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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
JIWAJI UNIVERSITY, GWALIOR – 474 011 (MP)
Tender Document for
University Management System
Tender No. JU/Stores/14/ 247
Dated 01/11/2014
-------------------------------------------------------------------------------------------- The Registrar
Jiwaji University
Gwalior – 474 011 (MP)
Telephone & Fax: +91751-2442801 Fax No. +91751-2341768 (Office)
E-mail: [email protected]
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
1. CONTENTS:
# Particulars Page No.
Cover Page of the Document 1
1 Contents 2
2 Tender Notice for University Management System 3
3 General Terms and Conditions 4-8
4 Data Sheet and Instructions to Bidders 9-26
5 Appendix - I 27-42
6 Appendix - II 43-48
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
2. TENDER NOTICE:
JIWAJI UNIVERSITY, GWALIOR
Tender No./Stores./14/247 Dated : 01 November 2014
TENDER NOTICE FOR UNIVERSITY MANAGEMENT SYSTEM
The Jiwaji University, Gwalior (MP) intends to start a centralized web based
solution to computerize all the functionalities of the University. Jiwaji University invites
sealed tenders from eligible firms for University Management System. For details of
work, minimum eligibility criteria and other requirements, interested firms may visit the
“Tender Section” of Jiwaji University website www.jiwaji.edu and download /view the
“Tender Notice for University Management System”. The last date of submission of duly
filled ‘Tender Application Form’, to the Office of the Registrar, Jiwaji University,
Gwalior (MP), only through Speed Post / Registered Post, is November15, 2014. The
University reserves all rights to reject any or all applications without assigning any
reasons thereof.
Registrar
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
3. GENERAL TERMS AND CONDITIONS : (To be submitted in Envelope-B)
Bidders should read the following conditions carefully and comply strictly while
sending their tenders documents. If a bidder has any doubt regarding the terms and
conditions and specifications, mentioned in the tender notice or in case any clarification
is required, thebidder may seek it from Registrar, Jiwaji University, Gwalior before
submitting the tender. The decision of the Registrar, Jiwaji University, Gwalior (MP)
shall be final and binding on the bidder. The University reserves all rights to reject any or
all applications without assigning any reasons thereof.
1. The Jiwaji University, Gwalior, (MP) intends to develop a centralized web based
solution to computerize all the functionalities of the University. This Tender Notice
is issued for University Management System by the Registrar, Jiwaji University
Gwalior – 474 011 (MP).
2. The bids will be accepted in the Physical form or by Registered Post/Speed Post up
to November 15, 2014 (17:00 hrs) only to the Office of Registrar, Jiwaji University,
Gwalior – 474 011 (MP)
3. The tender document placed on website www.jiwaji.edu can be downloaded or
viewed. The bidder can also purchase the tender document in hard copy upto
November 15, 2014 (15:00 hrs) by making payment of non-refundable tender fee
of Rs.5,000/- (Rs Five Thousand only) in the form of demand draft towards the
cost of Tender Document in favour of Registrar, Jiwaji University Gwalior (MP).
In case the tender document is downloaded from the University website the non-
refundable tender fee of Rs. 5,000/- (Rs Five Thousand only) in the form of
demand draft towards the cost of Tender Document in favour of Registrar, Jiwaji
University, Gwalior (MP) must be submitted in a sealed Envelope A. Otherwise
the tender will not be accepted.
4. Earnest Money Deposit (EMD):
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
(i) Tender shall be accompanied by an EMD of Rs. 10,00,000/- (Rs. Ten Lakhs
only) as bid security in the form of demand draft in favour of Registrar, Jiwaji
University, Gwalior (MP). The EMD must also be submitted in the sealed
Envelope A. Otherwise the tenders will not be accepted.
(ii) Refund of EMD:- The earnest money of unsuccessful bidders will be refunded
soon after finalization of Tender.
Note:
The non-refundable Tender Fee (fee receipt or DD) and EMD (DD) must be
submitted together in a sealed Envelope-A Physically or by Registered Post/Speed
Post only while submitting tender documents in hard copy to the Office of the
Registrar, Jiwaji University, Gwalior (MP) upto November 15, 2014 (17:00 hrs).
5. The University will not be responsible for any type of postal delay. The tenders
received after the declared due date of submission of the tenders will be rejected.
6. The Jiwaji University, Gwalior (MP) (hereinafter 'the Client') now invites tenders
proposals from the eligible firms/company to provide the following sendees:
‘University
Management System’. Further details of the services required by the University
are mentioned in this tender document.
7. Submission of Tender Document:
The tender shall be submitted under TWO BID system in three different sealed
envelopes.
Envelope A:- DD for EMD and DD for the tender document fee, if downloaded
from the web site of the University (www.jiwaji.edu)
Envelope B:– Technical Bid and Terms and Conditions containing all certificates,
documents along with duly filled in check list, as set out in the tender document and
in the order as given in the check list and the sealed envelope should be superscribed
as ‘TECHNICAL BID FOR [University Management System] - DO NOT OPEN EXCEPT
IN THE PRESENCE OF THE EVALUATION COMMITTEE'.
Envelope C:– Financial Bid, containing the rates quoted by the tenderer on the
prescribed format and the sealed envelope should be superscribed as ‘FINANCIAL
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
BID FOR [University Management System] - DO NOT OPEN EXCEPT IN THE
PRESENCE OF THE EVALUATION COMMITTEE'.
NOTE:
All the above three envelopes should be inserted in a larger outer envelope and duly
wax-sealed before submitting the tender document. The outer envelope should be
addressed to the Registrar, Jiwaji University Gwalior – 474011 (M.P.) and
superscribed as ‘TENDER FOR UNIVERSITY MANAGEMENT SYSTEM’ and
should be submitted in the Physical form or by Registered post / Speed Post only on or
before November 15, 2014 (17:00 hrs) to the Office of the Registrar, Jiwaji University,
Gwalior – 474 011 (MP).
8. All information contained in this document should be treated as commercially
confidential.
9. A firm shall be selected under Quality and Cost Based Selection (QCBS) amongst
technically qualified bidders and a detailed procedure of selection is described in
this document under section ‘Evaluation criteria QCBS’. This procurement shall be
governed as per the University procurement guidelines.
10. This document includes the following items:
(a) Tender Notice
(b) General Terms and Conditions
(c) Data Sheet and Instructions to Bidders (see Annexure A)
(d) Scope of Work - Phase wise and Standard Forms (see Annexure B)
(e) Financial Proposal and Standard Forms (see Annexure C)
11. Please note that while all the information and data regarding this Tender Notice is,
to the best of the Client's knowledge, accurate within the considerations of scoping
the proposed contract, the Client holds no responsibility for the accuracy of this
information and it is the responsibility of the bidder to check the validity of data
included in this document.
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
12. The submitted proposals will be evaluated technically and the financial bids of the
technically qualified firms will be opened following the QCBS procedure. Please
refer to section of Instruction to Bidders on evaluation procedure as per QCBS.
13. The University is willing to implement this project in Three Phases (See the
Annexure A), only after the successful completion of Phase-l, the University will
allow to start the next phase work.
14. If in case bidder failed to deliver the Phase-I requirement as described in this bid,
the University reserves the right to null and void awarded Work order and can call
for revised tender.
15. The University reserves all rights to accept or reject any proposal, and to annul the
bidding process and reject all proposals at any time prior to signing the Contract by
both the parties i.e. the University and the selected bidder, without thereby incurring
any liability to bidders.
16. The bid will be rejected in case the bidder has submitted the conditional bid and/or
the specifications of the terms to be supplied are not complied with this tender
notice.
17. The submitted tender document should be filled with pen only. The tenders filled
with erasable pencil will be rejected.
18. The interested eligible bidders may fill, sign and seal on all pages of the document,
enclose specified tender fee and EMD along with all require documents and may
submit the tender to the address given below.
19. All attested documents must be submitted in Hindi or English Language. If the
documents are not in Hindi or English, they should be translated in Hindi or English
and must be submitted along with the copy of original document.
20. Tender will be liable for outright rejection if:
(i) Any rates are disclosed in Technical Bid.
(ii) Any discount/special offers are made in Technical Bid.
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
21. The rates in the financial bid shall be filled in figures as well as in words.
Overwriting of figures is not permitted. All erasures, cuttings and alterations made
while filling the offer document should be initialed by the Tenderer.
22. Address for submission of hard copy of the tender in physical form or by Registered
Post/Speed Post only is given below:
The Registrar
Jiwaji University
Gwalior – 474 011 (MP)
Telephone & Fax: +91751-2442801 Fax No. +91751-2341768 (Office)
E-mail: [email protected]
23. The website of Jiwaji University, Gwalior (MP) is www.jiwaji.edu
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
4. DATA SHEET AND INSTRUCTIONS TO BIDDERS :
4.1 Datasheet
1. Name of the Client: Jiwaji University, Gwalior – 474 011 (MP)
2. Title of Consulting Sendee is: University Management System
3. Method of selection: Quality and Cost Based Selection (QCBS)
4. Financial Bid to be submitted together with Technical Bid: YES
5. Client Representative:
Registrar
Jiwaji University
Gwalior – 474 011 (MP)
Telephone No: + 91751-2442801 Fax No: +917512341768
E-mail: [email protected]
6. Proposals must remain valid for 180 days alter the submission date indicated in this
Data Sheet.
7, The representative of bidder is required to include with its Proposal written
confirmation of authorization to sign on behalf of the Bidder: YES
8. Joint Ventures or Consortia are permissible: YES
Please note that the number of consortium partners cannot be more than three
(3).
9.
Bidders Eligibility Criteria:
The University Management System shall be based on an used and proven, fully
integrated Dut modular Commercially Off The Shelf - Enterprise Resource
Planning (COTS - ERP) Product, covering all the key modules required as
mentioned in the tender document. The minimum qualification criteria for the
Bidder, ERP Product for the University solution is given below:
In the event of a consortium, one of the partners shall be designated as a "lead
partner" who shall be responsible and liable for the successful completion of the
entire project. Please note that the consortium together will be jointly and severally
liable for all the deliverables.
Note: Technical and Financial Bids must be submitted physically.
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
CRITERIA Single/
Lead
Bidder
All Any one Document to be
submitted
Bidding Firm incorporated under
the Companies Act 1956. Or
registered under any State/ULB (of
India) Registration Act.
Ye
s
Copy of Certificate of
incorporation and
memorandum of
association.
In business for more than 8 years Yes Audited Financial
Statements
The Bidder should have a minimum
average annual turnover of INR 30
Crores (Rupees Thirty Crores) for
the preceding 3 financial years
ended with 31st March 2014 (i.e.
2011-12, 2012-13 and 2013-14).
Yes Audited Financial
Statements
The responding firm or any one of
the member in JV/ Consortium must
have a minimum l00 number of IT
Staff of technically qualified
personnel in the domain of systems
integration, as on 31st March 2014.
Yes Self-certification
Bidder (Any one of the member of
the JV/consortium) must at least
have a valid CM Mi L- 2, ISO
9001:2008 and ISO 27001:2005
Quality Certifications Copies of all
valid certifications and assessments
to be submitted.
Yes Copy of the Valid
certificate
Bidder or any one of the consortium
Partner must have implemented at
least Five ICT contracts/orders
(software and system integration
projects) of which at least Three
should be for governmental
organization-central/state govt/PSU
organizations.
Yes Copy of Purchase
Order /Contract/work
order having detailed
scope of work along
with completion
certificate from the
client.
Bidder or Any one of the JV/
Consortium partner must have
implemented at least Five ERP
solution for any one of the
government (State/ Central)
educational / Training institute.
Out of which Three should be
implemented in government sector.
Yes Copy of Purchase
Order /Contract/work
order having detailed
scope of work along
with completion
certificate from the
client.
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
Should not be under a Declaration
of Ineligibility for corrupt or
fraudulent practices with any of the
Government or Public Sector Units,
Yes Self-Declaration
l. OEM Criteria – Hardware (Hardware Criteria)
Have at least Five implementation partners in India
preferably government contract of supply &
implementation of Hardware / Networking of minimum
value of 1 Cr
OEM Self-certification
(Attach Documents)
Have at least one R&D/support center with minimum
1000 professionals in India.
OEM Self-certification
(Attach Documents)
Have support centres in India with 24x7 support
mechanism
OEM Self-certification
(Attach Documents
10. Currency for Financial Proposal: INR
11. Amounts payable by the University to the Bidder under the Contract will be subject to
local taxation (service tax): YES
12. Technical Presentation and Demonstration: Short listed eligible bidders will be invited
to make a Technical Presentation and custom Demonstration of the product. Date, Time
and Venue will be notified to the Short listed bidders.
NOTE:
Only those firms scoring more than 600 marks or more will be invited for the technical
presentation and demonstration.
Bidders must score minimum 100 marks in technical presentation & Demonstration to
be eligible for the opening of financial bid.
13. The tender shall be submitted under TWO BID system in three different sealed
envelopes.
Envelope A:- DD for EMD and DD for the tender document fee, if downloaded
from the web site of the University (www.jiwaji.edu)
Envelope B:– Technical Bid and Terms and Conditions containing all
certificates, documents along with duly filled in check list, as set out in the
tender document and in the order as given in the check list and the sealed
envelope should be superscribed as ‘TECHNICAL BID FOR [University
Management System] - DO NOT OPEN EXCEPT IN THE PRESENCE OF THE
EVALUATION COMMITTEE'.
Envelope C:– Financial Bid, containing the rates quoted by the tenderer on the
prescribed format and the sealed envelope should be superscribed as
‘FINANCIAL BID FOR [University Management System] - DO NOT OPEN EXCEPT
IN THE PRESENCE OF THE EVALUATION COMMITTEE'.
NOTE:
All the above three envelopes should be inserted in a larger outer envelope and
duly wax-sealed before submitting the tender document. The outer envelope
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
should be addressed to the Registrar, Jiwaji University Gwalior – 474011 (M.P.)
and superscribed as ‘TENDER FOR UNIVERSITY MANAGEMENT
SYSTEM’ and should be submitted in the Physical form or by Registered post / Speed
Post only on or before November 15, 2014 (17:00 hrs) to the Office of the Registrar,
Jiwaji University, Gwalior – 474 011 (MP).
14. A EMD (Bid Security) in the form of DD must be submitted: YES
15. The amount of the EMD (Bid Security) is Rs. 10,00,000 (Rupees Ten Lakh Only) and
the duration for validity of Bid Security should 180 days)
16. Format for EMD (Bid Security) will be Demand draft favouring the Registrar, Jiwaji
University, Gwalior (MP) and drawn on a scheduled Commercial Bank with a branch
in Gwalior, MP.
17. A Performance Bond in the form of Bank Guarantee is to be submitted by the winning
Bidder upon signing of Contract: YES
18. If yes, the amount will be 10% of the contract value; this may be drawn on a scheduled
commercial bank with a branch in Gwalior. The BG should be valid for six months
beyond the contract period.
19. The tender, complete in all respect, should be submitted in the Physical form or by
Registered post / Speed Post only, on or before November 15, 2014 (17:00 hrs) to the
address given below.
20. Address for submission of the Tender is given below:
The Registrar
Jiwaji University
Gwalior – 474 011 (MP)
Telephone & Fax: +91751-2442801 Fax No. +91751-2341768 (Office)
E-mail: [email protected]
EVALUATION FRAMEWORK
The Evaluation Committee will evaluate excellence of the Business Solutions in all the
functionalities mentioned in the scope.
Details of specifications/requirements are given below.
o Functionality
o Evaluation Committee shall give the highest weightage to the quality and fit of the solution
/ workflows proposed by the Bidder. The Bidder shall respond with the best practices/
workflows implemented across the world and shall adopt these with suitable
configuration/customization.
o The proposed solution must address the requirements on a single interoperable open
platform
o The proposed solution should have real time integration within the multiple module.
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
o The best practices must be made available within the offered solution in key areas of the
current and future needs
o An integrated business intelligence tool must be part of the overall solution.
o Package
o Evaluation Committee will evaluate the package on the basis of the following attributes,
not limited to:
o Hardware & Software Requirements: To attain promised performance levels, software
requirements support for multiple platforms. Architecture should conform to open
standards.
o Updates, upgrades and technical support: Availability and frequency of product upgrades
for new features and functionality, ease of up-gradation, support from other value added
partners, implementing Bidder (providing support on Vendor's solution), availability of
support facility with ISO certification in India; spending on R & D.
o External Interface: The proposed solution must provide an external interface for,
* Data export-import facility
* Data integrity and validation during export-import
Presentation:
o The presentation will include demonstration of the product covering the features /
requirements as mentioned in this Tender document.
Bidder's Experience, Expertise and Project Team.
Ability to implement large sized projects, ERP core competency and overall expertise in
the e-governance, The Evaluation Committee will evaluate Bidder's/consortium's
capabilities with regard to Bidder's proposed team, especially, the Team Leader, Project
Manager, the Hub Leaders and the team size for all the modules along with the team's
profile, in the response. The Bidder must put forth the best team that has the relevant ERP
design and implementation experience, expertise, domain knowledge and the ability to
meet the stringent deadlines.
4.2 Checklist for Bidders
The tender shall be submitted under TWO BID system in three different sealed
envelopes.
Envelope A:- DD for EMD and DD for the tender document fee, if downloaded
from the web site of the University (www.jiwaji.edu)
Envelope B:– Technical Bid and Terms and Conditions containing all certificates,
documents along with duly filled in check list, as set out in the tender document and
in the order as given in the check list and the sealed envelope should be superscribed
as ‘TECHNICAL BID FOR [University Management System] - DO NOT OPEN EXCEPT
IN THE PRESENCE OF THE EVALUATION COMMITTEE'.
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
Envelope C:– Financial Bid, containing the rates quoted by the tenderer on the
prescribed format and the sealed envelope should be superscribed as ‘FINANCIAL
BID FOR [University Management System] - DO NOT OPEN EXCEPT IN THE
PRESENCE OF THE EVALUATION COMMITTEE'.
NOTE:
All the above three envelopes should be inserted in a larger outer envelope and duly
wax-sealed before submitting the tender document. The outer envelope should be
addressed to the Registrar, Jiwaji University Gwalior – 474011 (M.P.) and
superscribed as ‘TENDER FOR UNIVERSITY MANAGEMENT SYSTEM’ and
should be submitted in the Physical form or by Registered post / Speed Post only on or
before November 15, 2014 (17:00 hrs) to the Office of the Registrar, Jiwaji University,
Gwalior – 474 011 (MP).
The following checklist is for the convenience of the bidders. Kindly check the following
Checklist Checkbox
(Please tick √)
1. Whether the proposals have been properly sealed, marked and
labeled as required?
2. Have you enclosed DDs in Envelope-A, Technical Bid in
Envelope-B and Financial bid in Envelope C and all three envelopes
in outer wax-sealed Envelope.
3. Whether all the pages of the tender document have been signed by
concerned authority?
4. In case of Joint Ventures and Associations, whether signed in
original by duly authorized representatives of each partner with
details of each signatory on a Rs. 100/- Judicial Stamp Paper?
5. Whether submitted number of copies as prescribed in the data sheet?
8. Have you checked the Eligibility Criteria & Enclosed the relevant
documents as proof?
9. Whether the number of pages of the proposal properly indexed?
10. Have you enclosed, PAN No. issued by Income Tax Department?
11. Have you enclosed VAT/CST/TIN No. issued by Commercial Tax
Department?
12. Have you enclosed Registration Certificate of
Firm/Company/Industry
13. Have you enclosed copy of the Audited Balance Sheet of the firm
along with Audited Report for the last three financial years i.e.,
2011-12, 2012-13 and 2013-14?
14. Have you enclosed copy of the Income Tax Return of the firm for
last three financial years i.e., 2011-12, 2012-13, 2013-14?
15 Have you enclosed copy of the work orders as asked in this tender
document?
16 Have you enclosed evidence of ISO certified
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
Firm/Company/Industry?
4.3 Instruction to Bidders :
1. Introduction 1.1 The Bidders are invited to submit a Technical Bid and a
Financial Bid, as specified in the Data Sheet. The submitted
Bids shall be the basis for contract negotiations and
ultimately for a signed Contract with the selected
Consultant.
1.2 The Bidders shall bear all costs associated with the
preparation and submission of their Bids and contract
negotiation.
1.3 The University is not bound to accept any Tender, and
reserves the right to annul the selection process at any time
prior to award of Contract without thereby incurring any
liability to the Consultant.
Eligible
Consultants
1.4 A Bidder may be a natural person, private entity,
government-owned entity Consultants (subject to
Clause 1.5), or any combination of these, with a formal
intent to enter into an agreement or an existing agreement in
the form of a Joint Venture (JV). In the case of a JV:
a) all parties to the JV shall be jointly and severally
liable; and
b) a JV shall nominate a Representative who shall have
the authority to conduct all businesses for and on behalf of
any and all the parties to the JV during the bidding process
and, in the event the JV is awarded the Contract, during
Contract execution.
1.5 Government-owned enterprises in India may participate as a
bidder only if they can establish that they: a) are legally and
Financially autonomous, b) operate under commercial law,
and c) are not dependent agencies of the University.
Conflict of
Interest
1.6 In the event of a conflict of interest, the Bidders are required
to obtain Interest confirmation of 'no objection' from the
Registrar, Jiwaji University, Gwalior, (MP) in order to bid.
Conflict of interest exists in the event of: (i) the supply of
services, equipment or works whose specifications were
prepared by the bidders (individuals and organizations); (ii)
the successor to a previous assignment executed by the
Bidders (e.g. implementation of a project for which the
Bidders have conducted a feasibility assessment) ; (iii)
conflicting assignments, typically monitoring and
evaluation/environmental assessment by the implementation
Bidder; (iv) Bidders, suppliers or contractors who are filling,
or whose personnel or relatives are filling a post with
UADD or participating ULBs e.g. advisory role, team
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
leader; (v) Bidders, suppliers or contractors (individuals and
organisations) who have a business or family relation with a
UADD/ULB'sstaff member directly or indirectly involved in
the preparation of the, specifications, related recruitment or
supervision, and (vi) practices prohibited under the
anticorruption policy of the Government of India, the
Government of Madhya Pradesh or DFID.
Disclosure 1.7 Bidders have an obligation to disclose any actual or
potential conflict of interest. Failure to do so may lead to
disqualification of the Bidder or termination of its Contract.
1.8 Bidder must disclose if they are or have been the subject of
any proceedings (such as blacklisting) or other arrangements
relating to bankruptcy, insolvency or the financial standing
of the Bidder, including but not limited to appointment of
any officer such as a receiver in relation to the Bidder
personal or business matters or an arrangement with
creditors, or of any other similar proceedings.
1.9 Bidders must disclose if they or any of their sub-Bidders/SI
have been convicted of, or are the subject of any
proceedings relating to:
a) a criminal offence or other serious offence involving
the activities of a criminal organisation, or where they have
been found by any regulator or professional body to have
committed professional misconduct;
b) corruption including the offer or receipt of an
inducement of any kind in relation to obtaining any contract,
with Administration or any Authority of JUA, any other
donor of development funding, or any contracting authority;
c) failure to fulfil any obligations in any jurisdiction
relating to the payment of taxes or social security
contributions.
Evaluation Criteria
Mandatory Evaluation Criteria Measurement Matrix
/Method
Marks Bidder
Score
1. The Bidder /Any one of the
member in JV/ Consortium) should
have a minimum average annual
turnover of INR 30 Crores (Rupees
Thirty Crores) for the preceding 3
financial years ended with 31st
March 2014 (i.e. 2011-12, 2012-13
and 2013-14).
a)50 Cr to 100 Cr
30 Cr to 50 Cr
50
25
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
2. Bidder/Any one of the member in
JV/ Consortium must have a
minimum 1050 number of IT staff
of technically qualified personnel in
the domain of system integeration as
on 31st march 2014
a) 200 or more
b) less than 200
25
10
3. Bidder/Any one of the member in
JV/ Consortium must atleast have a
valid CMMi L-2 , ISO 9001:2008
and ISO 270001:2005 Quality
Certifications Copies of all valid
certifications and assessments to be
submitted.
CMMi L-3 ,
9001:2008 & ISO
27001:2005
25
4. Bidder must have developed
and implemented atleast five ICT
contracts/orders (software and
system integration projects) of
which atleast three should be for
governmental organization -
central/state govt/PSU
organizations.
a) 10 to 8 projects
b) 8 to 5 Projects
50
25
5. Bidder must have implemented
enterprise-wide solution for
atleast two large educational
institutions/Universities of which
atleast one implementation should
have been file-flow solution (end
to end electronic governance of
files & records) across all the
university departments and its
affiliated colleges prefebly one of
the government (State/ Central)
educational / Training institute
a) More than 2
projects. Min.
2 projects in
government
sector
b) 2 projects ( min 1
in government
sector)
50
25
6. University management
software handling number of
students as a whole in one order.
a) More than 3
lacs b) Less than 32
lacs .
200
50
7. Technical solution availability of
Modules
a) Organization
Setup
b) Affiliation
Management
c) Student
Management
d) Examination
Management
200
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
e) Content
Management
f) Student Portal
8) Staff
Management
h) Leave
Management
i) Payroll
j) Hostel
Management
k) Fleet
Management
1) Inventory
Management
m) Asset
Management
8. Functionalities available asper
FRS attached in tender document
200
9. Technical presentation 150
Evaluation criteria QCBS
The bidder's technical solutions proposed in the bid document will be evaluated as
per the requirements specified in the Tender Document. Bidder is required to
provide details on the proposed solution adopting the evaluation framework provide
in this section of the Bidding Document.
Depending on the evaluation methodology mentioned above and further described
below in this section, each Technical bid will be assigned a technical score out of a
maximum of 1000 points.
The bidders who score a Technical score of 700 Marks (Minimum 600 marks for
technical bid and minimum 100 marks for presentation) or more will qualify for the
opening of the financial bid. The evaluation process will be as follows:
Out of a total 1000 marks
Stage 1: 800 for submission of technical proposal (including experience, approach &
methodology, compliance to the technical requirements and team etc). Those scoring
minimum 600 will be called for 2nd stage.
Stage 2: 200 marks for presentation. Those scoring minimum 60 marks will qualify
for financial opening.
Those scoring 700 (sum of Stage 1 and Stage 2) or above will be eligible for
financial opening and proposal getting the highest marks as per QCBS method will
be awarded the contract
1. to allow comparison on a common basis, each Financial Proposal will be carefully
scrutinized and an Estimated Total Price (ETP) will be determined. The Financial
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
Proposal with the lowest ETP will receive the maximum score of 1,000 marks. The
score for each other Financial Proposal will be inversely proportional to its ETP and
will be computed as follows: Sf = 1,000 x Fm / F where:
Sf is the financial score of the Financial Proposal being evaluated, Fm is the ETP of
the lowest priced Financial Proposal, F is the ETP of the Financial Proposal under
consideration. Following completion of the evaluation of Technical and Financial
Proposals, the final ranking of the Proposals will be determined. This will be done
by applying a weight of 0.70 (70%) and 0.30 (30%) respectively to the technical and
financial score of each evaluated qualifying Technical and
Financial Proposal and then computing the relevant combined total score for each
Agency.
The highest ranked Agency based on the cumulative technical and financial
evaluation ranking will be invited for negotiations.
The bidder should provide valid supporting documents such as copy of work
order/client certificate/etc. for supporting their claims as asked in the eligibility
criteria. Any claim without the required supporting document would not be
considered for the purpose of evaluation.
Other Criteria :
The empowered Committee constituted by the Jiwaji University, Gwalior (MP) shall
evaluate the responses to the RFP and all supporting documents / documentary
evidence. Inability to submit requisite supporting documents / documentary
evidence, may lead to rejection.
b. The decision of the Committee in the evaluation of responses to the Tender
shall be final. No correspondence will be entertained outside the process of
negotiation/discussion with the Committee.
The Proposal Evaluation Committee may ask for meetings with the Bidders to seek
clarifications on their proposals
The Proposal Evaluation Committee reserves the right to reject any or all proposals
on the basis of any deviations.
Each of the responses shall be evaluated as per the criterions and requirements
specified in this Tender Document.
Scope of Work (SOW)
Introduction :
Jiwaji University, Gwalior, an Apex Centre of Education in India, came into
existence on May 23, 1964. Late Dr. Sarvapalli Radhakrishnan, the then President of
India, laid the foundation stone on 1.1th December 1964 at a sprawling campus of
over 225 acres of land at Naulakha Parade ground.
Jiwaji University offers undergraduate, postgraduate and research programs in wide
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
ranges of Courses such as Arts, Social Sciences, Education, Philosophy, Physical
Sciences, Management, Engineering Sciences, Life Sciences, Commerce, Law,
Engineering, Technology, Physical Education etc. Starting with just 25 affiliated
colleges, today more than 400 Government, Government aided and Private colleges
are catering education to the students under its jurisdiction. These colleges are of
Medical, Engineering, Science, Education, Nursing, Management, Arts and
Commerce etc.
Project Background :
Jiwaji University envisages the creation and establishment of an Information and
Communication Technology frame work for improving the efficiency of delivery of
its services to all its stakeholders - the student community, the teaching faculty, the
administrative staff and the affiliated colleges. The project is intended to have an
integrated University Management Solution addressing the various academic and
administrative functions in the Institute.
Tender Notice Goals
This main objective of this Tender Notice is to call for proposals from interested
bidders for selection of a System Integrator through Bid management process. The
Tender Notice shares the intent behind this project and highlights the detail
requirements for building and implementing the integrated solution. On the other
hand it helps the bidders to formulate their solution to meet the requirements.
It is to be emphasized here that Jiwaji University is looking at this project as a set of
complete integrated services to be provided along with automation of internal
business operations by the selected agency and not as a supply of software only. To
that end the specifications laid out in this Tender Notice are given as the indicative
requirement whereas the bidders are expected to focus on the objectives of this
project and formulate their solution offerings in a manner that enables achieving
those objectives both in letter as well as spirit.
Project Intent
The primary objectives of this Project are:
o End-to-end integrated ERP Application Software that would automate all the
processes of the University
o To create a robust system to manage key processes of the University
o To facilitate proper and accurate report generation through Management
Information System (MIS) for the Vice-Chancellor and other senior
administrative staff for monitoring and quick decision making.
o Induction of transparency and accountability in operations
o Reduction of redundant workload of department employees
o Electronic security and control of confidential data
o Fast disposal of stakeholder grievances
o Dissemination of information as per public requirements
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
o Protecting the interest of all the stakeholders
SCOPE OF WORK
o In order to achieve its goal of enabling its functions through IT, Jiwaji
University is inviting proposals for engaging reputed bidders to undertake:
o Development / Customization of software, Implementation, testing and
training of the University Management System meeting the requirements
specified in following section of this document
o Supply of documentation of the system deployed including diagrams,
configuration, requirement specification, administration details, manuals etc
o Migration of concerned data from some of the existing applications (that are
being envisaged to be dis-continued) to the new solution.
o On-Site deployment of IT Help Desk with the necessary manpower for
operations, training, support and maintenance of the proposed Solution
o Supply of the additional Hardware as assessed for hosting of the proposed
solution at the Data Centre. The additional can comprise of Servers,
Databases, Operating systems, Storage and Security equipment along with
associated peripherals, accessories and services for hosting of the proposed
solution.
Brief Scope of Tasks to be performed as mentioned above
# Item Description
1. Plans & Scheduling Prepare a project-plan with detailed activity schedule
and a time-bound action plan for the implementation
of the integrated system and associated software
2. Business Process &
Gap Analysis
The SI shall study the existing functionalities of all
the business processes in detail & submit the
document detailing the functionalities, problem areas
& expectations. Broad level functions expected out
of the System have been detailed out in the
Functional Review Specifications available in the
Tender Notice. Identify the customization/
configuration /workarounds to be done in the COTS
solution / already implemented solution as such and
the bespoke developments to be undertaken. Identify
the process/procedure that needs to be modified /
introduced to meet the needs of the proposed system.
3. Supply/
Development,
Configuration and
Installation of the
Software
Supply, configure and implement the integrated
system, Installation of the integrated solution and the
application software by Configuring the existing
Hardware made available at the Data centre
4. Setting up Procurement of Additional Hardware/Software and
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
Infrastructure Infrastructure Components Configuration of the
proposed solution to meet the process requirements.
5. Implementation of
Integrated System
The bidder shall integrated the above stand-alone
applications during this stage itself or the University
shall also decide to integrate the applications post
Go-Live of the functional Modules expected and
listed later Integration with third party Software
systems such as counting Package, RFID/Bar Code
Scanner, Biometric Devices etc Development of
reports and forms. Design & prepare test data,
quality control, trial run and arrange acceptance
testing of all modules, including a full load and
stress test.
6. Data Migration Identification of Data Migration requirements
Collection and migration of user and master data
from legacy and manual systems
7. Change
Management &
Training
Documentation, training, simulation. Conduct on-
site workshops for process stakeholders and
highlight the benefits of this new environment
8. Go-Live and
Stabilization
Go-Live of all modules of the solution as envisaged
with real-time data at all locations Stabilization of
the System after Go-Live
9. Setup IT Help Desk Deployment of needed Manpower to assist in
training, operations, support and maintenance of
data/solution.
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
PHASE WISE MODULE DETAILS:
Phase I
1. Organization Setup
This module would cover the following functions/features:
a. Setup Organization and Details
b. Setup School of Studies, Departments
c. Setup Campuses & Locations
d. Setup Courses and Details
e. Setup Availability and Quota
f. Setup Class/Semester and Subjects
g. Fee Plan Components
h. Setup Course Fee Structure based on Quota
2. Affiliation Management
This module would cover the following functions/features:
a. Register College Details
b. Track College Affiliation Type and Registered Courses
c. Setup Sanctioned In-Take
d. Monitor Student Admission
e. Student Approvals and Student ID allotment
3. Student Management
This module would cover the following functions/features:
a. Online Student Application
b. Online Payment
c. Student Admission Entry
d. Concessions
e. Fee Payments/Refunds/Accounts Integration f Attendance
g. Student Transfer/Dropout
h. Student Promotion
i. Student History
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
4. Examination Management
This module would cover the following functions/features:
a. Exam Schedule and Grading Methodology
b. Question Bank
c. Prepare/Publish Question Paper
d. Download/Receipt of Question Paper
e. Upload Exam Fee Receipts
f. Print Hall ticket
g. Tag/Scan/Upload Answer Scripts
h. Assignment of Answer Scripts for Evaluation
i. Exam Marks/Student Attendance Entry
j. Grade Generation
k. Publish Progress Report/Results
5. Content Management
This module would cover the following functions/features:
a. Broadcasting Announcements/Updates through SMS/Portal
b. Upload/Search/Retreive scanned documents
c. Setup Events/Calendar
d. Upload News/Articles/Galleries
6. Student Portal
This module would cover the following functions/features
a. Announcements/Updates
b. Attendance
c. Fee dues
d. Online Payments
e. Exam Marks and Progress Reports
Phase II
7. Staff Management
This module would cover the following functions/features
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
a. Manage Applicants
b. Manage Employees
c. Assign Designation/Branch/Departments/Subjects
d. Employee Attendance
8. Leave Management
This module would cover the following functions/features
a. Setup Leave Policy
b. Grant Leaves
c. Online Leave Request
d. Leave Approval
e. Leave Balance
9. HR/Payroll
This module would cover the following functions/features
a. Setup Grades
b. Setup Salary Components
c. Update Employee Salary Info
d. Issue Loan/Advance
e. Calculate LOP from Leave/Attendance
f. Process Payroll
g. Generate Payslip
Phase III
10. Hostel Management
This module would cover the following functions/features
a. Setup Hostel/Blocks/Rooms
b. Setup Hostel Plans
c. Allot Room
d. Vacate Room
e. Mark Attendance
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
11. Fleet Management
This module would cover the following functions/features
a. Vehicle Registration
b. Statutory' Compliance/Insurance Records
c. Track Vehicle Maintenance/Servicing
d. Fuel Log
e. Route/Trip Assignment
12. Inventory Management
This module would cover the following functions/features
a. Internal Requisitions
b. Indenting
c. Purchase Orders
d. Goods Receipts
e. Dispatch Records
f. Sales/Issue Goods
g. Stock Ledger
13. Asset Management
This module would cover the following functions/features
a. Track Asset Details
b. Asset Maintenance/Servicing
c. Asset Disposal
d. Finance Repayment Schedule
e. Track Payments/Balance
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
5. Appendix I : Pre-Qualification & Technical Bid Templates :
The bidders are expected to respond to the Tender Notice using the forms given in this section
and all documents supporting Pre-Qualification / Technical Evaluation Criteria.
Pre-Qualification Bid & Technical Proposal shall comprise of following forms:
Forms to be used in Pre-Qualification Proposal
Form 1: Compliance Sheet for Pre-qualification Proposal
Form 2: Particulars of the Bidder
Forms to be used in Technical Proposal
Form 3: Compliance Sheet for Technical Proposal
Form 4: Letter of Proposal Form
Form 5: Project Citation Format
Form 6: Proposed Solution Form
Form 7: Team Composition
Form 8: Curriculum Vitae (CV) of Key Personnel
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
Form1 : Compliance Sheet for Pre-qualification Proposal
(The pre-qualification proposal should comprise of the following basic requirements. The
documents mentioned in this compliance sheet along with this form, needs to be a part of the
Pre-Qualification proposal)
Basic Requirement Required Provided Reference
& Page
1. Tender Fee Demand Draft Rs.
5,000/-
Yes / No
2. Power of Attorney Copy of Power of
Attorney in the name of
the Authorized
signatory
Yes / No
3. Particulars of the Bidders As per Form 2 Yes/No
4. Earnest Money Deposit Demand Draft of Rs
10,00,000/-
Yes/No
5. Sales Turnover Extracts from the
audited Balance sheet
and Profit & Loss; for 3
years OR
Yes/No
Sales Turnover Certificate from the
statutory auditor
Yes / No
Net Worth Certificate from the
statutory auditor.
Yes / No
6. Technical Capability Completion Certificates
from the client; OR
Work Order + Self
Certificate of
Completion (Certified
by the Statutory
Auditor); OR
Yes / No
7. Certifications 9001:2008, and
27001:2005.
Yes / No
8. Legal Entity Copy of Certificate of
Incorporation; and
Yes / No
9. Manpower Strength Self Certification by the
authorized
Yes / No
10. Blacklisting A self certified letter Yes / No
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
Form 2 : Particulars of the Bidder
S.No. Information Sought Details to be Furnished
A. Name and address of the bidding
Company
B. Incorporation status of the firm (public
limited / private limited,
etc.),Partnership/Proprietor Firm
C. Year of Establishment
D. Date of registration
E. ROC Reference No.
F. Details of company registration
G. Details of registration with appropriate
authorities for service
H. Name, Address, email, Phone nos. and
Mobile Number of Contact Person
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
Form 3: Compliance Sheet for Technical Proposal
(The Technical proposal should comprise of the following basic requirements. The documents
mentioned in this compliance sheet along with this form, needs to be a part of the Technical
proposal)
For Technical Evaluation:
Specific Requirements Documents Required Compliance Reference
1. Covering Letter for Technical
Evaluatioin
As per Form 4 Yes / No
2. Average turnover from System
Integration Systems
Development and
Implementation Work in last 3
years (Turnover in Rs Crores)
Extracts from the audited
Balance Sheet and Profit
& Loss; OR Certificate
from the statutory
auditor; and
Yes/No
3. Experience in
Completion Certificates
from the client; OR Work
Order + Self Certificate
of Completion (Certified
by the Statutory Auditor);
OR Work Order + Phase
Completion Certificate
(for ongoing projects)
from the client; and
Project citation (Form 6)
Yes / No
4. Experience in Software
Development & maintenance
service (last 5 years)
Completion Certificates
from the client; OR Work
Order + Self Certificate
of Completion (Certified
by the Statutory Auditor);
OR Work Order + Phase
Completion Certificate
(for ongoing projects)
from the client; and
Project citation (Form 6)
Yes / No
5. Profile of proposed
Team members :
Relevant assignment
Experience/Years of
Experience/Number of
Certifications in Technology
specific to Solution proposed
Form 6,7 and 8 Yes / No
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
Form 4 : Letter of Proposal
To : <Location, Date>
Name :
Designation :
Address :
Phone Nos. :
Fax.Nos. :
Email-id :
Subject: Submission of the Technical bid for <Name of the Systems Implementation
Assignment>
Dear Sir/Madam,
We, the undersigned, offer to provide Systems Implementation solutions to the
............................, ...................................................... on <Name of the Systems Implementation
engagement with your Tender Notice dated < insert date> and our Proposal. We are hereby
submitting our Proposal, which includes DD for Tender Fees and EMD, Technical bid and the
Financial Bid sealed in a separate sealed envelopes.
We hereby declare that all the information and statements made in this Technical bid are true and
accept that any misinterpretation contained in it may lead to our disqualification.
We undertake, if our Proposal is accepted, to initiate the Implementation services related to the
assignment not later than the date indicated in Fact Sheet.
We agree to abide by all the terms and conditions of the Tender Document. We would hold the
terms of our bid valid for 120 days as stipulated in the Tender Document.
We understand you are not bound to accept any Proposal you receive.
Yours sincerely,
Authorized Signature (In full and initials) : ___________________________________
Name and Title of Signatory ____________ Name of the Firm : __________________
Address: ____________________________________________________________________
Location: _______________________________ Date : _____________________________
______________________________________________________________________________
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
Form 5 : Project Citation Format :
Relevant project experience (provide no more than 5 projects in the last 5 years)
General Information
Name of the project
Client for which the project was executed
Name and contact details of the client
Project Details
Description of the project
Scope of services
Service levels being offered/ Quality of service
(QOS)
Technologies used
Outcomes of the project
Other Details
Total cost of the project
Total cost of the services provided by the
Duration of the project (no. of months, start
date, completion date, current status)
Other Relevant Information
Letter from the client to indicate the successful
completion of the projects
Copy of Work Order
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
From 6 : Proposed Solution :
Technical approach, methodology and work plan are key components of the Technical Proposal.
You are suggested to present Approach and Methodology divided into the following sections:
a) Solution Proposed
b) Understanding of the project (how the solution proposed is relevant to the understanding)
c) Technical Approach and Methodology
Form 6 A : Solution Proposed
S.No. Proposed Solution
(Provide the Product
Name or fill Custom
Built, in case of a new
development)
Version
& Year of
Release
OEM Features
&
Function
Alities
O & M Support
(Warranty/ATS/
: as required as
per Tender
Document)
Reference in the
submitted
Proposal (Please
provide page
number/section
number/volume)
Form 6 B : Bill of Material (Software)
S.No. Item Proposed
Solution
(Provide
the
Product
Name of
fill
Custom
Built, in
case of a
new
Unit of
Measurement
Number of
Licences
(Development
Environment)
Number
of
Licences
(UAT)
Number
of
Licenses
(Training)
Number of
Licenses
(Data
Center
Production)
Number
of
Licenses
(DR
Site)
Page 34 of 49
Tender Document for University Management System, Jiwaji University, Gwalior (MP)
Hardware and Operating System :
Component
Description Quantity
Firewall Dedicated Managed Firewall for Security 1
App Server Xeon 2.5 GHz Processor 6 Core 64 GB RAM
2 lTB 7.2K RPM Hard Drives Raid Controller
2
DB Server 2x AMD Opteron 2.4GHz 12 Core 64 GB RAM
4 200 GB SSD SATA Hard Drive
2
File Server 3.6 TB Capacity, 10K Fibre Channel 2
Switch Dedicated Switch 24 Ports 2
San Storage Add 2 GB to Cache Memory DS5020 300GB/15K 4Gbps
FC DDM 5m Fiber Optic Cable LC-LC DS5020
Flash/VolumeCopy DS5020 Windows Host Kit DS5020
Linux/lntei Host Kit DS5020 8 Stg Partit. IPO
1
OS Red Hat Enterprise Linux (Application/DB Platform) 4
Windows 2008 - 8.1 1
Detailed Specification as per Annexure -l
For each hardware, provide the following information in a table ("if required)
(i) Reference of the server/storage information in the Submitted Proposal (Please provide page
number/section number/ volume)
(ii) Services proposed to be hosted on the Server
(iii) Quantity
(iv) Make and
(v) Year of Introduction
(vi) Operating System along with version (if applicable) (vii) Processor and Number of Cores
Offered (if applicable) (viii) Architecture (RISC/EPIC/CISC) (if applicable)
(ix) RAM/HDD/LAN Ports/ HBA (as relevant)
(x) Additional Information as required to indicate the compliance to the requirements in the
Tender Document (ex, Capacity, Disk Space) (if applicable)
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
Form 7: Team Composition :
Name of Staff
with
qualification
and experience
Area of
Expertise
Position
Assigned
Task Assigned Time
Committed for
the engagement
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
Form 8 : Curriculum Vitae (CV) of Key Personnel :
General Information
Name of the person
Current Designation / Job Title
Current job responsibilities
Proposed Role in the Project
Proposed Responsibilities in the Project
Academic Qualifications:
Degree
Academic institution graduated from
Year of graduation
Specialization (if any)
Professional Certifications (if any)
Total number of years of experience
Number of years with the current company
Summary of the Professional / Domain Experience
Number of complete life cycle implementations
carried out
The names of customers (Please provide the
relevant names)
Past assignment details (For each assignment
provide details regarding name of organizations
worked for, designation, responsibilities, tenure)
Prior Professional Experience covering:
Organizations worked for in the past
o Organization name
o Duration and dates of entry and exit
o Designation Location(s)
o Key responsibilities
Prior project experience
o Location of the project
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
o Designation
o Role
o Responsibilities and activities
o Duration of the project
Proficient in languages (Against each language
listed indicate if speak/read/write)
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
Functional Requirement Specification (FRS)
• Organization Setup
This module would cover the following functions/features:
• Setup Organization and Details
• Setup School of Studies, Departments
• Setup Campuses & Locations
• Setup Courses and Details
• Setup Availability and Quota
• Setup Class/Semester and Subjects
• Fee Plan Components
• Setup Course Fee Structure based on Quota
• Affiliation Management
This module would cover the following functions/features:
• Register College Details
• Track College Affiliation Type and Registered Courses
• Setup Sanctioned In-Take
• Monitor Student Admission
• Student Approvals and Student ID allotment
• Student Management
This module would cover the following functions/features:
• Online Student Application
• Online Payment
• Student Admission Entry
• Concessions
• Fee Payments/Refunds/Accounts Integration
• Attendance
Page 39 of 49
Tender Document for University Management System, Jiwaji University, Gwalior (MP)
• Student Transfer/Dropout
• Student Promotion
• Student History
• Examination Management
This module would cover the following functions/features:
• Exam Schedule and Grading Methodology
• Question Bank
• Prepare/Publish Question Paper
• Download/Receipt of Question Paper
• Upload Exam Fee Receipts
• Print Hall ticket
• Tag/Scan/Upload Answer Scripts
• Assignment of Answer Scripts for Evaluation
• Exam Marks/Student Attendance Entry
• Grade Generation
• Publish Progress Report/Results
• Content Management
This module would cover the following functions/features:
• Broadcasting Announcements/Updates through SMS/Portal
• Upload/Search/Retrieve scanned documents
• Setup Events/Calendar
• Upload News/Articles/Galleries
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
• Student Portal
This module would cover the following functions/features
• Announcements/Updates
• Attendance
• Fee dues
• Online Payments
• Exam Marks and Progress Reports
• Staff Management
This module would cover the following functions/features
• Manage Applicants
• Manage Employees
• Assign Designation/Branch/Departments/Subjects
• Employee Attendance
• Leave Management
This module would cover the following functions/features
• Setup Leave Policy
• Grant Leaves
• Online Leave Request
• Leave Approval
• Leave Balance
• HR/Payroll
This module would cover the following functions/features
• Setup Grades
Page 41 of 49
Tender Document for University Management System, Jiwaji University, Gwalior (MP)
• Setup Salary Components
• Update Employee Salary Info
• Issue Loan/Advance
• Calculate LOP from Leave/Attendance
• Process Payroll
• Generate Payslip
• Hostel Management
This module would cover the following functions/features
• Setup Hostel/Blocks/Rooms
• Setup Hostel Plans
• Allot Room
• Vacate Room
• Mark Attendance
• Fleet Management
This module would cover the following functions/features
• Vehicle Registration
• Statutory Compliance/Insurance Records
• Track Vehicle Maintenance/Servicing
• Fuel Log
• Route/Trip Assignment
• Inventory Management
This module would cover the following functions/features
• Internal Requisitions
Page 42 of 49
Tender Document for University Management System, Jiwaji University, Gwalior (MP)
• Indenting
• Purchase Orders
• Goods Receipts
• Dispatch Records
• Sales/Issue Goods
• Stock Ledger
• Asset Management
This module would cover the following functions/features
• Track Asset Details
• Asset Maintenance/Servicing
• Asset Disposal
• Finance Repayment Schedule
• Track Payments/Balance
Page 43 of 49
Tender Document for University Management System, Jiwaji University, Gwalior (MP)
6. Appendix II : Financial Proposal :
Form1 : Covering Letter
To: <Location, Dale>
Name :
Designation :
Address :
Phone Nos. :
Fax Nos. :
email id :
Subject: Submission of the Financial bid for <Provide Name of the Implementation Assignment
Dear Sir/Madam,
We, the undersigned, offer to provide the Implementation services for "Title of Implementation
Services>> in accordance with your Tender Notice dated <<Date" and our Proposal (Technical
and Financial Proposals). Our attached Financial Proposal is for the sum of
<<Amount in words and figures>>. This amount is inclusive of the local taxes.
1. PRICE AND VALIDITY
All the prices mentioned in our Tender are in accordance with the terms as specified in the
Tender Document. All the prices and other terms and conditions of this Bid are valid for a period
of calendar days from the date of opening of the Bid.
This financial proposal is for 36 months of work as specified in the scope of work (section 2.8)
We hereby confirm that our prices include all taxes. However, all the taxes are quoted separately
under relevant sections.
2. UNIT RATES
We have indicated in the relevant forms enclosed, the unit rates for the purpose of on account of
payment as well as for price adjustment in case of any increase to / decrease from the scope of
work under the contract.
3. TENDER PRICING
We further confirm that the prices stated in our bid are in accordance with your Instruction to
Bidders included in Tender documents.
4. QUALIFYING DATA
We confirm having submitted the information as required by you in your Instruction to Bidders.
In case you require any other further information/documentary proof in this regard before
evaluation of our Tender, we agree to furnish the same in time to your satisfaction.
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Tender Document for University Management System, Jiwaji University, Gwalior (MP)
5. BID PRICE :
We declare that our Bid Price is for the entire scope of the work as specified in the Section 2.8.
These prices are indicated Commercial Bid attached with our Tender as part of the Tender.
Our Financial Proposal shall be binding upon us subject to the modifications resulting from
Contract negotiations, up to expiration of the validity period of the Proposal.
6. PERFORMANCE BANK GURANTEE :
We hereby declare that in case the contract is awarded .to us, we shall submit the Performance
Bank Guarantee of 10% of the financial proposal.
We understand you are not bound to accept any Proposal you receive.
We hereby declare that our Tender is made in good faith, without collusion or fraud and the
information contained in the Tender is true and correct to the best of our knowledge and belief.
We understand that our Tender is binding on us and that you are not bound to accept a Tender
you receive.
Thanking you,
We remain,
Yours sincerely,
Authorized Signature:
Page 45 of 49
Tender Document for University Management System, Jiwaji University, Gwalior (MP)
[The bank, as requested by the successful Bidder, shall fill in this form in accordance with the
instructions indicated]
Date: [insert date (as day, month, and year) of Bid Submission]
Contract No. and title: [ insert no. and title of bidding process J
Bank's Branch or Office: [insert complete name of Guarantor)
Beneficiary: [insert complete name of Client]
PERFORMANCE GUARANTEE No.: [insert Performance Guarantee number]
We have been informed that [insert complete name of Contractor] (hereinafter called "the
Consultant") has entered into Contract No. [insert number] dated | insert day and month] [insert
year] with you, for the supply of [description of Equipment and Related Services] (hereinafter
called "the Contract").
Furthermore, we understand that, according to the conditions of the Contract, a Performance
Guarantee is required.
At the request of the Consultant, we hereby irrevocably undertake to pay you any sum(s) not
exceeding [insert amount(s2) in figures and words] upon receipt by us of your first demand in
writing declaring the Contractor to be in default under the Contract, without cavil or argument,
or your needing to prove or to show grounds or reasons for your demand or the sum specified
therein.
This Guarantee shall expire no later than the [insert number] day of [insert month] [insert year]'*,
and any demand for payment under it must be received by us at this office on or before that date.
We agree to a one-time extension of this Guarantee for a period not to exceed [six months] [one
year], in response to the Purchaser's written request for such extension, such request to be
presented to us before the expiry of the Guarantee."
This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No.
458, except that subparagraph (ii) of Sub-article 20(a) is hereby excluded.
[signatures of authorized representatives of the bank and the Contractor]
___________________________
2 The Bank shall insert the amount(s) specified in the SCC and denominated in Indian Rupees.
3 Dates established in accordance with the General Conditions of Contract ("GCC"). Contractor)
Page 46 of 49
Tender Document for University Management System, Jiwaji University, Gwalior (MP)
7. PAYMENT SCHEDULE
COTS ERP Licensing Costs shall be paid upfront on receipt of these licences and all other
payments shall be made. subject to successful completion of all project milestones and approval
of component deliverables as defined and agreed in the Inception Report and Work Plan
approved by JUA for each respective month. The payment schedule for the Software (Module)
shall be as under:
S.No. Phases Modules Deliverables Payment
Milestones in
Percentage
(%)
Total Phase
Wise
Payment
1. 1.Organization
Setup
2.Affiliation
Management
Submission
and approval
of Inception
Report
30% of total
Software Cost
One Time
2. Phase-I 3. Student
Management
4. Examination
Management
Development
of first
version
40% against
release of first
version of
module of
Phase 1
One Time
3. 5. Content
Management
Completion
of UAT
10% One Time
4. 6. Student
Portal
Release of
Final Version
10% One Time
5. 7. Staff
Management
8. Leave
Management
9. Pay Roll
Submission
and approval
of Inception
Report
30% of total
Software Cost
One Time
6. Development
of first
version
40% against
release of first
version of
module of
Phase-I
One Time
7. Phase-II Completion
of UAT
10% One Time
8. Release of
Final Version
10% One Time
9. Submission
and approval
of Inception
Report
30% of total
Software Cost
One Time
10. Phase-III 10. Hostel
Management
11. Fleet
Management
Development
of first
version
40% against
release of first
version of
module of
One Time
Page 47 of 49
Tender Document for University Management System, Jiwaji University, Gwalior (MP)
12. Inventory
Management
13. Asset
Management
Phase 1
11. Completion
of UAT
10% One Time
12. Release of
Final Version
10% One Time
13. Submission
and approval
of Inception
Report
30% of total
Software Cost
One Time
The payment schedule for the Hardware shall be as under:
Hardware - 90% Payment on delivery as per bill of Material and 10% after successful installation
of the Hardware.
Page 48 of 49
Tender Document for University Management System, Jiwaji University, Gwalior (MP)
Commercial Sheet
S.
No
Phases Description Quote
Amount
In INR
Lacs
Taxes/Duties Total
1 Cost of Packaged Solution Phase
I,II&III
For All
Modules of
Phase 1,2&3
2 Capacity Building and Change
Management
For All
Modules of
Phase 1,2&3
3
Post Implementation support of 2
years
For All
Modules of
Phase 1,2&3
4
Annual Maintenance for 2 years
For All
Modules of
Phase 1,2&3
5 Hardware/Antivirus/Firewall/Third
Party software /Operating System
For Packaged
Solution
6 Total
Amount in Words
....................................................
Page 49 of 49
Tender Document for University Management System, Jiwaji University, Gwalior (MP)
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