7.2. Loans & Advance to MC & Other Institutions
The system should provide facility for application of loans/ Grant-in-Aid by
financially week MCs and other Institutions.
The system should allow online approval/sanction for the loans & advances by
competent authorities.
The system should provide adequate interface with Budget & Cash accounting
module so that disbursements & recoveries may be made.
The system should provide details of outstanding dues.
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The system should be able to generate need based reports of
sanctioned/disbursed/rejected cases.
5.8. Pensioners’ Module(G2C)
Location: HQ Level, Circle Level Linkages: All wings, MCs
The Pensioner‟s module is required for generation of different pensioners‟ bills,
statements of commuted/family pensions, etc. for different applicants. The
indicative functionality of the module is discussed as under:
The system should allow employees to apply for pension payments.
The system should allow authorized personnel to initiate the process of
sanction of pension for employee retiring for reasons other than by way of
superannuation.
The system should be able to compute pension of the employee considering his
service record.
The system should calculate the other retirement benefits of an employee.
The system should assist in preparation of pension cases and finalization
thereof.
The system should assist in verification of service from service book records.
The system should allow online approval/sanction for the pension by competent
authorities.
The system should be able to generate pension‟ orders to employee and bank.
The system should generate the report of pension disbursed every month.
The system should generate the list of retiring employees.
The system should provide the current status of pending cases for pension
payment.
The system should assist in preparing budget estimates for contribution to
pension fund of ensuing year.
The system should keep a record of contributions made to the pension fund.
The system should provide reports of contributions to the pension fund as
required by HSAMB.
5.9. Investment Monitoring Module
Location: HQ Level, Circle Level Linkages: All wings, MCs
The Investment Monitoring module is required to monitor Market Committee-wise
& wing-wise status of investments, surplus funds & savings for planning future
capitalizations. The indicative functionality of the module is discussed as under:
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The system should be able to generate report of funds available with Market
Committee, Field Offices and HSAMB (HQ).
The system should keep a record of Fixed Deposits and other investments.
The system should be able to compute the interest earned on Fixed Deposits.
The system should generate report of interest earned on a Fixed Deposits, as
defined by the user.
The system should keep a track of Fixed Deposits maturing in near future.
The system should keep account of overdraft against Fixed Deposits
maintained with banks.
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 99 of 145
6. Management Facilitation and Reporting (MFR)
The Management Facilitation and Reporting Module would be the focal point, around
which the complete application architecture would be constructed. This module shall
facilitate the Top-level Management at HSAMB Head Office to gather the required
processed data from various information systems functioning at different levels in
the Board, and process the same for generation of desired reports for the State
Government, Legislative Assembly and the Accountant General Office. This
application shall have interface with all the Master and Transaction Databases of
various wings and MCs. The modules undertaken should be able to provide
Government to Government (G2G) interfaces so that the other
departments/corporations interacting with the Haryana State Agriculture Marketing
Board should able to login to get the requisite information required by them. The
authority to access the information should be decided in consultation with HSAMB
and HARTRON. The modules of this application include:
6.1. CM Announcement System(G2G, G2C module)
Location: HQ Level Linkages: All wings, MCs
The CM Announcement System is required to monitor status of various works
initiated as per CM Announcements. The indicative functionality of the module is
discussed as under:
The system should generate need-based/ periodic reports on progress of work
on CM announcement.
The system should have adequate interface with Construction and Engineering
system.
The system should collect information to monitor the status of works initiated
as per CM Announcements.
The system should generate report about physical and financial progress of
construction works as required by HSAMB.
The system should be able to update CM Announcement monitoring application
(developed by NIC) deployed at Construction cell, HSAMB and send information
to CM Office through the application.
The system should generate report as specified by HSAMB.
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 100 of 145
6.2. Assembly Question Module(G2G module)
Location: HQ Level Linkages: All wings, MCs
The Assembly Question Module is required to prepare appropriate and timely
replies, with details of action taken, for different issues raised in the State
Legislative Assembly regarding Board‟s functioning and performance. The
indicative functionality of the module is discussed as under:
The system should record issues raised in the State Legislative Assembly
regarding Board‟s the functioning and performance.
The system should record the details of issue raised in the format defined by
HSAMB for appropriate action.
The system should allow user to record details of action taken to address issues
raised in Assembly.
The system should provide adequate interface with master databases to
prepare appropriate and timely replies to issues raised in Assembly.
The system should generate report of issues addressed/ unaddressed in the
Assembly.
The system should generate report as specified by HSAMB.
6.3. Daak Monitoring System
Location: HQ Level, Circle Level Linkages: All wings, MCs
The Daak Monitoring System is required for receiving & monitoring all official
correspondence from various departments & external agencies. The indicative
functionality of the module is discussed as under:
The system should record all Incoming and Outgoing letters.
The system should maintain a Diary/ Despatch register.
The system should keep a track and maintain the status of postal
communication.
The system should be able to reveal the status of despatch in transit.
The system should be able to generate reports like Receipt Report, Despatch
Report, and any other report as specified by HSAMB.
6.4. Instructions Monitoring System
Location: HQ Level, Circle Level Linkages: All wings, MCs
The Instructions Monitoring System is required to monitor the subject matters,
dates of issue, receipt & circulation and statuses of consolidated instructions. The
indicative functionality of the module is discussed as under:
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 101 of 145
The system should maintain a record of instructions issued with details like
officer, subject matter, date of issue and any other defined field.
The system should be able to record the receipt and circulation status of
instructions.
The system should allow authorized personnel to update the action taken/
feedback of instructions.
The system should generate report of instruction issued and action taken, as
required by HSAMB.
6.5. Works Monitoring System
Location: HQ Level, Circle Level Linkages: All wings, MCs
The Works Monitoring System is required to monitor financial & physical status of
various works of construction and land acquisition initiated by the Board. The
indicative functionality of the module is discussed as under:
The system should record the project plan with details of each stage and
milestone as specified by HSAMB.
The system should maintain record of status of Land acquisition work.
The system should record progress of work in specified reporting formats.
The system should allow the user to view documents detailing work done by
the contractor.
The system should allow the user to view bill for each contractor.
The system should allow workflow review and approval.
The system should be able to monitor deviations, item wise under various
works in execution.
The system should be able to track the Earnest Money and Security Deposit
and should caution about their timely refunds.
6.6. Revenue Monitoring System
Location: HQ Level, Circle Level Linkages: All wings, MCs
The Revenue Monitoring System is required to monitor the entity-wise revenues
generated at different MCs for trend analysis using previous arrival/purchases
data. The indicative functionality of the module is discussed as under:
The system should provide auction details such as name of purchaser, name of
seller, name of commission agent, quantity, price, type of produce and any
other field defined by HSAMB.
The system should provide details of unsold produce.
The system should give the receipt and payment of HRDF fee collected by MCs.
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 102 of 145
The system should make available the market fee received by MCs.
The system should assist in verifying the market fee details in H-register and
M-return form as defined by HSAMB.
The system should be able to compare and verify the M-return received from
commission agents and purchasers respectively.
The system should identify the auctions for which the market fee is not paid in
stipulated time.
The system should generate alerts for non-payment of market-fee.
The system should generate report of outstanding market fee as required by
MC and HSAMB.
The system should give details of the produce entering and exiting from mandi
premises.
The system should give estimated stock of produce with commission agents.
The system should assist in trend analysis using previous arrival/purchases
data
The system should generate daily arrival report as required by HSAMB.
The system should generate report of year/month/season wise collection of
Market fee.
The system should provide adequate interface with other modules as required
by HSAMB.
6.7. Personnel Information System
Location: HQ Level Linkages: All wings, MCs
The Personnel Information System is required to maintain consolidated records of
all employees, including name, designation, code, date of joining, current posting,
etc. The indicative functionality of the module is discussed as under:
The system should maintain consolidated record of all employee with the
details like Name, Department, Designation, date of joining, Pay Scale,
Seniority, and any other defined field.
The system should maintain the payroll data of each employee such as Basic,
DA, HRA, Allowances, GPF, LIC premium and any other defined field.
The system should maintain records of transactions done by the employee in
the entire duration of his tenure with the HSAMB such as: PF contributions, IT
deductions, Loans and advances, Medical reimbursements, Increments, Grants
and any user defined field.
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 103 of 145
The system should maintain service records, leave records and ACR records of
employee in prescribed format.
The system should allow modification of records as and when required only by
authorized personnel.
The system should maintain audit trails of any changes made in the records of
employee files.
The system should update the employee database as and when the
transactions are made in respect of an employee.
6.8. Charge-sheet Monitoring System
Location: HQ Level Linkages: All wings, MCs
The Charge-sheet Monitoring System is required to maintain records of all
Charge-sheets under Rule 7 & 8, including contents of complaints, enquiry details,
statuses, etc. The indicative functionality of the module is discussed as under:
The system should maintain a record of all charge-sheeted employees and the
details like section, department and the Charge - Sheet.
The system should update the service record and personal file of employee, if
charge-sheeted.
The system should record the status of complaints and enquiry details against
charge-sheeted employees.
The system should be able to generate report of charge-sheeted employees as
specified by HSAMB.
6.9. ACR Monitoring System
Location: HQ Level Linkages: All wings, MCs
The ACR Monitoring System is required to maintain comprehensive resumes of
ACRs, including employee details, briefs, authorities involved, overall assessment,
etc. The indicative functionality of the module is discussed as under:
The system should maintain a record of ACRs of all employees.
The system should allow the In-charge and Supervisors to update and
complete the ACRs of the employees.
The system should allow online transfer of the ACR to the Administration
department.
The system should allow the Administration department to send the adverse
remark passed to the affected employee.
The system should be able to generate report of ACRs of employees as
required by HSAMB.
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 104 of 145
6.10. Complaints Monitoring System
Location: HQ Level Linkages: All wings, MCs
The Complaints Monitoring System is required to maintain detailed records of
various pending enquiries & complaints, along with important dates & details of
actions initiated. The indicative functionality of the module is discussed as under:
The system should maintain a record of all complaints at MC, Field offices and
Head Quarter level.
The system should allow creating new complaint record.
The system should be able to record the action initiated to take up the
complaint as required by HSAMB.
The system should allow authorized personnel to update the status of
complaints.
The system should provide the current status of all complaints at MC, Field
offices and Head Quarter level.
The system should maintain a record of all enquiries at MC, Field offices and
Head Quarter level.
The system should allow creating new enquiry record.
The system should generate a report of number of enquiries between any given
periods and the reasons thereof.
The system should record inquiry details like dates of enquiry, dates of
examination of witnesses and recording the evidences and any other field
defined by HSAMB.
The system should provide for drafting of Inquiry Report
The system should send Inquiry report online to the Competent Authority.
The system should record the date of the verdict and the verdict given by the
Competent Authority.
The system should record the dissent note, if any, of the Competent Authority
on the draft Inquiry Report.
The system should record re–inquiry details, if any.
The system should record the details of appeal like date of filing, Competent
Appellate authority, outcome of the appeal and any other field defined by
HSAMB.
The system should provide the current status of all enquiries and appeals.
The system should generate report of pending complaints & enquiries as
required by HSAMB.
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 105 of 145
6.11. Court Cases Monitoring System
Location: HQ Level Linkages: All wings, MCs
The Court Cases Monitoring is required to monitor various pending legal cases of
Board, including case & counsel details, proceedings, current statuses, etc. The
indicative functionality of the module is discussed as under:
The system should maintain a record of all legal cases of MC, Field offices and
Board.
The system should allow creating new court case record.
The system should record the details of the case like department of the
aggrieved, date of notice, subject matter and any other field defined by
HSAMB.
The system should provide the current status of all court cases pending at MC,
Field offices and Head Quarter level.
The system should allow authorized personnel to update the status of court
case.
The system should generate report of pending court cases as required by
HSAMB.
The system should store details of empanelled counsels.
The system should maintain a record of performance of counsels i.e. number of
cases allotted, pending cases, cases for which final judgment is given, number
of case won/lost and any other field defined by HSAMB.
6.12. Pension & Ex-gratia Module
Location: HQ Level Linkages: All wings, MCs
The Pension & Ex-gratia Module is required to maintain detailed pension & ex-
gratia records of various employees, along with remarks, decision taken, etc. The
indicative functionality of the module is discussed as under:
The system should maintain a list of employees retiring in near future, as
defined by HSAMB.
The system should assist in preparation of pension cases and finalization
thereof.
The system should assist in verification of service from service book records.
The system should keep a record of contributions made to the pension fund.
The system should provide the current status of pending cases for pension
payment.
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 106 of 145
The system should be able to assist in preparing budget estimates for pension
contribution.
The system should generate the report of pension disbursed every month.
The system should compare the budget estimate and actual contributions made
for pension and caution the concerned personnel for any shortages.
The system should generate report of pension & ex-gratia records along with
other details as required by HSAMB.
The system should generate any other report as specified by HSAMB.
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 107 of 145
Annexure 2: Process Maps
Budget compilation
ZM
EO
(incl
udin
g
HQ
)
DM
EO
(incl
udin
g
HQ
)
HS
AM
B
(HQ
)C
ircle
Div
isio
nsZ
A o
ffice
Mar
ket
Com
mitt
ee
Acc
ount
s
(HQ
)
Approval by CA/
ChairmanApproval by CE
Preparation of head
wise budget
Approval by
BoardApproval by CA
Expenditure on
deposit works is
ascertained
Compilation & consolidation
of income & expenditure for
the ensuing year
Budget sent to
State Govt for
accord of sanction
Estimation of income & expenditure
under different prescribed heads
Estimation of income & expenditure
under different prescribed heads
Compilation & consolidation of
budget by Administrative wing/
Store Keeper
Compilation of income
& expenditure for the
ensuing year
Compilation of income
& expenditure for the
ensuing year
Estimation of income &
expenditure under
different prescribed heads
Initiation of process for
budget preparation by
Budget Section
Input on cost
of deposit
works
Verification &
scrutinization of
budget data
Compilation of income
& expenditure for the
ensuing year
Compilation of income
& expenditure for the
ensuing year
Compilation of budget by all
sections of Accounts wing
Requests for cost
estimation of
deposit works
Approval by SE
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 108 of 145
Pay-bills processing
HS
AM
B (
HQ
)/
Fie
ld o
ffic
e
Pa
yb
ill
Acco
un
ts (
HQ
)E
mp
loye
e
Y
# If employee is based at MC/ Division/ Field office then the amount is
disbursed to employee through the concerned branch office
Disbursement of
payment to
employee #
TA Bills
Bill sent to
cashier
Seeks permission
to apply for loan/
advance
Submits TA bills along
with supporting
documents
Loans & Advance
Makes a request for travel
to the concerned officer/
branch in-charge
Makes an application of loans
& advance in prescribed
format to the concerned
officer/ branch in-charge
Verification
of TA bills
Medical Bills
Approval by
competent
authority
Entry in TA billls
budget register
Verification of the
bills submitted
Sanction by
competent
authority
Submits the medical bills along with
supporting documents to the
concerned officer/ branch in-charge
N
Bill sent to
cashier
Intimation of
rejection to
applicant
Entry in demand &
collection budget
register
Disbursement of
payment to
employee #
Scrutinizes the
eligibility of
employee
Y
Voucher sent to
cashier
Disbursement of
payment to
employee #
Entry in medical bill
budget register
Sanction of tour
program by
competent
authority
Approval of
request
N
Y
Counter
Signature by
CFA
Sanction by
competent
authority
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 109 of 145
Pay-bills processingH
SA
MB
(H
Q)/
Fie
ld o
ffice
Pay
bill
Sec
tion
Em
ploy
ee
# If employee is based at MC/ Division/ Field office then the amount is
disbursed to employee through the concerned branch office
Payroll Processing
Preparation of
monthly salary
ECR
Branch sends monthly
report of leaves &
absent of employees
Update
ECR
Order for increment/
penalty/promotion/ LPC
etc from Administration
Salary bills along
with schedules
sent to cashier
Disbursement of
payment to
employee #
Vouchers and
schedules sent to
Compilation section
Receives notification of
change in DA from
Government
Sanctions from
Board for
updating DA
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 110 of 145
GPF/CPF Accounts CompilationC
ash
ier
Em
plo
ye
eG
PF
se
ctio
nC
om
pila
tio
n
Se
ctio
n
Application is
made within 12
months of
appointment
Deposit demand draft
in Bank account
Disbursement of
payment #
Application of
GPF/CPF Loan to
the concerned
officer/ branch in-
charge
Opening of
GPF/CPF
Account
Application for closure of
GPF/CPF accounts to
the concerned officer/
branch in-charge
Entry in broad-sheet
& employee card
Preparation of demand
note for deductions
mentioned in schedules
Monthly schedules of
GPF & CPF deductions
from MCs/ Divisions/
Field offices
Verification &
scrutinisation of
eligibility for loan
Closure of
GPF/CPF
Account
Verification &
sanction of closure
of account
Updation of
employee cards
GPF/CPF
account number
Compilation of
GPF/CPF
deductions
Entry of records in
GPF S/W
Preparation
of demand
draft
Application for opening
of GPF/CPF accounts
to the concerned officer/
branch in-charge
New GPF/CPF
account is opened
Entry in broad-sheet
& employee card
GPF/CPF
Loan
Yearly GPF/CPF
account statement
Entry of schedules
in Broad sheet
Sanction by
competent Authority
(CA/CFA/Secy)
Disbursement of
Loan #
Reconciliation of
accounts
Reconciliation
of accounts
# If employee is based at MC/ Division/ Field office then the amount is
disbursed to employee through the concerned branch office
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 111 of 145
Pension
Contribution
Pe
nsio
n
se
ctio
nE
mp
loye
eB
an
kB
ran
ch
/
De
pa
rtm
en
tA
cco
un
tsA
dm
n
Se
ctio
n
YN
Status against any
pending case/enquiry/
punishment is checked
Copy of PPO
PPO is issued
with signature of
CFA
Monthly pension
disbursed to
individual
Contribution from
budget provisionsIf
No Objection
Deposit in pension
account in bank
Quarterly installments
for pension
Report of pension
disbursement at
end of month
Verification of
pension
calculation
Copy of PPO
Application for pension is
made to concerned HOD
prior to 6 months of
retirement
Disbursement
Monthly report of
pension disbursed
Computation of
pension
Concerned DDO prepares
complete service record
and pension papers
Sanction by
Competent
Authority
Verification of life certificate
to disburse Family pension
Reconciliation of
pension payment
disbursed through bank
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 112 of 145
Receipts
Cash Management
Disbursement Fixed Deposit
Oth
er
Inst
itutio
ns
Div
isio
n
(XE
N)
HS
AM
B (
HQ
)M
C &
Fie
ld
Offic
eC
ash
ier
(HQ
)B
an
k
N
Y
Approval by
CFA
Draft deposited
in savings a/c
or as FD
Verification of
demand by
Accounts wing
Sends to
Construction
Cell (HQ)
Bills for recoupment
from field officers
Reinvest in
FD
Receipt Register
updated
Approval by CA
FD matures
Update FDR records
in Computer
Deposit money in
Bank
Draft register
updated
Submit demand
for construction
work
Update
cash bookReceipt
preparedCollection of
FD receipts
Instruction from CA to
invest in fixed deposit
Draft sent to
Division
Daily cash position
report to CA from
Cashier
Money against
demand is sent to
Bank for making DDMakes payment
against the billUpdate investment
register
MC sends payment against
Contribution of Market Fee,
Loans, deposit works, rent
received, old liability etc.
CE recommends
demand for
approval
Verification of
demand by
Accounts wing
Draft prepared
Receives pay
bills from Paybill
Section
Payment of loans
repayment, deposit
works etc.
Interest
payments
Money in
savings Account
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 113 of 145
Accounts activities at the Market Committee Level
Acco
un
ts @
MC
HS
AM
B (
HQ
)K
acch
a
Art
iya
Pa
cca
Aa
rtiy
a
M-Return form &
Market fees
Preparation of monthly
HRDF statement
Preparation of
schedules for GPF/
Loans & Advances
Updation of demand
& collection register
Receipt of market
fees & updation of N-
register
Update
Cashbook Deposit HRDF
payment in
Bank
M-Return form
Updation of IT register
& monthly Deposit of IT
@ local IT branch
Monthly Income/
Expenditure report
Updation of:
Establishment Check register
TA bills register
Miscellaneous expanse
register
Budget register
Preparation of Income
Tax statements
Updation of
HRDF register &
cashbook
A-Return &
HRDF fees
Preparation of pay-
bills & salary
Preparation of
monthly Income/
Expenditure
statement
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 114 of 145
Compilation of Accounts at HQ
Div
isio
ns
Ma
rke
t
Co
mm
itte
e
De
po
sit
Wo
rks
Pa
yb
illl
Se
ctio
n
GP
F
se
ctio
nC
om
pila
tio
n S
ectio
n
Information is updated in
corresponding registers
Consolidated income/
expenditure reports for
CA/ CFA/ IT Dept
Information is
posted to final
books of accounts
Schedules of deposit
works details at MC
Information is
updated in Tally
software
Compilation of income/expenditure
statement for MCs/ Divisions/ Field Offices
using FoxPro based utilities & MS Excel
Schedules of deductions for
GPF, CPF & GPF loans
Consolidated monthly
income/ expenditure
statement for Divisions/
Field Offices
Cash book & vouchers of
income/ expenditure @ HQ
through cashier
Schedules of deductions for
loans & advances
Segregation of
schedules
Information is updated in
deposit works register
GPF & CPF
Compilation
Monthly account report from
Divisions & Field offices
Monthly account report from
Market Committee
Consolidated monthly
income/ expenditure
statement for MCs
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 115 of 145
Processing of Loans/ Grant-in-Aid to MC & Other Institutions
Oth
er
Institu
tio
n
HS
AM
B
(HQ
)
Bu
dg
et &
Lo
an
Se
ctio
n
Ma
rke
t
Co
mm
itte
e
Preparation of case file with
loan/Grant-in-Aid disbursement
and loan repayment details
Application for Loan/
Grant-in-Aid from
HSAMB HQ
Approval by
Competent
Authority
Verification of
loan/Grant-in-Aid
documents
Application for Loan/
Grant-in-Aid from
HSAMB HQ
Preparation of bill
by DDO
Cashier prepares
demand draft
Cashier updates
Demand &
Collection register
Disbursement of
Loan/Grant-in-Aid
Disbursement of
Loan/Grant-in-Aid
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 116 of 145
Management of Auction & Market fees
HS
AM
B
(HQ
)D
ME
OC
om
mis
sio
n A
ge
nt
Ma
rke
t C
om
mitt
ee
Details of unsold goods are
entered in HH register
N
N
Fees include : Market fee,
HRDF Fee, Sale Tax
Y
YDispute in
payment
If produce is
vegetable?
Details of Gate pass
recorded in the H
Register of Agent
Daily market
price report to
Agmark
Stock
register
is
updated
M return
sent to
Market
Committee
Preparation
of daily
arrival report
for DMEO
Prepare
list of
defaulters
Buyer departs
to gate
Shows I
form at
Gate
Compilation
of daily
arrival report
for HSAMB
Open Auction of produce
in the presence of Auction
Recorder (Cleaning,
weighing and packaging)
Daily arrival report from
all Market Committees
within his juridiction
Auction recorder updates
the H register.
Mandi supervisor updates
the weighment register
I form
issued to
buyer with
details of
auction and
payment
Preparation
of 3 copies
of Gate pass
Send notice
for payment
Purchaser/
Licensee liable
Exit
Details of
farmer and
produce
recorded ,
Agent
allocated
J form
issued to
farmer with
auction
details and
payment
Case
Compounded
Payment
made
Kacha Arhatiya is
liable to pay fees
N Register
updated on
payment of
Market Fee
Entry made in
Register at Gate
Monthly report of
receipts/ expenditures
from MCs
Farmer
arrives at
Gate of
Market
Committee
with produce
Farmer arrives
at the outlet of
the allocated
agent and
hands over
one copy of
Gate pass
Mandi Supervisor
inspects H Register
of Commission Agent
Tally H with N
Register
Preparation of
monthly status
report for HQ
Tallying
mismatch
Reconciliation of
M-returns with H-
register of MC
Daily arrival report from
all DMEOs
One copy retained at gate
and two copy handed over to
farmer
Matter
referred
Secy, MC, /
Board
Send notice
for payment
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 117 of 145
License Procesing
Po
st O
ffic
eH
SA
MB
(H
Q)
DM
EO
Ma
rke
t C
om
mitt
ee
Y
All licenses issued expires on
31st March of ensuing year
N
u/s 10
N
u/s 13Y
Preparation of
license
Monthly report
from MC
Receipt of the
Security fee
Scrutiny of the
documents
Is application
approved
Is license u/s
13 or 10
Is application
approved
Entry in Form C
register
Scrutiny of
documents
Monthly Report
Security fee is
deposited for
license u/s 10
License sent to
Market Committee
Application and
fee for new/
renewal of license
is received At month end
accounts are
updated and
reconciledEntry in Form C
register
Application rejected &
intimation send to applicant
Application u/s 10
and supporting
documents
received from MC
License handed
over
Sorting and
consideration of
application
Preparation of
license
Application rejected &
intimation sent to applicant
Monthly report
from DMEO
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 118 of 145
Property and Rent Management
Allotment of Houses (HQ) Vacation of Houses Immovable Property management
M.E
. II (
HQ
)C
on
str
uctio
n
Ce
ll (H
Q)
Em
plo
ye
eC
ash
ier
Ma
rke
t
Co
mm
itte
e
HS
AM
B
(HQ
)
Y
through
accounts
@ HQ
Details of:
Allotment of booths/
shops/ godowns
Usage of land area
Verification of
pending bills.
Market Committee
sends details of Rent
received for booths/
shops/ godowns
Is house
available for
allotment
Application
for allotment
of house
Notify ME II of
vacant house
Allotment letter &
Possession is given to
concerned employee
Information is
updated in register
Category wise
seniority list of
applicants is prepared
Rent received from
employees
Application status is
pending for allotment
House rent register is
updated
Allotment approval by
competent authority
Application
for vacating
house
House rent register
is updated
N
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 119 of 145
Plot Auction and Allotment
Co
nstr
uctio
n
Win
gA
llotte
eH
SA
MB
(H
Q)
La
nd
Acq
uis
itio
n
WIn
gM
ark
et C
om
mitte
e
Plots are sold
through open
auction
Letter of
Allotment
Values &
specifications of plots
to be auctioned are
ascertained
Possession of
plot is given to
Allottee
Values &
specifications
Values &
specifications
Advertisement
of Auction
Dispute/ Default
of payment
Allotment
Allotment
Allotment
Court Cases
Account is closed
Files Appeal
before CA, Board
Appeal decided by
CA, Board
Is allotee
satisfied
N
End
Y
Y
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 120 of 145
Construction of Link RoadC
on
str
uctio
n
Ce
ll (C
ircle
)
Preliminary
Report
approval
Co
nstr
uctio
n
Ce
ll (D
ivis
ion
)
HS
AM
B
(HQ
)
Co
nstr
uctio
n
(HQ
)C
MO
CE instructs
concerned SE and
XEN to prepare
Preliminary Report
Tender
Work
Execution
CM announces
construction of link
road
Preparation
of DNIT/
Prepare
Detail
Estimate
Rough Cost
Estimate
prepared and
sent for
Administrative
Approval
Technical
sanction
Technical
sanction
Technical
sanction
Preliminary
Report
approval
Preliminary
Report
approval
Admin
approval
Admin
approval
Admin
approval
Matter referred to
CE
SDO/JE
conducts
survey
SDO
submits
to XEN
Depending on the
value of the
deposit work
approval is given
by the appropriate
authority Depending on the
value of the
deposit work
sanction is
accorded by the
appropriate
authority
Preliminary
Report
approval
Preliminary
Report
approval
Approval
Approval
Approval
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 121 of 145
Construction of Mandi
Co
nstr
uctio
n
& E
ng
ine
erin
g
(Circle
)
Ma
rke
t
Co
mm
itte
e
Co
nstr
uctio
n a
nd
En
gin
ee
rin
g
(Div
isio
n)
Co
nstr
uctio
n &
En
gin
ee
rin
g
(HQ
)
HS
AM
B, H
Q
Prepare DNIT /
Redraft DNIT
Approval by
CA
Tender Work
Execution
Senior Town Planner,
prepares phase wise
design layout of Mandi
Detail
Estimate
preparation
by XEN(Civil)
Possession
of Mandi
Land
Acquisition
Process
Phase wise plan
for Mandi
construction
Rough Cost Estimate
preparation by XEN
(Civil)
Plot Auction
and Allotment
Admin
approval
by CA/
Chairman
Admin
approval
Admin
approvalTechnical
sanction
Technical
sanction
Depending on the value of deposit
work approval is given by
appropriate authority
Depending on the value of
deposit work sanction is
accorded by appropriate
authority
Approval
Approval
Approval
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 122 of 145
Tender Works Execution
Co
nst
ruct
ion
Ce
ll, (
Circl
e)
Arb
itra
tion
Fin
an
ce a
nd
Acc
ou
nts
(HQ
)
Co
nst
ruct
ion
C
ell,
(Div
isio
n)
Co
nst
ruct
ion
Ce
ll, H
QC
MO
N
CA appoints
Arbitrator
Parties
satisfied by
Award
Court Cases
Both parties put
forth their points
Arbitrator records
their points
Award is
announced
Letter of work
allotment given
to contractor
Tender
floated
Tender
floated
Rate
approval
by TAC
Rate
approval
by XEN
Rate
approval
by CE
Rate
approval
by SE
Execution of
work
Measurement
of work
Information updated
in comp cell
If work is of CM
announcement
Monthly work progress
report in NIC application
Y
Running Payment
disbursed
If Dispute
Y
If final
payment
N
CFA reviews tender
work related documents
Y
Confirmation for
final payment
Final payment
disbursed
JE prepares
Bill
Checked by
SDO
Passed by
XEN
Tender floated by
appropriate authority based
on the value of tender
Rate approved by
appropriate authority based
on tender value
N
Tender
case
received
Tender case received in
appropriate office based on
the value of tender
Send for Rate
approval
Financial
statement
prepared
Selection of
Contractor
CFA satisfied Y
Observation called
from XENN
Award executed
Tender
case
received
Tender
floated
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 123 of 145
Mandi Development WorksM
ark
et C
om
mitte
eC
on
str
uctio
n a
nd
En
gin
ee
rin
g (
Div
isio
n)
Co
nstr
uctio
n a
nd
En
gin
ee
rin
g
(Circle
)
Co
nstr
uctio
n &
En
gin
ee
rin
g,
HQ
HS
AM
B (
HQ
)
Depending on the
value of the
deposit work
approval is given
by the appropriate
authority
Depending on the
value of the
deposit work
sanction is
accorded by the
appropriate
authority
Technical
sanction
Technical
sanction
Technical
sanction
Rough Cost
Estimate prepared
and sent for
Administrative
Approval
Tender Work
Execution
SDO
approves and
submits to
XEN
Admin
Aproval
Preparation
of DNIT/Prepare Detail
Estimate
JE
conducts
survey
Request to provide additional
facility in Mandi
Is work value <=
Rs.50,000
YPrepare Detail
Estimate
Technical
sanction
Preparation
of DNIT/
Tender by
Market
Committee
N
Y
Admin
approval
Admin
approval
Admin
approval
Approval
Approval
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 124 of 145
Tender by Market Committee
Co
nstr
uctio
n
Ce
ll (D
ivis
ion)
Ma
rke
t C
om
mitte
e
Tender floatedTender Case
Received
Financial Statement
preparedRate approval Measurement
of Work for paymentWork Execution
Payment of billsSelection of
ContractorUpdate
accounts
Work allotment
letter to Contractor
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 125 of 145
Stores Keeping
Circl
e O
ffic
eP
urc
ha
se
Co
mm
itte
eH
SA
MB
, H
QD
ep
art
me
nt
Sto
res
Sends request
for itemApproval by Branch
in charge
Checks if item is
available
Can goods be
purchasedPurchase goodsY
Approval from
Competent
Authority
N
ENDN
Item available in different
Stores in same Circle
Approval of SE
Y
Item available in different
Stores in different Circles
Approval of SE of
both circles
N N
Item issuedItem issued
Update stock register
Y
Request for item Update
Stock RegisterItem issued
Update
Stock Register
Update
Stock Register
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 126 of 145
Vehicle Monitoring
Purchase of New Vehicle Maintenance of Vehicles
Oth
er
Institu
tio
nH
SA
MB
(H
Q)
XE
N (
Me
ch
)E
mp
loye
eD
rive
r
Approval of purchase of
accessories for new vehicles
is given by CE & CA
Approval by
concerned
officer
Update
Vehicle
records
Requisition for
maintenance of vehicle
to concerned allottee
Maintenance/
Repairs done @
workshop
Approval
by FCA,
State Govt.
Disbursement of Running bills
Initiate request
for purchase of
new vehicle
Approval by
Board
Approval
by CA
Requisition
for vehicle for
field tour
Request
Condemnation
board for auction
of old vehicle
Post field tour driver updates
the vehicle log book &
produce the running bill
Intimation
to driver
Request for
Auction of
Vehicle
Verified by
AO
Disbursement
CA sanctions the
amount for purchase
Bills sent to
Cashier
Approval
by CE
Intimation of
Vehicle auction
Intimation to
employee
Old vehicle
sent for Auction
Approval of
bills
Approval of
bills
Intimate
departments for
auction of
vehicles
Update Repair
register
Approval
by SE
Approval by
Condemnation
Board of State
Government
XEN places
the order to
manufacturer
Application for
maintenance of
vehicle
Approval by
concerned
officer
XEN receives delivery of
vehicle
Approval of
maintenance
Approval of
maintenance
by SE
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 127 of 145
Complaint and InquiryA
pp
ella
te
Au
tho
rity
De
pa
rtm
en
tC
om
pla
int a
nd
In
qu
iry (
HQ
)In
qu
iry W
ing
Ad
min
istr
a
tio
n
CA issues Memo
against the
delinquent
If delinquent
replies?
Is reply
satisfactory?
Delinquent Charge-
sheetedN Matter dropped
Y
Inquiry Officer
Issues
Summonses
If delinquent
appear?
Delinquent
examine witness IO prepares Inquiry
Report
and sends to Competent
Authority
Competent Authority
pronounces
punsihment
Held guilty
Delinquent files appeal
against order of
Competent Authority Appeal heard and
order passed
Y
ExonneratedN
Ex Parte
proceedingsN
Information updated in
Service Book
Y
No, Referred for inquiry
Is reply
satisfactory
Y
Are allegations
prima facie true
Chief
Administrator
designates Officer
for Preliminary
Inquiry
Designated officer
conducts inquiry
for ascertaining
the correctness of
the allegations
N
Matter end
Reply submitted
by delinquent
Competent
Authority assesses
draft finding of the
inquiry
Is Re- inquiry
required
N
Does
Delinquent file
appeal Y
ENDN
Court CasesOrder
reversed
Files matter in
CourtN Y
ENDN
Y
Y N
Yes, referred for re-enquiry
Complain received
against employee
Matter referred
to CA
Presenting Officer is
appointed by department
And record sent to I.O.
Witnesses Examined
and Cross Examined,
document exhibited
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 128 of 145
Acquisition of Land for construction of MandiS
tate
Go
ve
rnm
en
tH
SA
MB
(H
Q)
La
nd
Acq
uis
itio
n
de
pa
rtm
en
tM
ark
et C
om
mitte
e
Y
Y
N
N Proposal dropped
Identification of land by
Site Selection Committee
Information regarding
distribution of Compensation
sought from Land Acquisition
Office
Finalization of site
for acquisition
Takes loan from
HSAMB
CM Announcement
for new mandi
Price of land
communicated
to Market
Committe
Market Committee
deposits the cost of
land with Land
Acquisition Office
Analysis of past
arrival data for the
need of land
Matter referred to
Site Selection
Committee
Notice received
Announces
Compensation
Price of land
sent to HSAMB
Govt. authorises
LAC u/s 7 LA Act to
acquire land
Distributes
Compensation
Objection filed u/s 5
LA Act
Is land
required
Proposal is evaluated by the
department- Assistant &
Suprintendent with technical and
administrative details
Is money available
with MC
Acquires land
Land estimate
collected from
DRO
Recommendation of
3-4 prospective sites
for acquisition
LAO disposes off
objection within 1 month
Sends resolution
for acquisition of
land for mandi
Court Cases
Proposal
prepared for
acquisition of
land
Govt. notification u/
s 6 LA Act for the
purpose of
acquisition
Requisition to State
Government for
acquisition of land
Construction of
Mandi
Possession of land
given to MCGovt. issues
notification u/s 4
LA Act stating the
intention for
acquisition of land
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 129 of 145
Court CasesC
ou
rtC
ou
nse
lL
eg
al, H
Q
Ma
rke
t C
om
mitte
e /
Co
nstr
uctio
n a
nd
En
gin
ee
rin
g/ L
an
d
Acq
uis
itio
n
Court Notice
Counsel
appointed for
the case
Case file
created, case
date noted
Counsel gets Case
fileDrafts/Redrafts
reply of the
notice/case
Draft approval
N
Approved draft filed
with GPA and affidavit
Takes steps in the
case till the disposal of
the case
Case file updated in
terms of stage/order,
next date of case
Stage/Order/date in
case Judgment
Monthly Report
Monthly Report
prepared to be
sent to HSAMB,
HQ
Monthly Report
sent to Chief
Administrator Judgment in
favor
EndY
N
Take opinion
of Counsel to
move Higher
Court
Copy of Judgment
Sends
Professional Bill
Stack of
Monthly Reports
Approval of Bills
Payment of Bills
to Counsel
Court Case
tracking Diary
Information to
Board
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 130 of 145
Court Cases (Service Matter)C
ou
rtC
ou
nse
lA
dm
inis
trtio
nF
ina
nce
an
d
Acc
ou
nts
Le
ga
l
Case file created
and handed over
to Counsel
Is draft
approved (Secy)
N
Draft Reply filed
with GPA and
affidavit of
Secretary
Argues case/
Takes step in case
Order/Next Date
Date wise case is
tracked till Final
Order/Judgment is
passed
Copy of Judgment
with date
Bill Approval
Bill Payment to
Counsel
Is Judgment in
favour
Matter resolvedY
Seek opinion of
Counsel for
moving Superior
Court
N
Professional Bill
Prepares
professional Bill
Monthly Report to
CA
Counsel appointed
to pursue the case
Draft reply /
Redraft
Case details
updated in terms
of date and order.
Stack of
Monthly
Reports
Service Book
updated
Counsel Receives
payment
Final Order/
Judgment
Y
Receipt of Court
Notice
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 131 of 145
Recruitment and ACR H
SP
C/S
SC
Ad
min
istr
atio
nA
cco
un
tsG
ove
rnm
en
tD
ep
art
me
nt
Request for
employee
Compilation of total
employee
requirement of all
departments vis a vis
sanctioned post
Sanction of post
Is selection via
HSPC/SSC or
HSAMB
Advertise, Screening
Test, Interview
Selection through HSAMB
List of successful
candidate
List of successful
candidate Offer Appointment
Letter/ Probation
for 2 years
Open Service
Book and
Personal File
Put employee in
respective
department
Annual Confidential
Report prepared by In
charge
Reject
Candidature
Reviewed by
Supervisor
Send letters to
successful
candidates
Entry made in
ECR
Receive
Documents
Scrutiny of
Documents
Scrutiny
satisfactory
Service Book
ACR sent to
Administration
Sanctioned posts
available
N
Y
Employee appeals
to Competent
Authority
Selection
through
HSPC/SSC
Selection Process
Are entries
adverse
Order
passed
End
Moves court
Court
CaseN
Y
EndN
Y
Remarks
expunged
EndY
Appeals to
govt.
N Remarks
expunged
Order
passed
N
Y
N
Y
Sends
Candidates
List
including
Documents
from
HSPC / SSC
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 132 of 145
Promotion
Ap
pe
llate
Au
tho
rity
Em
plo
ye
eA
dm
inis
tra
tio
nH
SA
MB
,HQ
N
NY
Y
Report by
Administration
Appeal decided
and order
passed
Employee files
appeal before
FCA
END
Is employee
satisfied
Competent
Authority decides
the matter
Prepares
Report
Competent
Authority seeks
report from
Administration
Court CaseIs employee
satisfied
Update service
bookEvaluates
Gradation List,
ACR, Service Book
and Roaster
END
Employee gives
representation
for promotion
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 133 of 145
Daak Management
De
pa
rtm
en
tD
iary
Se
ctio
nP
ost O
ffic
eD
esp
atc
h S
ectio
n
Letter no. given Letter filled in
envelope
Drop letters in
Post Box
Letters sent by
department for
despatch
Letters received
from Field Offices /
Outside
Entry made in
Diary Register
along with number.
Details noted
Entry made in
Peon Book.
If letter
confidential
Delivered to
named recipientY
Letter delivered to
Receipt ClerkN
Letter put in
appropriate file
for further action
Entry made in
Despatch Register
Stamp ticket affixed with pre
paid Franking Machine
Letter sent to
concerned branch
Letter marked to
concerned Assistant
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 134 of 145
Store Keeping- HQ
Bulk purchase of routine Items
Sto
reA
cco
un
tsH
SA
MB
(H
Q)
Bra
nch
Tender
floated
Store keeper prepares file of:
Cost of floating tender
Quality & quantity of item to be purchased
Members of inspection committee
Approval by
Secretary
Approval by
CA
Approval by
Superintendent
Verification &
Approval of bills
File, Bills, Stock register
& inspection committee
report sent to AO1
Receipt of
items
Work order
issued to tender
allotted firm
Update stock
register
Disbursement
through Cashier
Demand of
stationery to
branch incharge
Approval by
Branch
Incharge
Is Item
available
Item delivered to
concerned branch
Asks for quotation
from suppliers
Approval by
Secretary
Approval by
CA
Approval by
Superintendent
Purchase of
items
Y
N
Update stock
register
Verification &
Approval of bills
Disbursement
through Cashier
Issuance of Items
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 135 of 145
Annexure 3: Bid Letter
Submission Letter
Date: [Insert Date]
To
The Chief Administrator
Haryana State Agricultural Marketing Board
Mandi Bhawan, C-6 Sector, 6,
Panchkula, Haryana -134109.
Dear Sir,
[Sub: Bid for Design, Development, Implementation of Functional Informa
tion System Software ]
Having examined the Tender Documents, the receipt of which is hereby
acknowledged, we, the undersigned, offer to design, develop, test, deliver, install,
pre-commission, commission, and put into operation the aforementioned software, in
full conformity with the said Tender Documents.
We undertake, if our bid is accepted, to commence work on the Project and to
achieve Installation and Operational Acceptance within the respective timelines
stated in the Tender Documents.
We declare that we have studied the Tender Documents and are making this bid with
a stipulation that you shall award us Contracts for the Development/ Delivery/
Installation/ Commissioning/Implementation of the software including all
maintenance/ improvement/ customization services and other services specified in
the Tender Documents.
We have read the provisions mentioned in the Tender Documents and confirm that
these are acceptable to us.
We further declare that additional conditions, variations, deviations, if any, found in
the bid shall not be given effect to.
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 136 of 145
We undertake, if our bid is accepted, to commence the work on the project
immediately upon your Notification of Award to us, and to achieve Completion within
the time stated in the Tender Documents.
If our bid is accepted, we undertake to provide a Performance Guarantee in the form
and amounts, and within the times specified in the Tender Documents.
We agree to abide by this bid, consisting of this letter, the technical specifications,
the Price Schedules, the duly notarized written power of attorney and Attachments
[specify the number of attachments] to this Bid, for a period of bid validity from the
date fixed for submission of bids as stipulated in the Tender Documents, and it shall
remain binding upon us and may be accepted by you at any time before the
expiration of that period.
Until the formal final Contract is prepared and executed between us, this bid,
together with your written acceptance of the bid and your notification of award, shall
constitute a binding contract between us.
Dated this [insert number] day of [insert month], [insert year]
Signed:
In the capacity of [insert Title of Position]
Duly authorized to sign this bid and on behalf of [insert Name of Bidder]
Attachments:
1.
2.
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 137 of 145
Annexure 4: Technical Bid Evaluation Criteria
The bid submitted by the companies will be screened by the technical committee of the
department. The committee will shortlist the bidders for presentation. The presentation will be
evaluated on following criterion:
Presentation Evaluation
Sno Attribute Explanation Points
1 Detailing of
proposed
solution
The clarity of vendor bid and completeness of the solution
proposed relative to other vendors. Make one vendor as the
benchmark and compare other vendors relative to this
vendor.
3
2 Detailing of
Deliverables
Whether the vendor has mentioned the deliverables in
detail, including all documentation.
2
3 Project Plan Logical sequence of activities to be undertaken during
implementation.
2
4 Proposed
software
components
and use of
existing
hardware.
How well does the proposed software component fit the
requirements mentioned in the Tender and the existing
hardware in HSAMB.
3
5 Experience in
Implementing
Experience of the bidder in successful implementation of
Agriculture based software project in the any State in India.
5
6 Satisfactory
replies to the
queries raised
How does the vendor respond to the queries raised by the
committee members during the presentation for evaluation.
The more the questions and responded with confidence and
clarity, more will be the marks.
5
Totals 20
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 138 of 145
Companies scoring over 15 points in presentation will be shortlisted to participate in further
process. The companies found competent in the presentation would be invited to submit
detailed technical and financial proposals. The evaluation criterion for the technical bid will be
as follows:
Technical Bid Evaluation
Sno Attribute Explanation Points
1 Implementation
Methodology
The bid should address clearly as to how the Bidder has
conceived the requirements and proposes to implement
and install the solution, the completeness and ease of
implementation, etc.
10
2 Requirement
Addressed
At a high level, assess the compliance of the Bidder to all
the requirements mentioned in the Functional
Specifications section of the Tender. Bidders knowledge
of the requirement and proposed solution with details of
MIS reports generated by the solution.
5
3 Existing solution
to be customized.
The bidder should have some existing solutions for the
project. The bid will be evaluated on the basis of how
easily and speedily the solution can be customized to
meet HSAMB requirements.
5
4 Data Security and
Integrity
Assess on the basis of tools proposed for ensuring of the
solution. What application level. Role based security can
be defined and what level security is being addressed.
5
5 Inter - operability
with existing /
proposed HSAMB
setup ( if reqd )
How does the bidder in his bid, intend to utilize the
existing servers of HSAMB and Market Committee and
other hardware present in terms of how the solution can
be placed on top of the servers, etc. The better the
proposed realization, the more will be the marks.
3
6 Data backup and
recovery policy
The level of details mentioned in the Bid concerning data
back-up mechanisms and recovery policy to be followed
by the bidder.
5
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 139 of 145
7 Detailed Project
Plan
Logical sequence of the activities mentioned in the
Project Plan and the level of detailing. Better visualization
will carry higher weight.
5
8 Warranty of
Solutions
The level of detail with which the Bidder includes the
warranty terms and conditions in the Bid. A warranty plan
adhering to the Tender will be higher score.
5
9 Completeness of
Bids
A checklist where all sub points to be mentioned by the
Bidder gives assessment of completeness of the bid.
Higher compliance will get more weight.
5
10 Proposed COTS
software
Vendor's solution will have some COTS component, which
will be evaluated on the basis of the market acceptability
and usage of these COTS components vis-avis the
requirements. More the COTS value, more the marks.
3
11 Integration with
existing HSAMB
solutions
How well does the vendor plan to utilize the existing
applications viz., payroll, MS 30, MC 70, Tally and others,
in terms of the existing functionality of these applications
and the data that resides in them. The better the
proposed utilization, the more will be the marks.
4
12 Proposed
manpower skill
sets ( team
structure and skill
sets)
As mentioned by the vendor in the bid, whether the
personnel meet the requirements of relevant experience
proportional to position. The more the experience, and
skills of the people mentioned the more will be the
marks.
5
13 Client
Testimonials and
References
The references mentioned by the vendor in his bid and /
or during presentation on, then what these references
have to say about their experience with the client. The
better the reference feedback the more the marks.
10
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
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14 Hindi Interface
Capability –
Proposed system
should support
Unicode standard
for Hindi on server
operating system,
RDBMS & desktop
operating system.
How does the vendor propose to provide the Hindi
interface to HSAMB and whether it will be a run time
application or he will develop the Hindi Interface
separately. Better technology will carry more marks
5
15 Experience in
Implementing
Experience in implementing & delivering of IT
Infrastructure, including hardware/ software, manpower
for organizations in the State of Haryana.
10
16 Local Presence in
the State
How well the vendor is located in the State of Haryana
vis-à-vis implementation of IT applications in
Government.
5
17 Capability of
implementing
Application in
Haryana
Does the bidder has any Service Level Agreement with
any Govt org in Haryana for
implementation/maintenance of IT Applications at
remote locations (1 year or more till date).
5
18 Value Add Apart from specifications mentioned in the tender, the
bidder can propose additional functionalities / features in
the software which will add value to the product
developed.
5
Totals 100
The Vendors who get a score of 70 or more in the technical bid round shall be considered to
be technically qualified.
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 141 of 145
Annexure 5: Indicative Commercial Bid Template
Cost Break-up
Activity Estimated Total Cost
Software Development, Testing and Deployment (S)
Security Audit of the entire application.(SA)
Middleware Licensing Cost (L)
Training (approx) 500 persons (T)
( 25 batches of 20 each )
Others (please specify)
Others (Please Specify)
Total (A)
(Please mention the amount in figures)
Annual Maintenance
Cost1 Year 1 Year 2 Year 3
Amount
Hand Holding support in HSAMB, Field
Offices and Market Committees
Year 1 Year 2
Amount
Data Entry Rate Amount
Data Entry rate per record:
Scanning charge per page
Refer section 4.3.3 of the RFP
Implementation Cost Amount
Cost per data entry operator
Cost per technical support staff at each
location.
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
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6: Press Notice Inviting Tender
Sealed item rate tenders are invited on one bid system basis on behalf of Chief
Administrator, Haryana State Agricultural Marketing Board, Panchkula, Haryana
134109 up to 3.00 PM on date indicated below from the established, reputed &
reliable IT solution providers having minimum SEI-CMM level–III certificate or
equivalent who have adequate past experience of the works of similar nature of
specified magnitude for the under mentioned work:
S.No
.
NAME OF
WORKS
Earnest
Money
(Rs.)
Cost of
Tender
(Rs.)
Time of
Complet
ion
Last date
for issue
of Tender
Document
s
Last Date
of receipt
of tender
&
opening
of
technical
bid
1. Design,
Development,
Implementatio
n of Functional
Information
System
(F.I.S.)
Software.
Rs.
500,000/-
(Five lacs
only)
Rs.5,000/
- (Rupees
five
thousand
only)
10
Months
12-08-2009 18-08-
2009
The earnest money as indicated above shall have to be deposited by the tenderers
along with application for issue of tender by a Bank Draft/Pay order of a
scheduled/nationalized banks or call deposited receipt in favor of “Haryana
Marketing Development Fund”, payable at Panchkula.
1. Eligibility criteria:
The agencies / firms should have satisfactory completed three works of similar
nature each of value not less than Rs. 60 lacs or two similar woks each of value
not less than Rs. 75 lacs or one similar nature work of value not less than Rs. 120
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 143 of 145
lacs in Central Govt./State Govt./Public Sector Undertakings / co-operatives
during the last five years ending October, 2006.
Consortiums / Joint Ventures are not accepted.
The completion certificates issued by the officer of the client of the rank of
Executive Engineer or equivalent will have to be furnished along with the
application. The completion certificate must clearly indicate the past work done. If
work is not done in a Govt. department then along with the experience certificate
proof of income tax deducted at source (TDS) has to be produced without which
experience shall not be considered. The experience certificate should indicate:-
e. The date of start and date of completion of work.
f. Nature of work.
g. That the work has been completed satisfactory.
h. Amount of work completed.
2. If any information furnished by the tenderer is found incorrect at any stage, then
his tender shall be rejected.
3. As following:
a. The tenderer shall submit the offer under one Bid system i.e. Technical Bid
and Commercial Bid in a sealed envelope. Packet “A” marked as Technical Bid
shall also have documents in support of eligibility criteria, Packet “B” marked
Commercial Bid shall have tender forms, rates, schedule of quantity.
b. In case of downloaded tender the earnest money deposit and cost of tender,
in the form of Demand Draft shall be kept in a separate sealed envelope
marked EMD / CTD.
c. All the sealed envelopes as in 3(a) and 3(b) above shall be kept in a separate
bigger size sealed packet-mentioning Name of work, NIT No. and due date of
opening.
4. No clarification regarding this tender document shall be entertained individually.
A pre-bid meeting / conference to answer the queries of prospective bidders
will be held on 25-05-2007 at the following address:
Venue: Office of the Chief Administrator,
Mandi Bhawan,
Haryana State Agricultural Marketing Board
C – 6, Sector-6, Panchkula, Haryana – 134109
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 144 of 145
The intending participants should have authorized letter from their organization
along with an attested copy of SEI-CMM level-III or equivalent certificate of their
organization.
5. The tenders shall be received till 30/05/07 up to 3.00 P.M and Technical Bid shall
be opened on the same day at 3.30PM in the office of the Secretary, HSAMB
Panchkula, in the presence of tenderers or their authorized representative who
may like to attend. Tender received after the prescribed time and date shall not
be considered.
6. The date and time for opening of Commercial Bid shall be intimated later on. The
commercial bid shall be opened only for those tenderers, who are technically
qualified. In this regard decision of competent authority shall be final and binding
upon all parties. The HSAMB reserves the right to reject any or all the tenders
without assigning any reason.
7. The Notice for Inviting Tender can be seen on website www.hsamb.gov.in and
the tender documents can also be downloaded from the above website. In case of
downloaded tender, the cost of tender and earnest money in the form prescribed
above shall be enclosed as prescribed above in the tender failing which, the
tender shall not be considered.
The bidders are expected to examine all instructions, forms, project requirements
and other information in the Tender documents. Failure to furnish all information
required by the Tender documents or submission of a bid not substantially
responsive to the Tender documents in every respect will be at the Bidder's risk and
may result in rejection of its Bid.
RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB
Page 145 of 145
List of Abbreviations
CE Chief Engineer
COTS Component Off the Shelf
DMEO District Marketing & Enforcement Officer
FDR Fixed Deposit Receipt
FIS Functional Information System
HSAMB Haryana State Agriculture Marketing Board
LPC Last Pay Certificate
MC Market Committee
SE Superintendent Engineer
XEN Executive Engineer
ZA Zonal Administrator
ZMEO Zonal Marketing & Enforcement Officer
G2G Government to Government
G2C Government to Citizens
G2E Government to Employee
G2B Government to Business