Budgetary Proposal for File Tracking Solution

Budgetary Proposal
For
“File Tracking System”

For
Office of Labour Commissioner, Kanpur (U.P.)

- Submitted by –

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Uttar Pradesh Development Systems Corporation Limited
(A UP Government Undertaking)

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 Budgetary Proposal for File Tracking Solution

Contents
1.0 INTRODUCTION................................................................................................................................................3

2.0 SOLUTION OBJECTIVE.......................................................................................................................... 3

3.0 FILE TRACKING SYSTEM- FEATURES................................................................................................ 3

4.0 HOSTING ENVIRONMENT..................................................................................................................... 4

4.1 CLOUD SERVER CONFIGURATION.....................................................................................................................5

6.0 IMPLEMENTATION METHODOLOGY AND TIMELINES:.................................................................5

7.0 COMMERCIALS (ESTIMATED)............................................................................................................. 6

7.1 APPLICATION DEPLOYMENT AND CUSTOMIZATION CHARGES..........................................................................6

7.2 AMC CHARGES AFTER 1 YEAR SUPPORT PERIOD............................................................................................6
7.3 ANNUAL HOSTING AND RUNNING CHARGES ON CLOUD....................................ERROR! BOOKMARK NOT DEFINED.
8. TERMS & CONDITIONS............................................................................................................................ 7

8.1 GENERAL TERMS & CONDITIONS.....................................................................................................................7

8.2 WARRANTY & POST WARRANTY TERMS.......................................................................................... 7

Warranty................................................................................................................................................................7

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 Budgetary Proposal for File Tracking Solution

1.0 Introduction
File Tracking System will be web based application to monitor the file movement and assist in their easy
tracking. It is an integrated package which has features right from diarizing of files, updating its status,
opening of new files, tracking the movement of the files, dispatch of files and finally records
management. File tracking system shall be managed by bar code mechanism.

File tracking system should be following features –

Quickly locate physical records: Bar code tracking, intuitive query and filter functions allow to in-
stantly locate files.

Manage requests automatically: User can request files directly from section. In that case if a file is cur-
rently in use or has been dispatched to another section system should generate a message.

Error-free data entry: Use the check-in/check-out features via both keyboard entry and bar code read-
ers for quick and error-free transfers.

2.0 Solution Objective

 provide a centralized web based interface to concerned users.
 Facility to access module in a consolidated, secured, user-friendly manner
 Fast & Easy information retrieval
 Reduce manual tedium of compilations and manual reporting

The proposed solution also caters the need of –

User Needs
Easy Accessibility of required information
Reduce Communication Gap
Transparency in Operations

Operational Needs
For efficient management of increased volume of work

MIS Needs
Monitoring Reports/Ad-hoc Reports
Decision Support Reports

3.0 File Tracking System- Features

 Application Software for file tracking System will be delivered to department.

 Integrated Database for Textual and Graphical Information
 Modular Design for Implementation
 Mix of Two tier & Three tier Application based on the requirements
 Application Security Layer to protect the Application Modules and Application Data
 Dynamic User/password control for Users
 Information modification Tracking/Audit trail
 Physical paper file tracking (bar code tracking)

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 Budgetary Proposal for File Tracking Solution

 Workflow (document routing and reporting)

 Pipeline report
 Tracking report
 Audit trail and file reconciliation
 File requesting
 Management reporting
 Easy to use
 Compatible with bar code readers
 Compatible with Microsoft Windows-driven printers

4.0 Hosting Environment

- The application shall be hosted on Cloud Server in SaaS Model.

- The database of the application shall be on SQL server.
- Routine backups of the Data shall be maintained.

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 Budgetary Proposal for File Tracking Solution

4.1 Cloud Server Configuration

Configuration of External Data Center (Cloud Environment)

Database Engine

Configuration : High Availability Server with 2 Core.

Operating System : Microsoft Windows Enterprise (Latest Edition)

Database Engine : Microsoft SQL Server Latest Edition

Memory : 8 GB or higher
Storage : Minimum 500 GB
Speed Unlimited
Bandwidth:
Download: upto 1 TB data per Month

Note : Above configuration is scalable as per user demand on Payment Basis

5.0 SMS Gateway Services

An SMS gateway is a telecommunications network facility for sending Short Message Service (SMS)
transmissions to or from a telecommunications network that supports SMS. Most messages are eventu -
ally routed into the mobile phone networks.

6.0 Implementation Methodology and Timelines:

The software development and implementation shall be complied with following stages:

Stage 1 – Application Customization 90 days from the

Customization of the application software for various requirements briefly date of confirm
explained before in this document will be completed in- work order
Stage 2 – Demonstration of Application and Training 10 days
The web based application will be demonstrated to concerned officials and
staff of Department. Training will be provided to the concerned staff at
HO, Lucknow.

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 Budgetary Proposal for File Tracking Solution

7.0 Commercials (Estimated)

7.1 Application Deployment and Customization Charges

S. No. Particulars/ Modules Estimated Cost (Rs.)
System Study, Development and Customization of the Application
A 3,00,000.00
Software for File Tracking System
B Implementation and Training Included
C SMS Gateway Services and Integration (With 1 Lac SMS for One Year) 30,000.00
Cloud Hosting Charges with one year support (Charges Annually)
D 1,50,000.00
Through MeitY Empanelled
E 1 Year Software Support Included
F Security Audit 55,000.00
G Total 5,35,000.00
H Updesco Margin @10% 53,500.00
I Sub Total 5,88,500.00
J CGST (@9.0%) 52,965.00
K SGST (@9.0%) 52,965.00
L Grand Total 6,94,430.00

7.2 AMC Charges after 1 Year Support Period

S. No. Particulars Annual Recurring
Cost (Rs.)
Annual Maintenance Charges for the Web-Portal. The scope under
AMC includes:
 Minor changes in the software.
1 75,000.00
 Operational support for 1 (one) year.
 Re-training and Re-installation.
 Management of the system.
Cloud Hosting Charges Through MeitY Empanelled with one-year support
(Charges Annually).
The scope includes the following :
 Provision of Cloud Infrastructure consisting of a Fully Redundant
3 1,50,000.00
Web Server and a SQL Database with 24x7 Availability.
 Regular Scheduled Backup of the Data and Application on Cloud as
well as on Local Servers.
 Maintenance of the Cloud Infrastructure.
4 SMS Gateway Services and Integration (With 1 Lac SMS for One Year) 30,000.00
5  Security Audit 55,000.00
6 Total 3,10,000.00
7 Updesco margin @10% 31,000.00
8 Sub Total 3,41,000.00
9 CGST (@9.0%) 30,690.00
10 SGST (@9.0%) 30,690.00
11 Total Annual Maintenance Cost of Web Application 4,02,380.00

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 Budgetary Proposal for File Tracking Solution

8. Terms & Conditions

8.1 General Terms & Conditions
 The scope of work mentioned above has been worked out on the basis of preliminary un-
derstanding. Department may suggest the additional scope of work and after final scope
of work Updesco shall publish an e-tender on Govt. e-tender web portal to find cost of
solution.
 We will require a nodal person from the department for providing necessary inputs
needed for the development.
 Training will be provided to personnel at department HO.
 Master File Data shall be provided by department to the Selected Service Provider. Any
amendment in the Master File Data shall be undertaken by department personnel.
 Time taken to complete the job will depend on the time in which the selected Service
Provider gets the information and co-operation from department.
 The charges quoted include One Year Warranty and operational support.
 A work order has to be issued in favour of UPDESCO, agreeing to all terms and condi-
tions.
 100% advance payment has to provide to Updesco against the services for each year. For
1st year it shall be as per Table 7.1 and 2nd year onwards it shall be as per table 7.2.

8.2 Warranty & Post Warranty Terms

Warranty
The functionality of the software shall conform to the functionalities as demonstrated at the time of
acceptance by the selected Service Provider. The period of the functionality of the application software
will be for 1 (one) year from the date of acceptance. After one year of warranty the support services
shall be provided on additional charges. The scope under warranty/ support services includes:
 Fixation of any bug.
 Minor changes in the software.
 Operational support for 1 (one) year.
 Re-training and Re-installation.
 Management of the system.
Warm Regards
For UP Development Systems Corp. Ltd.,

(Authorised Signatory)

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