REQUEST FOR PROPOSAL (RFP) FOR THE SELECTION OF … · 2018. 8. 23. · REQUEST FOR PROPOSAL (RFP)...

RFP for Transparency portal and Consumer Affairs portal website

GOVERNMENT OF KERALA

REQUEST FOR PROPOSAL (RFP)

FOR

THE SELECTION OF IMPLEMENTATION AGENCY FOR DESIGN,

DEVELOPMENT & MAINTENANCE OF THE TRANSPARENCY PORTAL

AND CONSUMER AFFAIRS PORTAL OF FOOD AND CIVIL SUPPLIES

DEPARTMENT

[RFP Document No: CS/IT-1/32975/2012]

Office of the Commissioner of civil supplies Public Office Buildings, Vikas Bhavan P.O. Thiruvananthapuram, Kerala. PIN: 695033

Land Line (O): 0471-2321152, FAX: 0471-2336670, E-mail: [email protected]

URL: http://civilsupplieskerala.gov.in

Civil Supplies Department, Government Of Kerala Page 1


Disclaimer

The information contained in this proposal (RFP) document provided to the bidder, by or

on behalf of Commissioner, Civil Supplies, Government of Kerala or any of its employees

or advisors, is provided to the bidder(s) on the terms and conditions set out in this RFP

document and all other terms and conditions subject to which such information is

provided.

The purpose of this RFP document is to provide the bidder with information to assist the

formulation of their proposals. This RFP document does not purport to contain all the

information each bidder may require. This RFP document may not be appropriate for all

persons, and it is not possible for Commissionerate of Civil Supplies, Government of

Kerala, its employees or advisors to consider the business/ investment objectives,

financial situation and particulars needs of each bidder who reads or uses this RFP

document. Each bidder should conduct its own investigations and analysis and should

check the accuracy, reliability and completeness of the information in this RFP document

and where necessary obtain independent advice from appropriate sources.

Commissionerate of Civil Supplies, Government of Kerala, its employees and advisors

make no representation or warranty and shall incur no liability under any law, statute,

rules or regulations as to the accuracy, reliability or completeness of the RFP document.



Table of Contents

Contents

Table of Contents ........................................................................................................................ 3 I. DATA SHEET ............................................................................................................................. 4 II. NOTICE INVITING TENDER (NIT) ...............................................................................................6 III. INVITATION TO SUBMIT PROPOSAL ........................................................................................7 IV. PURPOSE ...............................................................................................................................7 SECTION 1: INTRODUCTION .........................................................................................................9 SECTION 2: SCOPE OF WORK ..................................................................................................... 11 SECTION 3: ELIGIBILITY / QUALIFYING CRITERIA ......................................................................... 51 SECTION 4: TERMS AND CONDITIONS ........................................................................................ 53 SECTION 5: APPENDIXES ............................................................................................................ 77 APPENDIX A –TECHNICAL PROPOSAL FORM ............................................................................... 77 APPENDIX B –TECHNICAL QUALIFICATION OF THE BIDDER ......................................................... 79 APPENDIX C – FINANCIAL BID FORMAT ...................................................................................... 82 APPENDIX D- BANK GUARANTEE FOR EARNEST MONEY DEPOSIT (EMD) ..................................... 87 APPENDIX E - PERFORMANCE BANK GUARANTEE ....................................................................... 89 APPENDIX F- POWER OF ATTORNEY FOR SIGNING OF PROPOSAL ............................................... 91 APPENDIX G - SELF-DECLARATION ............................................................................................. 92



I. DATA SHEET

Sl. Description

No.

1 Type of Technical Least Cost basis after technical evaluation (L1)

proposal required Least Cost Basis after Technical evaluation method shall be used to

select the Software Development Agency for Software development and

deployment for Transparency Portal and Consumer Awareness

development related processes for the State of Kerala

Financial bid of only those bidders who qualify in Technical Bid by scoring

80% or above shall be evaluated. Lowest bid among opened Financial

bids will be awarded the contract.

2 Last Date of Receipt

of Pre-proposal 17th

June, 2015 at 17:00 hrs

Queries

3 Date of Pre-Proposal 19th

June, 2015 at 11:00 hrs

Meeting

Posting of

corrigendum and 23rd

June, 2015

Addendum

4 Last date and time

of Submission of 20th July 2015 at 17:00 hrs

proposal

5 Opening of 20th July 2015 by 17:30 hrs onwards

Technical Bids

6 Evaluation of

Technical bids & 22nd July 2015 by 11:00 hrs onwards

Presentations

7 Opening of Financial 23rd July 2015 at 15:00 hrs

Bids

8 Cost of RFP Rs. 2000 + VAT @ 5% (Rs. 2100/-) document

9 Earnest Money Rs. 10,000/- in the form of DD drawn on any scheduled bank issued in

Deposit favour of Director, Civil Supplies, Commissionerate of Civil Supplies,

Government of Kerala, payable at Thiruvananthapuram.



10 Validity of proposal 180 days from the last date of submission.

11 PERFOMANCE BANK 10 % of the Financial Bid value

GUARANTEE

12 Evaluation of the As detailed in the RFP Document

Proposals and

Scoring Criteria

13 Criteria Senior Renjith.R Smt. AjuSaigal Smt.Nimitha

Representative/Cont Superintendent IT Cell Management Zacharias,

act Person of (ITCELL) Office of the Associate Management Office of the

Commissioner of Associate

Commissionerate of Office of the

Civil Supplies

Commissioner of Civil Supplies, Commissioner

Office of the

Civil Supplies, Public office Commissioner of

Public office Buildings of Civil supplies Civil supplies

Buildings, Thiruvananthap Public office Public office

Thiruvananthap

uram Buildings

Buildings,

uram,

Phone:0471- Thiruvananthapu

Thiruvanantha

Phone: 0471-

2322155 ram,

puram,

2322155 Cell: Cell:

9567542822 9447764324

14 Name and Address Commissionerate of Civil Supplies

Where queries / Public Office Buildings

correspondence Vikas Bhavan P.O.

concerning this Thiruvananthapuram : 695033

Request for PHONE NO: 0471-2322155

proposal FAX : 0471-2336670

is to be sent E-MAIL ID: [email protected]

15 Address where Commissioner of Civil Supplies,

Bidders Commissionerate of Civil Supplies

must submit Public Office Buildings

proposals Vikas Bhavan P.O.

Thiruvananthapuram : 695033

PHONE NO: 0471-2322155

FAX : 0471-2336670



II. Notice Inviting Tender (NIT) No. CS/IT-1/32975/2012

The Commissionerate of Civil Supplies, Kerala is accepting proposals to design, develop and

host Transparency portal and Consumer Affairs portal website. This will be a concept to

completion production.

The document can be downloaded from the website http://www.civilsupplieskerala.gov.in

from 10th

of June 2015. RFP shall be accompanied with Earnest Money Deposit of Rs.10,000/- in the form of

demand draft from any scheduled bank issued in favour of Director of Civil Supplies, Thiruvananthapuram payable at Thiruvananthapuram. Applications if any not accompanied with EMD will not be considered.

Application for the selection of implementation agency for design, development & maintenance of the transparency portal and consumer affairs portal of food and civil supplies department supported by prescribed annexure shall be submitted in a sealed envelope duly super-scribed with the name of work, name & phone nos. of the applicant

and the due date of opening. The applications will be received up to 17:00 hrs on 20th

July 2015 in the office of Commissioner of Civil Supplies, Thiruvananthapuram. Those desirous of submitting the application by post may do so subject to the condition that Commissionerate of Civil Supplies shall not be responsible for any postal delay and

applications received after 17:00 hrs on 20th

July 2015 will be treated as delayed and

will not be entertained. All the applications received up to 17:00 hrs on 20th

July 2015

will be opened on 20th

of July 2015 17:30 hrs onwards (Technical Proposals only).

Applicants are advised to keep visiting the Civil Supplies Department, Government of Kerala web-site (http://civilsupplieskerala.gov.in ) from time to time (till the deadline for bid submission) for any updates in respect of the RFP document notice, if any. Failure to do so shall not absolve the applicant of his liabilities to submit the RFP document complete in all respect including updates thereof, if any. An incomplete application may be liable for rejection.

Commissioner of Civil Supplies, Kerala reserves the right to verify the particulars furnished by the applicant independently. If any information furnished by the applicant is found incorrect at a later stage, he shall be debarred from tendering and taking up of any work in the Civil Supplies Department, Kerala.

Commissioner of Civil Supplies, Kerala reserves the right to reject any or all prospective applicants without assigning any reason and to restrict the list of pre-qualified firms to any number deemed suitable.


http://www.civilsupplieskerala.gov.in/http://civilsupplieskerala.gov.in/


III. INVITATION TO SUBMIT PROPOSAL Commissioner of Civil Supplies, Kerala request for the selection of implementation agency for

design, development & maintenance of the transparency portal and consumer affairs portal for

implementation of the End-to-end Computerization project of the Public distribution System in

Kerala.

There is a need for a single unified information system i.e. State TPDS portal for achieving total

transparency in Targeted Public Distribution System (TPDS) by ensuring all information

pertaining to the TPDS is made available in the public domain. The portal shall be used to

display information related to ARD wise digitized database of ration cards, entitlement of

beneficiaries, stock position at godowns, lifting of food grains, stock availability at ARDS

movement and date of stock/ quantity supplied to ARDS every month for all the shops, etc. The

portal also enables a beneficiary or citizen to log his/her complaints, contact details officers &

CS officers in the vicinity, etc. Under the portal certain information will be static in nature

(circulars, document, etc.) that can be displayed as Static pages. However, most of the TPDS

operation related information should be generated from respective application modules &the

corresponding databases. Integration with all the related applications are therefore necessary

so as to obtain the required information for in Transparency Portal. It must be ensured that the

information is not captured separately or entered manually on the portal.

IV. PURPOSE Commissionerate of Civil Supplies requires Transparency portal website. Consumer affairs

website is also required to be integrated with transparency portal website. Upon completion of

the development of the site, the service provider shall assume full responsibility for web site

content, maintenance, enhancement, bug fixing and administration for a period of 3 years from

the date of Go Live. All content, coding and graphics will become the sole property of the

Commissionerate of Civil Supplies, Kerala.



SECTION 1: INTRODUCTION

1.1 Public Distribution System in Kerala (See details in www.civilsupplieskerala.gov.in)

1.2 Development of State PDS Transparency portal

a) The portal should have linkages with application software’s like SIMS (State holder

Identity Module Software), e-RCMS, E-PDS, or any other software being used so as to

ensure dynamic data updation.

b) State Governments may avoid developing multiple portals/websites link and maintain

only one portal which should be widely publicized.

c) The contents and the reports should be displayed in a simple manner on the main page

of the portal

d) The reporting formats prepared by NIC have been advised to the States to host the

various reports on their portal.

e) The provision of registration and tracking of public grievances must also be available on

the CAS (common application software developed by NIC).

f) The content on the portal must be in the local language of the state as well as in English

wherever possible.

g) The states should established linkages between their respective portals with the

national PDS transparency portal.


http://www.civilsupplieskerala.gov.in/


1.3 Setting up of Grievance Registration and Redressal Mechanism

a) A toll free helpline number is required to be set up by each State for grievance

registration and redressal. This number should be widely publicized through the state.

b) Provision should be made for the beneficiaries to get acknowledgement of their

complaint through SMS and for tracking the status of their complaints.

c) Further, the provision of registration and tracking of public grievances must also be

there on the transparency portal set up by the state.

d) A dedicated team is to be deployed for the state for addressing the grievances of the

individuals.

e) Support from other agencies can be taken for ensuring this activity. Civil Supplies Department, Government Of Kerala Page 9


SECTION 2: SCOPE OF WORK

2.1 Overview Transparency portal is the most critical component for end to end computerization project in

Kerala. This portal aims to provide 360 degree view of all the necessary information, service

details, performance levels details, grievance registration links and operation details of TPDS to

beneficiaries and various TPDS stakeholders. Thus the transparency portal aims at enhancing

the beneficiary and stakeholder empowerment by providing them access to information. The

aim is to make the entire Public Distribution System transparent. From the release of food

grains/ Kerosene from the FCI/ Oil Agency to the Authorized Wholesale Depots and from there

to the ARDs the entire details of the quantity and the scale of issue per ration card holder and

the rate at which the commodity is to be sold in retail is to be put on the public transparency

portal for everyone to see.

Eventually Transparency portal application, Commissionerate of Civil Supplies aims at electronic

delivery of all public services at district / sub district level, progressively. Initially identified high

volume citizen centric public services at district and Taluk level will be taken up for

implementation.

In the TPDS operations, significant inefficiencies are experienced on a day-to-day basis by the

officials due to lack of visibility on the real-time status of operations. This results in reactive

measures to address the variety of issues that crop up around delivery of grains to ARDS, stock-

outs at ARDs, backlog of payments etc. which hamper smooth operations in TPDS. However,

these can be easily addressed by a central, real-time transparency portal which assists all

stakeholders to take data-driven decisions to ensure a well-functioning TPDS while promoting

transparency in operations as well. The purpose of the transparency portal will be to provide

information to all decision makers on the functioning of the TPDS, in order to improve

operational efficiency and performance.



2.2 Core components of transparency portal

An effective transparency portal requires three components for functioning which are capturing

of data from existing databases and sources, monitoring and analysis of data as per

requirements of different users and presentation of the data in user-friendly manner in form of

reports.

The transparency portal should be designed in such a way that it is linked with websites like

CAS(Common Application Software),Consumer affairs, SIMS (Stake holders Identity

Management System), DSS( Decision support system),Consumer Grievance system, Computer

Literacy Tracker, Social Media sites and other state related portals. Transparency portal should

be also integrated with existing State Portals and Gateways.

The transparency portal should be designed such that the capture of data will occur in a largely

automated fashion with real-time uploading of information from the RC database, DMS, CAS-

Grievance redressal module, ARD automation module and the DSS. This will allow the system to

monitor all processes as and when they happen and any issues that arise can be raised in a

timely manner. Additionally, all the situations where contingency measures are used will also

be captured on the transparency portal. This will enable the officials to prevent misuse of the

contingencies and also to provide long term solutions for problems in case of genuine issues

where sustained use of contingency measures are taking place.

Monitoring & analysis of data is a critical functionality of the transparency module which will

greatly assist all stakeholders to manage operations in a simplified manner and address

potential operational issues quickly. Automated alerts will be provided for important steps and

tracking of issues will be done on the central system.

The two functions are explained below:

• Monitoring reports – These reports will be used by CCS officials and warehouse operators to

ensure smooth day-to-day operations of TPDS. These reports will be specific to each value chain

component, for example beneficiary list seeding progress monitoring report or report on

receipt of food grains at the ARDs, offtake and stock level monitoring reports, Civil Supplies Department, Government Of Kerala Page 11


resolution and closure of complaint or grievance report etc. The frequency of these reports will

be real-time or daily, depending upon the component being tracked, and automatic flags will be

generated for urgent issues which require attention and correction.

• Analytics reports – These will be obtained by analysing the TPDS data over time to determine

long-term trends in operations. Senior CCS officials can use these reports to implement

improvements in the system by addressing recurring issues and streamlining certain operations.

The performance of the system will be tracked over time and can automatically determine the

areas and stakeholders which need to be addressed and reprimanded, thus allowing the

officials to easily identify and bring about improvements in the system.

Following up with appropriate action based on the MIS reports is key to leveraging the

significant benefits of the MIS, and the benefits of the overall TPDS transformation project as

well. For this purpose, all stakeholders will be provided with relevant reports according to their

roles and responsibilities, along with automated alerts on the issues faced immediately under

their jurisdiction. As the level of seniority increases in the system, a larger aggregate of

information will be made available to get an overview of operations. However, granularity of

data will not be lost and at any level stakeholders can drill down to the desired level of

aggregation (per district/taluk/ AWD, ARD, transaction, beneficiary etc.).

Two types of reports are made available to the stakeholders:

• Routine reports – standard reports will be 'pushed' to the relevant stakeholders at

regular intervals according to roles and responsibility. The reports highlight the overall system

performance and urgent issues to be addressed.

• Ad-hoc reports – additional reports can be 'pulled' by the relevant stakeholders to get

more detailed background information as required.



Figure 1: Summary of MIS requirements Civil Supplies Department, Government Of Kerala Page 13


2.3 Detailed requirements: functionalities of transparency portal

(a) Core features of the Transparency portal i. The transparency portal shall be developed to be bilingual i.e. the user may choose to use

the entire website either in English or Malayalam. All details that are there in the English

portal shall also be factored for in the Malayalam portal and the site visitor shall have an

option at the first web page itself to log into the Malayalam version of the web site.

ii. Details of allocation to AWDs, lifting time and date and quantity and quality of food grain

lifted shall be hosted on the Web site on a real time basis and the allocation made to the

ARDs and the scale and the retail issue price and the entitlement per ration card holder

shall be made available on the website for everyone to see.

iii. As soon as the AWD lifts quantity of food grain from the FCI an automated system gives the

details of the truck number and the AWD number who has lifted the food grain to all the

members of the vigilance committee registered for receiving the SMS and they all

immediately know that food grain has moved out from the FCI and should come to the AWD

go-down, the quantity thereof. A web-based online feature of this software (FMPDS) allows

anybody to register for the FMPDS SMS service for any given AWD and this would ensure

that the entire movement of food grain from the FCI to the AWD can be tracked and people

could be aware of the same.

iv. Online Supply chain management shall be developed by making allocations public and

informing movement at least up to the AWD level through the FMPDS. Later when the point

of sale devices at the ARDs are introduced, the entire system shall be automated with

biometric verification of ration card beneficiary, direct transfer of subsidy in the case of APL

– SS scheme and also a very open and responsive grievance redressal system with a 24 X 7

call centre for registering complaints and taking action against the defaulters.

v. It should be a real time portal with all allocation, sale, and movement of stock being shown

on the transparency portal. This should include all the details of the AWD, including

photograph, full address, and contact details and also likewise for the ARD, photograph and



the full address and the contact details. The website should also function in such a manner

that the ration card abstract received online from the RCMS central data base showing the

details of all ration cards tagged to ARDs shall be the singular basis for making the allocation

online with one single click wherein the total allocated quantity for AWD and ARD shall be

visible after being done centrally. This online allocation shall be the basis for lifting authority

by the AWD and also the basis for the release challans at the FCI. Even for the release of

vehicles from the FCI or the AWD to the ARD there shall be a specific provision for the

release challan to be generated online only and authenticated as per a pre designed system.

vi. Accordingly once the allocation is done provision should be there for the automatic e- mail

without digital signatures to the AWD, ARD, DSO and TSO and RIs which actually indicates

that there should be a system of having e mail i.ds for all the concerned stake holders as

mentioned herein above which needs to be provisioned for while designing the

Transparency Portal

vii. Details of all ARDs, AWDs including stock arrival, daily sales reports, and stock position shall

be visible to everybody. Not only should this be a tabular representation but it should be a

graphic representation and also a proper spatial data infrastructure based decision support

system representation wherein the actual stocking capacity vis-à-vis the actual stock as on

date, the total sales at all levels including the AWD, ARD should be reflected in terms of

quantity and also in terms of colour coded representation on the map for a decision support

system. The lifting and release of stock should also be represented in such a manner to

allow for effective monitoring of the lifting position and specifically the actual availability of

stock at the ARD level and the number of beneficiaries that have claimed their ration at the

ARD. There is need to factor in for portability of ration card holder from ARD to ARD, in case

such choice is exercise.

viii. The transparency portal shall also integrate with consumer affairs portal making it one

unique and combined portal where all sections, beneficiaries, ration card holder, ARDs,

AWDs, Food and Civil Supplies staff will have access to data etc. It implies that the details of

a toll free help line number has to be there and an online complaint register has to be



maintained wherein the responsibility of the officer concerned to address such a complaint

is listed from the system itself and the time provided for the redress of such a complaint is

also provided by a standard protocol prior itself from the system. Further, there should be a

constant feedback provision either by e mail messages on the update on the progress or

redress of the said compliant or feedback on mobile number of complainant through the

help line call centre. There should also be a facility for a live online chat on the web site

related to the complaint and grievance redress section wherein the chat option can be in

Malayalam or in English as per the language version of the website.

ix. Separately, the integration of the transparency portal with the consumer awareness portal

shall ensure that all the consumer education material and the voluntary consumer activity

and other issue related to consumer rights are all listed on the consumer welfare and

consumer protection part of the transparency portal including all activities such as

exhibitions, school clubs reports and individual VCO’s logging in and updating their activity

profile on the VCO page and the school clubs uploading their activity profile on the VCO

page after due authorisation of password and user ID assignments. The same data shall be

verified by the system moderator before it is posted online.

x. The status of the payment of administrative charges and commissions to the AWDs and

ARDs shall be hosted on the transparency portal. This should be synchronised with the

departmental automated program online wherein based on the allocation made and the

actual lifting done, for a predetermined time period like 30 days, the commission can be

calculated and the admissible amount automatically credited after authorisation to the

AWD, ARD etc.

xi. All status details shall be reflected in the Transparency portal for the staff - promotions,

seniority, performance appraisals, postings etc. but these shall be in an intra-website

requiring a unique password from the staff only and a secure area. The ideal concept should

be an e-office where the staff can actually post grievance, view their service records, in fact

receive alerts by mail of M-governance solutions regarding training, increments other



promotional, deputation avenues etc., in short it should be a comprehensive online Human

resource management portal of the Civil Supplies Department. xii. The transparency portal shall be a live portal facilitating a discussion blog, latest news on

the rates of commodities, reports on stock, inspection reports and status reports of ration

issued and outstanding amount to be issued. This section should be an interactive session

wherein citizens can be encourage to give feedback and also all other feedback given in

writing can be hosted online with the content being duly edited can be hosted or vice versa.

xiii. The transparency portal shall also be integrated with a complaint redressal section/ link

where a consumer can register a complaint and the same is redressed within an effective

time period. This should be the hallmark of the transparency portal wherein the complaint

receives an individual tag and is redressed and the feedback is given to the complainant.

Further, the transparency portal shall ensure that the officer or concerned government

servant responsible for the complaint to be addressed shall also be visible for all concerned

and with contact details, in case the complaint is not redressed within the pre allocated

time frame then the next senior level of hierarchy in the department receives an alert by

SMS and also by system generated mail.

xiv. Inspection details and tour details of civil supplies staff shall all be recorded and displayed,

all official activity shall also be reflected real time, like minutes of meetings, notification and

GOs etc. The transparency portal shall reflect the actual physical inspections done by a

particular officer compared to the statutory or mandated inspection he or she is supposed

to do. It will also need inspection note updation by the concerned officer and also generate

what results have been achieved with such inspections. Facility to upload the inspection

photographs or videos and also to link the inspection note date and time on the E- POS in

case of an ARD or AWD shall also be provisioned for to allow for a system allocated

detection of time of inspection and place of inspection.

xv. Details of the, who’s who in the department starting from the Minister to the LGS shall be

available on the net with contact details and the responsibilities assigned to the concerned

staff shall be available on the online portal Civil Supplies Department, Government Of Kerala Page 17


xvi. The Kerala Spatial Data Infrastructure has developed online maps for the district/ taluk/ and

for the entire state. These shall be available online with all relevant details. In this case the

choice of the site visitor to see the taluk map or the district map or the state map shall be

pre designed in the web application architecture

xvii. The Citizen’s charter and the department’s standard procedures and the responsibility

in case of each official and the response time for each service within the department shall

be specified on the online portal

xviii. All statutory rules and laws governing the civil supplies department along with all the

GOs shall be listed on the website for all to see, further there shall also be a search option

to fine tune and search a relevant GO or a relevant legal framework or rule position thereof

xix. The Web portal shall have the Minister’s page, the Director’s page, , and all DSO’s and TSO’s

page where in the official message and weekly or monthly activity report of the individual

official is put up on the web site for all to see.

xx. The transparency portal should have all the data about the dynamic price data and this

should be reflected for wholesale and retail for essential commodities and the price

fluctuation should be graphically represented with a drill down menu about the price

fluctuation and price rise or fall to be monitored through query modules for specific time

frames.

(b) List of the information which should be available on Transparency portals as follows:

Hierarchy of departments/offices, Officer’s name, designation, contact number and

their roles & responsibility

List of beneficiaries, ARDS, go downs, etc. Details of monthly allocation, lifting and distribution under TPDS schemes

Gazette notifications, circulars and proceedings

Information regarding Public Awareness including ration card application forms, etc.

Acts & Rules (Consumer Protection Act, Essential Commodities Act, etc.)

SMS alerts Registration facility for beneficiaries, individuals, etc. Civil Supplies Department, Government Of Kerala Page 18


Frequently asked Questions (FAQs) Right to Information

Public Grievance

Details of Officer in-charge of Grievance Cell along with contact and email

details

Toll free number of call centre

Escalation Matrix

Online grievance reporting and status tracking

Policy related Ration Card related information Policies/processes of new Ration Card Issuance, modification,

cancellation and surrender

Service Levels/ time limit to process the Ration Cards

Details of officers concerned

Details of State schemes & Allocation Policy

Rate and eligible quantity of commodity distributed under various schemes.

Procedure/information related to ARDS allotment, inspection, cancellation,

Suspension, revocation, etc.

Retailing dates and rules of essential commodity at ARDS.

Dates of Allocation, Lifting and Distribution.

Duties of beneficiaries.

(c) Various reports required in Transparency portal Information related to stock availability, movement and quantity of stocks supplied to ARDS

shall be made available in public domain by using latest technological interface like

SMSs/website. Following information shall be available on public portal

State-wise Stakeholder Report



Ration Card Report Allocation Details

Godown Report

Stock Movement report

Utilisation report

Subsidy Report

State-wise Stakeholder Report Details of District Supply Officer (DSO) Details of TSO / Area Food Supply Officer (AFSO)

Details of Food Inspector Office

Summary Report of Godowns/Warehouses Summary Report of Fair Price

Shop Ration Card Report

District-wise Ration Card Count– BPL, AAY & APL (Priority/AAY post NFSA) Taluk/Farkha/ARD /Circle wise Ration Card Count – BPL, AAY & APL (Priority/AAY post

NFSA)

ARDS-wise Ration Card Count – BPL, AAY & APL (Priority/AAY post NFSA) Details of Ration Card – BPL, AAY & APL (Priority/AAY post NFSA)

Monthly Ration Card report (BPL, AAY & APL) –created, deleted,

modified, surrendered & cancelled Allocation Details District-wise monthly Allocation Orders ARDS-wise monthly Allocation Order of the District

Godown Report

Capacity and stock position of Godowns Godown Off-take reports

Stock Movement report



From FCI Godowns to State Godowns – quantity, release order, etc. State Godowns to ARDSs – quantity, delivery challan, etc.

Subsidy Report Subsidy Allocation for District, ARDS and up to Beneficiary Subsidy Utilization by District, ARDS and Beneficiary

Details of Subsidy Pay-outs Utilization report

ARDS-wise report for issuance of food grains to beneficiaries (BPL, AAY & APL) – monthly

District-wise issuance of food grains (BPL, AAY & APL) – monthly

Monthly report Issuance of food grains (BPL, AAY & APL) – monthly

Statistical Reports Stock position of State Godowns for a given duration Monthly/ yearly Off-take under TPDS and other schemes

Monthly/ yearly allocation and consumption report

Monthly/ yearly Subsidy allocation and utilization report

Comparison of all above reports with preceding years.

Custom Reports

Transparency portal shall be available in local as well as Malayalam/English language. The

portal should have the capability of allowing user to create User Defined reports based on the

data available at the backend.

(d) Standardization of information to be published through transparency portal for PDS As per the recommendation of Hon’ble Supreme Court dated 14th Sept, 2011, computerization

of complete supply chain management up to the shop level and availability of this information



on a Transparency Portal in public domain is to be accorded the highest priority. The portal

should have different dashboards catering to the information needs of all the stakeholders.

For this purpose, NIC has developed a National PDS portal where information received from the

States/UTs shall be published for public access. Given below is the list of some such reports that

shall be available on the Kerala Transparency Portal and synced to the National PDS portal

based on a predetermined frequency.

List of reports that may be shown on the Portal

1. State wise Stakeholder Report

1.1. Details of DFSO

1.2. Details of TSO / AFSO

1.3. Details of Food Inspector Office

1.4. Summary Report of Godowns /Warehouses

1.5. Summary Report of Fair price shop 2. Ration Card Report

2.1. District wise Ration Card Count

2.2. Taluk/Tehsil/Block/Circle wise Ration Card Count

2.3. ARDS wise Ration Card Count

2.4. Details of Ration Card 3. Allocation Details

3.1. Allocation Policy – Commodities (Quantity entitlement and Price)

3.2. District wise monthly allocation Order of the State

3.3. ARDS wise monthly allocation order of the District 4. Godown Report



4.1. Capacity and Stock Position of Godowns

4.2. Godown’s off take Report 5. Stock Movement report

5.1. From FCI Godowns to State Godowns

5.2. State Godowns to ARDS

Sample formats of the reports are shown below. Civil Supplies Department, Government Of Kerala Page 23


SAMPLE FORMATS FROM NIC

1 STATE WISE STAKEHOLDER REPORT (FREQUENCY OF UPDATION: AS & WHEN CHANGES MADE)

1.1DISTRICT FOOD SUPPLY OFFICE (DFSO)

Sr.No. DFO/ DFSO TSO/FSO/ Name of Food Address Phone No. /Fax Email Id

Name AFSO Name

Inspector Office No.

1.2 TALUKA/TEHSIL/BLOCK SUPPLY OFFICE (TSO) / ASSISTANT FOOD SUPPLY OFFICE (AFSO)

Sr.No. Name of Food & Supply Office Address Phone No. /Fax No. Email Id

1.3 FOOD INSPECTOR OFFICE

District Office :__________

Sr.No. TSO/AFSO Name DFSO Name Taluka/Tehsil/ Address Phone No. /Fax No. Email Id

Sub District Name



1.4 GODOWNS / WAREHOUSE

Sr.No. District Name Godowns/ Warehouse Name Address Owned by Storage Capacity

1.5 FAIR PRICE SHOP DETAILS

Distri Tehsil ARDS License Address Phone Linked Status (Active/Suspended) No of Total cards

ct Name No. No Depot(s) Cards

APL AAY BPL other

2. RATION CARD REPORT (FREQUENCY OF UPDATION: MONTHLY)

2.1 DISTRICT WISE RATION CARD COUNT

Sr. No District Name BPL APL AAY Other Total



2.2 TALUKA/TEHSIL/BLOCK/CIRCLE WISE RATION CARD COUNT

District Name :

Sr. No. Taluka/Tehsil /Block/Circle/Mandal Name BPL APL AAY Others Total

2.3 ARD WISE RATION CARD DETAILS

Circle/Block Name: ARDS No/Address:

Sr. Ration Card Family BPL ID (if Name Gender No of Present Gas Kerosene Eligibility

No. Card No. Type applicable) of Members Address Connection Details

Family Status/Details

Head

2.4 RATION CARD DETAILS OF AN INDIVIDUAL

Sr.No. Particulars Details of Family Head

Ration Card No. 1.

Ration Card No. 2.

ARDS Address



3. 4. Card Type

Family BPL Id ( if applicable) 5.

Name of Family Head 6.

Gender 7.

No of Members 8.

No of Units 9.

Present Address 10. 11. Residential Status( Owner/

Tenant/Temporary/Homeless) Gas Connection Status/Details

12.

Kerosene Eligibility Details 13. Civil Supplies Department, Government Of Kerala Page 27


Details of Members

Sr. No. Name of Father’s /Spouse’s Mother’s Gender Age/Date of Relationship UID No

Member Name Name (M/F/T) birth with head of

family

3. ALLOCATION DETAILS (FREQUENCY OF UPDATION: MONTHLY)

3.1 ALLOCATION POLICY

Commodity Details Wheat Rice Sugar

Schemes Price Qty allocated Price (Rs.) Qty allocated Price (Rs.) Qty allocated

(Rs.) (Kg) (Kg) (Kg)

Unit of Distribution

Below Poverty Line (BPL)



Antyodaya Anna Yojana (AAY) Above Poverty Line (APL) Other Scheme

3.2 SAMPLE OF ALLOCATION POLICY


Schemes Price Qty allocated Price (Rs.) Qty allocated Price Qty allocated

(Rs.) (Kg)

(Kg)

(Rs.) (Kg)

Unit of Distribution

Below Poverty Line (BPL)

Antyodaya Anna Yojana (AAY)

Above Poverty Line (APL)

Other Scheme

3.3 MONTHLY ALLOCATION ORDER OF THE STATE


Price (Rs.) Qty allocated Price (Rs.) Qty allocated Price (Rs.) Qty allocated

Schemes

(Kg) (Kg) (Kg)



Unit of Distribution Card based Card Individual based based

Below Poverty Line (BPL) 5 2.00 25 1.00 400 gm 13.50/Kg

Antyodaya Anna Yojana (AAY) - - 35 1.00 400 gm 13.50/Kg

Above Poverty Line (APL 3 6.70 10 8.90 - -

Other Scheme 3 2.00 9 2.00 - -

3.4 SAMPLE: DISTRICT WISE MONTH ALLOCATION ORDER OF THE STATE

Allocation Month /Year:

Commodity Wheat (in quintals) Rice (in quintals)

Schemes APL BPL AAY Total Total APL BPL AAY Total Total Quantity Amount Quantity Amount

Quantity per @ @ @ (in (in @ @ @ (in (in Unit __.__kg __.__kg __.__kg quintals) Rupees) __.__kg __.__kg __.__kg quintals) Rupee)

District Name

Allocation Month /Year: March 2011


Schemes APL BPL AAY Total Total APL BPL AAY Total Total Quantit Amount Quantity Amount



y

Quantity per @17.00 @35.00 @25.0 (in (in Rupees) @4 kgs @14.00 @ 10.00 (in (in Rupees) Unit kg kgs 0 kgs quintals kgs kgs quintals)

)

District Name

Dharmapuri 172.38 9.8 2 184.18 109618.8 40.56 3.92 0.8 45.28 36119.6

Ariyalur 182.58 19.6 3.75 206.18 120410.3 42.96 7.84 1.5 52.4 40619.4

Thanjavur 158.78 32.9 7.75 199.43 112059.3 37.36 13.16 3.1 53.62 39374.2

Coimbatore 98.6 4.55 2 105.15 62434.25 23.2 1.82 0.8 25.82 20524.3

3.5 SAMPLE: ARDS WISE MONTHLY ALLOCATION ORDER OF THE DISTRICT

Allocation Month /Year: March 2011 District Name: Coimbatore


Schemes APL BPL AAY Total Total APL BPL AAY Total Total Quantity Amount Quantity Amount

Quantity per Unit @17 kg @35 @25 Wheat Amount @4 @14 @ 10 Rice Amount kgs kgs kgs kgs kgs

Block /Circle/ ARDS No Taluka/Tehsil

Pollachi 3433 172.38 9.8 2 184.18 109618.8 40.56 3.92 0.8 45.28 36119.6

Pollachi 3510 182.58 19.6 3.75 206.18 120410.3 42.96 7.84 1.5 52.4 40619.4

Sulur 3533 158.78 32.9 7.75 199.43 112059.3 37.36 13.16 3.1 53.62 39374.2

Sulur 3691 98.6 4.55 2 105.15 62434.25 23.2 1.82 0.8 25.82 20524.3



4. GODOWN’S CAPACITY, STOCK POSITION & OFF TAKE DETAILS (FREQUENCY OF UPDATION: MONTHLY)

4.1 SAMPLE: GODOWN WISE CAPACITY, STOCK POSITION& UTILIZATION

S.No Depot Storage Capacity Stock Position Percentage Utilization

1 ALLEPPY [SC12001] {A1} 10000.000 9377.734 93.78

2 MAVELIKARA [SC12002] {A1} 25000.000 20912.805 83.65

Total for 35000.000 30290.539 86.54 District:ALLEPPY

1 WEST HILL CALICUT [SC13002] {A1} 35160.000 32760.737 93.18

Total for 35160.000 32760.737 93.18 District: CALICUT

1 WILLINGDON ISLAND [SC14002] {A1} 18700.000 18311.646 97.92

Total for 18700.000 18311.646 97.92 District: COCHIN

1 MUZHAPPILANGAD [SC16001] {A1} 10640.000 10152.045 95.41

Total for District:MAZAHAPPOALANGAD 10640.000 10152.045 95.41

1 ANGADIPURAM [SC17001] {A1} 10000.000 8494.625 84.95

2 OLAVAKKOT [SC17002] {A1} 75740.000 66596.174 87.93

Total for District:PALGHAT 85740.000 75090.799 87.58

Total for Region: Kerala 380746.000 342209.421 89.88

Grand Total 380746.000 342209.421 89.88



4.2 SAMPLE: GODOWN WISE OFF-TAKE REPORT N. Name of the Storage Stock Position(MTs) % Capacity Wheat Rice(Raw & Last Reporting Depot Capacity(MTs) Utilization Parboiled) Date (For All (For All As Mon Mont Stock Issue Avera No of Alert Month Monthl Stock Issue Aver No of Alerts (Up Comm.) Comm.) On thly hly Positio Quan ge Days s ly y Positi Qua age Days to As- Date Alloc Cumu n of tity Mont Stock Allocat Cumultv on of ntity Mon Stock On (For ation ltv. the hly Availa ion of . Issue the thly Availa date) All of Issue Depot Offta ble FCI Quantit Depot Offt ble Com FCI Quan ke of District y (Till ake m.) Distri tity the (Sourc As-On- of ct (Till Depot e: Date ) the (Sou As- DIISFM Dep rce: On- ) ot DIISF Date ) M) Region: Kerala District: ALLEPPY 1 ALLEPPY[ 1000 9377 93.78 1674.7 1085. 298.82 939. 35 1543.65 8292. 9.42 2456.12 104 30/06 SC12001] 0.00 .73 5 02 66 70 /2012 {A1} 2 MAVELIK 250 2091 83.65 1475.0 1635. 0. 00 2160. 23 Attenti 942.54 1927 0.00 212 278 High 30/06 ARA[SC1 00.0 2.80 0 15 92 on (= {A1} days) 120 days) Total for 35000.00 3029 86.5 2349. 3149.7 2720. 298.8 3100. 27 10751. 2486.19 2757 9.42 4579 185 2 | 2 District:AL 0.53 4 00 5 18 2 58 00000 0.350 .26 LEPPY 0 District: CALICUT 1 THIKKOD 4500 4950 110.0 627.48 8234. 0.00 3115. 81 3938.2 41270.9 0.00 6156 206 High Avail.(>= 30/06 I[SC1300 0.00 5.88 1 89 37 9 9 .49 120 days) /2012 1] {A1} Total for 90160.00 9319 103. 4128. 3721.9 1891 10.18 8370. 69 15778. 15848.0 7427 634. 2036 112 4 | 4 District:CA 0 0.39 36 80 0 0.91 86 80000 7 9.44 33 8.06 LICUT 0



3 ARDS WISE STOCK MOVEMENT REPORT(FREQUENCY OF UPDATION:

MONTHLY) 3.3 SAMPLE OFFTAKE REPORT (FCI TO STATE GODOWNS)

FOOD CORPORATION OF INDIA Allocation-Offtake Report Depot: Bhagalpur|| Scheme Group : TPDS || Commodity : Wheat|| Date From : 01-Jun-2012 TO 30-Jun-2012|| Figs In : MTs

S.No. AAY APL BPL Total Allocation Offtake Allocatio Offtake Allocation Offtake Offtake n

District:BHAGALPUR

1 BHAGALPUR 1177.03 N.A. 1357.25 2534.28

3 JAMMUI 403.95 1175.19 N.A. 2870.87

4 LAKHISARAI N.A. N.A. N.A. 0.00

5 MUNGER 64.20 N.A. 546.50 610.7

District Total 2894.00 2865.33 1175.19 1175.19 2153.48 2005.79 9115.47 Grand Total 2894.00 2854.27 1175.19 1175.19 2153.48 2005.79 9115.47



3.4 SAMPLE OFFTAKE REPORT ( STATE GODOWNS TO ARDS )

DATE-CUM-TRUCK WISE DETAILS OF SUGAR OFFTAKE GODOWN:SIRASPUR

Truck Batch Truck Transporter RO Number Circle ARDS ARDS Dispatch Quantity

Challan Number Number Name Code Name & Date/Time (in Qtls)

Date Address

07/07/2012 1425 DL-1M- Delhi State 0701001/071 0001 10060010 M/S 07/07/2012 48.18

0903 Civil 2/0001 0034(906 BALAJI , 12:49:32

Corporation 1) NARELA

Ltd.

0701001/071 0001 10060010 M/S 07/07/2012 29.64

2/0002 0031(890 NISHA 12:49:32

3) PRO0

STORE ,

NARELA

0701001/071 0001 10060010 M/S SONI 07/07/2012 27.06

2/0003 0038(906 ANTARPR 12:49:32

5) AIJEJ ,

NARELA

0701001/071 0001 10060010 M/S PAL 07/07/2012 14.4

2/0004 0027(871 RASHAN 12:49:32

5) BHANDAR

, NARELA

Total ARDS covered in the Batch/Truck : 4 Truck Total : 119.28

Total ARDS covered in the Batch/Truck : 53 Truck Total : 178.14

Total ARDS covered in the day : 70 Batch Total : 656.52



(e) Required functionalities in the Consumer Affairs website Portal- The basic principle of a Consumer Affairs system is that if the promised level of service delivery

is not achieved or if a right of a citizen is not honoured then the citizen should be able to take

recourse to a mechanism to have the grievance redressed. This mechanism should be well

publicized, easy to use, and prompt and, above all, citizens must have faith that they will get

justice from it. Addressing consumer grievances is one of the primary objectives. The Forums

for Consumer Affairs shall be set up by all Distribution utilities. By approaching the Consumer

Affairs, the Consumers can resolve the disputes or grievances effectively. The mechanism

should be the tool to transform the PDS to an effective, zero complaint and accountable e-PDS.

The framework for consumer empowerment shall be reflected on the lines of the Ministry of

Consumer Affairs, Government of India.

Civil Supplies Department, Govt Of Kerala Page 36


2.4 Systems study and design

The selected bidder shall carry out a detailed systems study to prepare/ refine the Functional

requirements specifications and formulate the System and Software Requirements

specifications documents incorporating the functional specifications and standards provided by

the Government of India.

A centralized architecture (servers and processing at single and central location) has been

proposed for the end to end computerization project. All requests from internal and external

users will be sent to this system, located in a central place for processing. All users will access

the application through local or remote terminals using a browser (through internet for

external users and through intranet or VPN for internal Departmental users).

As part of the preparation of SRS the selected bidder shall be responsible for preparing and

submitting detailed requirement specification documents as per IEEE or equivalent standards

which meets all the Business, Functional, Technical and any other requirements of the

departments concerned. The selected bidder shall prepare the new FRS, SRS and MIS and have

it reviewed and approved by Commissionerate of Civil supplies, Kerala which will sign off on

these documents. The bidder is required to update the FRS & SRS as and when any

enhancements / modifications are made to the end to end computerization project application

till the duration of the Contract.

The bidder should prepare a detailed document on the implementation of Transparency portal

Application with respect to configuration, customization, extension and integration as per the

requirement of State.

Requirements Traceability Matrix: The bidder shall ensure that developed transparency portal

application is fully compliant with the requirements and specifications provided in the RFP such

as functional, non-functional, and technical and other requirements. For ensuring this, the

bidder shall prepare a Requirements Traceability Matrix on the basis of Functional

Requirements Specifications (FRS), Non Functional Requirements Specification, and Technical

Requirements provided by State (updated, expanded and fine-tuned by the bidder).



The selected bidder shall create and maintain all project documents that shall be passed on to

the State as deliverables as per the agreed project timelines. The documents created by the

selected bidder will be reviewed and approved by the Commissionerate of Civil supplies. Project

documents include but are not limited to the following:

1. Detailed Project Plan.

a. Detailed System Study Report.

b. List of Services, Service Definitions, Service Levels.

c. Updated/vetted FRS.

d. SRS document.

2. Transparency portal Application architecture documents.

3. ER diagrams and other data modelling documents.

4. Logical and physical database design.

5. Data dictionary and data definitions.

6. Application component design including component deployment views, control flows,

etc.

a. LLD documents.

7. Application flows and logic.

8. GUI design (screen design, navigation, etc.).

a. All Test Plans.

9. Requirements Traceability Matrix.

10. Training and Knowledge Transfer Plans.

11. Issue Logs.



Software Development

The transparency portal should be designed in such a way that the capture of data will occur in

a largely automated fashion with real-time uploading of information from applications/

websites like CAS(Common Application Software), website of Consumer affairs, DMS(Supply

chain software), SIMS (Stake holders Identity Management System), ARD automation module,

DSS (Decision support system),Consumer Grievance system(Common Application

Software),Computer Literacy Tracker, Social Media sites and other state related portals and

gateways.

Based on the data captured from different locations, the successful bidder shall prepare the

following components: Front end on the State’s transparency portal;

Back end for workflow management, centralized MIS application, status update and printing.

Providing automatic acknowledgement with automated date and time stamping.

Enabling tracking of the status of the application from any authorized office through a unique application ID.

An indicative 3-tier architecture (also referred to as multi-tier or N-tier architecture) has been

proposed for the Application Solution. The Integrated Service Delivery Framework released by

Commissionerate of Civil supplies, Kerala shall be leveraged for developing the application

architecture for the State.

The entire processing should take place in n-tier architecture:

Front-end software (client tier) - responsible for the presentation of information. In the short run it may be a separate web portal, but eventually it has to be on the State

transparency portal.

Application Layer –The Business logic for all the application. Civil Supplies Department, Govt Of Kerala Page 39


Database Layer -responsible for the manipulation and storage of data. As per the

Integrated Framework for delivery of Services for the end to end computerization, the

databases may be separated as per the ownership of the line department.

Transparency portal application, Commissionerate of Civil Supplies aims at electronic delivery of

all public services at district / sub district level, progressively. Initially identified high volume

citizen centric public services at district and Taluk level will be taken up for implementation.

Hence the successful bidder should ensure availability of all services, mandatory and optional as

stated in the RFP and additional services as may be added later on based on State’s needs.

The user should be scalable to interact with the system in local language (Malayalam) in

addition to English. The application should provision for uniform user experience across the

multi lingual functionality covering following aspects:

Front end web portal in local language. E-forms (Labels & Data entry in local languages). Storage of entered data in local language (optional) Retrieval & display in local language. Facility to printout having support for local language.

The final design and development of the transparency portal application should be done as per

the FRS and SRS finalized by Commissionerate of Civil Supplies.

High Level Design (HLD)

Once the SRS are approved, the bidder shall complete the High Level Designing and all HLD

documents of all the functionalities, integration with existing application and external

application. The bidder shall prepare the HLD and have it reviewed and approved by

Commissionerate of Civil Supplies. Commissionerate of Civil Supplies, Kerala will sign off on the

HLD documents based on the requirements.



Detailed (Low Level) Design (LLD)

The LLD shall interpret the approved HLD to help application development and shall include

detailed service descriptions and specifications, application logic (including “pseudo code”) and UI design (screen design and navigation). The preparation of test cases will also be completed

during this stage. The bidder shall have the design documents reviewed and approved by the

Commissionerate of Civil Supplies, Kerala. Commissionerate of Civil Supplies, Kerala will sign off

on the LLD documents based on the requirements.

Test Plan Once the SRS is approved and design is started, the bidder shall prepare all necessary Test Plans

(including test cases), i.e., plans for Acceptance Testing. Test cases for Initial and Final User

Acceptance Testing shall be developed in collaboration with domain experts identified at the

Commissionerate of Civil Supplies. Initial and Final User Acceptance Testing shall involve Test

Case development, Unit Testing, Integration and System Testing, Functional testing of

Application, Performance testing of the Application including measurement of all Service Levels

as mentioned in this RFP and finally bidder shall also carryout Load/ Stress testing. The bidder

will submit the test plans and test result reports to the Commissionerate of Civil supplies for

comprehensive verification and approval.

Tracking: Implementation of tracking software to produce user defined site log reports. We need a tool

to help us better understand and measure web visitor behaviour and improve web site

performance and availability. (This may be offered through hosting service.)

Web traffic analysis Path analysis Visitor trends Page views



Entry pages Top pages Exit pages Page – length of stay

Technical analysis: browsers and platforms Compliance with Industry Standards

In addition to above, the proposed solution has to be based on and compliant with industry

standards (their latest versions as on date) wherever applicable. This will apply to all the

aspects of solution including but not limited to design, development, security, installation, and

testing. There are many standards that are summarised below. However the list below is just

for reference and is not to be treated as exhaustive.

Portal development W3C (World Wide Web Consortium) specifications.

Information access/transfer protocols SOAP (Simple Object Access Protocol), HTTP (Hypertext Transfer Protocol)/HTTPS

GoI guidelines. Photograph JPEG (minimum resolution of 640 x 480 pixels). Scanned documents TIFF (Resolution of 600 X 600 dpi). Latest HTML standards.

Specification Document encryption PKCS (public-key cryptography standards) specifications. Information Security to be ISO 27001 compliant. Operational integrity & security management to be ISO 17799 compliant.



IT Infrastructure management ITIL (IT Infrastructure Library) specifications. Service Management ISO 20000 specifications. Project Documentation IEEE/ISO specifications for documentation.

The bidder shall adhere to all the standards published by Government of India. Site Specifications:

The Commissionerate of Civil supplies, Kerala encourages creativity in the proposals submitted;

however there are certain requirements for the web site project. Your proposal must account

for all of these requirements.

Site must be compatible with IE, Firefox, Chrome browsers versions 4.0 and higher.

The website should be able to adapt to the size and resolution of the screen it is accessed on.

Web site must not require plug-ins as a default.

Site must be built in accordance to the Web Content Accessibility Guidelines 1.0, provided by the W3C and should also be easily accessible to the novice as well as the

experienced Internet user.

Fast Loading Pages – The web site must be designed with a balance of text and graphics such that each page loads in 9 seconds or less on the average computer (using a 56K

modem).

Obtain STQC Certification for Transparency portal Application

The bidder will be responsible for engaging STQC to conduct the assessment / review for the

system before “Go Live”. The Commissionerate of Civil Supplies shall have the right to audit and

inspect all the procedures and systems relating to the provisioning of the services. If there is

any change / addition in the application’s functionality then the bidder will have to obtain the STQC Certification for the changes / additions.



2.5 Business continuity planning

The selected Bidder is expected to develop a Business Continuity Plan (BCP) and Disaster

Recovery Plan (DRP) for the operations carried out by the selected Bidder. An indicative list of

activities to be performed by the selected Bidder is mentioned below:

1. Designing and implementing adequate data backup, business continuity and restoration

procedures for the application data (including but not limited to the database, attachments and

all other data elements created in and generated by the system and users).

2. Ensuring that there is no single point of failure and adequate level of redundancy is built

in to meet the uptime and other requirements of this RFP. While building redundancies, it

should be ensured that failure of a single component of communication link does not result in

failure of primary as well as secondary connectivity. Hence primary and secondary connectivity

should be taken from 2 separate communication link providers and both links should not have

any single point of failure. Preferably, all the redundancy will be in auto fail over mode so that if

primary component fails, secondary component automatically takes over.

3. Ensuring data backup till the last transaction occurring in the system to ensure

enhanced service levels and following RPO and RTO objectives:

a. Peak hours: Zero RPO and Zero RTO

b. Non-Peak Hours: Zero RPO and RTO


2.6. Information security management

The successful vendor shall ensure that adequate measures are taken by the bidder to ensure

confidentiality, integrity and availability of the information for both the application and the

databases. Below is a list of the guidelines (but not limited) that the successful bidder must

adhere to while designing and implementing the solution:

1. The proposed solution should provide security including identification, authentication,

authorization, access control, administration and audit and support for industry standard

protocols.

2. The proposed solution should include design and implementation of a comprehensive

Information Security (IS) policy in line with ISO standards to comply with the security

requirements mentioned in this section. The IS Policy shall include all aspects such as physical

and environmental security, human resources security, backup and recovery, access control,

incident management, business continuity management etc.

3. The proposed solution should ensure that data, especially those pertaining to

registration process, transaction process as well as the data that is stored at various points is

appropriately secured as per minimum standard 128 Bit AES/3DES encryption.

4. The proposed solution should provide database security mechanism at core level of the

database, so that the options and additions to the database confirm the security policy of the

GoK without changing the application code.

5. The proposed solution should be able to ensure the integrity of the system from

accidental or malicious damage to data.

6. The proposed solution should be able to check the authenticity of the data entering the

system.

7. The proposed solution should be able to monitor security and intrusions into the system

and take necessary preventive and corrective actions.



8. The proposed solution should store User IDs and passwords in an encrypted format.

Passwords must be encrypted using MD5 hash algorithm or equivalent.

9. The proposed solution should be capable of encrypting the password / other sensitive

data during data transmission

10. The transparency portal project plans to use secured databases and verification reports

based upon field visits. Hence, there needs to be a clearly defined mechanism to undertake

cleaning of existing databases and securing the entire database to enable delivery of across the

counter services. It is also possible that the data in such secured databases would undergo

periodic revision and update. Hence there should be provision for designing an appropriate set

of tools for:

i. Different databases used in different applications by appropriate authorities.

ii. Effecting changes in secured documents. iii. Identification of Officials authorized for delivering services/ authenticating the electronic

records.

2.7 Project management To have an effective project management system in place, it is necessary for the successful

bidder to use a Project Management Information System (PMIS) to monitor the Project

Progress. The successful bidder shall address at the minimum the following:

1. Create an organized set of activities for the project.

2. Coordinate and collaborate with various stakeholders including Commissionerate of Civil

supplies.

3. Establish and measure resource assignments and responsibilities.

4. Construct a project plan schedule including milestones.

5. Measure project deadlines, budget figures, and performance objectives.



6. Communicate the project plan to stakeholders with meaningful reports.

7. Provide facility for detecting problems and inconsistencies in the plan.

During the project implementation the successful bidder shall report to the Commissionerate of Civil supplies, on the following items:

1. Results accomplished during the period 2. Cumulative deviations to date from schedule of progress on milestones as specified in

this RFP read with the agreed and finalized Project Plan

3. Corrective actions to be taken to return to planned schedule of progress 4. Proposed revision to planned schedule provided such revision is necessitated by reasons

beyond the control of the successful bidder

5. Other issues and outstanding problems, and actions proposed to be taken 6. Interventions which the successful bidder expects to be made by the Commissionerate

of Civil supplies and / or actions to be taken by the Commissionerate of Civil supplies before the

next reporting period. Progress reports would be prepared by successful bidder on a fortnightly

basis. These reports may be required to be shared with Commissionerate of Civil supplies.

7. Project quality Assurance

8. Change Control mechanism

9. Project Management activities 10. Issue Management to help identify and track the issues that need attention and

resolution from the State

11. Scope Management to manage the scope and changes through a formal management

and approval process

12. Risk Management to identify and manage the risks that can hinder the project progress.



The successful bidder shall work closely with the Commissionerate of Civil supplies and should

update and maintain the Project Plan throughout the duration of the engagement. All changes

are to be reviewed and approved by the Commissionerate of Civil supplies.

2.8 Sign-off Deliverables / Exit Criteria

I. System Requirement Specification (SRS).

II. Functional Requirement Specification (FRS) (updated/modified).

III. High Level and Low Level Design.

IV. Functional and non-functional testing.

V. Fully functional Transparency portal Application.

VI. User and Operational Manual for Transparency portal Application.

2.9 Capacity building and training

The successful vendor shall ensure that the following activities of capacity building will be

undertaken:

1. Imparting training on use of the solution, Business Process Reengineering (BPR) and Change

Management.

a. Such trainings and skills will be imparted to all levels of government employees involved

in the processes pertaining to the selected services.

b. These would range from senior officers such as the senior officials at Commissionerate

of Civil supplies up to the officials working in the districts and taluk etc.

2. Prepare and organize training programs to facilitate the user departments in the

efficient usage of the new system.

3. Training shall encompass the knowledge of basic functionalities of user application,

guidelines and other backend processes.



4. Training shall also be provided for teaching the basic trouble shooting activities in case

of problems.

5. The successful bidder would be required to prepare a detailed training plan covering at

least the trainings to be conducted, targeted audience, location, dates for training, duration and

training content. The training plan would be submitted to the Commissionerate of Civil supplies

for feedback and approval.

6. The successful bidder would also be required to develop user manuals and computer

based tool kits and PPTs to promote self-learning and assist training participants in undergoing

the training.

7. The successful bidder should also ensure that there is an ability to capture feedback of

training programs conducted to gauge the effectiveness of instruction and make improvements

2.10 Operation and Maintenance The selected Bidder is responsible for the day to day maintenance of the system for the entire

period of Contract. For the IT Infrastructure procured as part of this RFP, the selected Bidder

will be responsible for smooth Operations and Maintenance Services for the period covering

onsite support for 1 year of warranty and followed by 2 years of AMC from the date of

commissioning the IT Infrastructure covering the following:

A. Onsite Warranty support.

B. Onsite Periodic and AMC support including repair and replacement.

C. Annual Technical Support (ATS) for all the licensed software.



SECTION 3: ELIGIBILITY / QUALIFYING CRITERIA Following are the essential qualifying criteria for selection of implementation agency for design, development & maintenance of the transparency portal and consumer affairs portal

1. The bidder should be a single company/firm or a joint venture/consortium. Any

company/firm can submit only one bid irrespective of participation as a single party or

as part of a consortium / joint venture.

2. All bids must be accompanied by an Earnest Money Deposit (EMD)

3. RFP Tender Document can be downloaded from http://civilsupplieskerala.gov.in. The

cost of this RFP document is Rs.2100/- (Rupees Two Thousand + VAT @ 5 %). Bidders are

advised to either purchase this RFP from the Commissionerate of Civil Supplies,

Thiruvananthapuram or alternatively, download this document & submit the RFP

document fees along with the response, in a separate envelop marked ‘RFP Document

Cost’ along with the Technical response document.

4. The bidder shall provide copies of the original documents defining the constitution or

the legal status, place of registration and principal place of business.

5. Power of Attorney in favour of the authorized signatory of the bid.

6. Each and every page of the bidding document shall be duly signed by the authorized

signatory of the bid.

7. The bidder should be in IT Business dealing with E- Governance project from last five

years (minimum).As a proof of experience the bidder should share the Work

Order/Completion Certificate/Letter of Intent Copy from /Govt. Department – State and

Central.

8. The bidder should have successfully executed/executing to the satisfaction of the client,

One web based IT solution in E- Governance project sector in a utility/ any Government

department in last three years of value not less than 1 crores.

Or

Two web based IT solution in E- Governance project in last three years of value not less Civil Supplies Department, Govt Of Kerala Page 50


than 2 crores each.

Or

Three web based IT solution in E- Governance project in last three years of value not less

than 4crores each.

9. The proposed application with the web portal should be developed fully on free open

source software technology platforms.

10. The system should adopt the latest version of open source RDBMS- MSQL/PostgreSQL

11. The system should integrate with an application programming interface like SOAP, REST

etc. and social media sites.

12. The system should adopt technology standard plug – in and widget frameworks.

13. The declaration by the bidder that it is not blacklisted by any State Govt. or Agency and

shall be liable for the consequences of wrong declaration. The bidder should submit

along with the Bid no blacklisting certificate [self-declared].

14. The bidders shall submit requisite documents justifying the proof of eligibility.

15. A Bidder shall be disqualified if it is determined by the Commissionerate of Civil Supplies

at any stage of bidding process that the Bidder has made misleading or false

representation in the form, statements and attachments in the proof of the qualification

requirements.

16. The Supplementary information or documentation regarding qualifications may be

sought from the Bidders at any time and must be so provided within a reasonable time

frame as stipulated by the Commissionerate of Civil Supplies.



SECTION 4: TERMS AND CONDITIONS

4.1 Bid Evaluation Criteria and Process

All responsive Bids will be considered for further processing as below.

First the Pre-Qualification Proposal will be evaluated and only those bidders who qualify

the requirements will be eligible for next set of evaluations. Technical Proposal and

financial Proposal of Bidders who do not meet the Pre-Qualification criteria will be

returned without opening.

The technical score of all the bidders would be calculated as per the criteria mentioned

in below section. All the bidders who achieve at least 80 % in the technical evaluation

would be eligible for Financial Bid opening and comparison.

Lowest bid among financial bid will be awarded the contract. The lowest financial bid

should be above the minimum feasible financial bid amount.

Proposals of Companies would be evaluated as per Technical Evaluation Criteria and

financial evaluation criteria. Agencies / firms should clearly indicate, giving explicit

supporting documentary evidence, with respect to the above, in absence of which their

proposals will be rejected summarily at the qualification stage itself.

Details of documents to be submitted with Technical Proposal:

(a) Required ELIGIBILITY / QUALIFYING CRITERIA.

(b) Technical Proposal as per the scope of work

The Evaluation Committee constituted for the purpose will carry out the entire evaluation

process. The bid evaluation process shall be divided into two parts:-

4.2 Technical Evaluation Evaluation of the Technical Bids will be done on the basis of marking carried out for Bidder Capabilities.

The proposals submitted by the bidders will be evaluated on parameters as described in the table


RFP for Transparency portal and Consumer Affairs portal website below. The bidder must get at least 80% of the maximum possible score in the technical section in order

to qualify for opening of the financial evaluation.

Marking of the Technical bid will be carried out on the following basis. Civil Supplies Department, Govt Of Kerala Page 53


Sl.

Criteria

Description

Weightage

No.

The bidder must provide details on past projects he has undertaken in a

similar space. Different weights will be assigned to different levels of

1 Relevant Experience experience based on number of projects, scale of project, status of 30%

project and also the type of project

The bidder must invest effort in the solution design to ensure that there

2 Proposed Solution Design and are no problems with the design once it is rolled out. The bidder must

50%

Implementation Plan also create an implementation plan that is feasible and meets the

timelines set by GoK for TPDS transformation project implementation.

3

Proposed Implementation Team Bid will be evaluated on the strength of the implementation team that is

20%

proposed by the bidder

Total

100

Detailed breakups of each of the criteria on essential components of the technical bid are provided below:

Criteria

Sl. No.

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