Development of Web-enabled ERP Software (Sugar Sale)

Transcription

1 Development of Web-enabled ERP Software (Sugar Sale)

2 INDEX S.No. Particulars Page Nos. 1 Introduction 1 2 Application Background 1 3 Application Objective 1 4 Invitation of Quotations: Commercial Bids 5 Scope of Web-enabled Sugar Sale ERP Software Terms and Conditions 4 7 Payment Terms 5 8 Preferential Criteria for Bidder 5 9 Invitation for Bids 5 10 Submission of Bids 5 11 Evaluation of Bid 5 12 Earnest Money 6 13 Technical Bid 6 14 Financial Bid 6 15 Format of Financial Bid 7

3 Introduction: Haryana Sugarfed was setup with the following objectives: To assist in the promotion & organization of Sugar Mills, facilitate and coordinate the working of Cooperative Sugar Mills in the State of Haryana. Provide Technical Know How and other aspects in the selection Purchase installation and maintenance of plant & machinery and other equipment including expansion proposal, cogeneration and down-stream Industrialization. Assist sugar mills in securing the Financial Assistance from the State Government or Central Government or from other Financial Institutions. Negotiate on behalf of the sugar mills for sale of sugar, other products and bye-products with a view to ensure remunerative prices. To Guide, Assist, Advise and Supervise the working of the member sugar mills. 2. Application Background The purpose of developing Web-enabled Sugar Sale ERP Software is to put useful information regarding Sugar Sale Reporting System/ Agents Information of Cooperative Sugar Mills in Haryana State on the website, which would be easily accessible to all the Cooperative Sugar Mills and Sugarfed. 3. Application Objective a) Sugarfed requires to monitor the Sugar Sale of Cooperative Sugar Mills daily depending upon Quota System. b) Sugar Mills provide their Sugar Sale information daily through / Fax and Sugarfed compiles the information and sends the compiled report to the Sugar Mills. c) Hence there is a high dependency on obtaining daily reports from 10 Cooperative sugar mills in Haryana. d) Sugarfed needs to prepare various daily comparative reports from the data received from all the Cooperative sugar mills & suggests/takes corrective actions wherever required. With a view to streamline the coordination of various Mills & the Department, there is a critical need to develop a web-enabled Sugar Sale ERP Software compatible with the existing Website of Haryana Sugar Federation.

4 -2-4. Invitation of Quotations: Commercial Bids a) To accomplish the project professionally it is important to outsource the operations & maintenance of these applications on yearly contractual basis. b) The Department looks for a proven Web Developer & IT solution provider who can provide services with appropriate customization. c) Sugarfed invites sealed Commercial offers for Development, Customization and Implementation of Web-enabled Sugar Sale ERP Software catering to the requirements of the Sugarfed and Cooperative Sugar mills along with contractual yearly operation & maintenance of the ERP Software. 5. Scope of Web-enabled Sugar Sale ERP Software To computerize the reporting system of Sugar Mills, this web-enabled software compatible with existing website of Sugarfed will have mainly three types of Login access as listed below:- 1) Super Admin(Sugarfed) 2) Admin(Head of Sugar Mill) 3) Users of Sugar Mills(Sugar Mills) A) Super Admin 1) Super Admin will have access to complete information on portal. 2) Sugar Mill-wise Reports a) List of Sugar Sale Agents b) Agent-wise lifting pattern/dates report c) Maintenance of Agent-wise Accounts d) Sugar Sale Reports e) Sewa Kendras Inventory f) Levy Quota (Eligible Employees) g) Allotted Quota h) Variance in weight of all the sugar lorries with respect to theoretical weight of sugar in it. i) Variance of sugar dispatch beyond specified period j) Daily/Weekly/Monthly Sugar Sale Reports k) Record of Sugar Godowns l) Modification of any report or report required to improve the system B) Admin of Sugar Mills 1) Reports a) List of Sugar Sale Agents b) Agent-wise lifting pattern/dates report c) Maintenance of Agent-wise Accounts d) Sugar Sale Reports e) Sewa Kendras Inventory f) Levy Quota (Eligible Employees)

5 -3- g) Allotted Quota h) Variance in weight of all the sugar lorries with respect to theoretical weight of sugar in it. i) Variance of sugar dispatch beyond specified period j) Record of Sugar Godowns k) Daily/Weekly/Monthly Sugar Sale Reports l) Weighted Average of Sugar Sold 2) Manage Masters (Add/Modify) a) Sugar Sale Agents b) Eligible employees for Levy quota c) Manage Users (Create/update passwords) d) Lorries details 3) Assign Quota to Sugar Mills C) Users of Sugar Mills (To add data for various reports) a) Manage Sugar Sale Agents Accounts b) Add Sugar Sale on daily basis c) Manage Sugar dispatch of sugar to Sugar Sale Agents d) Manage Sugar Sale purchase orders of Agents e) Recording data of Levy Sugar to Govt. f) Manage Levy Sugar distribution to eligible employees of Sugar Mills g) Sale of Sugar to Sewa Kendras h) Record of payments received from Agents i) Record of payments received from Sewa Kendras j) Record of payment received from the Govt. k) Record of payments received from employees for Levy Sugar l) Record of issuance of sugar to employees of Sugar Mills m) Record of variance in weight n) Record of Sugar Sale Godowns D) Authorized Logins for all the districts: All the 10 Cooperative Sugar mills should get their unique authorized logins so that they can update the daily reports from their respective Sugar Mills. These reports can be viewed by the head office. E) Compatibility of the Software The Web-enabled Sugar Sale ERP Software to be developed for Sugarfed should be compatible completely with the existing Website haryanasugarfed.com of the Sugarfed.

6 -4-6. Terms and Conditions: The bidder has to make available the project manager for interaction with the Department at its Panchkula office from time to time. The bidder will have to provide 1 year of free maintenance of the Software and the Haryana Sugarfed Website after the Software has been tested and hosted. The bidder will have to make modifications/additions in the Sugar Sale ERP Software on Haryana Sugarfed website upto the extent of 20% free of cost as and when required during 1 year of maintenance. The bidder will train atleast two officials from Haryana Sugarfed free of cost for operating the Web-enabled Sugar Sale ERP Software. The website of Haryana Sugarfed has been hosted as haryanasugarfed.com. The bidder will be required to provide the details of the hosting space required for hosting of the Web-enabled Sugar Sale ERP Software. The successful bidder will have to sign an Agreement with Haryana Sugarfed after receipt of the confirmed order within 7 days of receipt of order. All the pages of the documents should be duly signed and stamped. The complete set of documents should be in properly indexed and pagenumbered. The right of acceptance / rejection of any offer shall remain reserved with the Sugarfed without assigning any reason. No bidder will be entitled for any compensation whatsoever for rejection of his EOI. Validity of bid for acceptance shall be up to 2 months. The cover containing Commercial bid (on prescribed format) should be put in single sealed envelope and Technical Bid containing company details, projects undertaken/completed and Earnest Money DD should be put in separate sealed envelope. The covers containing bids should also indicate clearly the name, address and telephone number of the company to enable the bid to be returned unopened in case it is declared Late bid. Sugarfed reserves the right to accept or reject any bid without assigning any reason, whatsoever. All disputes are subject to Panchkula jurisdiction. Every dispute, difference or questions which may at any time arise between the parties hereto or to any other person claiming under them touching or arising out in trespect of this agreement or the subject matter thereof, shall be referred to the Sole Arbitration of the RCS (Sugar Mills), whose decision shall be final and binding on the bidders. The said decision shall not be open to be challenged before any legal authority.

7 7. Payment Terms : -5- The payment for the Web-enabled Sugar Sale ERP Software will be made as per the following schedule:- i) 30% as advance on award of work against Bank Guarantee of the same amount valid for a period of six months. ii) 30% after submission and acceptance of draft design of the Software. iii) 30% after launch of the Web-enabled Sugar Sale ERP Software iv) 10% after three months of satisfactory working of the Software against Bank Guarantee of the same amount valid for a period of one year from the date of implementation of the Software. 8. Preferential Criteria for Bidder a) The Bidder should have successfully developed at least five websites and should have undertaken/completed atleast one Software Development / IT project. b) The bidder should have its office located near Panchkula, Chandigarh or Mohali. c) The Bidder should be able to provide manpower onsite, within the same day of request from the Department for technical support. 9. Invitation for Bids a) The bids would comprise of a Technical & Financial bid, based on which evaluation of the bid would be done. b) For timely completion of the website development project the bidder will mention the time required for developing the website. c) The bidder is supposed to achieve the project milestones in the specified time frame. 10. Submission of Bids Sealed offer must reach the Department s office located at Panchkula before Noon on Bids submitted late are liable to be rejected out rightly. The bids will be opened on the same day at PM in the office of Haryana Sugarfed, Panchkula. 11. Evaluation of Bid The bids received from the firms would be evaluated on the basis of their Eligibility and Technical competencies. Financial bids of only those bidders will be opened who are found eligible as per the eligibility criteria mentioned.

8 Earnest Money The bidders are required to deposit Rs.5,000/- (Rupees Five Thousand only) as Earnest Money in form of Demand Draft in favour of Haryana State Federation of Coop. Sugar Mills Ltd. Payable at Panchkula failing which the bids are liable to be rejected. 13. Technical Bid Copies of work allotted/undertaken/completed by the bidder in various web development / IT projects should be enclosed. 14. Financial Bid: Separate rates are to be quoted for development of Web-enabled Sugar Sale ERP Software and Annual Maintenance charges. Annual maintenance contract cost for the next 3 years is to be given for maintaining the Haryana Sugarfed website and Web-enabled Sugar Sale ERP Software which will come into effect after completion of the first year s free maintenance. All financial bids have to be as per the format given in Apendix-1

9 -7- APPENDIX-1 Format of Financial Bid (To be submitted on the letterhead of bidder) To, The Managing Director, SUGARFED, Haryana, Panchkula. Subject: Financial Bid for Development and Maintenance of Web-enabled Sugar Sale ERP Software Sir, With reference to Tender Document for Development, Maintenance and other related activities of SUGARFED website, we submit our commercial bid as under FORMAT FOR COMMERCIAL BID Sr.No. Description Amount(Rs.) 1. Development of Web-enabled Sugar Sale ERP Software fully compatible with Haryana Sugarfed website as per the Scope 2. Annual Maintenance Charges for 3 years(after expiry of one year free maintenance period) *Any other Applicable taxes or duties, if any should also be mentioned. Declaration I / We agree to keep this offer valid for two months from the Bid Due date (last date of submission of Bid) specified in the bid document. We shall also be agreeable to extend the validity of the bid, if so desired by SUGARFED. I / We agree and undertake to abide by all the terms and conditions of the bid document. In witness thereof, I/We submit this Bid under and in accordance with the terms of the bid document. Yours faithfully, Date : (Signature of the Authorised Signatory) Place : (Name and designation of the Authorised Signatory) Name of Bidder/Lead Firm