Key Tender Details

Scope of Work

The scope of work includes end-to-end procurement and implementation of the Wages Calculation Software for the estates of The Plantation Corporation of Kerala Ltd. The selected bidder will be responsible for:

1. Design, development and/or customization of the software
2. Supply and implementation of the system
3. Data migration, wherever required
4. Pilot run and full rollout
5. Training of estate and Head Office users
6. Testing, commissioning and Go-Live support
7. Post-implementation support and maintenance
8. Statutory updates during warranty and AMC period
9. Annual Maintenance Contract for three years after warranty

The bidder will be responsible for the correctness of all wage calculations and final system outputs.

Major Functional Requirements

The software should support estate-specific wage calculation processes, including:

1. Tree and Division Management

The system should maintain division-wise master data such as field, class, year of planting, clone, area, tapping trees, non-tapping trees, effective area, production target, revised target and tapping system.

2. Latex and Scrap Weighment

The system should integrate with electronic weighment systems for capturing latex and scrap weight at collection stations, with data transfer through USB or internet and proper validation controls.

3. Regular Tapping Operations

The software should allow daily recording of tapper-wise attendance, latex, scrap, field number, Field DRC and Factory DRC. It should automatically calculate daily wages and over-kilo wages.

4. Slaughter Tapping

The system should record slaughter tapping details before replanting and calculate wages based on predefined rates as per company norms.

5. Field Operations

The system should support daily entry of field works such as manuring, weeding and factory-related works, along with automatic calculation of field wages and differential wages.

6. Earnings and Recoveries

The software should manage monthly earnings, special allowances, other earnings, worker-wise recoveries, advances, welfare fund, electricity charges and statutory recoveries such as EPF and ESI.

7. Holiday and Leave Management

The system should support marking of Sundays, national holidays, festival holidays and calculation of holiday wages and annual leave with wages as per the Plantation Labour Act.

8. Audit and Wage Processing

A two-tier audit mechanism should be provided before wage finalization. The system should include audit lock features to prevent modification of audited data.

9. Arrear Calculation

The software should automatically calculate arrears arising from wage revision, with configurable arrear periods and revised rates.

10. Reports

The system should generate wage slips, wage registers, payroll summaries, statutory reports, production reports, costing reports, arrear statements and audit reports.

Technical Requirements

The proposed system may be web-based or client-server based. It should include:

1. Secure login
2. Role-based access control
3. Audit trail
4. Data backup
5. Scalability
6. Compliance with IT security standards
7. Data confidentiality and ownership protection
8. Support for statutory updates

Pre-Qualification / Eligibility Criteria

The bidder should have a minimum of three years of experience in the design, development and implementation of wage management software.

The experience should preferably include software involving:

1. Daily wage calculations
2. Task-based payments
3. Production-linked incentives
4. Statutory deductions
5. Complex wage structures
6. Labour-intensive sector wage systems

Preference will be given to bidders who have successfully implemented similar solutions in Government, PSU, Plantation, Agricultural or other labour-intensive sectors.

Financial Criteria

The attached documents do not specify minimum average annual turnover or net worth requirements. However, bidders are required to submit the financial bid through the BOQ format.

AMC charges must be quoted separately in the financial bid for three years after completion of the warranty period.

Tender Fee and EMD

The tender document can be downloaded from the Kerala Government e-Tender portal by paying a non-refundable tender fee of ₹1,770 inclusive of GST.

Bidders must submit an Earnest Money Deposit of ₹10,000 through online payment as permitted in the e-Tender portal.

Performance Security

The successful bidder must furnish performance security equal to 5% of the total contract value within 15 days from the date of issue of the Work Order or Letter of Award.

The performance security must be submitted in the form of a Bank Guarantee in favour of the Corporation and remain valid for 60 days beyond the warranty period.

Warranty, AMC and Support

The software will be covered under a comprehensive warranty for 12 months from successful commissioning or Go-Live.

After expiry of warranty, the vendor must provide AMC for a minimum period of three years. AMC should include:

1. Technical support
2. Statutory updates
3. Bug fixing
4. Minor enhancements
5. Support for wage revision, EPF, ESI and labour law updates

Payment Terms

Payments will be released in stages as per Corporation norms and linked to successful completion of:

1. Installation
2. Pilot run
3. Go-Live
4. Post-implementation stabilization

Liquidated Damages

In case of delay in implementation or failure to meet timelines for statutory updates, liquidated damages or penalty will be recovered at the rate of 0.5% of the total cost for every seven days of extension, up to a maximum period of one month. For delays of less than seven days, proportionate penalty will be recovered.

Submission Guidelines

The tender must be submitted through the Kerala Government e-Tender portal under a two-bid system.

1. Technical bids will be evaluated first.
2. Financial bids of technically qualified bidders will be opened.
3. Bidders should not modify or replace the BOQ template.
4. The filled BOQ must be uploaded as part of the financial bid.
5. Tender fee and EMD must be paid online through the e-Tender portal.

Document Checklist for Bidders

Bidders should prepare and submit the following documents, wherever applicable:

1. Company / firm registration certificate
2. PAN and GST registration details
3. Tender fee payment proof
4. EMD payment proof
5. Technical bid documents
6. Financial bid / filled BOQ
7. Experience certificate showing minimum three years of relevant software implementation experience
8. Details of similar wage management / payroll software projects
9. Proof of experience in Government, PSU, Plantation, Agricultural or labour-intensive sectors, if available
10. Technical proposal and implementation methodology
11. Software architecture / deployment approach
12. Data security, backup and access-control plan
13. Training and support plan
14. Warranty and AMC undertaking
15. Source code escrow undertaking
16. Data confidentiality undertaking
17. Statutory compliance and update support declaration
18. Any other document required by the e-Tender portal.