Request for Proposal for Implementation of Integrated SMART application software.

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HARYANA STATE WAREHOUSING CORPORATION

BAYS NO. 15-18 , SECTOR -2,

PANCHKULA, INDIA

Website: www.hwc.nic.in

Email: - [email protected]

Request for Proposal for

Implementation of Integrated SMART

application software.

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HSWC : RFP for Implementation of Integrated SMART application software. Page 2

Disclaimer

The information contained in this Request for Proposal document (“RFP”) or subsequently provided to Applicants, whether verbally or in documentary or any other form by or on behalf of the Authority or any of its employees or advisers, is provided to Applicants on the terms and conditions set out in this RFP and such other terms and conditions subject to which such information is provided.

This RFP is not an agreement or an offer by the Authority to the prospective Applicants or any other person. The purpose of this RFP is to provide interested parties with information that may be useful to them in the formulation of their Proposals pursuant to this RFP. This RFP includes statements, which reflect various assumptions and assessments arrived at by the Authority in relation to the services to be provided by the System Integrator. Such assumptions, assessment sand statements do not support to contain all the information that each Applicant may require. This RFP may not be appropriate for all persons, and it is not possible for the Authority, its employees or advisers to consider the objectives, technical expertise and particular needs of each party who reads or uses this RFP. The assumptions, assessments, statements and information contained in this RFP, may not be complete, accurate, adequate or correct. Each Applicant should, therefore, conduct its own investigations and analysis and should check the accuracy, adequacy, correctness, reliability and completeness of the assumptions, assessments and information contained in this RFP and obtaining dependent advice from appropriate sources.

Information provided in this RFP to the Applicants may be on a wider range of matters, some of which may depend up on interpretation of law. The information given is not intended to be an exhaustive account of statutory requirements and should not be regarded as a complete or authoritative statement of law. The Authority accepts or responsibility for the accuracy or otherwise for any interpretation or opinion on the law expressed herein.

The Authority, its employees and advise remake no representation or warranty and shall have no liability to any person including any Applicant under any law, statute, rules or regulations or to, principles of restitution or unjust enrichment otherwise for any loss, damages, cost or expense which may arise from or be incurred or suffered on account of anything contained in this Report otherwise, including the accuracy, adequacy, correctness, reliability orcompleteness of the RFP and any assessment, assumption, statement or information contained therein or deemed to form part of this RFP or arising in any way in this Selection Process.

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HSWC : RFP for Implementation of Integrated SMART application software. Page 3 The Authority also accepts no liability of any nature whether result in from negligence or otherwise however caused arising from reliance of any Applicant upon the statements contained in this RFP.

The Authority may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information, assessment or assumption contained in this RFP.

The issue of this RFP does not imply that the Authority is bound to selectman Applicant or to appoint the Selected Applicant, as the case may be, for the Services and the Authority reserves the right to reject all or any of the Proposals without assigning any reasons whatsoever.

The Applicant shall be are all its costs associated with correlating to the preparation and submission of its Proposal including but not limited to preparation, copying, postage, delivery fees, expenses associated with any demonstrations or presentations which may be required by the Authority or any other costs incurred in connection with or relating to its Proposal. All such costs and expenses will remain with the Applicant and the Authority shall not be liable in any manner what so ever for the same or for any other costs or other expenses incurred by an Applicant in preparation or submission of the Proposal, regard less of the conduct or outcome of the Selection Process.

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Tender Notification :

S.No. Reference Detail

1. Name of the Project Work (to be mentioned on the Technical Bid Envelop submitted manually)

Appointment of System Integrator for Implementation of Integrated SMART System.

2. Start date for download of RFP document

7th September,2015 at 10:00 AM 3. End date for download of

RFP document

28th September,2015 at 5:00 PM 4. Date and Time for

submission of Online Bid

Start Date/Time for submission of online bid: 07.09.2015 at 10:00 AM

End Date/Time for submission of online bid: 28.09.2015 at 5:00 PM

5. Last date for

Submission of Queries

12th September,2015 at 10:00 AM

6. Pre-Bid Conference 15th September,2015 at 3:00 PM in Conference Room, HSWC, Panchkula. 7. Issue of Corrigendum, if

any

To be announced later (if applicable) 8. Date and time for

submission of Technical bids manually along with EMD, tender fee, e-service fee and other relevant documents.

29.09.2015 from 10:00 AM to 2:00 PM.

9. Date and time for opening of Technical bids

29th September,2015 at 3:00 PM in Conference Room, HSWC,

Panchkula. 10. Date and time for

opening of Commercial bids

To be announced later.

11. Email id for clarifications on tender

[email protected] 12. Address for

communication

Manager(Business),HSWC, Bays 15-18, Sector-2, Panchkula-134112, Haryana

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1. Fact Sheet

The bidders are requested to refer this Fact Sheet comprising of important factual data on the RFP. Related Clause Details Method of Selection

The method of selection of vendor for this RFP is Quality and Cost Based Selection (QCBS) for the technically qualified bidders.

RFP Release The RFP document will be available on the NIC Portal (https://haryanaeprocurement.gov.in) and also on home page of Haryana State Warehousing Corporation website (www.hwc.nic.in) on 7.09.2015 from 10:00 AM onwards. The interested bidders can download the RFP and other detailed terms & conditions from NIC Portal or HSWC website after registration, which is free of cost. Start date and time of download of RFP documents:

7.09.2015 at 10:00 AM

End date and time for download of RFP documents: 28.09.2015 at 5:00 PM

The bidders are required to submit a non-refundable Cost of Tender of INR 10,000/- (Rupees Ten Thousand Only) through Demand draft in original in favour of Haryana State Warehousing Corporation , Panchkula and e-Service fee of INR 1,000/- (Rupees One Thousand only) in form of Demand draft in favour of “Society for IT Initiative fund for e-Governance” payable at Chandigarh. Cost of Tender shall not be entertained in any other form.

EMD EMD of INR Two lacs only (Rupees Two lacs Only) should be payable by the bidders in form of Demand draft in original in favour of “Haryana State Warehousing Corporation, Panchkula”.

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Service/ Product Requirement

The RFP is to provide the turnkey services for design and hosting of Corporate web portal as per WCAG guidelines, customization of SMART application that includes procurement of foodgrains, storage management and accounting information , design/ development of add-on modules like Personal Information System and Construction Management System, integration of all the modules , implementation and rollout at Warehouses / Circles and head office, onsite manpower support, training and handholding, hardware for application hosting as well as procurement, installation and commissioning of necessary hardware like Desktop, UPS, Printer, Tablets, etc. across all clusters as detailed further in this document. Pre-Bid

Meeting Details

A pre-Bid meeting will be held after 8 days from the release of this RFP on 15.09.2015 at 3:00 PM

The name, address, and telephone numbers of the Nodal Officer is: The Manager(Business)

Haryana State Warehousing Corporation Bays 15-18, Sector 2,

Panchkula-134113

Tel. No. 0172-2587641 ,FAX No.0172-2578481 E-mail: [email protected]

Clarifications may be requested till one day before the pre-bid meeting date.

Language Proposals should be submitted in the following language(s): English ONLY

Proposal Validity

Proposals must remain valid upto 180 days after the submission date.

Proposal Submission Type

The bidders shall submit their responses in 2 parts namely “Pre-Qualification & Technical Proposal” and “Commercial Proposal” in the Procurement Portal by the due date and time.

The online packets containing the Proposal shall include the Scanned copy of all relevant documents, serially numbered, and duly signed on each page by the bidder. All documents as required to be submitted needs to be digitally signed or self-attested by the Authorized Signatory.

The bidder is also required to submit hard copy of all relevant documents along with Demand draft in original for EMD, Tender fee and e-Service fee with Technical Bid.

Proposal Submission address

The bidders are required to submit the soft copies of their Bids electronically on Haryana e-procurement portal (https://haryanaeprocurement.gov.in), using valid Digital Signature Certificates.

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Submission Date

Proposals must be submitted electronically no later than 28.09.2015 at 05:00 PM in the Portal:

Please note that the server time, which is displayed on the bidder’s dashboard, will be considered as the standard time for referencing the deadlines for submission of the bids by the bidders. The bidders should follow this time during bid submission.

1.1. Basic Information

a) Haryana State Warehousing Corporation (HSWC) invites responses (“Tenders”) to this Request for Proposal (“RFP”) from System Integrator Agencies/Partners (“Bidders”) for the provision of Implementation of Integrated SMART System as described in Section 3 of this RFP, “Scope of Work”.

b) Any contract that may result from this HSWC procurement competition will be issued for a term of 4.5 years (“the Term”).

c) HSWC reserves the right to extend the Term for a period as mentioned in this document, such extensions on the same terms and conditions, subject to HSWC’s obligations at law.

d) Proposals must be received not later than time, date and venue mentioned in the Fact sheet. Proposals that are received late WILL NOT be considered in this procurement process.

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2. Introduction

2.1 About HSWC :

Haryana State Warehousing Corporation (HSWC) is a statutory body created under an Act of Parliament (58 of 1962) with the twin objectives of providing scientific storage facilities and to make available credit against the goods deposited in the warehouses through Warehouse Receipt. HSWC is handling over 17 LMTs of storage capacity through a network of 117 warehouses across the State.

HSWC is also procures wheat, bajra and paddy for central pool. HSWC has separate construction division which is looking after construction and maintenance of warehouses.

2.1.1 Organizational Structure

HSWC has divided the organization into Headquarter and nine Circles, called District Offices, to operationally manage its warehouses (117) across the state of Haryana. The figure below shows the list of Districts Offices & number of warehouses divided across these. It also has multiple functional divisions in its organization structure to manage different functions such as Secretarial, Storage & Technical, IT, Business, Engineering & Maintenance, Finance etc. At the Corporate level, HSWC is governed by a Board of Directors. The key officers in the execution of the HSWC activities are the Managing Director who is assisted by Secretary, Executive Engineer, Senior Systems Analyst, Manager(Business), Manager(Personnel), Manager(Accounts) , Manager(Storage & Technical) at Head Office and supported by District Managers in the field.

In field, a warehouse is the primary operational unit.The distribution of warehouses and storage capacity , as on 30/06/2015, under each circle is given below :

S.No Circle Number of

Warehouses

Capacity (MTs)

OPEN COVERED TOTAL 1. AMBALA 10 0 1,31,815 1,31,815 2. KURUKSHETRA 8 0 1,29,163 1,29,163 3. KAITHAL 15 8,006 2,45,326 2,53,332 4. PANIPAT 17 12,483 2,30,842 2,43,325 5. FATEHABAD 14 6,551 3,12,904 3,19,455 6. SIRSA 13 41,800 1,18,805 1,60,605 7. ROHTAK 15 12,746 2,26,025 2,38,771 8. REWARI 10 0 86,872 86,872 9. PALWAL 15 26,406 1,73,550 1,99,956 TOTAL 117 1,07,992 16,55,302 17,63,294 ‡ Figures as on 30th June,2015.

A list of HSWC District Offices and warehouses with capacity is attached as Appendix-I.

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2.2 Core Activities of HSWC :

a) SCIENTIFIC STORAGE: The main activity of the Corporation is to provide scientific storage facility to a variety of depositors, including farmers, traders and Government agencies like FCI, CONFED etc. for storage of notified commodities at the prescribed storage tariff. The Corporation is handling over 17 LMT storage capacity through a network of 117 warehouse in the State.

b) PROCUREMENT: The Corporation is one of the State agencies for procurement of Wheat, paddy and Bajra for Central Pool at the Minimum Support Price. 1983. Initially in 1983 , it was allotted a share of 2% for wheat procurement, which was gradually increased to 10% and reduced to 9% in the year 1995-96. It was also entrusted with the job of procurement of Paddy in Kharif, 1997 and Bajra in Kharif 2003. During Rabi,2015 , HSWC was allotted 15% share and purchased 11.06 LMT wheat across the state. The procurement and quality control activities are dealt by Storage and technical wing.

c) INLAND CONTAINER WAREHOUSE, REWARI : The Corporation is operating an Inland Container Warehouse (ICD)-cum-Container Freight Station (CFS) at Rewari to provide cost effective services to the importers and exporters of Haryana and its adjoining areas of the neighbouring states. However, operations of ICD-cum-CFS, Rewari are being handled by CONCOR w.e.f. 1/11/2008,

Scientific

Storage

Promote International trade through ICD, Rewari Extension Services Construction of Godowns. Procurement for Central Pool

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under a Strategic Alliance Agreement with CONCOR (a subsidiary of Indian Railways). It is controlled by Business Division.

d) CONSTRUCTION & MAINTENANCE OF WAREHOUSES : The Corporation has a Construction Division for Construction and maintenance of Warehouses. 2.3 Objectives

Haryana State warehousing Corporation proposes to update and implement Storage Management, procurement & Accounting Reporting (SMART) System which was developed using Microsoft .net and Microsoft Sql server platform and is being used by HSWC. This application (SMART) primarily comprises of Storage Management, food grains procurement, Accounting Information System and Integrated Rapid Reporting System modules. Through this RFP,HSWC intends to select a System Integrator (SI) who will be responsible for design of corporate web portal, customization of SMART application, design & development of add-on modules like Personal Information System & Construction Management System and provide end-to-end implementation of Integrated SMART application starting

from deployment of manpower, hardware, data

capturing/entry/validation/transmission etc.

The main objective of the project is to allow online monitoring for Manager, District Managers, Head Office Management, etc. Following are the key objectives of the project –

i) Use of technology to capture receipts/ dispatches, billing, procurement activities, etc.

ii) Use of computerized application as primary mode of recording data and replacement of manual records.

iii) Use of computerized application to generate all financial reports bills/ cash book/ bank book /ledgers/ Balance sheet etc. and other reports / registers in respect of storage / preservation/ procurement being maintained at Warehouse / District Office and Head Office.

iv) To ensure accurate/timely billing , reconciliation of accounts. 2.4 Purpose of this Document :

The objective of this document is to solicit proposals from the bidders for selection of a “System Integrator”.

i) The SI will be responsible for design/hosting of Corporate Web portal, customization of existing SMART application software and design, development and implementation of add-on ERP solutions like Personnel Information System (PIS), Construction Management System (CMS) etc. and integration. The new system will be herein after referred to as “Integrated SMART system”.

ii) The SI will provide services for implementation of Integrated SMART system application software by providing computer hardware/software and deploying

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manpower for data collection/ entry/ validation/ transmission operation/connectivity and updation within given time limit and delivery of agreed reports generated by the application to HSWC at scheduled frequency, whenever required.

2.5 Current System (Web Application) detail 2.5.1 Technologies used:

At present HSWC is using an On-line system for Storage management, Procurement and Accounting Information System (SMART).

Application software has been developed using ASP.Net framework 3.5 as front end and SQL Server 2008 as back end for Database. Database size will vary from 20 GB to 100GB.Sql server reporting had been used as a reporting engine which provide report generation and same exporting of reports to PDF/Excel as and when required. Software is also using some open source components for displaying dashboards and client side development. System is using jquery/Ajax/json for client side development.

2.5.2 Main modules in the application:

The Current Web Based system has the following functional Modules and is capable of generating the following reports:

i) Food grains Procurement Management System (FPMS)

In this Module, daily Basis Status of progressive procurement detail, I-form, Bardana Status, Fund’s requirement of all districts is directly stored on the server through Data Entries form provided on the web server application. The records are directly posted on the server through this application.

 Daily Data Entry Form is designed to stores the actual & progressive procurement details. Showing daily basis status of commodity.

 Status of Bardana data entry form stores the information regarding Bardana status at various districts.

 Requirements of funds in each district are also stored on the daily basis for quick access to the needs of the district.

 Reports are generated based on Actual & Tentative Data. Lifting

Daily Basis Status of progressive lifting details, Gate pass, Warehouse receipts, Fund’s requirement of all districts is directly stored on the server through Data Entries form provided on the web server application. The records are directly posted on the server through this application.

 Daily Data Entry Form is designed to store the actual & progressive lifting details. Showing daily basis status of commodity.

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 Requirements of funds in each district are also stored on the daily basis for quick access to the needs of the district.

 Reports are generated based on Actual & Tentative Data ii) Warehouse Management System (WMS)

It is used for the Computerization of Stock Receipts, Warehouse Receipts, Quality Control/ Inspection, Stock Dispatches. At the time of deposit of stocks, the Application software captures the basic data from the Gate Pass and Deposit Application Form which contains depositor detail like quality, quantity and stack position of the stocks to be deposited. The detail of dispatches is captured from Delivery Order form which is filled by depositor to take delivery of stocks.

The application also captures truck wise entry of receipts and issue of stocks at the Warehouse. These details in turn provide information of stock positions with grain quality and age details, source of grains, segregation of stocks on the basis of the depositor.

The capturing of aforesaid data also relieves the Warehouse officials from maintaining redundant information as the required reports such as daily opening balance, stack register, stock ledger, storage loss and gain statement, delivery orders and daily closing balance is generated through the software. The above system entails capturing of truck wise food grain data (movement challans), it’s storage (quality/inspection, stacking, WHR etc.) and subsequently issue (delivery order, movement challans etc.) of food grains.

iii) Accounting Management System

This module deals with the financial reporting, billing and general accounting. All the accountancy is done at storage centre and then the details are sent at district level. The information is maintained at district level and at state level as well. The accounts module is according to the guidelines and approvals taken by different authorities at different levels like warehouse level, mandi level, district level etc. All the authorization and authentication features is embedded.

It captures all the billing related with procurement and storage automatically like storage charges bills, transporter bills, wheat sale bills etc. And it also provides a double verification of vouchers and bills before affecting to books.

2.6 Project Overview

At present HSWC is using an On-line system for Monitoring of Food Grain Procurement, Warehousing and Accounting Information System (SMART). The Current Application is developed on ASP.Net platform with SQL Server as database. This application converts the manual Procurement, lifting and warehousing system into an online centralized system. This application captures the data procurement,

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storage , lifting, payments, receipts etc. The system provides the facility of anywhere anytime access of the application to the end users.

However, SI may undertake independent assessment and fill up any gap in terms of the understanding and information required to design and develop the application through stakeholder interaction at various levels as felt necessary by the SI. Apart from design of corporate web portal on WCAG guidelines, given below is the list of high level processes which should be covered in the system functionality.

i) Food grains Procurement Management System

ii) Warehouse Management System (linking Lorry Weigh Bridge with receipt/dispatch) )

iii) Accounting Management System iv) Personnel Information System (PIS) v) Construction Management System Project Coverage

This project will be implemented in clusters, covering all warehouses, all nine District Office and head office. The project will be for a period of four years extendable by one year on mutual agreement.

Application: It is envisaged that the SI will bring in the relevant experience in building application to cover Warehouse operations at HSWC including receipt, storage and dispatch of food grains at the warehouse, quality check within the warehouse; movement of food grains across regions; physical verification of stock; engineering works etc. One of the key solution feature expected from the proposed system is ability to work both in online and offline mode so that data entry can be done even if there is intermittent no connectivity within the warehouse, and also provide mobility based solution to capture data inside the godown by the field staff. This will facilitate capturing of data at the source and hence eliminates the need to maintain manual registers to record all warehouse level transactions.

It is also expected that this proposed system will provide analytics and dashboard facility for all levels of decision makers so that the warehouse operations can be aided by the real time data. The application should also integrate with various internal (e.g. FOODNET of Haryana State etc.) and external system (such as Depot online System of FCI etc.). It is to be noted that the application will be hosted at NIC server and will be accessible via the existing internet connectivity at the Circle/Warehouse and Head Office. At present the application will be used across all the District Offices/clusters. However the application must be scalable to be rolled out to all warehouses in the future. For details on the to-be IT landscape, refer to Appendix-VII of this RFP document.

The complete application, including customization and add on modules, is expected to be built on appropriate platform to bring down the total cost of ownership (TCO). It is to be noted that the software cost in the price bid must give the TCO to include all

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necessary license fees, support and upgrade cost considering a total contract period as per this RFP. Also the rights and ownership of the software must be transferred to HSWC at the end of the warranty period to enable HSWC to continue with the solution on the exit of the System Integrator.

Training: The SI must ensure adequate trainings are provided to all stakeholders at different levels so that the transition to this new system happens smoothly

Support: The SI shall provide post rollout manpower support up to the HSWC District/Head office level as well as warranty and support for the application and the deployed client side hardware.

Hardware and Networking: The SI shall supply and install client side hardware like laptops / desktops, UPS, printers , Tablets , networking equipment, connectivity etc at clusters / D.O./ H.O. to make sure smooth running of the application.

3. Scope of Work

3.1 Brief Scope of work

HSWC has a large network of 117 warehouses, which may vary, spread across Haryana State to manage the stock of the food grains and other notified commodities deposited by farmers, traders and government organisations.

The various operations at HSWC are complex considering its large network of godowns and operations involved in procurement , storage, quality control, inventory control, human resource management etc., HSWC needs real time decision making to efficiently manage this. However, currently the procurement and accounting operations are digitized to some extent but not completely and without any integrated IT system to automate their end to end processes. The storage operations at warehouse are manual and the warehouse level staff needs to manage multiple registers which is repetitive, time taking and prone to errors. This result in major challenge to staff, both at the Warehouse level and the management level at District office and head office for effective decision making due to non-availability of real time data from the warehouses. The manual operations results in warehouse staff spending huge time in managing operational data in registers thereby reduce the overall effectiveness of the manpower. The management also has to rely on the manually compiled data received from the warehouses which is prone to errors.

The SMART application is now proposed to be implemented at data generation level i.e. Warehouse. For this purpose, a group of warehouses shall be clubbed together to form a cluster, numbering about 23 which may increase or decrease, depending upon capacity and geographic location of warehouse, for the ease of data collection, entry, validation and delivery of deliverables like end reports.

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The SI will customize the existing SMART application software to fill the gaps and design, develop and implement the new modules as per scope mentioned in the detailed functional coverage of work at Appendix-III. The SI will install hardware and networking equipment at each cluster to ensure data connectivity. Every cluster will be equipped with its own IT infrastructure and manpower (to be provided by the SI ) who will be responsible for the region’s data collection,entry, validation, updation, maintenance and make system ready to generate reports from the applications within 24 hours of providing validated data to the SI.

Owing to its large network of operations and, complexity of interactions with internal and external stakeholders, HSWC has been facing multiple challenges in effective management of warehouse level operations, construction works, personal management etc. The primary challenges are:

 Information support for timely decision on personnel matters of employees like promotions, disciplinary cases, probation, career development etc.

 Information support for spot decisions owing to dynamic nature of operations  Shortage of storage during peak season

 Decision on staffing at warehouse on the basis of its capacity/ utilisation.  Availability of chemicals and pesticides as per requirement

 Shifting and managing the use of wooden crates, covers and chemicals during peak requirement season.

 Timely and accurate data flow from district to warehouse level and vice-versa  Lack of single source of validated information for warehouse level data

 Monitoring the progress of ongoing civil works

It is therefore envisaged that transformation of warehouse operation through an integrated IT system is the need of the hour for better management of operations related to procurement, storage, movement, quality control, human resources development, works management and record-keeping of food grains at all warehouses of HSWC.

Implementing a Integrated SMART application would facilitate process automation, standardization and efficiency of management of food grains distribution and would enable real time monitoring of operations and timely data reporting. This implementation would also require the deployment of hardware like desktop, UPS, tablets and printers at all the warehouses.

Following are the key benefits expected from implementing the Integrated SMART application:

 Process streamlining and increasing efficiency by integrated view of end-to-end processes, use of workflow, notification and alerts

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 Better coordination between warehouses and district offices of HSWC through integrated system

 Maintain inventory of dead stock articles, handing taking over charge and charge report of every employee posted at the warehouse

 Reduce redundancy in processes by capturing data at the source and in real time

 Reduce weigh bridge data manipulation by integrating LWB and automatically read data

 Each warehouse will be projected as a profit centre on the dashboard,  Intelligent reporting of quality control alerts to concerned authorities.  Tracking, monitoring , planning and advance management of human

resources like ACP, promotions, increments, disciplinary action, training etc.

 Works management to bring efficiency and transparency in works..  Free up manpower from laborious data collation and report preparation  Leverage IT as decision support systems to handle dynamic nature of

business

 KPI driven dashboard for the top management

 Align with ‘Digital India’ vision for transformation of food distribution supply chain in India

It is suggested that the SI should carefully analyze the requirement of manpower and hardware including computers, UPS, printers, networking equipment, etc. at Head Office, District Offices and Warehouse clusters. A suggestive list of District Office / Warehouse clusters is given in the Appendix-II. The SI shall use due diligence to contact/ visit the District Managers and make assessment of volume of work , volume of clusters and requirement of hardware, manpower and infrastructure on the basis of volume of work which may increase during peak procurement season.

To meet the above objective HSWC intends to select a System Integrator (SI) for the customization of SMART application, design, development and testing of add-on modules, integratiadd-on all modules into “Integrated SMART System”, end-to-end rollout of the Integrated SMART application, training, to all HSWC warehouses (approx. 117), supply and commissioning of client side hardware (desktop, UPS, printers, tablets and SIM) , providing comprehensive manpower support for application and hardware and timely delivery of digital reports which are so far being generated manually.

3.2 Salient features

i) Receipt / delivery of stocks is captured at warehouse / mandi level

ii) Procurement data is captured at mandi level and all subsequent activities related to “I” Form including purchase, delivery, lifting and payments to arhtias is generated. The system links lifting with receipts in warehouses/ delivery to FCI,

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thereby reducing scope of fraud on the part of purchaser. It shall ensure timely, objectively & economical procurement.

iii) Financial transactions generated on account of delivery of stocks, storage and other events are captured to generate accounts books and profitability of the warehouse / Circle.

iv) Inventory Management System to monitor and control optimum and efficient use of storage space, construction material, fumigants, insecticides, dead stock articles, etc.

a. Maintain most optimum level of utilization, inventory of stocks at locations where required.

b. Control and monitor efficient use of article on FIFO basis.

c. Generate SMS/e-mail alert whenever inventory/ utilization level falls below designated level.

v) Construction Management System

a. PERT of construction, repair and maintenance of godowns. b. Prepare MBR, running bills

c. Generate SMS / e-mail for defaults in schedule. vi) Personal Information System

a. Generate monthly career growth statements of employees like increments, ACP, promotions, etc.

b. Generate MIS for training, awards, punishments, disciplinary cases etc. vii) Efficient management of funds/ loans.

viii)Centralized MIS.

ix) The Integrated SMART system should automatically generate SMS/e-mail alert in case of under utilization of space, Quality defaults, PV criticals, warehouses running at loss and default cases.

x) The procurement data should be captured online. A web portal shall be designed for arhtiyas for entry of daily procurement detail. This will ensure proper utilization of funds and check malpractices by traders.

xi) Database of the application at each location, if any, shall be secured.

xii) The system shall generate appropriate MIS for all the levels of functional and administrative hierarchy.

3.3 Detailed Scope

The details of the above in-scope components for the SI are mentioned below: 3.3.1. Web Portal Design, Application Customization and Development

i) Web-based application development and customization on appropriate technology platform. The Haryana Government is appointing consultant for FoodNet project who will conduct gap analysis of ongoing similar projects in State procuring/ storage agencies. The SI will ensure that the gaps identified by the consultant in the SMART application are addressed to meet the requirement of organization. ii) The SI shall study the existing business process functionalities, MIS reporting

requirements, problem areas and expectations of the current system.

ii. The SI shall prepare a Solution Design Document highlighting the best practices available in the proposed solution. The document will indicate the additions/ modification that need to be made to the business process in view of overall implementation.

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iii) The SI can build the solution using appropriate platform. Also the user right and ownership of the software must be transferred to HSWC at the end of the development.

iv) The SI shall also identify the customizations/ workaround that need to be made to the base software if COTS (Commercial off the shelf) product, if applicable, and submit a document on the customization requirements.

v) All the functionality, as mentioned in the Functional Requirement Specification needs to be covered by the SI in proposing the solution. At a minimum, the SI will provide all the functional components as mentioned in the Appendix III and can propose any other components as may be necessary for the successful implementation.

vi) Based on the approved Solution Design Document and any additional feedback from HSWC, the SI will undertake the system development of add on modules, configuration and customization of existing modules.

vii) SI has to design and implement the requisite user authentication and authorization as well as other IT security controls, for the entire solution.

viii) All registers and reports, as per users’ requirements, or currently available in the existing applications, shall be incorporated in the MIS solution of the proposed system.

ix) The SI shall develop an Analytics solution to enable HSWC users to create analytical reports for decision-making or decision-support purpose as well as build Dashboard as per the KPIs of the individual divisions. SI will propose a set of KPIs and the SI is encouraged to create a comprehensive list based on discussion with individual divisions.

Scope of work can be categorized into two different parts components : EDP services at head office/ District office / cluster/ warehouse Level.

i) PART 1: Software Development, integration & roll out related Activities.

Design, Development and implementation of web based application Software with modules as under:

 Design and hosting of Corporate Web Portal as per WCAG guidelines

 Customization of SMART, linking with LWB

 Personal Information System

 Construction Management System

 Any other add-on modules, application as & when desired by department on mutually agreed term, rates and conditions.

The EDP services in respect of above add-on modules shall primarily be required at District office / Head Office. Accordingly, the SI shall make adequate arrangement for manpower and infrastructure.

The detailed functional coverage of work for above modules is given at Appendix-III. The SI will also customize the existing application software as per requirements and scope mentioned in detailed functional coverage of work at Appendix-III and gaps identified in SMART application by the Consultant appointed by the Haryana government for Foodnet project.

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ii) PART 2: EDP Services related activities :

Selected SI will provide EDP services at District Office, Clusters of HSWC and deploy manpower, IT infrastructure/Hardware at every cluster level in accordance with the volume of work so as to ensure that validated data is uploaded within 24 hours of its receipt so that the system is ready to generate reports at scheduled frequencies at Warehouse/ District Office and Head Office. However during procurement season and dispatch by specials, the SI is allowed maximum of 48 hours upload time. The services will include implementation of Integrated SMART System ( modules in SMART application software already being used and new add-on applicatiadd-on modules like PIS,CMS) by providing manpower services for data collection / entry/ validation, transmission/ maintenance / updating, supply of hardware, software at District/ cluster Level. However, since construction work is basically undertaken at site, the responsibility of data entry in the application of Construction Management System shall be of HSWC.

SI will ensure Implementation of Integrated SMART application at Warehouse level by capturing data generated at Warehouse as a result of receipt / delivery of stocks, preservation & storage of stocks, procurement of food grains and financial transactions. After receipt of stocks in Warehouse, the Manager / In-charge makes entry in WHR and the SI is expected to feed the consolidated data of stocks, stack-wise/ godown-stack-wise/ commodity-stack-wise/ depositor-wise. Once the stocks are stored in godowns, preservation and maintenance of stocks is undertaken. The SI shall entail entry of activities related to preservation and maintenance. It shall generate SMS/e-mail alert for pending action or any other default. This will help in tracking the quality and quantity of stocks in storage.

Delivery of stocks should be captured and updated in the system. All mandatory reports / bills related to delivery of stocks like Rice sale bill, Wheat sale bill etc. (generated at District office level), Storage charges Bill, Labour Bill, Transporter Bill, etc. (at Warehouse level) shall be created by the SMART system and got validated from concerned Manager/ In-charge.The SI is expected to undertake all operations / activities available in SMART application so that end users of HSWC at Warehouse , District Offices and Head Office are able to retrieve latest updated information from the SMART system, with 48 hrs. pendency.

HSWC will undertake data entry process of MBR/ construction bill at site through site staff. SI will technical support and training for CMS module. For food grain procurement module, SI will design data entry form for procurement detail for use by arhtiyas in mandi. In such cases, the SI shall provide discount in bill for undertaking these activities by HSWC.

SI will be responsible to provide IT services for the following:

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HSWC : RFP for Implementation of Integrated SMART application software. Page 24  For making any changes into the application as per the new instructions and regulations of HSWC and will be ready for any kind of report format changes or database related changes

 To provide sufficient Hardware, Networking and internet connection at District and Warehouse Cluster level.

 To Verify/ validate the data entered by Field Offices from documents by Back Office operators of SI.

 To collect, enter and obtain validation of data from staff of HSWC for the smooth and trouble free running of the existing application software of HSWC.

 Maintenance of hardware and IT infrastructure including computers, networking etc.

 For implementation, Training & technical support, troubleshooting support and hardware maintenance support.

 On receiving the data from the department, it will be the sole responsibility of the IT Service Provider to upload the data correctly in the application. The daily transaction data from Warehouse/ District Office will be handed over to SI within 48 hours of transactions. However, in case of delay in peak season, the benefit of delay period in number of days will be passed on to the SI. But the SI shall endeavor to make all efforts to expedite data entry/ validation.

 Any hardware related problem should be resolved within 48 hours of its reporting.

 Digitization, conversion, migration and porting of records in all formats.

 The deployment of manpower should be for developing any New Module/Feature of the Web Application available with HSWC

 For any kind of Bug Fixing and change request suggested by the HSWC .

 All the work related to online MIS generation. However, it will be the responsibility of the HSWC to provide the data to IT Service Provider.

 Taking the timely and accurate Data Backup of the application software will be the sole responsibility of the IT Service Provider until the period of contract.

 For handling all the HSWC data for the period of contract.

 Any New Reports, Edition, Updations, deletion, Calculation basis reporting, Query basis reporting etc will be responsibility of IT Service Provider

 A regular and large amount of data is received from mandis, procurement centres and warehouses to be uploaded on the application software. SI has to maintain the received data on to the application in the suggested mode of uploading. This mode of uploading could be through API. SI will create APIs for the other agencies so that they could download/upload their data throughout the system and verification of the data will be done in the application itself.

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HSWC : RFP for Implementation of Integrated SMART application software. Page 25  To provide any kind of data in any format as defined in the scope.

 To provide any kind of daily/monthly/yearly reports to the HSWC or its authorized agencies, as and when required.

 Necessary infrastructure like space to install the hardware, etc. would be provided by HSWC at each cluster. However, electricity charges will be borne by the vendor.

 SMS gateway shall be responsibility of SI.

 Hosting of Application on secure Indian server will be responsibility of SI after taking approval from HSWC. The SI shall host the Application on NIC server or any Govt. service provider server and HSWC shall obtain the domain name. The database so generated will be the exclusive property of HWC with exclusive usage rights of Application software. The hosting charges will be paid by the HSWC directly to NIC during the project.

3.3.2. Mobile App Development with offline capability

Most of the warehouse level operations happen inside the godowns and in the fields/ construction sites (for example Mandis/Purchase Centers, etc.). This would necessitate the use of smart phones and tablets for data entry, data submission, data view or status checking purposes due to the lack of feasibility in having desktop or PC setup at each point of transactional data source/origin.

The SI shall develop mobile apps on Android or equivalent Platform, specific to each functional group, as part of the overall IT solution. This will include:

a) Provision of installing, configuring and using function-specific mobile apps for both smart phones and tablets to capture and submit data by the internal and external users during their routine field level activities

b) Initial data upload for warehouse specific data to configure the online and mobile application for use

c) Standardization of mobile apps on Android or equivalent mobile platform and support for push notification and application updates from the central server Following is the minimum set of different functional areas, for which specific apps have to be developed as per their respective data capture and viewing needs:

a) Godown Operation including receipt, storage , billing & delivery of stocks b) Quality Control

3.3.3 Integration with internal and external applications

a) SI has to study the existing internal applications of HSWC as well as the external applications related to warehouse operations and then carry out the necessary integration of the proposed system with those applications after identifying the integration points, data exchange type and mode of integration.

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b) Currently it is envisaged that the proposed Integrated SMART system would have to integrate with the following internal and external applications:

i) FoodNet of Haryana

ii) Procurement Monitoring System of FCI (PMS) iii) Depot online system of FCI

iv) IRRS of FCI.

3.3.4. Data Migration from legacy applications

The SI shall perform the data migration from the existing legacy systems to the proposed solution.

3.3.5. Project Documentation

i) The SI will provide detailed system documentation for reference of the HSWC personnel, who will be using the system. SI shall prepare the final user manual incorporating details of all menus and functionality provided by the system. ii) HSWC expects the following (but not limited to) from the SI with respect to

project documents. Additionally, the SI will provide ongoing project information for reference purposes and facilitating self-education for HSWC personnel. Key documents required are:

a) Solution design documents consisting of granular details of each functional activity and any changes (if any) after the proposed system implementation. b) Configuration documents consisting of system setting and parameters for

each function.

c) User Manual including system instructions and use cases, sample reports, screen formats, details of menus and instructions on how to perform specific tasks in the system using screenshots.

d) Any other documentation required for usage and maintenance of implemented solution at each warehouse like Technical Manual, Installation Guide, System Administration Manual.

e) System operational procedure manual.

f) Troubleshoot guides for every component of the software application as well as IT infrastructure.

iii) The SI shall provide minimum three hard copies and two soft copies on the above mentioned manuals.

3.3.6. Training and Capacity Building

The SI has to undertake necessary training to different stakeholders and capacity building activities at different levels of HSWC to ensure the successful implementation and rollout of the proposed solution at all the concerned warehouses. The SI shall prepare detailed Training plan for the different stakeholders of HSWC. 3.3.7. Rollout of application across all warehouses

The SI has to undertake the following activities with respect to the pilot and rollout of the application at each of the clusters. SI has to ensure adequate manpower to support all clusters till the end of project duration, and ensure

i) Installation of app and role-based configuration of the handheld devices at the district level

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ii) Rollout of the application to all HSWC clusters based on fulfilling the agreed acceptance criteria for go-live at individual warehouses

iii) Ensure the generation of all reports on-line through the implemented system after the go-live of each of the warehouses.

3.3.8 4 years Warranty Support

This shall cover the services/support dedicated to the continuous operation of the Integrated SMART System post successful implementation of the complete application at all warehouses. The SI shall provide application warranty for a period of 4 years post successful Go Live with the complete application functionality at all warehouses. SI has to provide warranty of the application, fixes/patches and upgrade for all proposed software for a period of 4 years.

On completion of the warranty period, the SI will ensure a smooth transition by handing over complete source code and all system related up-to-date documentation as well as providing training to the HSWC IT Team on all technical aspects of the system.

A. Application Support

i) The SI shall provide application warranty for a period of 4 years post successful Go Live with the complete application functionality at all warehouses.

ii) This will include, but not limited to, production monitoring, troubleshooting and addressing the functionality, availability and performance issues, as well as implementing the system changes.

iii) As part of these services, the SI shall provide support for bug fixes, enhancements, operational support, and assistance to the users at all HSWC warehouses and offices.

iv) The scope covers the following activities to be done by System integrator:

a) Enhancement / modifications with respect to new / enhanced / enriched functionality

b) Ensuring the desired functioning of the interfaces / integration points c) Test scripts preparation and interim application testing

d) Application installation and testing for any patch or new release of the application

e) Modification/development of MIS reports

f) Database administration based on requests and standards

g) Present relevant information and training, whenever applicable and necessary, regarding the use of new features or functional changes to the relevant users identified by HSWC.

h) Backup/restore and reinstallation on a high priority basis during application failure.

i) Restoration of previous data backups on a high priority basis during database failure.

v) SI will also be responsible for maintaining the application in the hosting infrastructure by taking regular data and application backup for recovery, provide patches and updates to maintain the application performance up to the desired

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level, installation of applications in the servers, provide reports on application uptime and performance as per the defined SLAs on monthly basis.

B. Incident Management

Defect management is an important activity and it will have expected turnaround time, as agreed with HSWC, based on the severity and priority level. The SI shall resolve any logged or reported defects on ‘best of efforts’ basis as per timeline. C. Maintain configuration information & System documentation

SI shall maintain and update documentation of the software system to ensure that User manuals, training manuals are updated to reflect on-going changes/enhancements

D. Manpower Based Support

SI will maintain adequate number of resource at each HSWC cluster/D.O./H.O. as per scope of work for the period of contract to facilitate the following activities:

a) Onsite support to handhold the user to troubleshoot any issues in the centralized application or the application running on the hand held devices b) Coordinate with backend application support team to explain any issues and

assist them resolving the issues in timely manner

3.3.9. Supply, Installation and Configuration of Client side Hardware

i) The SI shall be responsible for supply, installation, commissioning and maintenance of tablets, desktop, printers and UPS devices as per the specifications given below for all clusters in the State. All Hardware Devices should carry a 3 years comprehensive warranty from the date of installation and commissioning and acceptance sign off provided by the concerned HSWC warehouse manager.

ii) The SI must ensure that the desktop supplier has shipped the desktops with pre-loaded software as specified in this RFP.

A. AMC/Warranty Support for 3 years

i) The SI shall provide the onsite after-sales support as per the service level agreement mentioned in this document.

ii) For each site, an “Installation & Commissioning Certificate” indicating the date of commissioning, list of hardware equipment/devices installed at the site along with their make/model and unique serial numbers, address of the site etc. signed jointly by the representatives of the SI and HSWC, shall be provided to HSWC.

iii) The SI is required to provide a comprehensive warranty for the hardware products for a period of 3 years commencing from the date of “Installation & Commissioning Certificate”. The warranty shall cover all the components and sub-components of the supplied hardware.

B. Site Preparation

i) The SI should ensure that the site survey is done for all sites within one week from the date of the order and based on the site survey, HSWC will provide the site readiness for each site within the stipulated delivery time.

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ii) In case any damage of HSWC’s property during execution of work is attributable to the System integrator, SI has to replace the damaged property at his own cost.

3.3.10. Inspection & Quality Tests of hardware

i) HSWC reserves the right to carry out pre-shipment factory/godown inspection of hardware by a team of HSWC officials or demand a demo of the solution proposed on a representative model in System integrator’s office.

ii) HSWC’s right to inspect, test and wherever necessary, reject the product after the product’s arrival at the destination shall in no way be limited or waived by reason of the products having previously been inspected, tested and passed by HSWC or its representative prior to the products shipment from the place of origin by HSWC or its representative prior to the installation and commissioning.

3.4 Technical Scope

i) The solution should have comprehensive online help facility to access system specific technical / functional areas.

ii) Upgrades should not affect the current version adversely. iii) The solution should support data conversion tools.

iv) The solution should support e-mail integration.

v) All functionalities like data entry screens, various reports, batch processing, integration, etc. should use a common unified application platform suite to provide ease of management to avoid compatibility issues.

3.5 Other Responsibilities of SI:

 SI shall provide qualified Project Manager at Head Office to report progress regularly.

 Selected bidder shall attend fortnightly Monitoring meeting at District Office level , monthly meeting at Head Office level and Quarterly meeting with MD or authorized representative to discuss , address and resolve the issues pertaining to project implementation.

 Daily replication of the databases at the Central Server at Data Centre and consolidation and preparation of daily MIS reports

 Management Information System (MIS) generation and updation

 Digitization, conversion, migration and porting of records in all formats

 To undertake relevant legacy data entry for running the application software.

 To provide interface with biometric devices at warehouses for linking with PIS. In such cases, the Biometric devices / smart card shall be provided by HSWC.

 To deploy properly trained manpower at HSWC Field offices & Head Office.

 To provide Additional manpower as per requirements of Peak seasons of Rabi & Kharif crops

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HSWC : RFP for Implementation of Integrated SMART application software. Page 30  To impart requisite training to staff of HSWC in Basic Computers and use of

Application software.

 Maintenance IT Hardware & Software for project duration.

 To Provide internet connection at all locations

 To generate reports as per application software system. However, toner and stationery items shall be provided by the respective District Manager to SI on demand.

 To develop MIS system of about 10 reports / Graphs for senior management of HSWC.

 Training of the manpower will be the responsibility of SI and if any person leaves with prior notice SI will provide the replacement within two weeks.

 For the training and support to HSWC employees as and when desired by the department.

 For all the database security related matters and maintaining security features.

 To replace the resources (any/all) as per the schedule if asked by the department.

 IT Service Provider will deploy manpower for operations and maintenance of system Client location with respect to delivery of services as under to the HSWC for the duration of the project at various locations respectively.

 Daily Coordination with the HSWC officers. 3.6 Responsibilities of HSWC :

 The site/space, furniture, mains power supply will be provided by the HSWC.

 Central Point of contact will be provide by HSWC at Head office, District office, Cluster level to coordinate with SI. A coordinator shall be appointed at each point by HSWC to coordinates with SI.

 Coordinator will be responsible to provide data, to check and verify the digitized data. The data should be verified within one week of entry by the coordinator and if not verified , it will be considered as final data.

 Fortnightly feedback report from coordinators will be shared by HSWC and SI.

3.7 MIS Reports:

MIS reports and other support reports desired by HSWC will have to be forwarded on demand and shall be available online. The SI will study the requirements and design & develop the MIS System for HSWC as per the requirements. The Application should generate following minimal MIS reports to be available on line to all the authorized users.

i. Statement of Transactions ( Deposits / Dispatches over a period of time) ; ii. Stock position ( Commodity / Depositor over a period of time)

iii. Warehouse Utilization flow during a period; iv. Income and Expenditure Statement (monthly)

v. Storage Gain/ Loss Analysis