Request for Proposal for Selecting Project Consultant Reference No

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					Request for Proposal for Selecting Project Consultant

Reference No. : RFP/FS&CA/2008/01

REQUEST FOR PROPOSAL (RFP)

FOR

SELECTING PROJECT CONSULTANT

TO

IMPLEMENT E-GOVERNANCE

IN THE

DEPARTMENT OF FOOD, CIVIL SUPPLIES AND CONSUMER AFFAIRS, PUNJAB

Department of Food, Civil Supplies & Consumer Affairs, Government of Punjab, Third Floor, JeevanDeep Building, Sector 17-A, Chandigarh - 160017 Tel. (0172) – 2703535, 2702356 Fax. (0172) – 2701967 DFS&CA
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Request for Proposal for Selecting Project Consultant

DOCUMENT CONTROL SHEET

S. No. 1. 2. 3. 4. 5. 6. 7. 8. 9.

Particular Document Reference Number Start date of issue of RFP Last date of issue of RFP Pre bid meeting Last date and time for receipt of proposals Date and time of opening of Proposals Date and time of opening of Technical Proposals Date of Presentation and Opening of Commercial bids Venue for pre-bid meeting & opening proposals Cost of RFP document Earnest Money Deposit (EMD) Office Address RFP/FS&CA/2008/01 21.07.2008 (Monday) 11.08.2008 (Monday)

Details

1.08.2008 (Friday) at 11:00 A.M. 12.08.2008 (Tuesday) upto 12:30 P.M. 12.08.2008 (Tuesday) at 03:00 P.M. 14.08.2008 (Thursday) at 11:00 A.M. (tentative) 21.08.2008 (Thursday) (tentative) o/o The Principal Secretary, Govt. of Punjab, Deptt. of Food & Supplies, R.No. 410, Mini Secretariat Punjab, Sector 9, Chandigarh. Rs. 2,000/Rs. 1,00,000/- (Rupees One Lakh Only) Director, Department of Food, Civil Supplies & Consumer Affairs, Punjab, Third Floor, JeevanDeep Building, Sector 17-A, Chandigarh – 160017 Tel. (0172) – 2703535, 2702356 Fax. (0172) – 2701967 http:\\punjabgovt.nic.in

10. 11. 12.

13.

Website

This document is not transferable

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Request for Proposal for Selecting Project Consultant

TABLE OF CONTENTS

S. No. 1. 2. 3. 4. 5. 6. 7. Document Control Sheet

Contents

Page No. 2 4-5 6-17 18-22 23-37 38-47 48-60

Section 1: Invitation for Proposals (IFP) Section 2: Instructions to Bidders (ITB) Section 3: General Contract Conditions (GCC) Section 4: Scope of Work (SOW) Section 5: Proposal Formats Annexure: Annexure A

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Section 1: 1.1. Background

Invitation for Proposal (IFP)

Department of Information Technology, Government of India approved the Project for EGovernance in Department of Food, Civil Supplies and Consumer Affairs Punjab to improve the effectiveness and to bring transparency of the department operation and services, and embarking on an initiative to computerize the department activities. The Department of Food, Civil Supplies & Consumer Affairs, Punjab (hereinafter referred to as “the Department”) intends to introduce E-Governance by leveraging ICT to streamline and improve upon its functioning in order to bring efficiency, transparency and accountability. In this context, the Department through this process of Request for Proposal intends to select consulting firm/company for executing e-Governance in the Department of Food, Civil Supplies and Consumer Affairs, Punjab. The Bidder shall be invited to submit a Proposal which will be the basis for selection of Consultant.

1.2.

Invitation

a) Through this Request for Proposal (RFP), it is intended to invite Proposals for selecting an agency to provide consultancy services for implementing e-governance in the Department. b) The RFP document can be availed by making non-refundable cash payment during working hours on all working days at the office address from start date till last date for issue of RFP document as prescribed in document control sheet. c) The RFP document can also be downloaded from the website. In such case, the cost of RFP document should be remitted enclosed in Pre-qualification Proposal, in the form of Bankers Cheque or Demand Draft. d) The Department may, at its own discretion, extend the date for submission of proposals. In such a case all rights and obligations of the department and bidders previously subject to the deadline will thereafter be subject to the deadline as extended.

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Request for Proposal for Selecting Project Consultant
e) All Bankers Cheque or Demand Draft should be in Indian Rupees and from any of the Nationalised Bank in favour of “Director, Department of Food, Civil Supplies and Consumer Affairs, Punjab” payable at Chandigarh.

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Section 2: 2.1. Definitions

Instructions to Bidders (ITB)

Unless the context otherwise requires, the following terms whenever used in this RFP and Contract have the following meanings: a) “Bidder” means firm/ company who submits proposal in response to this Request for Proposal document. b) “Committee” means committee constituted for evaluation of Proposals. c) “Consultant” means any private or public entity, selected in pursuance of this RFP, for providing the consultancy services under the contract. d) “Contract” means the Contract entered into by the parties for providing consultancy services along with the entire documentation specified in the RFP. e) “Department” means the Department of Food, Civil Supplies and Consumer Affairs, Government of Punjab. f) “GCC” means General Contract Conditions, specified in Section 3 of RFP.

g) “ITB” means Instructions to Bidders, specified in Section 2 of RFP. h) “IFP” means Invitation for Proposals, specified in Section 1 of RFP. i) “Personnel” means professional and support staff provided by the Consultant to perform services to execute an assignment and any part thereof. j) “Proposals” means proposal submitted by bidders in response to the RFP issued by the Department for selection of Project Consultant. k) “Services” means the work to be performed by the Consultant pursuant to this RFP and to the contract to be signed by the parties in pursuance of any specific assignment awarded by the Department. l) “SOW” means Scope of Work for the Consultant, specified in Section 4 of RFP.

2.2.

Introduction

There has been an increasing recognition of the role e-Governance in Government for transformation of government to provide Efficient, Convenient & Transparent Services to

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the Citizens and Businesses through deployment of Information & Communication Technologies. Country is gearing to redefine itself. The implementation of the National e-Governance Plan (NeGP) by the Government of India, has provided further impetus to the long term growth of e-Governance and e-Government in the country. By creating the right governance and institutional mechanisms, setting up core infrastructure and policies, and implementing a number of ‘Mission Mode Projects’ at the Central, State and Integrated Service levels; NeGP seeks to create a citizen-centric and business-centric environment for good governance. More details on the NeGP can be accessed at http://www.mit.gov.in. The Department of Information Technology Punjab has also been playing a key role in facilitating the State Government Departments in implementation of ‘e-Governance’ Projects under the NeGP and State e-Governance Plan. It also plays a vital role regarding relating to strategic planning and providing appropriate advice and inputs to the State Government Departments for specific e-Governance assignments.

2.3.

Conflict of Interest

The Consultants should provide professional, objective, and impartial advice and at all times hold the State’s interests paramount, strictly avoid conflicts with other assignments/jobs or their own corporate interests and act without any consideration for future work. The consultant shall not deploy former employees of the Department and the Department of Information Technology Punjab in any assignment under the RFP.

2.4.

Validity of Proposals

a) Proposals shall remain valid for a period of 90 (ninety) days from the date of opening of Proposal. The Department reserves right to reject a proposal valid for a shorter period as non-responsive. b) In exception circumstances, the Department may solicit the bidder’s consent to an extension of the period of validity. The request and the response thereto shall be made in writing. Extension of validity period by the bidder should be unconditional. A bidder may refuse the request without forfeiting the Earnest Money Deposit. A bidder granting the request will not be permitted to modify its Proposal.

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Request for Proposal for Selecting Project Consultant 2.5. Right to accept or reject Proposal(s)

The Department reserves the right to annul the RFP process, or to accept or reject any or all the Proposals in whole or part at any time without assigning any reasons and without incurring any liability to the affected bidder(s) or any obligation to inform the affected bidder(s) of the grounds for such decision.

2.6.

Fraud and Corruption

It is required that the Bidders submitting Proposal and the Consultant agency selected through this RFP must observe the highest standards of ethics during the process of selection of project consultant and during the performance and execution of contract. a) for this purpose, definition of the terms are set forth as follows: i) "Corrupt practice" means the offering, giving, receiving or soliciting of any thing of value to influence the action of the Department or its personnel in contract executions. ii) "Fraudulent practice" means a misrepresentation of facts, in order to influence a selection process or the execution of a contract, and includes collusive practice among bidders (prior to or after Proposal submission) designed to establish Proposal prices at artificially high or non-competitive levels and to deprive the Department of the benefits of free and open competition; iii) “Unfair trade practices” means supply of services different from what is ordered on, or change in the Scope of Work given in Section IV. iv) ”Coercive practices” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the selection process or execution of contract. b) The Department will reject a proposal for award, if it determines that the Bidder recommended for award, has been determined to having been engaged in corrupt, fraudulent or unfair trade practices. c) The Department will declare a Consultant ineligible, either indefinitely or for a stated period of time, for awarding the contract, if it at any time determines that the

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Consultant has engaged in corrupt, fraudulent and unfair trade practice in competing for, or in executing, the contract.

2.7.

Clarifications and amendments of RFP

a) During process of evaluation of the Proposals, The Department may, at its discretion, ask Bidders for clarifications on their proposal. The Bidders are required to respond within the prescribed time frame. b) The Department may for any reason, modify the RFP from time to time. The amendment(s) to the RFP would be clearly spelt out and the bidders may be asked to amend their proposal due to such amendments.

2.8.

Earnest Money Deposit (EMD)

a) The bidder shall furnish, as part of the Pre-qualification Proposal, an Earnest Money Deposit (EMD) amounting to Rs. 1,00,000/- (Rupees One Lakh Only). b) The EMD shall be in Indian Rupees and shall be in the form of Bankers Cheque or Demand Draft. c) Refund of EMD: The earnest money of unsuccessful bidder shall be refunded on request by the bidder after final award of contract. d) The EMD lying with the Department in respect of other tender/ RFP/ Expression of Interest awaiting approval or rejected or on account of contracts being completed will not be adjusted towards EMD for this RFP. The EMD may however, be taken into consideration in case RFP are re-invited. e) EMD of the successful bidder will be released after the bidder signs the final agreement and furnishes the Performance Bank Guarantee (PBG). f) The Earnest Money will be forfeited on account of one or more of the following reasons: 1. Bidder withdraws its Proposal during the validity period specified in RFP and in the Form 1: Covering Letter. 2. Bidder does not respond to requests for clarification of its Proposal. 3. Bidder fails to provide required information during the evaluation process or is

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found to be non-responsive. 4. In case of a successful bidder, the said bidder fails to sign the Agreement in time; or furnish Performance Bank Guarantee.

2.9.

Process for Selection of Project Consultant

This enquiry is in the nature of Request for Proposal (RFP) intended to result in selection of a Project Consultant agency for implementing e-Governance in the Department. The responses received pursuant to this RFP will be evaluated as per the criteria specified in this document and the successful Consultant will be awarded contract. The Consultant would be involved to undertake the assignments as mentioned in the Section 4: Scope of Work for the Department:

2.10. Eligibility Qualifications
Bidders are expected to meet the following pre-qualification criteria. Bidders failing to meet these criteria or not submitting requisite proof for supporting these criteria are liable to be rejected during pre-qualification evaluation. S.No. Criteria 1. This invitation to submit Proposals to the RFP is open to any registered company/ firm incorporated and registered under the Indian Companies Act, 1956. 2. The bidder should have been in existence for a period of at least 3 years as of 31-3-2008 3. The bidder should have an average turnover of Rs. 50 crores during the last 3 financial years (20052006, 2006-2007 & 2007-2008) as revealed by audited accounts 4. Out of the total turnover of the company a minimum of Rs. 5 crores should be from IT consulting services (other than sale and implementation of hardware, software and networking equipment) 5. The bidder should have valid Service Tax registration in India 6. The bidder should have ISO 9000 certification or must have implemented any other Internal Quality System with defined quality policy and Standard Operating Procedures 7. The bidder should have an employee base of atleast 100 full time professionals (in management, IT consulting, economics including development economics, BPR and financial analysis) on the roll of the company Reference Documents Certificate of incorporation / Any other relevant document

Extract of the audited profit & loss statement and balance sheet Certificate from Statutory auditor the

Letter of Service Tax Registration Copies of certificate or brief on Quality policy and System being followed Self certification by the authorized signatory

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8. The bidder should have completed at least three Project/ Programme Management Jobs for an IT/ eGovernance Project for consulting value of over Rs. 50 lakhs in the last three years Work order alongwith certificate from the organization for whom the bidder has completed such assignments

2.11. Disqualifications
The Department may at its sole discretion and at any time during the evaluation of Proposal, disqualify any Bidder, if the Bidder has: a) Made misleading or false representations in the forms, statements and attachments submitted in proof of the eligibility requirements; b) Exhibited a record of poor performance such as abandoning works, not properly completing the contractual obligations, inordinately delaying completion or financial failures, etc. in any project in the preceding three years; c) Submitted a proposal that is not accompanied by required documentation or is nonresponsive; d) Failed to provide clarifications related thereto, when sought; e) Submitted more than one Proposal; f) Declared ineligible by the Government of India/State/UT Government for corrupt and fraudulent practices or blacklisted. g) Submitted a proposal with price adjustment/variation provision.

2.12. Pre Bid Meeting
a) The Department shall convene a pre-bid meeting as prescribed in document control sheet to address any RFP related queries. b) The prospective bidder or its official representative is invited to attend a pre-bid meeting. c) Amendments necessitated as a result of the pre-bid meeting or otherwise shall be made available on website. It shall be the responsibility of the bidders to fine tune their proposals incorporating the amendments so communicated through the website. The Department shall not be responsible for any oversight or negligence on

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part of the bidders on the amendments to the terms and conditions of the RFP document and notified through the website.

2.13. Preparation of Proposal
The Bidder must comply with the following instructions during preparation of Proposals: a) The Bidder is expected to carefully examine all the instructions, guidelines, terms and condition and formats of the RFP. Failure to furnish all the necessary information as required by the RFP or submission of a proposal not substantially responsive to all the requirements of the RFP shall be at Bidder’s own risk and may be liable for rejection. b) The Proposal and all associated correspondence shall be written in English and shall conform to prescribed formats. Any interlineations, erasures or over writings shall be valid only if they are initialed by the authorized person signing the Proposal. c) The Proposal shall be typed or written in indelible ink (if required) and shall be signed by the Bidder or duly authorized person(s) to bind the Bidder to the contract. The latter authorization shall be indicated by written power of attorney and shall accompany the Proposal. d) In addition to the identification, the envelopes containing the Proposals shall mention the name and address of the Bidder to enable the proposal to be returned in the case it is declared late pursuant, and for matching purposes. e) Proposals received by facsimile shall be treated as defective, invalid and rejected. Only detailed complete proposals in the form indicated above shall be taken as valid. f) No bidder is allowed to modify, substitute, or withdraw the Proposal after its submission.

2.14. Submission of Proposal
a) Bidders shall submit their Proposals at the office address on or before the last date and time for receipt of proposals mentioned in document control sheet. b) Proposals shall be submitted in three parts. Each part should be separately bound with no loose sheets. Each page of all parts should be page numbered and in conformance to the eligibility qualifications should be clearly indicated using an index

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page. The proposals should not contain any irrelevant or superfluous documents. The three parts of the Proposal should be as per following: 1. Pre-qualification Proposal – The envelope containing pre-qualification proposal shall be sealed and superscripted “Pre-qualification Proposal – Selection as Project Consultant to implement e-Governance” alongwith document reference number. Following list of documents shall be submitted as part of Prequalification Proposal: i. Earnest Money Deposit.

ii. RFP document fee (if applicable) iii. Form 1: Covering Letter - The covering letter on bidder’s letterhead requesting selection as Project Consultant. iv. Form 2: General Information. v. Certified copy of incorporation or registration of bidder under the Indian Companies Act, 1956. vi. Certified copies of Audited Balance Sheets of preceding 3 years. vii. Certified copy of valid Service Tax Registration in India. viii. ISO 9000 certification or brief on any other quality policy and system being followed by the bidder. ix. Certificate from statutory auditor certifying minimum turnover of Rs. 5 crores from IT Consulting Services (other than sale and implementation of Hardware, Software and Networking equipment). x. Self certification that the bidder has an employee base of atleast 100 fulltime professionals (in Management, IT consulting, economic, BPR and financial analysis). xi. Atleast 3 work orders along with certificate from the organization for whom the bidder has completed project / project management jobs for an IT/egovernance project for consulting value of over Rs. 5 lacs in last three years. xii. Any other supporting information and documents which are relevant to eligibility qualifications.

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2. Technical Proposal - The envelope containing technical proposal shall be sealed and superscripted “Technical Proposal – Selection as Project Consultant to implement e-Governance” alongwith document reference number. Following list of documents shall be submitted as part of Technical Proposal: i. Form 3: Details of Proposal for Project Consultancy alongwith supporting information and documents to prove eligibility qualifications. ii. Form 4: Draft Contract Agreement for Selection as Project Consultant under the RFP. iii. Any other supporting information and documents which are relevant to eligibility qualifications. 3. Commercial Proposal - The envelope containing commercial proposal shall be sealed and superscripted “Commercial Proposal – Selection as Project Consultant to implement e-Governance” alongwith document reference number. Commercial Proposal is to be submitted in Form 5 – Commercial Proposal Format. A bidder will provide a single quotation for all-inclusive fee (including out of pocket expenses and taxes) to be charged for the assignment. No extra out of pocket expenses will be reimbursed. Bidder is also required to submit breakup of costs in the Form 6 – Breakup of costs.

2.15. Evaluation of Proposals
The Department will constitute Evaluation Committee to evaluate the Proposals submitted by Bidders for a detailed scrutiny. Subject to terms mentioned in the RFP, a three-stage process, as explained below, will be adopted for evaluation of Proposals submitted by the specified date and time.

2.15.1. Pre-qualification Evaluation
a) Preliminary Scrutiny: Preliminary scrutiny of the Proposals for eligibility will be done to determine whether the Proposals are generally in order and complete, whether the documents have been properly signed, whether any computational errors have been made. Proposals not conforming to such preliminary requirements are subject for being rejected.

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b) Conformance to eligibility criteria: Proposal responses conforming to preliminary scrutiny requirements will be checked for conformance to the eligibility qualifications stated in Section 2, Clause 2.10. Non-conforming Proposals will be rejected.

2.15.2. Evaluation of Technical Proposal
a) Technical Proposals would be evaluated only for those Bidders, who qualify the Prequalification evaluation. b) The proposals submitted by bidders will be specifically evaluated with respect to: Experience, Methodology, Project Team and Work Plan. The parameters and weightages to be used for detailed evaluation will be based upon: S.No. 1. 2. 3. 4. Criteria Past relevant experience in Relevant Projects Understanding of Work & Proposed Methodology Profile of Key Personnel Work Plan Weightage (in %) 10 50 30 10

c) The bidders are required to give a presentation about their technical proposal, which will be tentatively planned a week after the last date of submission of the proposals. The focus of the technical presentation will be the bidder’s understanding of the assignment and the methodology that the bidder intends to use for executing the assignment. d) Evaluation Committee may, at its discretion, call for additional information from the bidder(s). Such information has to be supplied within the set out time frame, otherwise Evaluation Committee shall make its own reasonable assumptions at the total risk and cost of the bidders and the proposal is liable to be rejected. Seeking clarifications can not be treated as acceptance of the proposal. Evaluation Committee may seek any additional information in writing which has to be supplied by the bidder is writing. For verification of information submitted by the bidders, the committee may visit bidder’s offices at its own cost. The bidders shall provide all the necessary documents, samples and reference information as desired by the committee. The bidders shall also assist the committee in getting relevant information from the bidders’ references. e) For calculating the technical score (TS) the individual scores, as per respective weightages, for each of the four items mentioned above will be summed up. In order to qualify technically, a proposal must secure a minimum of 75 after summing up.

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Only those proposals which have a minimum score of 75 will be considered for further evaluation. The technical scores from the Technical Evaluation will be used for the final evaluation. The proposal getting the highest score will be designated T1.

2.15.3. Evaluation of Commercial Proposal
a) Commercial Proposals of only those bidders would be opened who qualify the technical evaluation, as per technical evaluation process described above. b) The proposal with lowest total project cost (PC) proposed in Form-5 will be designated as L1 and will be awarded a commercial score of 100. c) Commercial Scores for other technically qualified bidders will be evaluated using the following formula - Commercial Score of Bidder (CS) = (PC of L1/PC of the Bidder) X 100 % (rounded off to 2 decimal places)

2.15.4. Final Evaluation
a) A composite score shall be calculated for technically qualified bids only. The weightage for the composite evaluation is as described below: 1. Technical – 70% 2. Commercial – 30% b) Bidder with the highest final composite score (Final Score = TS*0.7 + CS*0.3) will be called for negotiating the contract. In case of a tie in the final composite score the bidder with the higher Technical Score will be invited for negotiations and selection first.

2.16. Award of Contract
The Department will notify the successful bidder in writing that its proposal has been accepted. The Consultant will sign the Contract Agreement within 7 days of the notification. After signing of the Contract Agreement, no variation in or modification of the term of the Contract shall be made except by written amendment signed by the parties. The preliminary Contract Agreement is enclosed as Form 4.

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Request for Proposal for Selecting Project Consultant 2.17. Confidentiality
Information relating to the examination, clarification and comparison of the Proposals shall not be disclosed to any Bidder or any other persons not officially concerned with such process until the selection process is over. The undue use by any Bidder of confidential information related to the process may result in rejection of its Proposal. During the execution of the project except with the prior written consent of the Department, the Project Consultant or its personnel shall not at any time communicate to any person or entity any confidential information acquired in the course of the Contract.

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Section 3: 3.1. Application

General Contract Conditions (GCC)

These general conditions shall apply to the extent that provisions in other parts of the Contract do not supersede them. For interpretation of any clause in the RFP or Contract Agreement, the interpretation of the Department shall be final and binding on the Consultants.

3.2.

Relationship between the Parties

Nothing mentioned herein shall be constructed as relationship of master and servant or of principal and agent as between the Department and the Consultant. The Consultant subject to this contract for selection has complete charge of its personnel in performing the services under the Project from time to time. The Consultant shall be fully responsible for the services performed by it or any of its personnel on behalf of the consultant hereunder.

3.3.

Standards of Performance

The Consultant shall perform the services and carry out its obligations under the Contract with due diligence, efficiency and economy in accordance with generally accepted professional standards and practices. The Consultant shall always act in respect of any matter relating to this contract as faithful advisor to the Department. The Consultant shall always support and safeguard the legitimate interests of the Department, in any dealings with the third party. The Consultant shall abide by all the provisions/Acts/Rules etc. of Information Technology prevalent in the country. The Consultant shall conform to the standards laid down in the RFP in totality.

3.4.

Consultant’s Downstream Business Interest

The Consultant shall not be eligible to bid for the activities relating to the implementation of this project. Further, the consultant shall give a declaration that they do not have any interest in downstream business, which may ensue from the RFP prepared through this assignment.

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3.5.

Consultant Personnel

The Consultant shall employ and provide such qualified and experienced personnel as may be required to perform the services under the project. There are specialized domains of e-Governance mentioned in Section 4 (SOW) and it is desirable from the Consultant to deploy the personnel, who have adequate experience in the domain related with the project. It is desirable that for domain/ subject specific activities, the consultants must deploy the domain/ subject specialists, from time to time, to work on the Project effectively.

3.6.

Applicable Law

Applicable Law means the laws and any other instruments having the force of law in India as they may be issued and in force from time to time. The Contract shall be interpreted in accordance with the laws of the Union of India.

3.7.

Intellectual Property Rights

No services covered under the Contract shall be sold or disposed by the Consultant in violation of any right whatsoever of third party, and in particular, but without prejudice to the generality of the foregoing, of any patent right, trademark or similar right, or any charge mortgage or lien. The Consultant shall indemnify the Department from all actions, costs, claims, demands, expenses and liabilities, whatsoever, resulting from any actual or alleged infringement as aforesaid and at the expenses of the Consultant, the Department shall be defended in the defense of any proceedings which may be brought in that connection.

3.8.

Governing Language

The Contract shall be written in English or Punjabi Language. All correspondences and other documents pertaining to the contract, which are exchanged between the parties, shall be written in the English or Punjabi Language.

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Request for Proposal for Selecting Project Consultant 3.9. Performance Bank Guarantee (PBG)

a) Within 7 days of notifying the acceptance of proposal for the award of contract, the Consultant shall furnish a Performance Bank Guarantee (PBG) amounting to the Rs.5.00 Lacs (Rupees Five Lacs Only) for the entire contract period as its commitment to perform services under the contract. b) Failure to comply with the requirements shall constitute sufficient grounds for the forfeiture of the PBG. c) The PBG shall be released immediately after expiry of contract provided there is no breach of contract on the part of the Consultant. d) No interest will paid on the PBG.

3.10. Performance Assessment
This RFP is for selection of the Consultants for execution of the assignments under the RFP from time to time. If during execution of the contract, following problems are found, then a penalty of 1% of the Contract value per week (subject to maximum of 20%) may be imposed by the Department, which will be the part of the RFP: a) Quality of deliverable is not up to the mark, (till the quality is improved to the required extent). b) Delays in deliverables. c) Not assigning adequate resources in time. d) Not deploying resources on a dedicated basis, when required. e) Assigning resources that do not meet the department’s requirements. f) Inadequate interaction with the department.

g) The work is either not complete or not completed satisfactorily as per the approved time schedule or the quality of deliverable. If the delay is beyond 10 weeks then the Department may rescind the Contract and shall be free to get it done from some other source at the risk and costs of the Consultant. The Consultant may be debarred for applying in future project consultancy assignments.

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Request for Proposal for Selecting Project Consultant 3.11. Termination of Contract
The Consultant’s association with the Department will terminate in following ways: a) The term of Contract expires b) Termination of Contract by the Department due to non-performance during the execution of Project 1. Performance is below expected level. 2. Non adherence to the timelines of the Project. 3. Quality of work is not satisfactory.

3.12. Termination of Insolvency, Dissolution etc
The Department may at any time terminate the Contract by giving written notice to the Consultant, if the Consultant becomes bankrupt or otherwise insolvent or in case of dissolution of firm/company or winding up of firm/company. In this event termination will be without compensation to the Consultant, provided that such termination will not prejudice or affect any right of action or remedy, which has accrued or will accrue thereafter to the Department.

3.13. Termination for Convenience
The Department reserves the right to terminate, by prior written notice, the whole or part of the contract, at any time for its convenience. The notice of termination shall specify that termination is for the department’s convenience, the extent to which performance of work under the contract is terminated, and the date upon which such termination becomes effective.

3.14. Taxes and Duties
The Consultant shall be entirely responsible for all taxes; duties, etc. incurred until delivery of the contracted services.

3.15. Resolution of Disputes
If any dispute arises between parties, then these would be resolved in following ways:

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Request for Proposal for Selecting Project Consultant 3.15.1. Amicable Settlement
Performance of the Contract is governed by the terms and conditions of the Contract, however at times dispute may arise about any interpretation of any term or condition of Contract including the scope of work, the clauses of payments etc. In such a situation either party of the contract may send a written notice of dispute to the other party. The party receiving the notice of dispute will consider the Notice and respond to it in writing within 30 days after receipt. If that party fails to respond within 30 days, or the dispute cannot be amicably settled within 60 days following the response of that party, then the second Sub-clause of resolution of disputes shall become applicable.

3.15.2. Resolution of Disputes
In case dispute arising between the Department and the Consultant, which has not been settled amicably, the Consultant can request the Department to refer the dispute for Arbitration under Arbitration and Conciliation Act, 1996. Such disputes shall be referred to Principal Secretary/ Secretary of the Department. The Indian Arbitration and Conciliation Act, 1996 and any statutory modification or reenactment thereof, shall apply to these arbitration proceedings. Arbitration proceedings will be held at Chandigarh, Punjab. The decision of the arbitrator shall be final and binding upon both the parties. All arbitration awards shall be in writing and shall state the reasons for the award. The expenses of the arbitration as determined by the arbitrator shall be borne by the Consultant. However, the expenses incurred by each party in connection with the preparation, presentation shall be borne by the party itself.

3.16. Legal Jurisdiction
All legal disputes between the parties shall be subject to the jurisdiction of the Courts situated in India only.

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Section 4: 4.1. Introduction

Scope of Work (SOW)

This section deals broad activities to be undertaken by the selected Project Consultant who would provide its services under the RFP to implement the Project of e-Governance in the Department.

4.2.

Project Objectives

The objective of the project is to establish an ICT system which will: a) Implementation of an electronic workflow system to improve internal administrative efficiency b) Redesign processes to infusion of transparency and accountability in operations c) Backend computerization of the functions of the Department d) Minimize losses & pilferages e) Faster processing, monitoring and redressal of public cases / appeals / grievances f) Dissemination of information as per public requirement

g) Establish a real-time MIS system for prompt and efficient decision making

4.3.

Integration with Existing Infrastructure

With the launch of NeGP, the state is creating core IT infrastructure like State Wide Area Network (PAWAN), State Data Centre (SDC), Common Service Centres (CSCs) etc. The core IT infrastructure will be leveraged for the project so as to reduce costs and ensure optimum resource utilization. It is envisaged that integrated state-wide and departmental-wide portals will be web-based, so the data and reports will be sent electronically, the PAWAN will be used as the connectivity backbone. For providing an interface to the people for RTI, grievance registration and tracking, applying for ration cards, etc, the CSCs will play an important role as front-end delivery of services.

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Request for Proposal for Selecting Project Consultant 4.4. Dimensions of the Project

a) It is envisaged that an integrated IT system encompassing the functions of the Department need to be put in place to fulfill the objectives of the project. As part of the assignment all transactions at various levels will be studied and analyzed. There will be the need to interact with various stakeholders. b) The functions outlined in Annexure A may not be comprehensive. Further functional requirements may be revealed after the field study and interaction with stakeholders.

4.5.

Activities of Work and Deliverables 4.5.1. Project Overview

a) It is envisaged that an integrated ICT system will be developed to enable the Department to manage various functions of the department. Interfaces will also be provided to systems developed for FCI, Central Warehousing Corporation, State Warehousing Corporations and different state agencies so as to consider holistic picture of the system. All these should be integrated into the proposed system. b) The solution design should integrate with the other central and state level eGovernance initiatives. c) Wherever required, the consultant would organize stakeholders’ workshops to take the inputs. The consultant will conduct the workshop, prepare presentations and resource material and document the proceedings of the workshops. d) The scope of work for this engagement is outlined in the section below. Kindly note that the scope of work should be read in conjunction with the functional requirements indicated in Annexure A. The activities listed below are for designing an integrated system.

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4.5.2.

Assessment of the Project

4.5.2.1. Study the present organization structure, functions and services
The focus of the study will be to identify the functionality areas for improvements and objectively analyze the current state of affairs of the Department. The exercise will map the services and associated processes at the Department, FCI (central & state level), State civil supply agencies, district and block level offices & FPSs. An indicative list of functional areas is given Annexure A. More functional areas which may also be revealed during the actual field study which would have to be studied.

4.5.2.2. Study the existing IT infrastructure
Assess the existing IT infrastructure including hardware/ software, applications, networks, different initiatives in central as well as different state agencies in terms of their focus, long term sustainability, utility, cost-benefit analysis, etc.

4.5.2.3. Conduct International Research of similar systems/ department and the research on the Indian Best Practices
a) This report would identify those practices of states, national and international agencies which have the potential of being incorporated in the project. b) Identify the candidate technologies to address the requirements of the Department. c) Corporate houses having operations on a national scale employ different strategies, methodologies and technologies for contract labour, transportation logistics, warehouse management, distributed inventory management, tracking goods in transit and at point of sale and licensing outlets. As part of the assignment consultant will study those practices which are relevant to functions of the Department and create benchmarks for these system in the functional areas of the Department. d) Study how similar programmes or other comparative functional areas in other states and countries are implemented and use the data for benchmarking

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similar functions in the State. Any international best practice in contract labour, transportation logistics, warehouse management, national-level inventory management, use of technology to track goods in transit, and licensing outlets which are relevant to the project may also be studied, analyzed and their relevance in the State of Punjab for improving efficiency would be documented. e) The consultant will specifically identify those practices which are directly relevant to the State Department. f) The report would be as per the following format: i. Brief description of the practice:

ii. Implementing Agency & Sponsoring Agency: iii. Where (geographical and situational context) has it been implemented? iv. How has it been implemented 1. Processes involved 2. Technology used 3. People – how many at each stage and what role do they play 4. Resources – Cost of implementation, time required for

implementation, v. How is it relevant to the State Department? 1. Applicability 2. Relevance 3. Feasibility (of implementation in the Department) 4. Cost/Benefit Analysis 5. Pitfalls/Problems 6. Advantages/Disadvantages vi. Benchmarking Data vii. Experiences / Learnings of the implementing organization

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viii. The report would cover all the above points. Any other points about the practice which are relevant to the project may also be included.

4.5.2.4. Identify the services of the department for Government Process Reengineering (GPR) and E-Enablement
The focus of the assessment will be to identify the service of the department for Government Process Reengineering (GPR) and E-Enablement of affairs of the Department for making the system efficient, transparent and accountable.

4.5.2.5. Identify the e-Governance areas for the department and prepare the roadmap
The focus will be to identify the e-Governance areas for the department and prepare the roadmap for the department.

4.5.3.

Design of the Project

4.5.3.1. Study the existing processes for the identified services for e-Governance enablement
a) Document the current state of services and associated processes. An indepth study will be made of all functionalities, processes and procedures. b) Map the current services, associated processes, procedures and technology used for delivery. c) The possible areas of improvement and the likely impact on the performances. d) The possibilities of automation / IT enablement and the candidate technologies to address the requirements. e) Some of the key points of the report will be i. The performance of the different processes

ii. The performance problems and the root cause analysis iii. The impact of the processes on the overall performance

4.5.3.2. Design of the re-engineered processes (for the prioritized

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Request for Proposal for Selecting Project Consultant services) to make effective use of IT
a) Prioritize list of key processes that are recommended for improvement through re-engineering and the description, specifications and service levels of the re-engineered processes. b) Analyze the processes and based on the analysis identify the processes that: i. Can be implemented more efficiently (inefficient processes)

ii. Can be shortened/collapsed by eliminating certain steps or subprocesses (processes with redundant steps) iii. Can be merged with other processes (overlap with other processes) iv. Can be eliminated totally (redundant processes) c) Based on the assessment, re-engineer the services and associated processes. d) Target performance of the re-designed processes

4.5.3.3. Identify the MIS requirements of the department and design a system for the identified processes
a) The focus will be to identify the MIS requirements of the department at various levels for prompt and efficient decision making. b) Define service levels and propose design methodology for continuous measurement and reporting.

4.5.3.4. Identification of regulatory/ statutory changes and help the department in drafting the changes
a) Define the scope and framework of legal reforms required to be put in place. b) Help the department in drafting the changes

4.5.3.5. Prepare the Training and re-orientation plan for the department
a) Identify the gaps in skill sets and capacities. b) Prepare and carry out training and re-orientation needs that would be required to implement this project.

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4.5.3.6. Prepare the Detailed Project Report (DPR) for e-Governance
The consultant will prepare a comprehensive Detailed Project Report (DPR) for the project. The DPR will give the complete scope of the project, the phasing strategy, the costing for the project and the implementation plan. The consultant will prepare the Solution Architecture involving all the building blocks of the project. The following will be part of the solution Architecture: a) Functional Solution: will have the following components with corresponding activities to design the components: i. ii. iii. iv. v. Functional features and requirements of the proposed application Description of Functional Architecture Functional Architecture Component details Delivery channel architecture and user interfaces Interface of application with other central and state level e-Governance initiatives vi. Expected user experience, navigation and usability features

b) Technology Solution: will involve designing: i. ii. Application architecture, consisting of all the required modules. A detailed study would require to be conducted for Software requirement specifications (SRS). The scope of SRS would be as under: 1. Micro level study of candidate systems at various levels 2. List out office wise systems for Software development 3. Describe the system as seen by its end users, analysts and testers. 4. Describe the design view of the system encompassing with broad classes/data bases, transaction layouts, integration/ interfaces for process transformation. 5. Describe the process view, addressing the processes involved in building the systems, inter-linkages in process transformation, performance, scalability and throughput of the system.

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iii. iv. v. vi. vii. viii. ix. x. xi. network architecture, database architecture, security architecture, define technology standards for all IT interventions, web portal design data migration strategy disaster management plan Data Centre and Data Recovery Centre design and specifications

c) Financial Solution: will involve designing: i. Business model and continuity plan to ensure sustainable

implementation, study existing transaction volumes and the model for designing PPP options based on user charges ii. Cost benefit analysis with financial models

d) Methodology: Consultant will designing the methodology based upon most relevant and suitable architecture standards.

4.5.3.7. Prepare a Change Management Plan
A project of this magnitude and complexity which depends heavily on human resources for it success requires extensive capacity building of existing personnel. It is envisaged that the project would also face resistance since entrenched ways of working and processes would undergo change. Hence change management is of vital importance. Change Management involves understanding the level of change that a project will cause to an agency and its people, and proactively developing strategies and action plans to manage the impact of that change. The consultant will prepare a change management report which will consist of the following: a) Capacity Building requirements: Carry out a training needs assessment to identify the gaps in skill sets and capacities of the existing personnel and

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project the capacities that would be required to implement this project. Prepare a capacity building plan based on the assessment. b) Communication Strategy: The communication needs of the project should be analyzed and a communication strategy devised. The strategy will address what needs to be communicated, by whom and to whom, at what frequency, and the delivery channels. c) Change Management Strategy: The consultant will prepare a change management strategy which will: i. ii. iii. iv. v. Identify change characteristics (assess the size and nature of change). Assess the readiness of the organization for change. Develop a team model and a sponsor model Identify change management team members and assess competencies Prepare pedagogy and training material for change management team (based on assessment of competencies) vi. Identify sponsors and stakeholders and assess sponsor capabilities to mange change vii. Prepare pedagogy and training material for sponsors (based on assessment of competencies) viii. Resistance management plan (what resistance may look like, how to identify resistance, strategy for managing resistance) ix. Implementation plan (change management plan should be integrated with project activities into project schedule)

4.5.4.

Construction

4.5.4.1. Prepare Project Management, Monitoring & Evaluation Framework
The focus would be to prepare Project Management, Monitoring & Evaluation frameworks for the Project

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Request for Proposal for Selecting Project Consultant 4.5.4.2. Preparation and evaluation of RFP document for selection of Implementing Agency (IA)
a) Prepare RFP and other supportive documents required for selecting Implementing Agency (IA) for State-wide Rollout. The document would enable the state to go in for full project roll-out (i.e. Application software, hardware/ software & networking requirements, data digitization, operations and management, etc) including preliminary pilot implementation and its testing. b) Management the Tender Process to select IA i. ii. iii. iv. Notice Inviting Tender Pre-bid meeting Bid evaluation report on Pre-qualification, Technical and Financial stages. Best value bid

c) Contract finalization with IA

4.5.5.

Project Management Support
management, monitoring and evaluation during the project

a) Project

development phase after selection of IA to ensure adherence to the project timelines and requirements b) Monitor the site preparation and development by the selected IA

4.5.5.1. Project Management Support for Pilot
a) Project management, monitoring and evaluation during the onsite

implementation for pilot implementation b) SLA monitoring c) Issue management and plan for risk mitigation strategies d) Conducting audits e) Measure the project benefits as against the objectives and goals for pilot

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Request for Proposal for Selecting Project Consultant 4.5.5.2. Project Management Support for Roll-out
a) Once the pilot district is complete and meets the minimum success criteria, the IA proceeds to roll-out the project in the State b) Prepare the roll-out plan for implementation in the State c) Program management, monitoring and evaluation during the roll-out d) SLA monitoring e) Issue management and plan for risk mitigation strategies f) Conducting audits

4.5.6.

Evaluation

a) Measure the project benefits as against the objectives and goals on a periodic basis b) Conduct a final project appraisal report c) Submit a roadmap for future projects

4.6.

Timelines
Activities Deliverables As is Status report Study the present organization structure, functions and services of the department Study the existing IT infrastructure of the department Conduct International International /Indian Best Research of similar Practices report systems/department and the research on the Indian Best Practices. Identify the Services of the department for Government Process Reengineering (GPR) and E-Enablement. Duration 5 weeks

Phase Description I Assessment

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Phase Description Activities Identify the e-Governance areas for the department and prepare the roadmap for the department Study the existing processes for the identified services for eGovernance enablement Design of the reengineered processes (for the prioritized services) to make effective use of IT for improving the efficiency of the department. Identify the MIS requirements of the department and design a system for the identified processes Identification of regulatory/statutory changes and help the department in drafting the changes. Prepare the Training and re-orientation plan for the department. Prepare the DPR for eGovernance Prepare a Change Management Plan Deliverables E-Governance roadmap for the department. EGovernance Blueprint and action plan AS-IS Process maps Duration

II

Design

9 weeks

To-Be process maps

MIS requirement for the department for the projects

Draft of regulatory/ statutory changes

Training Need Analysis Report DPR for e-Governance

III

Construction

15 weeks whereof 4 weeks for RFP/NIT preparation Preparation & Evaluation RFP & other supportive 6 weeks for of RFP for selection of documents Bid Implementing Agency (IA) manageme nt Tender process to select Pre-bid meeting, 3 weeks for IA Bidder Evaluation Report Bid on Pre-qualification, evaluation Technical & Financial 2 weeks for stages, Best Value Bid contract finalization

Change management plan and communication plan Prepare a Project Project Management, Management, Monitoring Monitoring and and Evaluation framework Evaluation framework

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Phase Description IV Management Activities Project management during the project development phase after selection of IA to ensure to adherence to the project timelines and requirements Monitor the site preparation and development by the selected IA Monitor the onsite implementation for Pilot Measure the project benefits as against the objectives and goals Prepare the roll-out plan for implementation in State Program management of the roll-out Measure the project benefits as against the objectives and goals on a periodic basis Conduct a final project appraisal report Deliverables Periodic reports on project status Duration 33 weeks for pilot and additional 33 weeks for statewide roll-out

Pilot

Project Appraisal report (based on Project Management, Monitoring & Evaluation framework) Periodic reports on project status Project Appraisal report for Pilot Roll-out plan for Statewide implementation Periodic status report on roll-out Project Appraisal report

Roll-out

V

Evaluation

3 weeks

Submit a roadmap for future projects

Project Appraisal report covering Project Goals and Objectives, Implementation Methodology used, Project Risk and Mitigation Strategy used, Project Achievement and failures, Additional follow up action to be done by the department/ agency Future Project Roadmap

4.7.

Review Meetings

Consultant shall organize weekly/fortnightly review meetings to review functionality issues and progress of work. The frequency of meetings will be intimated by the consultant in consideration of requirements in the interest of the project. Consultant would prepare the minutes of the review meetings mentioning the issues discussed, decisions taken on them and appropriate level at which these require to be resolved.

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4.8.

Acceptance of Deliverables

The Deliverables will be accepted only if they confirm to the specifications as laid down in this Scope of Work. Deliverables of the consultant will be considered to have been formally accepted only after the Department communicates so in writing. Any queries regarding the deliverables will have to be answered by the consultant within 5 working days.

4.9.

Payment Terms

The following table gives the schedule of payments, which shall be milestone based: Stage Submission and acceptance of deliverables of Assessment Phase Submission and acceptance of deliverables of Design phase Submission and acceptance of deliverables in Construction phase Completion of Pilot Implementation Implementation in 20% of locations Implementation in additional 30% locations Implementation in additional 50% locations Submission of Final Project Evaluation and Future Roadmap report % of Fee Payable 5 15 15 10 10 15 20 10

4.10. Responsibilities
The project implementation would require a close and supervision and appropriate project control for timely completion. The execution of the project would be administered by at State level Committee under the Chairmanship of Principal Secretary/ Secretary of the Department. The Committee will report to the State’s Apex committee under the chairmanship of the Chief Secretary Punjab. a) The responsibilities of the Department shall be as following: i. To identify the project champion ensuring complete involvement of the project champion from start to the finish of the project. ii. Constitute evaluation committee to evaluate the proposals submitted by bidders for a detailed scrutiny. iii. To provide close tie-ups with all the stakeholders in the project, to provide commitment and support, help to bring-in the process changes and overall guidance to the project

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iv. Providing sign-offs for the deliverables

b) The consultant’s responsibilities will be as follows i. Consultant will carry out the activities as indicated in Section 4 (including its sub-sections) of this document and submit all the mentioned deliverables within the stipulated time-frame. ii. iii. Consultant will ensure that the time lines will be adhered to. Consultant will make the best effort to ensure that the quality of deliverables meets the expectations. iv. The consultant will conduct the workshop, prepare presentations and resource material and document the proceedings of the workshop. v. The consultant will share all intermediate documents, drafts, reports, surveys and any other item related to this assignment. No work products, methodology or any other methods used by the consultant should be deemed as proprietary and non-shareable. vi. Consultant will work in close coordination with the Department for this project.

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Section 5:

Proposal Formats

The Department invites the Proposals from Consultants for execution of e-Governance project in the Department. The selection of Consultant would be done by examining the Eligibility Qualification of the bidders as per their Pre-Qualification. Technical and Commercial Proposals submitted under the RFP. Following are the proposal formats to be used by the bidders for submitting their Proposals for selection as Consultant under the RFP. S.No. 1. 2. 3. 4. 5. 6. Form Form 1 Form 2 Form 3 Form 4 Form 5 Form 6 Description Covering Letter Requesting Selection as Project Consultant General Information Specific Details Preliminary Contract Agreement Commercial Proposal Format Breakup of Costs

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Form 1: Covering Letter on bidder’s letterhead requesting selection as Project Consultant
Date: Reference No. : RFP/FS&CA/2008/01 To The Director, Department of Food, Civil Supplies and Consumer Affairs, Punjab Third Floor, JeevanDeep Building, Sector 17-A, Chandigarh – 160017. Sub: Proposal for Selection as Project Consultant. Dear Sir, 1. We, the undersigned, having carefully examined the referred RFP, offer to Propose for the selection as Project Consultant, in full conformity with the said RFP. 2. We have read the all the provisions of RFP and confirm that these are acceptable to us. 3. We further declare that additional conditions, variations, deviations, if any, found in our proposal shall not be given effect to. 4. We agree to abide by this Proposal, consisting of this letter, our Pre-qualification, Technical and Commercial Proposals, the duly notarized written power of attorney, and all attachments, for a period of 90 days from the date fixed for submission of Proposals as stipulated in the RFP and modifications resulting from contract negotiations, and it shall remain binding upon us and may be accepted by you at any time before the expiration of that period. 5. Until the formal final Contract is prepared and executed between us, this Proposal, together with your written acceptance of the Proposal and your notification of award, shall constitute a binding contract between us. 6. We declare that we do not have any interest in downstream business, which may ensue from the RFP prepared through this assignment. 7. We hereby declare that all the information and statements made in this proposal are true and accept that any misrepresentation or misinterpretation contained in it may lead to our disqualification. 8. We understand you are not bound to accept any proposal you receive, not to give reason for rejection of any proposal and that you will not defray any expenses incurred by us in bidding.

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9. Banker’s Cheque/ Demand draft no. _________ dated ______ drawn on ________ for Rs. 1,00,000/- is enclosed towards EMD. 10 .Banker’s Cheque/ Demand draft no. _________ dated ______ drawn on ________ for Rs. 2,000/- is enclosed towards RFP document cost as document was downloaded from website. 10 .RFP document was purchased by us by making cash payment vide receipt number _____ dated ________ of your office. Signature………………………………. In the capacity of……………………… Duly authorised to sign Proposal for And on behalf of……………………….. Date………………….. [10*: Strike off whichever is not applicable]
* *

Place………………….

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Form 2: General Information
Date: A. Name of Agency B. Contact a) Address b) Telephone Number c) Fax d) Mobile e) Email f) Website C. Locations and Addresses of office a) Indian b) Overseas D. Turnover a) Financial Turnoveri. 2005-06 ii. 2006-07 iii. 2007-08 b) Consultancy related Turnover i. 2005-06 ii. 2006-07 iii. 2007-08 c) Net worth of the Company as on 31st March 2008 E. Number of Professionals in an Organization a) Management b) IT Consulting c) Development Economics d) BPR e) Financial Analysis F. Details of Authorized Person G. Legal Status H. Experience regarding IT/ E-Governance Project a) Project No. 1 i. Name of Department/Ministry; ii. Address iii. Contact Person iv. Project name and scope v. Duration of Assignment-Start date /End date vi. Order value of the project b) Project No. 2 Reference No. : RFP/FS&CA/2008/01

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i. ii. iii. iv. v. vi. Name of Department/Ministry; Address Contact Person Project name and scope Duration of Assignment-Start date /End date Order value of the project

c) Project No. 3 i. Name of Department/Ministry; ii. Address iii. Contact Person iv. Project name and scope v. Duration of Assignment-Start date /End date vi. Order value of the project

Signature………………………………. In the capacity of……………………… Duly authorised to sign Proposal for And on behalf of……………………….. Date…………………..

Place………………….

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Form 3: Specific Details
Date: Reference No. : RFP/FS&CA/2008/01

Bidders are required to submit the following specific information details for carrying out the activities of work under the project: 1. Past Relevant experience: [Provide details of relevant experience] 2. Understanding of the activities of work involved: [Provide details of your understanding regarding activities of work involved as Project Consultant in executing the e-Governance project, based on the broad areas of work outlined in the RFP] 3. Methodology for execution: [Describe a specific methodology to implement the Project] 4. Profiles of key people involved: [Provide the profiles of key people/core members who will be involved in the assignments (having relevant experience) as per format given below] S Nam Desig Date of Educati Certifi Summary of Significan Specific role to be played nation joining the onal cation Professiona t N e l experience accompli under the Organizatio Backgr s o shment Project n ound

5. Work Plan: [Provide a detailed work plan reflecting each milestone, deliverable and related task along with resource allocation, effort estimate, and time schedule to ensure that the work is completed in time. The proposed work plan should reflect the activities/ tasks of the methodology proposed, showing a good understanding of the assignments to be undertaken and ability to translate them into feasible working plan] Signature………………………………. In the capacity of……………………… Duly authorised to sign Proposal for And on behalf of……………………….. Date…………………..

Place………………….

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Form 4: Preliminary Contract Agreement
Date: Reference No. : RFP/FS&CA/2008/01 PRELIMINARY CONTRACT AGREEMENT THIS AGREEMENT is made on the ...... day of ...............2008 between the Department of Food, Civil Supplies & Consumer Affair, Government of Punjab (hereinafter called "Department") of the one part and (Name …………………. of Agency)

…….................................………………………………………… (hereinafter called "the Consultant") of the other part: WHEREAS

a) The Department is desirous that the Consultant should implement the Project of eGovernance in the Department. b) The Consultant, having represented to the Department that it has the required professional skills, and personnel and technical resources, has agreed to provide the services on the terms and conditions set forth in this contract; NOW THIS AGREEMENT WITNESSETH AS FOLLOWS: a) In this Agreement words and expressions shall have the same meanings as are respectively assigned to them in the RFP. b) The following documents in relation with Request For Proposal issued for selection of Consultants shall be deemed to form and be read and construed as part of this Agreement viz: 1. Invitation for Proposals (IFP) 2. Instructions to Bidders (ITB) 3. General Contract Conditions (GCC) 4. Scope of Work (SOW) 5. All formats and documents submitted by Consultant during submission of Proposal and submissions pursuant to any modifications, supplementary and corrigendum, clarifications thereto 6. Notification of Award. c) The contract shall begin from the date of signing of the contract, as and when the Project would be assigned to the Consultant. d) The mutual rights and obligations of the Department and the Consultant shall be as set forth in the Contract, in particular:

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1. the Consultant shall carry out the services in accordance with the provisions of the Contracts; and 2. the Department shall make payments to the Consultant in accordance with the provisions of the Contract. IN WITNESS WHEREOF, the parties hereto have caused this Contract to be signed in their respective names as of the day and year first above written.

Signature………………………………. In the capacity of……………………… Duly authorised to sign Proposal for And on behalf of………………………..

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Form 5: Commercial Proposal Format
(To be submitted by the bidder as per the format given below in a separate sealed cover)

Date:

Reference No. : RFP/FS&CA/2008/01

Particulars A. Cost of Project Consultancy including out of pocket expenses B. All Taxes and other duties Total Project Cost (A + B)

Value (INR) in figures

Value (INR) in words

Note: The commercial figure quoted will be an all-inclusive figure – inclusive of out-of pocket expenses and all taxes, duties, etc payable. No out-of-pocket expenses will be reimbursed separately. Should the commercial quote include separate out of pocket expenses or any taxes, duties, etc., such a commercial proposal will be treated as an invalid.

Dated this [day / month / year] Authorized Signatory (in full and initials): Name and title of signatory: Duly authorized to sign this Proposal for and on behalf of [Name of Consultant] Name of Firm: Address:

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Form 6: Breakup of Costs
(To be submitted by the bidder as per the format given below alongwith Form 5 so as to understand that how the bidder has arrived at the costs worked out in Form 5)

Date:

Reference No. : RFP/FS&CA/2008/01

S.No.

Activity

Value (INR) in figures

All Taxes and other duties (INR) in figures

Total (INR) in figures

1. 2. 3. 4. 5. 6. 7.

Assessment Phase Design Phase Construction Phase Management Phase (Development) Management Phase (Pilot Implementation) Management Phase (Statewide rollout) Evaluation Phase Total

Total Cost =

Amount in Rupees

(Amount in Words):
Dated this [day / month / year] Authorized Signatory (in full and initials): Name and title of signatory: Duly authorized to sign this Proposal for and on behalf of [Name of Consultant] Name of Firm: Address:

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Annexure A: About the Department and its key Functions A.1 Department’s Organization Structure

The organization structure of the Department of Food, Civil Supplies and Consumer Affairs Punjab is shown below:
Minister Food and Supplies Minister of State/ Chief Parliamentary Secretary Principal Secretary Food and Supplies Director Food and Supplies Secretariat Organization Special Secretary / Additional Secretary Additional Director (1) Joint Secretary / Deputy Secretary Joint Director (3) Directorate Organization Directorate Organization

Controller Food A/c.s (1) Dy Controller Food A/c.s (2) Deputy Director (3) Deputy Director (3)
Assistant Director (4) Superintendents (11) Sr. Assistants

Superintendent (CPA)

Superintendent (Estb.-1)

Deputy Director (F) (3)
District Food and Supplies Controller (20) Additional District Food and Supplies Controller

Asstt Controller Food A/c.s (3)
A/c.s Officer/ Sr Auditor (14) Jr. Auditor (85) Accountant (2)

Food and Supplies Officer (51) Assistant Food and Supplies Officer (111)

Accounts Officer (3) Senior Auditor/ Superintendent Jr. Auditor / Sr. Assistant

Food Inspector G-1 (686) Food Inspector G-II( 597)

Head Analyst (31)

1. Estb-2 2. Estb-3 3. Estb-4 4. GPF 5. Estb. A/C-1 6. Estb. A/C-2 7. Computer/ Statistical 8. Supply 9. SFD 10. Issue Br. 11. Bill Br. 12. Rice Br. 13. Food Purchase 14. Storage 15. Movement 16. Shortage 17. Rice Accounts

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Powers exercised by various officers in the Department are as following: 1. Food & Supplies Minister: Overall Minister-In-Charge of the Department. 2. Principal Secretary Food & Supplies: All Policy Matters, Important

Correspondence with Government of India, Disciplinary action upto class – II officer. 3. Director Food & Supplies: Monitoring of all activities of Department. 4. Deputy Director (Field): Overall Supervisory Officer of division directly involved in the following actions: Allotment of Rice Mills Allotment of Fair Price Shops Movement of Paddy within division Postings and transfers within division Arbitration cases of Depot Holder Verification of kerosene 5. District Food & Supplies Controller: Field Officer In-charge of the district

responsible for implementation of all policies framed by head quarter Chandigarh. Competent for following: Licensing for Brick Kilns Kerosene Retailers Defaulter Rice Mills Appointment of labour and transport authorities Signs agreements with the Rice mills for custom milling of paddy Signs agreements with private parties for hiring plinths & godowns As nodal officer for procurement operations Licensing authority for depot holders Regulatory authority for implementation of control order for LPG, HSD, MS & Coal Appointment authority of chowkidars. Verification of kerosene 6. Food & Supplies Officer: Supervisory at sub-division level. Can recommend to the district authorities regarding issuance of Licences / disciplinary action. 7. Assistant Food & Supplies Officer: In-charge at the block level & supervisory officer of Food Inspector working in that block. Act as DDO

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Issuance of licence and disciplinary action Rationing Officer of the Area Verification of kerosene 8. Food & Supplies Inspector: Directly implement the policy guidelines of Govt. at the field level Possess recommender / advisory powers Actual doer and achiever Custodian of stocks & stock articles Issues ration card Verification of kerosene Checking of depots Checking of plinths / storage points Movement and preservation of stocks Custom milling of paddy State Head Quarters The Department of Food, Civil Supplies and Consumer Affairs, Punjab is under the administrative control of Principal Secretary Food, Civil Supplies and Consumer Affairs, Punjab. There are two wings under the Principal Secretary - One Secretariat Organization and the other Directorate Organization. Further, the Directorate has its offices both at the Divisional and District Levels in the State. The Special Secretary Food, Additional Director, Joint Directors, Deputy Directors and Assistant Directors of the Department help implementing the policies of the Government and in achieving the Departmental targets besides other administrative matters. Field Offices There are three Deputy Directors (Field) who are assisted by the District Controllers Food, Civil Supplies and Consumer Affairs. Deputy Director (F) is the head of the Division, who supervises and checks the various field activities of the Department. District Controller Food, Civil Supplies and Consumer Affairs is the head of the office at District level. He is assisted by Assistant Food & Supplies Officers, Inspector Food & Supplies, Sub Inspector Food, Civil Supplies, who look after the procurement operations and distribution activities in the field. The other ministerial staff helps in the establishment and other administrative matters in the implementation of the Government policies.

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Request for Proposal for Selecting Project Consultant A.2 Key functions of the Department

The main functions of the Department are as follows: a) Establish a system for procurement, movement, storage and distribution of foodgrains and essential commodities as per national and state policies; b) Provision of storage facilities for the maintenance of central reserves of foodgrains and promotion of scientific storage; c) Formulation of policies relating to buffer stocking, quality control and specifications of foodgrains; d) Administration of food subsidies relating to rice, wheat and coarse grains; e) Implementation of central and state schemes related to distribution of foodgrains with special focus on the poor; f) Establish effective licensing and regulation of Kerosene marketers, Brick Kilns, FPSs

g) Establish an effective system for consumer courts h) Regulatory and checking authority for LPG, Kerosene, coal agencies and petrol pumps. i) Establish an effective system for redressal of public grievances

Below gives the list of key functions carried by the Department. The list may not be comprehensive. The actual functional requirements would be documented by the consultant after field study and interaction with stakeholders.

A.2.1 Food grain procurement, storage & maintenance
Funds Mobilization The Department stands as Guarantee for the loan sanction by Government of India through Reserve Bank of India for the procurement of food grains under MSP regime. Procurement of Food Grains Procure Wheat and Paddy during the Rabi & Kharif season at MSP (minimum support price) fixed by the Govt. of India from time to time. This includes procurement of Wheat and Rice for the Central pool of the Govt. of India. There are six procuring agencies in the Punjab.

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a) State Agencies 1. Pungrain (Autonomous body of F & CS Deptt.), 2. Punjab State Civil Supplies Corporation Ltd (Punsup), 3. Punjab State Co-operative Supply and Marketing Federation Ltd (Markfed), 4. Punjab State Ware Housing Corporation (PSWC), 5. Punjab Agro Industries Corporation (PAIC). b) Central Govt. Agencies - Food Corporation of India (FCI) Storage & Maintenance of Food Grains includes: a) Hire godowns from agencies including private agencies. b) Storage of wheat is managed by the state and its procuring agencies along with FCI. c) About 114.32 lac MTs of storage capacity available for storage of wheat in open/ covered godowns with the state and its procuring agencies. Different rates per bag have been fixed for such types of storage, e.g. under the guarantee scheme, the rent is paid at a fixed rate of Rs. 0.45 per sq. feet per month in urban area and Rs. 0.40 per sq. feet per month for rural area. d) Storage of rice is exclusively managed by FCI. e) Spray and fumigation for preservation of food grains. f) Physical verification of the food grains.

g) The movement of food grains (wheat and rice) is regulated centrally by the Government of India through FCI, on the basis of the requirement as received from the deficit states / affected areas. h) Movement of food grains from mandis to storage points, shellers etc. Functions associated with procurement, storage & maintenance of Food Grains includes: i) j) Arrangement of Transportation contracts Arrangement of Labour contracts

k) Nodal agency for all the procuring agencies in the State for the procurement of gunny bales. l) Ensuring setting-up of Mandis/ Purchase Centers. Ensuring provisioning of cleanliness, water, light, shade, covered space, polythene covers, Tarpals, nets and wooden crates etc at the Mandi yards.

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For procurement purposes, year wise details of no. of Mandis / Purchase centers are given below: Year 2001-2002 2002-2003 2003-2004 2004-2005 2005-2006 2006-2007 2007-2008 2008-2009 Purchase Centres (Wheat) 1616 1659 1531 1549 1579 1604 1602 1624 Purchase Centres (Paddy) 1672 1468 1470 1463 1492 1523 1545

A.2.2 Public Distribution System (PDS)
The Public Distribution System (PDS) is a major food-subsidy programme explicitly targeted towards the poor in the country. It has evolved as a major instrument of the government’s poverty eradication programme and is intended to serve as a safety net for the poor. PDS ensures the availability of essential commodities like rice, wheat, edible oil and kerosene to consumers through a network of outlets called as Fair Price Shops (FPS). Taking cognizance of the deficiencies of the PDS in reaching out to the targeted population in rural areas, in June 1997 the Targeted PDS (TPDS) was introduced with a two-tier subsidized pricing structure for APL and BPL families. In order to make TPDS more focused, the Antyodaya Anna Yojana (AAY) was introduced in December 2000 to target the poorest families out of BPL families. Allocation of Fair Price Shops As per the present Govt. policy, 350 ration cards or 1750 units are required for opening FPS in the urban areas and 300 ration cards or 1500 units in the Rural areas. If the number of ration cards exceeds 700 in urban areas a second ration depot can be opened in that area. In Urban Areas, Depot is allotted to persons who run a Kiryana Shops. FPS can be opened in industrial areas where there are more than 300 laborers. Government has delegated all the powers for sanctioning the depot to the concerned Deputy Directors (Field). There is monthly norm for inspection of FPS for field functionaries. FPS owners are given licence valid for 5 years. In case of demise of the original licensee or in case of 100% disability, the licence is transferred to his nominated heir. S.No. 1. Category Scheduled Castes Reservation % 13%

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2. 3. 4. 5. 6. 7. Backward Classes Ex-Servicemen Freedom Fighters Handicapped Persons Voluntary Organizations of women Riot victims/Terrorist affected families Total 5% 7% 5% 3% 2% 10% 45%

Municipal Councilors in urban areas and village Panchayats in Rural areas are involved in the distribution of essential commodities. Supervisory committees at District/ Sub-Division/ Block level are constituted to monitor PDS. Controls and distributes sugar, wheat, rice and kerosene oil through Fair Price Shops. a) Levy sugar to BPL as per guidelines of GoI: - Levy sugar is distributed at the scale of 500g/ unit/ month amongst BPL card holders @ Rs. 13.50 per Kg. It is distributed to all districts keeping in view their units. Following has been the allocations made by Govt. of India: Year 2003-04 2004-05 2005-06 Levy Sugar (in Mts.) 16,620.0 16,620.7 10885.2

b) Wheat & Rice to BPL, AAY, APL as per guidelines of GoI under Targeted PDS: - As per Govt. of India 4,30,000 families were identified under TPDS (BPL, AAY & APL families) for distribution of foods grains as per following details:SN 1. 2. 3. Catg BPL AAY APL Commodity Wheat & Rice Wheat & Rice Wheat & Rice Qty 35Kg/ family/ month 35Kg/ family/ month 35Kg/ family/ month Rate per Qtl. Wheat Rs.454.26 Rice Rs. 611.74 Wheat Rs.200 Rice Rs. 300 Wheat Rs.659 Rice Rs. 889.98

Under the above schemes, the work of lifting of food grains from FCI and further distribution to the depots/ FPS is being made by the State Agency PUNSUP. c) Kerosene Oil: - Kerosene is allocated by the Govt. of India on monthly basis for distribution to ration cardholders for the purpose of cooking and illumination. Kerosene is distributed in the ratio 60:40 in urban and rural areas respectively depending upon the availability of kerosene and ration cards in each area. Total monthly quota of the State is 28915 Kilo Litres. Hospitals,

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Schools, Colleges, CRPF, BSF/Police units and religious places are allowed kerosene at PDS rates out of the monthly quota of the State. d) Special Atta-Dal Scheme to provide basic necessities to the economically weaker section of the society (w.e.f. 15.8.2007). Atta-Dal Scheme State Government through survey identified about 12,86,655 families having annual income of Rs. 30,000/- or less. These families have been issued special blue ration cards under the Atta-Dal scheme for providing Wheat and Dal at subsidized rates as per following: S.No 1. Commodity Scale & Rate of distribution Dals (Dal Channa, Moong o 1 Kg per member whole & Urad whole) o Maximum 4Kg per family o @ Rs. 20/- per Kg Wheat o 7 Kg per member o Maximum 35 Kg per family o @ Rs. 4/- per Kg

2.

A.2.3 Ration Card System
Functions under the Ration Card System include the following: a) Issuance/ Renewal/ Duplicate/ Cancellation/ Addition of member/ Deletion of member for Ration Cards. i. ii. Application in D1 form. In rural areas application form is to be attested by Nambardar or Punch or Sarpanch iii. In urban areas the application is to be attested by M.C. / MLA or any Gazetted officer. iv. Surrender or Deletion Certificate must be attached with the application form. In the absence of Surrender / Deletion the Stamp paper of worth Rs. 3/- that the application do not have any Ration card in the state of Punjab or any where in India, and that is to be attested by the executive Magistrate. v. Two Passport size photographs of applicant and his/her family members are to be attached along with the application form.

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vi. Ration Card is to be issued for five years i.e. the periodicity of the renewal is five years. vii. In case Ration card is lost or damaged a duplicate ration card is to be procured after depositing a fee of Rs. 5/- in the Govt. Head. viii. In case of addition of member in ration card, birth certificate or surrender or deletion certificate is required along with the application form. ix. In case, the death of a family member card holder is to require to produce a copy of certificate, along with the revised application form for the deletion of the name of the said deceased family member. b) Survey, identify & maintain records pertaining to BPL/ APL/ AAL families for special schemes introduced by GoI and State from time-to-time. Details of FPS/ No. of Ration Cards in the State (As on 31.3.2006). SN District Ration Depots Rural Urban Run by Cooperative Societies Rural Urban 1353 750 144 0 338 127 57 0 151 70 42 2 239 85 22 2 695 210 58 8 1083 269 95 8 288 131 132 5 399 571 159 10 209 139 45 2 488 1022 184 10 300 119 70 3 244 65 39 2 396 128 27 1 117 39 83 2 663 320 85 7 328 133 38 1 749 274 89 5 8040 4452 1369 68 Total Total Total # of Ration units Cards 698169 246392 111261 137958 369663 436603 304149 472171 183070 772332 216735 143330 230429 137317 404874 236276 482981 5583710 3681419 1239124 551350 569582 1838833 2387640 1612894 2297208 879707 3577605 1006310 731134 1085351 592473 2033299 1209185 2203608 27496752

1. Amritsar 2. Bhatinda 3. Fatehgarh S. 4. Faridkot 5. Ferozepur 6. Gurdaspur 7. Hoshiarpur 8. Jalandhar 9. Kapurthala 10. Ludhiana 11. Moga 12. Mansa 13. Mukatsar 14. Nawanshehar 15. Patiala 16. Ropar 17. Sangrur Total

2247 522 265 348 971 1455 556 1139 395 1704 492 350 552 241 1075 500 1117 13929

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Request for Proposal for Selecting Project Consultant A.2.4 Licensing Authority
a) The state issues licence to the parallel marketers of Kerosene and obtain monthly returns regarding purchase and sale of kerosene. b) Brick kilns are installed after getting license from the Deptt. under the Punjab Control of Bricks Supplies (Price and Distribution) Control Order, 1998.

A.2.5 Consumer Courts
Based on the Consumer Protection Act 1986, Consumer Protection (Punjab) Rules, 1987 were notified in 1987. a) Established the Punjab State Consumer Disputes Redressal Commission and 17 District Consumer Disputes Redressal Forums. b) Established the Punjab State Consumer Protection Council c) 68 Voluntary Consumer Protection Organizations are currently working for the welfare of the consumers. These associations are given financial assistance by the Govt. of India for showing better performance in the consumer protection activities out of the “Consumer Welfare Fund”. d) To encourage the consumers for their outstanding work in the field of consumer protection, a scheme of National Award for giving prizes was commenced in June, 1994 by the Govt. of India. e) Educating consumer about their rights and Redressal of Grievances on account of defective delivery of goods and services.

A.2.6 Some other functions of the Department
a) Legal Metrology: - Ensuring distribution of essential commodities and other items at right rate and right measure & volume under the Edible Oil packaging order. b) Regulatory Measure: - Under various control orders ensuring availability of LPG, HSD, MS, Kerosene oil, coal at reasonable prices and in right measure and volume.

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c) Price Monitoring Cell: - Monitoring of prices to ensure availability of essential commodities at reasonable prices. d) Monthly checking norms of wholesale licenses and retailers of Kerosene oil have been fixed and regular reports are obtained from District Officers. e) The officers of the Food Supply Department have been allowed powers of entry, search and seizure under the Central High Speed Diesel and Motor Spirit (Prevention of Malpractice's in Supply and Distribution) order 1990. In order to ensure that the dealers do not indulge in adulteration of petrol/ diesel with kerosene oil, monthly checking of petrol pumps have been fixed for the offices of the Deptt. f) The LPG agencies in the State are governed under the Central LPG (Regulation of Supply and Distribution) Order 2000, in which powers for entry, search and seizure have been granted to the officers of the Deptt. There are 348 LPG agencies in the State. Whenever any complaint is received against any agency, checking is conducted and action is recommended to the concerned Oil Company, if any irregularity is found during checking.

A.2.7 Legal Metrology Department
The main objective of the Legal Metrology Organization, Punjab is to ensure that goods bought and sold between any, two parties are correct in weight and measure. Thus the Organization’s main function is to safeguard consumer interests and bring about standardization in trade as per the international system of units as recognized by the International Organization of Legal Metrology (OMIL). The OIML is responsible for the preparation of international rules of weights and measures called Legal Metrology. India is also a member of the General Conference of Weights and Measures (CGPM). The Organization is governed by the Standards of Weights and Measures Act, 1976 which seeks to give effect to the recommendation of the aforesaid international organization. This act has further been emended in 1986. The Organization is also responsible for consumer protection in respect of package commodities by providing indications on the package of net quantity by weight and measure or number, the identity of the commodity contained therein,

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name of the manufacturer and the price of the package. Further indications of date of manufacture and date of expiry are also made for appropriate products. A further provision for consumer protection is approval of models of weighing and measuring instruments and weights and measures. Thus the main functions of the Organization are:(a) Establishment of the standards of weights and measures, based on the SI Units, as adopted by the CGPM and recognized by the OIML. (b) Establishment of the standards of numeration, based on the international Form of Indian numerals; (c) Regulation of inter state trade and commerce in weights and measured and Commodities sold, distributed or supplies by weights or measures; (d) Regulation of inter state trade and commerce in commodities sold supplies or distributed in packaged form. (e) Control and regulation of export and import of weights and measured and Commodities in packaged form; (f) Approval (before manufacture) of model of weighing and measuring Instruments intended to be manufactured after the commencement of the proposed legislation; (g) Establishment of an Indian Institute of Legal Metrology for imparting training in legal metrology to inspectors and other persons. (h) Survey and collection of statistics for facilitating planning and

enforcement of the proposed legislation. (i) Punishment for offences against the proposed legislation.

Structure The Weights and Measures department is on the concurrent list of constitution of India. The Department of Legal Metrology is headed by the Director, Legal Metrology, whose office is located at the Krishi Bhawan, New Delhi. The Organization of Legal Metrology has been shifted from Industries and Commerce to Food, Civil Supplies and Consumer Affairs, Punjab in Jan, 2005. The Organization is headed by the Controller at the state level. There is one post of Deputy Controller at the Head Office which is vacant since 31.10.2000 and 3 posts of Assistant Controller at the divisional level are filled. Out of 44 sanctioned

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posts of Inspectors, 23 posts are filled and out of 44 posts are manual assistants 13 posts are filled. Trade The Organization deals with approximately 2,36,553 trade units and license holder in the state 588

A.3

Project Stakeholders

The project seeks to fulfill the needs of its different stakeholders. The following table summarizes the perceived benefits to the various stakeholders: Stakeholder Department of Food, Supplies and Consumer Affairs Perceived Benefits Streamlined administration; availability of realtime information and reports; MIS to aid decision making; quality database for better analysis and improved inputs to policy decisions Improved feedback in real-time leading to enhanced efficiency Enhanced tracking of commodities during Procurement, transportation and storage, improved stock management leading to more efficient allocation of commodities, IT-based database of beneficiaries & FPSs; realtime updation of databases; MIS to send and receive electronic reports; enhanced efficiency in licensing & regulation Time-bound, hassle-free, easily accessible services

Ministry of Consumer Affairs, Food and Public Distribution, Government of India State Civil Supply Agencies

District and Block level offices

Citizen and consumers

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