Part C: Technical Specifications - Biotech Consortium India Limited

Part C: Technical Specifications
(Request for Proposal for developing and installation of DYNAMIC ONLINE MANAGEMENT SYSTEM
FOR NCS-TCP)
Background of NCS-TCP:
National Certification System for Tissue Culture Raised Plants (NCS-TCP) has been established by
the Department of Biotechnology (DBT), Govt. of India as per the Gazette of India Notification under
the Seeds Act 1966. The major objective of NCS-TCP is to facilitate production and distribution
quality planting materials. To achieve the above objectives, tissue culture companies are recognized
under system on the basis of infrastructure and implementation of quality management system.
Apart from recognition of tissue culture companies, test laboratories have also accredited under
system. After Recognition, tissue culture companies become eligible to get their tissue culture
raised plants tested and certified by these Accredited Test Laboratories (ATLs). Organization
structure of NCS-TCP is at figure 1. Two Referral Centers have also been identified for testing of
disputed samples, training etc. The comprehensive online portal will be developed by incorporating
various steps of application processing for recognition and renewal as well as testing & certification
of plants.
Biotech Consortium India Limited (BCIL) has been identified by DBT as the Management Cell for
National Certification System for Tissue Culture Raised Plants (NCS-TCP). NCS-TCP Management
Cell at BCIL is seeking service of a web developer to create a web portal that provides following:
 Processing of applications received from companies for Recognition and Renewal of
Recognition
 Testing and Certification of tissue culture raised plants by ATLs
 Referral Activities covering conformity testing in the event of dispute, distribution of
diagnostic kits, validation, technical audit and training
 Coordination of meeting and information management
 Database Management and instant report generation
 Management of fund utilization and disbursement
Objective of Dynamic Web Portal:
The broad objectives of web portal are to make various steps of application user-friendly,
interactive, minimize paper work, speedy processing, maintaining centralized information/records
and transparent operation. The portal will facilitate effective monitoring, maintaining of records for
applicants.
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Fig. 1:
Structure of NCS-TCP
Certification Agency for
Tissue Culture Raised Plants
(DBT)
Appellate Authority
(DBT)
Apex Committee
Project Monitoring & Evaluation Committee
(PMEC)
Monitoring
Coordination
&
Monitoring
Reporting / Approval
NCS-TCP Management Cell
(NMC)
Coordination
&
Monitoring
Recognition/
Renewal
Grievance redressal
Referral Centers (RCs)
Accredited Test Laboratories (ATLs)
Recognized Tissue
Culture Production
Facilities
Samples for testing
Supply of virus-free and genetically
uniform TC plants to growers
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Test reports and/or
quality certification
Broadly the proposed application will have four modules, which are proposed to be developed at
four stages.
Fig. 2: Schematic representation of overview of NCS-TCP online web portal application
Module-I
Testing
& Certification of
TC Plants
Module-II
Application
Processing of
TCPF for
Recognition and
Renewal
Module-I
Referral
Activities
(random testing,
conformity test,
training
NCS-TCP
Online Web Portal
Module-III
Co-ordination for
Meeting and
Information
Management
Module-III
Management of
Fund Utilization
and
Disbursement
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Module-IV
Database
Management and
Instant Report
Generation
Project Description
Project requirements:
1. Renovation of existing NCS-TCP website:
There is dedicated website for the NCS-TCP www.dbtncstcp.nic.in. Outlook and design of the
website is required to be made more professional and to accommodate “DYNAMIC ONLINE
MANAGEMENT SYSTEM FOR NCS-TCP”.
The web portal system is expected to consist of a main site with separate pages in static site. Site
should be W3C platform to incorporate the specified requirements:
2. Database for existing recognized companies and applicant: Database will cover the basic
information of recognized companies and application received so far. Key steps like site visit date,
names of expert of visit, recommendation will be included in the database in order to have history
of companies.
3. Details of Account Creation and Login:
It is envisaged that around 235 to 250 logins will be created for using “DYNAMIC ONLINE
MANAGEMENT SYSTEM FOR NCS-TCP”. These logins will have different rights as well as activity.
Theproposed four modules will be used by these logins.
Login
NMC
Number
login
2
of
Right
Activity
Admin
Access to all and can
modify
Programme Manager
Access to all not
allowed to modify
Access to all and not
able to modify
Access
to
application
from
TCPF for a specified
duration
Able to create more
login, assistance in
filling form
Reviewing
all
activity,
coordinating with
all components
Reviewing
all
activity
Reviewing
application,
providing comments
on
corrective
actions etc.
Filled
application
for
testing
and
certification
from
TCPF,
complete
process of testing,
printing test report,
generating master
report
Reviewing activity
of ATL, status of
diagnostic reagents
DBT
1
TCCA
Expert member
25
Accreditation Panel
Test
Laboratory
5
ATLs
Access
to
only
testing
and
certification services
Referral
Centres
2
RCs
Access
to
only
testing
and
certification services
of ATLs and referral
activities
4
Companies
200
Tissue
company
culture
Access
to
only
application
for
recognition/renewal
and
forms
for
testing
and
certification formats
Reviewing
application before
submission, status
of
application,
testing
and
certification forms
The above are tentative and there should be provision to accommodate more login.
4. Application Processing of TCPF for Recognition and subsequent Renewal (Module II)
A. PROCESSING OF APPLICATIONS OF TISSUE CULTURE COMPANIESFOR RECOGNITION/RENEWAL OF
RECOGNITION
i.
Providing login for TCPF applicant

A unique login ID and password will be created on filling of general eligibility criteria
such as name, address, valid email id, mobile no, production capacity and operational
status of tissue culture production facility
ii.
Application Submission

Login of TCPF will facilitate submitting applications for Recognition

Descriptive forms with all criteria will be converted in online application form

Forms will have provision to upload photo, reports, scan documents etc.

Comments/ guide for relevant parameters will be provided

Options to be created for Online fee payment

On successful deposition of fee and application form, a unique application ID/
registration number will be generated automatically.

An SMS and automatic email-acknowledgement will be generated after successful
submission of application

In case of any query related to application applicant will be directed to email to NCSTCP Management Cell (NMC)

If company gets recognized, the same login ID and password will be used by tissue
culture companies for renewal as well as testing/ certification

In case failed transaction automatic money refund to applicant account and applicant
need to redo transaction

Option to save/ modify details page wise while filling application only for prescribed
time period, after which applicant would be requested to re-login for filling application.

Applicant will be not allowed to modify application after successful submission.
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iii.
Evaluation of Application by NCS-TCP Management Cell (NMC)

On successful submission of application an email alert will be received by the
programme coordinator at NMC.

On evaluation of application form, NMC will designate a unique registration number to
TCPF.

A request will be forwarded to expert for undertaking site visit to TCPF

On receipt of acceptance from the expert, he/she will be able to access and assess the
application submitted by TCPF online within the specified period.
iv.
Login to Expert for access to the application for defined/limited period

All members of accreditation panel will be provided with unique login ID and password

Expert will access the application prior to site visit and place their comments after
assessment

In case of any query expert will intimate the same to BCIL prior to site visit online

BCIL will receive query from experts online
v.
Planning and coordination of site visit

TCPF will be requested to host site visit from the web mail of site. A SMS alert will also
be sent at the registered mobile number of the applicant.

Printed application will be used by expert committee for making comments during site
visit (Report will not be made online)
vi.
Post site visit development and data feeding

Specific comments of expert and recommendation of site visit will be entered in the
online portal in the section pertaining to respective application

The recommendation of experts will be assessed by the approval committee

Decision of approval committee (approved/ not approved/ approved subject to
compliance with corrective actions) will be informed to TCPF through email and SMS

Status of application will also be updated which can be viewed by the applicant.

In case of approved case, a certification number will be generated
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vii.
Update and tracking on status of application by applicants

TCPF would login with their ID and may track/monitor the status of their applications

NMC can login and monitor the status of all the companies’ application processing as
well as individual application status while DBT can also have access of information.
viii.
Alert for Renewal

An email and SMS alert will be sent to recognized TCPF, 3 months prior to expiry of
certificate of recognition and two automatic reminders at the interval of 15 days would
be sent if the application not received within prescribed timelines.

Remaining steps of the application processing for renewal will be similar to recognition
The process flow for the application processing is at Annexure-1
TESTING AND CERTIFICATION (MODULE-I)

ACTIVITIES UNDER TCPF LOGIN (Testing of samples for mother plant/ stock culture and
certification of tissue culture raised plants)

After Login Recognized TCPFs will have provision to send intimation form for testing of
stock culture/certification of TC plants

On successful submission of intimation form by TCPF, an email and SMS
acknowledgement will be sent to TCPF

An email alert to respective ATL for preparedness prior to testing

Email from ATL to companies regarding fees and preparedness of ATLs or need for site
visit for samples collection.

Online payment of fees for testing and certification in the centralized account
maintained by BCIL.

An acknowledgement through SMS and email on successful payment of fee and
generation of unique transaction code. This code will be filled in online application for
testing and certification

All the activities will be fed into the Master-sheet of ATL
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i.
Activities under ATL login
a. Online request from TCPF for testing and certification

Online request will be filled by TCPF using unique transaction code and print of the
same will be sent to ATL along with samples

An email alert will be sent to respective ATL regarding receipt of testing request
b. Test Report Generation

After testing ATL can generate print of the test report/ certificate of quality etc.

On issuance of certificate of quality automatically a copy of the same will be send to
NMC through webmail for label printing.

An email alert will be sent to NMC regarding request for printing of certification labels

Software application of label and barcode printing is already available with NMC. Thus
linking of this application needs to be done for the developed NCS-TCP web portal.
c. Database TCPFs wise and ATLs wise for Testing and Certification

Database will be maintained for number of mother plant/ stock culture samples sent by
TCPF to particular ATL for testing and its result

Date wise sorting of number of samples tested

ATL wise number of samples tested

Time taken for testing and report generation against date of receipt of samples (Date for
receipt of samples and dispatch of report will be recorded and prompted if timelines of
6 days are not met)

ATL will also have option to enter the number of samples tested for non recognized
tissue culture production facility

Number of visits organized by ATLs for collection of samples

Master report generation for a given period of time
The process flow for the testing and certification is at Annexure-2
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5. REFERRAL CENTRES ACTIVITIES (Module I)
i.
Login for RC

Login for RC for virus indexing and genetic fidelity testing

Number of samples tested by ATLs and number of samples found positive/ negative in
given period of time to be viewed by RC.
ii.
Random sampling and testing

Information for testing of 5% aliquot of the samples received from ATLs for certification

In case of any discrepancy (result difference from ATL) immediately intimate/alert to
NMC

iii.
NMC will intimate the respective ATL and TCPF, if required
Testing of Disputed Samples

In case of any dispute from TCPF regarding testing and certification, RC will test the
sample and intimate the result to ATL, TCPF and NMC

In case of any grievance received from end user against TCPF. RC will test the sample
and intimate the result to NMC and other aggrieved party.
iv.
Quantity and schedule of diagnostic reagents supplied to ATLs after validation

RC will exhibit the status of diagnostic reagent supplied to each ATL and available stock
of diagnostic kits.

v.
An email alert will be generated for RC on consumption of diagnostic kits by ATLs
Training

vi.
Data to be maintained for training to ATLs representatives and technical personal
Database management and master sheet generation

Number of total samples tested by each RC

ATL wise number of sample tested by RC

Number of random sample tested

Number of disputed sample tested

Number of training organized for each ATL, number of participants
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6. COORDINATION OF MEETING AND INFORMATION MANAGEMENT(Module III)
i.
Meetings

Online Login for AP, PMEC, ATLs and NMC

NMC will have responsibility of providing login for expert member of accreditation
panel/ PMEC member

Access to agenda and minutes of meeting to the concerned experts of PMEC

Option to upload agenda note

Option to upload minutes of meeting
ii.
Status of certified plants available with recognized TCPFs

Database of number of certified batches of TC plants available with individual TCPFs

Date wise/ state wise number of certified plants available with TCPFs

Certified plants by each ATL during particular time period
iii.
Data to be maintained on Promotion and outreach activity

Training for recognized TCPFs on SOPs

Awareness programme on NCS-TCP

Stake holder meetings
7. DATABASE MANAGEMENT AND INSTANT REPORT GENERATION BASED ON ROBUST SEARCH(Module
IV)
i.
Number of sample tested/ certified by each ATLs

Date wise data

TCPF wise data

Positive/ negative test result
ii.
Number of sample sent by TCPFs for testing and certification

Date wise data

ATL wise data

Positive/ negative test result
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iii.
Number of Certified Plants available with TCPFs

Date wise data

ATL wise data

Positive/ negative samples

Certification labels vs number of batch and batch size

TCPF vs certification label issued
iv.
Calendar of TCPFs and ATLs expiry

Month wise schedule for expiry of recognition for TCPF

Month wise ATL tenure completion schedule
v.
Availability of recognized TCPFs in each states/ city/ region

Number of login ID and password generated by TCPF (including name of those
applicants who attempted to apply but not filled forms)

State wise TCPF

Region wise TCPF

City wise TCPF

State wise ATL

Region wise ATL
vi.
Status of application for Recognition/ Renewal

Status of application for recognition

Status of application for renewal

Date of submission

Date of fee deposit and transaction ID
vii.
Status of fund issued to ATLs/ RCs

Status of fund available with NMC

Status of fund released to ATL

Status of fund released to RC
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viii.
Status of outreach date and state wise filtering

Number of training organized for TCPFs along with region

Number of awareness programme along with region

Number of stake holder meets along with region
ix.
Status of visit date and state wise filtering

Number of site visits organized to TCPFs by NMC

Number of site visits organized to ATLs by NMC

Exert wise site visit list organized to TCPF/ATL

Number of visits undertaken by ATLs to TCPF for sample collection
8. MANAGEMENT OF FUND UTILIZATION AND DISBURSEMENT(Module III)

Total fund received from DBT against RLs, ATLs and NMC project

Total fund utilized by NMC under various heads

Total release to each ATL

Total release to each RC

Date wise release for ATL/ RC

Date wise fund utilization by NMC

An email alert to be generated for NMC from ATL end after testing of each 400 samples
for next release

An email alert to be generated from each RL after an stipulated time for next release

Status of funds available with NMC. An email alert to be generated on consumption of
75% of fund from any of the heads. This will be used for the further release from DBT
9. ADDITIONAL FEATURE:

The website will also contain videos (interview) of expert pool already available with NCSTCP Management Cell or should have compatibility to link documentary films and training
module etc.

Option to use portal for inventory management of certification label, ribbon, maintenance of
printer(s), stationeries of NMC

All database in the site generated should be compatible for exporting to pdf and Microsoft
Excel format as well as printing.
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Annexure 1
Process of Recognition of Tissue Culture Production Facilities (TCPFs)
Receipt of
Application as
per the
requirements by
BCIL
First
Recognition of
TCPF


Renewal after
two years of
initial
Recognition of
TCPF
Screening of Application
Arranging visit of the AP to
TCPFs meeting mandatory
requirements
Site visit report put up to the
PMEC for approval
Communicate
Approval/
Corrective
Action(s)/
Rejection to TCPFs
TCPFs deposit Certification Fee
to BCIL
BCIL:
Issuance
of
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Certificate
of
Recognition to TCPFs
Annexure-2
Process Flow for testing of mother plant tissue/stock culture
Intimation form will be received from TC companies for Virus Indexing of Plant Tissue/ Stock
Culture(s) preferably at least two weeks before the sample(s) received. ATL will acknowledge
the intimation and inform the company regarding fee to be submitted for testing
Sample(s) will be received along with application covering detailed information of the samples
to be tested and requisite fee. Each sample will be assigned unique 20 digits sample
registration number by ATLs
The samples would be forwarded by in- charge ATL to technical person with a job card
The laboratory technician (Virology) after testing will prepare a test report and submit to
Scientist concerned to verify and sign the test report
In case of dispute, the concerned ATL will forward the second sub-sample to referral
laboratory
The ATL will maintain the whole record in master register for stock cultures
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Process Flow for testing and certification of tissue culture raised plants
Intimation form will be received from TC companies for testing and certification of tissue
culture raised plants preferably at least two weeks before the sample(s) received. ATL will
acknowledge this intimation and inform the company regarding fee to be submitted for testing.
Application for certification of tissue culture plants would be accepted only from the recognized
tissue culture facility and only in the case when the batch of tissue culture plants has been
produced from indexed stock cultures/mother plant.
Samples will be received along with application covering detailed information such as batch
number/batch size and requisite fee. Each batch of plants will be assigned unique 40 digits
batch registration number by ATL
The samples will be forwarded by the In-charge, Division of ATLs to the respective lab
technician/research assistant with a job card
The laboratory technician (Virology/Molecular Biology) after testing will prepare a test report
and submit to concerned scientist to verify and sign the test report
Director/ HoD of ATL will issue a “Certificate of Quality” based on test report (Virus indexing
and/or genetic fidelity) to the concerned TCPF
ATL will issue required number of certification labels to the company only if the samples are
free from known viruses and/or true to type along with “Certificate of Quality”
If the test report is positive for virus or not found true to type, the Director/ HoD of ATL will
issue a certificate of disapproval/Tissue Culture Plants Not Approved for Certification to
the concerned TCPF
In case of dispute, the concerned ATL will forward the sub-sample to referral laboratory
The ATL will maintain the whole record in master register for testing and certification of
tissue culture raised plant
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Abbreviation
AP
Accreditation Panel
ATL
Accredited Test Laboratory
BCIL
Biotech Consortium India Limited
DBT
Department of Biotechnology
NCS-TCP
National Certification System for Tissue Culture Raised Plants
NMC
NCS-TCP Management Cell
PMEC
Project Monitoring and Evaluation Committee
RC
Referral Centre
SMS
Short Messaging Service
SOPs
Standard Operating Procedures
TCCA
Tissue Culture Certification Agency
TCPF
Tissue Culture Production Facility
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