Professional Documents
Culture Documents
DEPARTMENT OF COOPERATION
VINDHYACHAL BHAVAN,
BHOPAL-462 004
GOVT. OF MADHYA PRADESH
Ph: 0755-2551130
Fax: 0755-2551134
Email: rcs_mp@yahoo.co.in
URL: http://www.cooperatives.mp.gov.in
October, 2014
EOI Notice
Interested Bidders who qualify as per the criteria mentioned in the document may submit
their response to the EOI latest by 11 November 2014 till 4 pm. The proposal must
accompany a non-refundable amount of Rs. 5,000/- (Rupees One Thousand only) towards
EOI Document Fees at the time of submission of the proposal. The fees should be in the
form of DD or Pay Order in favour of “Commissioner Cooperation & Registrar Cooperative
Societies, Bhopal, M. P.”
Table of Contents
Acronyms ................................................................................................................................................ 4
Essential Information .............................................................................................................................. 5
CHAPTER - 1 ............................................................................................................................................ 6
1.1 Information Provided .............................................................................................................. 6
1.2 Disclaimer................................................................................................................................ 6
1.3 Costs Borne by Respondents .................................................................................................. 6
1.4 No Legal Relationship.............................................................................................................. 6
1.5 Recipient Obligation to Inform Itself ...................................................................................... 6
CHAPTER – 2............................................................................................................................................ 7
2.1 Introduction of PACS ............................................................................................................... 7
2.2 Objectives of PACS .................................................................................................................. 8
2.3 Department Structure ............................................................................................................ 8
2.4 Desired system characteristics ............................................................................................. 10
3. Project Requirement ..................................................................................................................... 11
3.1 Scope of Work ....................................................................................................................... 11
4. Eligibility Criteria ........................................................................................................................... 13
5. General.......................................................................................................................................... 14
6. Submission of Proposal ................................................................................................................. 16
Annexure-1 Format of Application Form .............................................................................................. 17
Annexure -2 Bidder Profile.................................................................................................................... 18
Annexure -3 Experience ........................................................................................................................ 19
Annexure -4: List of PACS ...................................................................................................................... 20
Annexure -5: Checklist .......................................................................................................................... 21
IT Roadmap for PACS Computerization: ...................................................................................... 22
Acronyms
PS Principal Secretary
IT Information Technology
Essential Information
2 EOI Processing Fees Rs. 5,000/- (Rupees One Thousands) in the form of DD
or Pay order in favor of: “Commissioner Cooperation &
Registrar Cooperative Societies, Bhopal, M. P.”
Venue:
Conference room,
CHAPTER - 1
1.1 Information Provided
The Expression of Interest (EOI) document contains statements derived from
information that is believed to be true and reliable at the date obtained but does not
purport to provide all of the information that may be necessary or desirable to
enable an intending contracting party to determine whether or not to enter into a
contract or arrangement with Department of Cooperation (DoC) in relation to the
provision of services. Neither DoC nor any of its officers, employees, agents,
representative, contractors, or advisers gives any representation or warranty
(whether oral or written), express or implied as to the accuracy, updating or
completeness of any writings, information or statement given or made in this EOI
document.
1.2 Disclaimer
Subject to any law of the country, and to the maximum extent permitted by law, DoC
and its officers, employees, contractors, agents, and advisers disclaim all liability
from any loss or damage (whether foreseeable or not) suffered by any person acting
on or refraining from acting because of any information, including forecasts,
statements, estimates, or projections contained in this EOI document or conduct
ancillary to it whether or not the loss or damage arises in connection with any
negligence, omission, default, lack of care or misrepresentation on the part of DoC or
any of its officers, employees, contractors, agents, or advisers.
CHAPTER – 2
Department of Cooperation (DoC) invites Expression of Interest (EOI) from qualified and
experienced firms for Computerization of Primary Agriculture Credit Cooperative Societies
in Madhya Pradesh.
The objective of this EOI is to invite Expression of Interest (EOI) from reputed & potential
“Bidders” for carrying out smooth transition from manual record keeping to computerized
software, thereby reducing redundancies and duplicity and thus making the functioning and
monitoring of PACS more easy and accountable.
For better understanding of the Department objective and vision, the IT Roadmap for
PACS Computerization is given at the end of the document which will help the bidder to
propose the solution according to department requirement.
These Primary Agricultural Credit Cooperative Societies are owned by farmers, rural
artisans etc. and formed to promote thrift and mutual help among the members;
cater to their credit requirements and provide credit-linked services like input
supply, storage and marketing of agricultural produce etc. These are also formed for
catering to the need of disposing of various governments sponsored citizens' welfare
services such as procurement of Food Grains, Public Distribution System (PDS) etc.
and supply of agricultural inputs.
Government Banking
Dept. of Co-operation,
RCS, JR, AR and other Govt. APEX BANK, DCCBs
Offices
SOCIETIES
Ministry of Cooperation
Department of Cooperation
AR
PACS
Since PACS is the most important service delivery points of the 3-tier Short Term
Cooperative Credit Structure functioning in the rural area, Dept. of Cooperation has decided
to automate the entire functionalities of PACS as below:
3. Project Requirement
2. DoC is in planning to automate the entire PACS functionalities. The PACS software
proposed is able to carry out below mentioned functionalities:
Membership & Share functions
Agriculture short terms loan function & KCC function
Saving Counter
Financial Accounting Functions
Medium Term, Long Term & Other Loan Function
Physical business like Trading (Business of selling fertilizers, seeds pesticides etc.)
& Public distribution system (PDS) related functions
Common Facility Centre (CFC) related business in Rural Area for benefit of
farmer.
Audit & Inspection related various financial & other reports generation.
Reporting & MIS for NABARD and Cooperation Department
Other services related business such as PACS can act as insurance agent, sim card
agent in rural area.
Act as Business Correspondent unit to DCCB/other Banks
Business Development Plan: Annual/biannual PACS development plan can be
prepared.
Proposed software should be web enabled in which Centralized MIS can be
obtained.
Should work in both offline & online mode.
Bilingual support (Hindi & English)
Log generation and audit trail for every transaction/views
Data Integrity & Security i.e. validation check at each and every stage, Role based
permission given to users, maker and approver concept
Ensure uniformity in accounting system for every PACS
Creation of alerts and escalations on an automated timeline basis for specified
activities.
3. Bidder should propose the BoM (Bill of Material) & required minimum specification
of the hardware at PACS level according to their solution proposed in respond to EOI.
Bidder should proposed entire solution should be redundant and adequate provision
of power supply and backup should be mentioned in their solution.
4. For Connectivity at PACS, Bidder should propose cost effective solution (medium of
connectivity, network equipment etc.) in their response. Small LAN/WAN (in case of
multiple locations) should be created at PACS level. MPSWAN connectivity is already
established up to Block level. Bidder may propose connectivity to the PACS from
block level through MPSWAN in their proposal. Technical document on approach &
methodology to provide connectivity should be submitted along with response.
5. Data Digitization: Scope includes capturing the data of membership, Loans, deposit
and other related transaction data at each PACS. Digitization/Data Entry would be
done from at least last one year. Bidder has to submit the methodology for
digitization of old record in their proposal.
6. Bidder has to submit the manpower deployment plan for this project, approach &
methodology for imparting training.
7. Data Aggregation and Consolidation: All 4522 PACS has been federated in 38 DCCBs
as shown in Annexure 4. Proposal should include the detail plan for aggregation of
related data of PACS at DCCB head quarter at district level. Required software/tool
and hardware at DCCB level is to be proposed by the bidder in their data aggregation
plan.
8. The core banking solution is already implemented in Apex Bank and their branches &
all DCCBs and their branches. The related data of PACS aggregated at 38 DCCBs head
quarter will to be consolidated at State level Servers. The data consolidation may be
done at MP State Data Centre, MAP_IT in Bhopal. Proposal should also include the
detail plan to establish the full-fledged Data Warehouse for data consolidation at
State level servers. Required software/tool and hardware at State Data Centre is to
be proposed by the bidder in there data consolidated plan.
4. Eligibility Criteria
2. The bidder should be a profit making company with total turnover of Rs. 5 Crore or more
for the last 3 years and it should be from software development/deployment. As
documentary proof, Copies of audited accounts with balance sheet, profit & loss A/c,
Statutory auditor’s certificate should is to be submitted.
4. The bidder shall not have been black listed by any State Government, Central
Government or any other Public Sector undertaking or a Corporation as on the date
of publication of EOI. An undertaking to this effect should be submitted by the
bidder on its letter head.
5. General
1. This is not a Request for proposal (RFP) and commercial bids SHOULD NOT be
submitted with EOI.
2. DoC reserves the right to examine / verify the supportive documents / reports
furnished by the bidders.
3. DoC would constitute an evaluation committee that will evaluate the responses in
detail in order to determine whether they are substantially responsive to the
requirements set forth in the EOI. The decision taken by the committee in this regard
is final and binding on all the bidders of EOI.
4. DoC shall shortlist the vendors based on the requirements and the responses
submitted. DoC reserves the right to call only vendors for a technical presentation /
demo/meeting of their proposed solution on the date and time decided by DoC. The
decision taken by the committee in this regard would be final and binding on all the
bidders of EOI.
8. DoC may reject any or all the responses received / cancel the entire process at any
stage without assigning any reason whatsoever.
9. DoC shall have absolute discretion to issue Request of Proposal to eligible bidders
shortlisted under EOI or to go for open tender later as per the requirement of
Department. DoC reserve the right to modify the eligibility criteria and scope of
work in RFP.
10. DoC also reserve the right to modify the quantum/number of PACS/number of
phases and project duration in the RFP.
11. The applicants who wish to submit responses to this EOI should note that they
should abide by all the terms and conditions contained in the EOI. If the responses
contain any extraneous conditions put in by the respondents, such responses may be
disqualified and may not be considered for the empanelment / selection process.
12. The information exchanged between the bidders and DoC as part of this EOI shall be
confidential and shall not be disclosed without the prior written consent of the DoC.
13. Notwithstanding anything contained herein above, in case of any dispute, claim and
legal action arising out of this EOI, the parties shall be subject to the jurisdiction of
courts at Bhopal, Madhya Pradesh State, India only.
14. If the “Bidder(s)”, at any point of time, wishes not to participate in this EOI, the same
information may be communicated to the ‘DoC’ within one week of the receipt of
this EOI by the “Bidder(s)”.
6. Submission of Proposal
This EOI is advertised through select newspapers and is also posted on website
http://www.cooperatives.mp.gov.in , Department of Cooperatives, Government of Madhya
Pradesh to give wide publicity and invite a large number of eligible “Bidders” who have the
capability to deliver such services, for their participation in the process of Expression of
Interest. The information provided by the “Bidder(s)” will be used by the ‘DoC’ to select
potential “Bidder”. The format for submission of EOI application is enclosed as Annexure 1
to Annexure 3 and check list is provided on Annexure-5.
Bidders qualifying as per the criteria mentioned above and who are interested in providing
the services detailed above may submit their response to this EOI as per formats given in
annexure along with relevant documentary evidence latest by 11 November, 2014 till 4 PM.
Any response not containing information for all the parts of Annexure may be rejected.
The proposal must accompany a non-refundable amount of Rs. 5,000/- (Rupees One
Thousand only) towards EOI Document Fees at the time of submission of the proposal. The
fees should be in the form of DD or Pay Order in favor of “Commissioner Cooperation &
Registrar Cooperative Societies, Bhopal, M. P.”
The EOI response should be submitted in a sealed cover (with one CD containing soft copy
of Response) duly superscripted “Expression of Interest – Computerization of Primary
Agriculture Credit Cooperative Societies (PACS) in Madhya Pradesh” at the following
address:
To,
The RCS,
Office of the Registrar Cooperative Societies,
Vindhyachal Bhavan,
Bhopal- Madhya Pradesh
Dear Sir,
This has reference to the advertisement published in <give the name of the Newspaper,
Edition and the date> pertaining to the above captioned subject.
We are interested in submitting our Expression of Interest for the same. We are enclosing
demand draft No. <________> dated <________> drawn on <Name of Bank> for Rs.5,000/-
(Rupees One Thousand Only) drawn in favour of “Commissioner Cooperation & Registrar
Cooperative Societies, Bhopal, M. P.” as application fee for participating in this EOI.
We would like to clearly state that we qualify for this work as our organisation meets all the
pre-qualifying criteria indicated by you and our organisation is not under a declaration of
ineligibility for corrupt or fraudulent practices.
We understand that if the details given in support of claims made by us are found to be
untenable or unverifiable or both our EOI will be rejected without any reference to us. We
further clearly understand that DoC is not obliged to inform us of the reasons of rejection of
our bid.
Yours sincerely
Authorized Signatory
<<Name, designation, contact address, telephone number, email & seal of authorized
signatory >>
Note: Bidder has to submit the Authorization letter/Power of Attorney of the authorized
person to sign to the Application form and other documents submitted in response to EOI
on behalf of bidder.
Annexure -3 Experience
Submit following details separately for each of the implementation site (one duly filled
format for each client.).
3 Name
4 Designation
5 Mobile No:
6 Email
7 Contract date
Number of Societies/Cooperative Banks/other
8
banks/locations
Time taken for implementation of the solution from the
9
date of Purchase Order / signing of contract
Whether the scope for this engagement covered all the
10 modules indicated in Scope of this EOI. If not, list the
modules implemented.
3 Experience (Annexure 3)
Application Software
Computer hardware
Connectivity
Digitization
Manpower deployment plan
Training-
Handholding support
Operation & Maintenance
Data Aggregation and Consolidation plan
10 Any other document if required
1. Introduction
A people' movement to tallying a 100 years of development signifies the strength of Indian
democracy. Cooperatives have extended across the entire country and there are currently
an estimated 230 million members nationwide. The cooperative credit system has the
largest network in the world and cooperatives have advanced more credit in the Indian
agricultural sector than commercial banks.
Formally Cooperatives were introduced to India in 1904 when the Indian Cooperative
Societies Act was promulgated. Initially, these were just to provide credits to the farmers in
and gradually evolved themselves into working in other fields such as banking,
procurement, processing and marketing, business of Fertilizers, Seeds, Pesticides, PDS
distribution also. The meager funds of farmers were pooled in to run cooperative and to
solve their financial problems. After independence, role of cooperative societies grew to
take care of socio-economic development on one hand and eradication of poverty in rural
India on the other. Soon it became an integral part of five year plans. With this scenario, the
co-operative societies began playing a basic and strategically important role in
strengthening our economy.
The period from 1904 to 1911-12, was the period of experimentation in the History of
Cooperative movement in M.P. The first Co-operative credit society was organized at
“Piparia in Hoshangabad District”. During the year of 1905, 9 rural societies were organized
of which 6 were in Hoshangabad district and the rest in Betul district. Societies were allowed
to be organized in Betul, Hoshangabad, Akola and Balaghat districts in their own way and
with different characteristics. The Process of experiment continued and by the end of year
1909, 87 rural societies were formed in the State. By the end of year 1912, the period of
experimentation was over and it was felt that the time was ripe to undertake the expansion
of movement on broader perspective. There were 361 primary credit Societies in the year of
1920. By 1932, however, there were as many as 1135 societies spread over the state.
The first Central co-operative bank “Crosthwaite Central Co-operative Bank Ltd., Sihora” was
registered in India, on 22nd June, 1907. By 1911-12 as many as 20 Central banks were in
existence in the State. At the close of 1911-12, there were 20 Central banks, 5 had not
started functioning and 7 others had only negligible business. In 1916, 29 Central banks
were existing in the State. Before State of Madhya Pradesh was bifurcated in the year 2000,
total 45 Central banks were existing out of them 38 central banks are in M.P. and 7 central
banks are in Chhattisgarh. At present, the number of DCCBs in this state is same, i.e. 38.
The Co-operative movement which the new state of Madhya Pradesh inherited from the
covenanting states was predominantly a credit movement. The bulk of the societies were
the small sized Primary Agriculture credit Co-operatives though they existed under different
names in different parts of the state. PACS is known as Primary Agriculture Credit
Cooperative Society. The Primary Agricultural Credit Cooperative Societies (PACS) are
organized at the rural level, and are federated to the respective DCCBs. Presently; there are
4522 PACS at Rural level associated with farmers all over Madhya Pradesh. The PACS is the
bottom-tier of the 3-tier Short Term Cooperative Credit Structure functioning at the
grassroot (Rural) level.
These Primary Societies are owned by farmers, rural artisans etc. and formed to promote
thrift and mutual help among the members; cater to their credit requirements and provide
credit-linked services like input supply, storage and marketing of agricultural produce etc.
These are also formed for catering to the need of disposing of various governments
sponsored citizens' welfare services such as procurement of Food Grains, Wheat/paddy,
Public Distribution System (PDS) etc and supply of agricultural inputs.
PACS are a pivotal institution for providing rural credit for marginalized farmers. On an
average, every sixth village in India has a PACS and hence its presence in terms of reach
cannot be sidelined.
In Madhya Pradesh, there are 4522 PACS. In addition to disbursement of short term
agricultural loans, the PACS are involved in other business operations too. According to
the recommendations of the Task force on Short Term Cooperative Credit Structure (STCCS),
the government had infused funds into PACS in order to improve their financial
sustainability. However in return, there are multiple expectations from the PACS. Some of
them are enumerated here as follows.
2. Objective of PACS
5. Department Functions
Policy implementation
Society Registration and liquidation
Cooperative society information
Revenue Collection/tracking
Loan distribution/repayment tracking
Audit and Petitions
Budget Monitoring
Personal and administration
Reports: Bill
Guarantee
Decision support systems
Stock invest
EFT/Anywhere banking
5.4. PACS
1. Based on the norms laid down by NABARD, each PACS is eligible to borrow a
maximum of “n” times (Policy based) of its shares capital, contributed by the
members, from the District banks.
2. Sanction & recover the money from the farmers on specific due dates.
3. PACS does a wide range of businesses such as sales of Fertilizer, seed and pesticides,
running of Ration Shops (PDS), credit business with saving deposits and Pigmy
deposit, Micro credits and Thrifts, Super Market and other allied rural businesses.
7. Desired Solution
In order to address the various problems stated above, IT could be used as a facilitator in
achieving the following:
1. Ensure the application of standard business process and practices.
2. Increase efficiency and thus reduce inherent delays.
3. Facilitate in integrating wide range services.
4. Bring transparency and accountability
5. Support in establishing MIS for governance.
6. Monitor, determine and prevent leakage and imbalance in the system.
7. Ability to maintain the stock inventory at PACS level.
c) The PACS related data of its members in terms of share capital, loans, and deposits;
input purchases etc. to be digitized.
d) The PACS incumbents and core team members are provided with the necessary
training to operate and deliver the wide range of services.
8. Scope:
8.1. Execution
Functions:
1. Membership & Share Functions
a) Membership & Share Capital details (Deposit, Credit & Share information, KYC,
Photo)
b) Membership data- Name, Age, Family details etc.
c) Share allotment, share transfer and share management
d) Capturing Land detail
2. Agriculture Short Terms Loans Functions
a) Maintenance of Loan Ledger details
b) Capturing scale of finance
c) Generation of credit limit
d) CLA (Credit Limit Amount)
e) Capture of LSO (Leveraged Sell Out)
f) Drawl Process
g) Generation of NOC (No Objection Certificate) and Non-overdue cover
h) Demand Collection and Borrowing
i) Loan Disbursal Memo (LDM)
j) Maintenance of Insurance
k) Adjustment of remittance
l) Foreclosure of Loan
7. Common facility Centre (CFC) Business: Different activities for benefit of farmers
8. Business Correspondence module: For saving account of farmers in the DCCB, PACS
could act as business correspondence to DCCB.
9. Business Development Plan: For the development of PACS, annual/biannual
business development plan can be made.
10. Audit & Inspection module: Various financial & other reports can be generated for
these purpose.
11. Other Service related business: PACS can act as insurance agent, sim card agent etc.
12. Other Physical business like Trading & Public distribution system (PDS)
The trading activity is required for purchase and sale of farming related commodities like
fertilizer, pesticides, seed etc. The trading module should take care of all these functions
including inventory control, stock balance and alerts on stocks and expiry data alerts on
perishables etc. This trading module should provide for data analysis tools for stock
valuation, inventory control and monitoring. The main features of Trading Module are:
a) Raising of Purchase order
b) Automated generation of Sales Invoices
c) Generation of sales returns
d) Monitoring purchase returns
e) Generation of daily, weekly and periodic report of purchase and sales
f) Categorization of Goods
g) Generation of Sales and Purchase register
h) Generation of Stock Register
i) Generation of reports i.e. Stock register, sales Register, Purchase register,
Purchase order list, Daily sales Report, Sales Price List, Stock Report; Stock
Valuation Report; Stock transfer Report; Daily Purchase Report; Monthly Sales
Report
e) Stock Register.
f) Details of Purchases and Sales Inventory
g) Generate reports i.e. Card Holder Detail, Daily Sales Report, Purchase Register,
Sales Register, stock register, Stock report
13. Interface with Samagra Portal: linkage with Samagra portal for direct benefit transfer
14. Interface with DCCB Core Banking Software and department eCooperative portal.
15. Reporting & MIS
Report can be generated on demand & MIS is to be maintained for each module.
Consolidation of the PACS Data
Consolidate Data from the PACS at the DCCB
Connectivity to the DCCB HO server
Data Entry in the Application Software
8.1.3. Hardware
The scope of work with respect to the hardware is given below:-
1. Supply, installation, commissioning and maintenance of required hardware at
PACS level for at least 2 users.
2. Provide the separate servers with require software/tool at every DCCBs (38
DCCBs) to aggregate the respective PACS data at District level & at State level
for Data Consolidation.
8.3. Connectivity at Every PACS: For Connectivity at PACS, Bidder should propose
cost effective solution (medium of connectivity, network equipment etc.) in their
response. Small LAN/WAN (in case of multiple locations) should be created at PACS
level. MPSWAN connectivity is already established up to Block level. Bidder may
propose connectivity to the PACS from block level through MPSWAN in their
proposal. Technical document on approach & methodology to provide connectivity
should be submitted along with response
8.5. Manpower Deployment: Bidder has to submit the manpower deployment plan for
this project, approach & methodology for imparting training.
8.6. Maintenance
a) Maintenance of Application software for a period of 5 year from the date of Final
Acceptance Test. Maintenance of the supplied computer hardware for a period of 5
years
b) Change request given by the User during this period is also included in Maintenance
period. No extra cost to be charged for such charge request come through user
during the maintenance period.
The entire work defined in this section would be taken up in phased manner. The strategy
for implementing the solution is defined in the following phases:
End of Document