rfp_umis.pdf - Veer Kunwar Singh University

REQUEST FOR PROPOSAL

Implementing, Customizing & Maintaining

Integrated University Management

System (IUMS) in Veer Kunwar Singh

University, Ara, Bihar

RFP Ref Number: VKSU449/RFP2018/01

Issue Date: 13.12.2018

Issued By:

Registrar Veer Kunwar Singh University, Ara Tel: 06182-239209 Email ID: registrarvksuarabihar@gmail.com

Table of Contents

Disclaimer ...............................................................................................................................6

Invitation of Proposal ..............................................................................................................8

1.1. Key Events and Dates ...................................................................................................9

1.2. Other Important Information related to Bid ................................................................ 10

2. Background ....................................................................................................................... 11

2.1. About VKSU ........................................................................................................................... 11

3. Request for Proposal Process ............................................................................................. 11

3.1. General Information and Guidelines ....................................................................................... 11

3.2. Consortium Conditions ........................................................................................................... 12

3.3. RFP Document Fees ................................................................................................................ 14

3.4. Earnest Money Deposit (EMD) ................................................................................................ 14

3.5. Contact Details ....................................................................................................................... 15

3.6. Pre-Bid Queries and Pre-Bid Meeting on RFP ........................................................................... 15

3.7. Response to Pre-Bid Queries / Corrigendum / Amendment to the RFP ..................................... 16

3.8. Completeness of Response ..................................................................................................... 16

3.9. Proposal Preparation Cost ...................................................................................................... 17

3.10. Right to Termination ............................................................................................................. 18

3.11. Authentication of Bids .......................................................................................................... 18

3.12. Interlineation of Bids ............................................................................................................ 18

3.13. Late Bids .............................................................................................................................. 18

3.14. Patent Claim ......................................................................................................................... 18

4. Bid Submission Instructions ................................................................................................ 19

4.1. Online Bid Submission .................................................................... Error! Bookmark not defined.

Offline Bid Submission .................................................................................................................. 20

4.2. Pre - Qualification Criteria ...................................................................................................... 21

4.3. Technical Evaluation ............................................................................................................... 23

4.4. Commercial Proposal .............................................................................................................. 24

4.5. Validity of Proposal ................................................................................................................ 25

4.6. Corrections / errors in commercial proposal ............................................................................ 25

4.7. Price and Information ............................................................................................................. 25

4.8. Language ................................................................................................................................ 25

4.9. Conditions under which RFP is issued ...................................................................................... 26

4.10. Right to the content of Proposal ........................................................................................... 26

4.11. Non-Conforming Proposal ..................................................................................................... 26

4.12. Disqualification .................................................................................................................... 26

4.13. Acknowledgement of Understanding .................................................................................... 27

5. Bid opening and Evaluation process ................................................................................... 28

5.1. Bid Evaluation Committee ...................................................................................................... 28

5.2. Overall Evaluation Process ...................................................................................................... 29

5.3. Evaluation – Prequalification .................................................................................................. 29

5.4. Evaluation – Technical ............................................................................................................ 29

5.5. Technical Score (X) ................................................................................................................. 30

5.6. Commercial Score (Y) .............................................................................................................. 30

5.7. Special Conditions for Evaluation ............................................................................................ 31

5.8. Award Criteria ........................................................................................................................ 31

5.9. Right to accept any Proposal and to reject any or all Proposals ................................................ 31

5.10. Notification of Award ........................................................................................................... 31

5.11. Contract Period .................................................................................................................... 31

5.12. Signing of Contract ............................................................................................................... 32

5.13. Failure to agree to Terms and Conditions of this RFP ............................................................. 32

5.14. Performance Bank Guarantee ............................................................................................... 32

6. Scope of Work ................................................................................................................... 33

6.1. Introduction ..................................................................................................................... 33

6.2. Objectives and Benefits ..................................................................................................... 33

6.3. Strategic Considerations.................................................................................................... 34

6.4. Implementation Methodology .......................................................................................... 35

6.5. Scope of Work .................................................................................................................. 36

(i) Pre-Admission ................................................................................................................ 37

(ii) Admission & Academics ................................................................................................. 38

(iii) Program & Course Curricula Management ..................................................................... 40

(iv) Fee Management .......................................................................................................... 41

(v) Student’s Portal ............................................................................................................. 42

(vi) Student Attendance ...................................................................................................... 43

(vii) Student Eligibility Management .................................................................................... 44

(viii) Student Migration Management ................................................................................. 45

(ix) Examiner Database Management ................................................................................. 46

(x) Pre-Examination ........................................................................................................... 47

(xi) Examination Management & Result Processing ............................................................ 48

(xii) Convocation Management .......................................................................................... 50

(xiii) Scholarship Management ........................................................................................... 51

(xiv) Student Activities Management (NCC, NSS, Sports & Cultural etc.) ............................... 52

(xv) Hostel Management .................................................................................................... 52

(xvi) Student Transcript Management ................................................................................. 53

(xvii) Placement Management ............................................................................................ 53

(xviii) Alumni Management ................................................................................................ 54

(xix) Financial Accounting ................................................................................................... 55

(xx) Budgeting .................................................................................................................... 56

(xxi) Bill Submission & Tracking Management ..................................................................... 56

(xxii) Online Recruitment (Teaching/Non-Teaching/Contractual) ......................................... 57

(xxiii) Establishment ........................................................................................................... 59

(xxiv) Payroll ...................................................................................................................... 61

(xxv) Employee Portal ........................................................................................................ 62

(xxvi) Leave Management ................................................................................................... 63

(xxvii) Pension Management .............................................................................................. 64

(xxviii) Stores & Purchase ................................................................................................... 65

(xxix) GPF ........................................................................................................................... 67

(xxx) Research Project Management .................................................................................. 68

(xxxi) RTI Cell Management ................................................................................................ 69

(xxxii) Affiliation Management: .......................................................................................... 70

(xxxiii) Grievance Management .......................................................................................... 71

(xxxiv) College Management............................................................................................... 71

(xxxv) College Statistical Information Management ............................................................. 71

(xxxvi) College/University Teachers Promotion ................................................................... 71

(xxxvii) Legal Cell Management........................................................................................... 72

(xxxviii) Asset Management ................................................................................................ 73

(xxxix) Online/Distance Education ...................................................................................... 75

(xxxx) Choice Based Credit System ...................................................................................... 76

6.6. Proposed Enterprise Architecture & Metadata Design ................................................. 77

6.7. Detailed Scope ........................................................................................................... 79

6.8. Timeline, Deliverables and Payment Schedule ............................................................. 83

6.9. Documentation .......................................................................................................... 84

6.10. Technical Requirements .............................................................................................. 84

6.11. Security Requirements ................................................................................................ 85

6.12. Hosting and Maintenance .......................................................................................... 85

6.13. Final acceptance of Application .................................................................................. 86

7. Service level Agreements (SLA) ....................................................................................... 86

8. Annexures ...................................................................................................................... 87

Disclaimer

Veer Kunwar Singh University (hereinafter referred to as ‘VKSU’) has issued this Request

for Proposal (hereinafter referred to as “RFP”) for Implementing, Customizing & Maintaining Integrated University Management System (IUMS) in VKSU, on such terms and conditions as set out in this RFP document, including but not limited to the technical specifications set out in different parts of this RFP document.

1. This RFP has been prepared with an intention to invite prospective

applicants/bidders and to assist them in making their decision of whether or not to submit a proposal. It is hereby clarified that this RFP is not an agreement and the purpose of this RFP is to provide the bidder(s) with information to assist them in the formulation of their proposals. This RFP document does not purport to contain all

the information bidders may require. This RFP document may not be appropriate for all persons, and it is not possible for VKSU to consider the investment objectives, financial situation and particular needs of each bidder.

2. VKSU has taken due care in preparation of information contained herein. However,

this information is not intended to be exhaustive. The interested parties are required to make their own inquiries and respondents will be required to confirm in writing that they have done so and they do not solely rely on the information contained in this RFP in submitting their proposal. This RFP includes statements, which reflect various assumptions and assessments arrived at by VKSU in relation to the Project. Such assumptions, assessments and statements do not purport to contain all the information that each bidder may require.

3. This RFP is not an agreement by or / and between VKSU and the prospective bidders

or any other person. The information contained in this RFP is provided on the basis

that it is non–binding on VKSU, any of its authorities or agencies, or any of their

respective officers, employees, agents, or advisors. VKSU makes no representation

or warranty and shall incur no liability under any law as to the accuracy, reliability or

completeness of the information contained in the RFP document. Each bidder is

advised to consider the RFP document as per his understanding and capacity. The

bidders are also advised to do appropriate examination, enquiry and scrutiny of all

aspects mentioned in the RFP document before bidding. The bidders are encouraged

to take professional help of experts on financial, legal, technical, taxation, and any

other matters / sectors appearing in the document or specified work. The bidders

are also requested to go through the RFP document in detail and bring to notice of

VKSU, any kind of error, misprint, inaccuracies, or omission in the document. VKSU

reserves the right not to proceed with the project, to alter the schedule reflected in

this document, or to change the process or procedure to be applied. VKSU also

reserves the right to decline to discuss the project further with any party submitting

a proposal.

4. No reimbursement of cost of any type will be paid to persons, entities, or consortia

submitting a proposal. The bidder shall bear all costs arising from, associated with or

relating to the preparation and submission of its bid including but not limited to

preparation, copying, postage, delivery fees, expenses associated with any

demonstrations or presentations which may be required by VKSU or any other costs

incurred in connection with or relating to its bid.

5. The issue of this RFP does not imply that VKSU is bound to select and pre-qualify

bids for bid stage or to appoint the selected bidder, as the case may be, for the

project and VKSU reserves the right to reject all or any of the bids without assigning

any reasons whatsoever.

6. VKSU may, in its absolute discretion but without being under any obligation to do so,

update, amend or supplement the information, assessment or assumptions

contained in this RFP.

7. VKSU, its employees and advisors make no representation or warranty and shall

have no liability (for any cost, damage, loss or expense which may arise from or is

incurred or suffered on account of anything contained in this RFP or otherwise,

including but not limited to the accuracy, adequacy, correctness, completeness or

reliability of the RFP and any assessment, assumption, statement or information

contained therein or deemed to be part of this RFP or arising in any way with

eligibility of bidder for participation in the Bidding Process) towards any Applicant or

bidder or a third person, under any law, statute, rule, regulation or tort, principles of

restitution or unjust enrichment or otherwise.

8. VKSU also accepts no liability of any nature whether resulting from negligence or

otherwise howsoever caused arising from reliance of any bidder upon the

statements contained in this RFP.

9. Interested parties, after careful review of all the clauses of this ‘Request for

Proposal’, are encouraged to send their suggestions in writing to VKSU. Such

suggestions, after review by VKSU, may be incorporated into this ‘Request for

Proposal’ as a corrigendum, which shall be uploaded onto the e-tendering website.

All eligible tenders need to be registered on the following portals to generate login

credentials and to download the bid documents for online bid preparation /

decryption etc.

Invitation of Proposal

1. Bidder/Bidder may go through the tenders published on the site and download the tender documents/schedules for the tenders.

2. After downloading / getting the tender document/schedules, the Bidder should go through them carefully and then submit the documents as required, otherwise bid will be rejected.

3. Any clarifications may be sought online through the tender site, through the contact details or during pre-bid meeting if any. Bidder should take into account the corrigendum if any published before submitting the bids online.

4. It shall be deemed that the bidder has read and understood all the terms and conditions before submitting the offer. Bidder should go through the tender schedules carefully and submit the documents as asked; otherwise, the incomplete bid shall stand rejected.

5. The bidder has to select the payment option as offline to pay the EMD as applicable and enter details of the instruments.

1.1. Key Events and Dates

S. No.

Information

Details

1. Date & Time for Date, Time

Commencement of 13-12-2018

Downloading Tender 11.00 a.m.

Document

2. Last date for downloading Date, Time the Tender document 02-01-2019

3. Last date for sending Date, Time

requests for clarifications 20-12-2018

2.00 p.m.

4. Release of response to www.vksu.ac.in

clarifications would be (Name of the website)

available on

5. Last Date (deadline) for Date, Time submission of bids 05-01-2019

12.00 p.m.

1.2. Other Important Information related to Bid

S. No.

Information Details

1. Tender Fee To be paid at the time of submission of the tender

Rs. 10,000/- (Ten thousand only)

2. Earnest Money Deposit (EMD) To be paid in the form of Bank Guarantee in favor of <REGISTRAR, V. K. S. U., ARA>

Rs. 8,00,000/- (Eight lakh only)

3. Bid Validity Period 1 year

4. Performance Bank Guarantee 10% of the Average Annual Value of the Contract

5. Last date for furnishing Performance Bank Guarantee in favor of REGISTRAR, V. K. S. U., ARA

Within fifteen (15) working days of the date of notice of award of the contract (Letter of Intent (LOI)) or prior to signing of the contract whichever is earlier or as intimated in the LoI issued By VKSU. The PBG shall be valid till the validity of the contract, including any subsequent term extension, if applicable

6. Opening of Technical Bid 05-01-2019, 12.30 P.M.

7. Financial Bid opening To be announced on website

2. Background

2.1. About VKSU

Veer Kunwar Singh University, Ara named after the well-known national hero and legendary freedom fighter Veer Kunwar Singh, is a public university in the city of Ara in the state of Bihar, India. It was established by the Bihar University Act 1976 on October 22, 1992. Ranked among the Top Universities of Bihar, VKSU has earned recognition as a hub of higher learning and research in the frontier disciplines of science, humanities and social sciences. Over the years, through its progressive academic and extension activities, the University has played a vital role in the generation and dissemination of knowledge, and in enhancement of human skills. Veer Kunwar Singh University, Ara named after the well-known national hero and legendary freedom fighter Veer Kunwar Singh, is a public university in the city of Ara in the state of Bihar, India. It was established by the Bihar University Act 1976 on October 22, 1992. Ranked among the Top Universities of Bihar, VKSU has about 2,25,000 students enrolled in different streams of Conventional and Vocational courses. It has 17 Constituent colleges and about 77affiliated colleges in it. In order to streamline and integrate the functioning of various wings/units /Departments of the University as also to make it more responsive/friendly to the needs of students and other users, VKS University wants to implement Integrated University Management System (IUMS) by engaging some forms who has requisite capacity as well as experienced in this field and which can develop the required software as per the requirements of the university in about 40 (forty) areas of university functioning to make them an integrated whole by employing the state of the art technology available in IT field.

3. Request for Proposal Process

This section includes all the important information related to RFP, required to bid for this project.

3.1. General Information and Guidelines

1. VKSU invites bids against this Request for Proposal (“RFP”), from eligible bidders as per the scope of work defined in this RFP.

2. Any contract that may result from this bidding process will be effective from the

date of Signing of Contract and shall, unless terminated earlier in accordance with

its terms, continue for a total contract period of five (5) years.

3. VKSU reserves the right to extend the Term on mutually agreed terms at its sole

discretion, subject to any obligations under law of the university.

4. Proposals must be received not later than the time, date and venue mentioned in

the section ‘Key Events and Dates’. Proposals that are received late WILL NOT be

considered in this RFP process.

5. While every effort has been made to provide comprehensive and accurate

background information and requirements and specifications, Bidders must

perform their own research and survey, and form conclusions about the solution

needed to meet the requirements.

6. All information supplied by Bidders may be treated as contractually binding on the

Bidders, on successful award of the assignment by VKSU on the basis of this RFP.

7. No commitment of any kind, contractual or otherwise shall exist unless and until a

formal written contract has been executed by or on behalf of VKSU. Any notification

of preferred bidder status by the university, shall not give rise to any enforceable

rights by the Bidder. VKSU may cancel this public procurement at any time prior to a

formal written contract being executed.

8. This RFP supersedes and replaces any previous public documentation & communications, and Bidders should place no reliance on such communications.

9. All figures of costs, project values and others will shall be mentioned in Indian Rupees only.

10. No Bidder shall submit more than one Bid for the Project. An entity bidding (a)

individually, or (b) as a member of a Consortium, shall not be entitled to submit

another bid either (a) individually or (b) as a member of any Consortium.

3.2. Consortium Conditions

The Bidder for participation in the Selection Process, may be (a) a single entity or (b) a Consortium, coming together to execute the project.

No bidder applying individually, or as a member of a Consortium, as the case may be, can be member of another consortium bidding for the project.

The bidders are allowed to form a Consortium subject to the following conditions:

1 The number of Consortium members cannot exceed two (2), including the Lead Bidder.

2 The Lead Bidder along with the Consortium Partner will jointly submit the

Proposal and will be jointly signing a Contract with VKSU. The Contract / the

Agreement will clearly specify the roles and responsibilities of the Lead bidder as

well the Consortium Partners.

3 The primary responsibility of the execution of the Contract would be that of the Lead Bidder.

4 No Consortium Partner can be a part of more than one Consortium. Only one bid

will be allowed from a Consortium. The members of a Consortium are not

allowed to bid individually.

5 In case of a Consortium bid, the Lead Bidder would also need to submit the

Agreement between itself and the Consortium members for the Contract clearly

indicating their scope of work, rights, obligations and liabilities, responsibilities

and relationship. The agreement should also include the following details –

A brief description of the roles and responsibilities of individual members;

and clearly define the proposed administrative arrangements (organization

chart) for the management and execution.

Include a statement to the effect that all members of the Consortium shall be

severally liable for all obligations in relation to the Assignment until the

completion of the Assignment in accordance with the Agreement.

Undertake that all Members shall comply with all lock-in requirements set forth in the RFP.

6 This Agreement should be prepared on a stamp paper of requisite value and is required to be submitted along with the Technical Proposal.

7 All the signatories of the Consortium Agreement shall be authorized by a Power

of Attorney signed by the respective Authorities. The format is provided in

Annexure – 7 for reference.

8 The Consortium Agreement shall provide at least the following information in

respect of the Consortium members that the Lead Bidder will engage to provide

any of the services required under this RFP.

Brief description of nature of products/services to be provided by

Consortium Partner;

Head and Branch offices (if responsible for work under the contract) (provide mailing addresses, phone, fax and email);

Date, form and state of incorporation of the Consortium Partner;

Contract Administrator (Name, business address, fax, phone and email

address of individual responsible for administering any Contract that might

result from this RFP);

Company Principals (Name, title and business address); and

9 The Consortium Agreement concluded by the Lead Bidder and Consortium Partners

should also be addressed to VKSU clearly stating that the Agreement is applicable to

the contract executed out of this RFP and shall be binding on them for the Contract

Period.

10 Notwithstanding the Agreement, the responsibility of completion of job under the contract will be with the Lead Bidder.

11 The Lead Bidder shall be solely liable to and responsible for all obligations towards

VKSU for the performance of works/services including that of its partners/associates

under the contract.

12 All members of the Consortium are required to follow the highest level of work

ethics, if any member of the consortium has a Conflict of Interest or indulges in

“Prohibited Practices”; the whole Consortium is liable to be disqualified. Further, in

the event any entity has been barred by the Central Government, any State

Government, a statutory authority or a public sector undertaking, as the case may

be, from participating in any project or bid, and the bar subsists as on the date of

Last Date of Submission, it would not be eligible to submit a Proposal either by itself

or as part of a Consortium.

3.3. RFP Document Fees

The qualified bidders are requested to pay Tender fees of Rs. 10,000/- through DD in

favor of REGISTRAR, V. K. S. U., ARA. The Tender fee is non-refundable. The RFP

document can be downloaded free of cost from the portal:(url) www.vksu.ac.in. Bids

that are not accompanied by the RFP fees or accompanied by inadequate RFP fees,

shall be considered non-responsive and will be rejected.

3.4. Earnest Money Deposit (EMD)

The bidders are requested to deposit an EMD of Rs. 8,00,000/- (Eight lakh only) in the

Form of Demand Draft in favour of REGISTRAR, V. K. S. U., ARA payable at Bihar. The

EMD should be valid for a period of 180 days. The physical instrument of the EMD

should be submitted to VKSU on the date of opening of bids.

1 The EMD shall be denominated in Indian Rupees only. No interest will be payable to the bidder on the amount of the EMD.

2 Bids submitted without the prescribed EMD will be rejected. 3 Unsuccessful bidder’s EMD shall be returned to the unsuccessful bidder within 120

days from the date of opening of the financial bid. 4 EMD of successful bidder will be returned after the award of contract and

submission of Performance Bank Guarantee within specified time and in accordance

with the format given in RFP. 5 EMD shall be non-transferable. 6 The EMD may be forfeited:

o If a bidder withdraws his bid or increases his quoted prices during the period of bid validity or its extended period, if any.

o If successful bidder fails to sign the Contract or to furnish Performance Bank

Guarantee within specified time in accordance with the format given in the

o If during the bid process, a bidder indulges in any such deliberate act as would

jeopardize or unnecessarily delay the process of bid evaluation and

finalization. The decision of the VKSU regarding forfeiture of the Bid Security

shall be final and binding upon bidders.

o If during the bid process, any information is found false/fraudulent/malafide, VKSU shall reject the bid and, if necessary, initiate action.

3.5. Contact Details For any clarifications & communication with reference to the RFP documents, the

bidders are expected to communicate at the contact information provided below:

S. No Item Details

1. Name S. N. Jha

2. Designation Registrar

3. Email. ID registrarvksuarabihar@gmail.com

4. Phone 06182-239209

3.6. Pre-Bid Queries and Pre-Bid Meeting on RFP

VKSU may host a Pre-Bid Meeting of required for queries (if any) by the prospective

bidders. The date, time and place of the meeting shall be specified on University

website. The representatives of the bidders may attend the pre-bid meeting at their

own cost. The purpose of the pre-bid meeting is to provide a forum to the bidders to

clarify their doubts / seek clarification or additional information, necessary for them to

submit their bid. The bidders shall send in their pre-bid queries as per the prescribed

format specified in Annexure - 1 of this RFP, to the contact address at which the bids

are to be submitted as well as the email id mentioned in Section 3.5 of this RFP. The

bidders shall send their pre-bid queries as per the schedule specified in the RFP

Section 1.1.The response to the queries shall be published on www.vksu.ac.in. No

telephonic queries will be entertained. This response of VKSU shall become integral

part of RFP document.

3.7. Response to Pre-Bid Queries / Corrigendum / Amendment to the RFP At any time prior to the deadline (or as extended by VKSU) for submission of bids,

VKSU for any reason, whether at its own initiative or in response to clarifications

requested by the bidder, may modify the RFP document by issuing amendment(s) or

issue additional data to clarify an interpretation of the provisions of this RFP. Such

supplements / corrigendum to the RFP issued by the university would be displayed on

www.vksu.ac.in. Any such supplement / corrigendum / amendment shall be deemed

to be incorporated by this reference into this RFP.

Any such supplement / corrigendum / amendment will be binding on all the bidders.

VKSU will not be responsible for any misinterpretation of the provisions of this Tender

document on account of the bidders’ failure to update the Bid documents based on

changes announced through the website.

In order to allow bidders a reasonable time to take the supplement / corrigendum /

amendment (s) into account in preparing their bids, VKSU, at its discretion, may

extend the deadline for the submission of bids.

3.8. Completeness of Response

The bidders are advised to study all instructions, forms, terms, requirements and

other information in the RFP documents carefully. Submission of bid shall be

deemed to have been done after careful study and examination of the RFP

document with full understanding of its implications.

The response to this RFP should be full and complete in all respects. Failure to

furnish all information required by the RFP document or submission of a proposal

not substantially responsive to the RFP document in every respect will be at the

bidder's risk and may result in rejection of its proposal and forfeiture of the bid

3.9. Proposal Preparation Cost The bidder shall be responsible for all costs incurred in connection with participation in the

RFP process, including, but not limited to, costs incurred in conduct of informative and

other diligence activities, participation in meetings/discussions/presentations, preparation

of proposal, in providing any additional information required by VKSU to facilitate the

evaluation process, and in negotiating a definitive Service Agreement (SA) and all such

activities related to the Bid process. This RFP does not commit VKSU to award a Contract or

to engage in negotiations. Further, no reimbursable costs may be incurred in anticipation of

award of the Contract for implementation of the Project.

3.10. Right to Termination VKSU may terminate the RFP process at any time and without assigning any reason. It also

makes no commitments, express or implied, that this process will result in a business

transaction with anyone. This RFP does not constitute an offer by VKSU. The bidder's

participation in this process may result in VKSU selecting the bidder to engage towards

execution of the contract. In the event of such termination, EMD of all bidders shall be

returned, without any interest.

3.11. Authentication of Bids The original bid will be signed by a bidder’s person duly authorized to bind the bidder to the

Contract. A letter of authorization in the name of the person signing the bid shall be

supported by a written Power-of-attorney accompanying the bid. All pages of the bid

including the duplicate copies, except for un-amended printed literature, shall be duly

signed and stamped by the person / persons signing the bid. The bid will then be uploaded

on the e-tendering portal. The bidders should refer to the format for Power of Attorney as

per Annexure –7 of this RFP.

3.12. Interlineation of Bids The bid shall contain no interlineations or erasures. In case of any overwriting, the place

needs to be signed by the Authorized signatory.

3.13. Late Bids The bids received after the due date and the specified time (including the extended period if any) for any reason whatsoever, shall not be entertained.

3.14. Patent Claim In the event of any claim asserted by a third party of infringement of copyright, patent,

trademark or industrial design rights arising from the use of the solution or any part

thereof, the bidder shall expeditiously extinguish such claim. If the bidder fails to comply

and VKSU is required to pay compensation to a third party resulting from such infringement,

the bidder shall be responsible for such compensation, including all expenses, court costs

and lawyer fees. VKSU shall give notice to the successful bidder on any such claim and

recover it from the bidder if required.

4. Bid Submission Instructions

1 To view- Tender Notice, Detailed Time Schedule, RFP Document and its supporting documents, kindly visit following website www.vksu.ac.in.

2 The bids submitted, shall comprise of the following two envelopes:

a) A Two envelope/ cover system shall be followed for the bid: Envelope A: Tender Fees, EMD, Pre-Qualification & Technical Bid

Envelope B: Commercial Bid

b) The Bid shall include the following documents:

Table: Documents Required

S. No. Document Type Document Format Online

Submission

Tender Fee & EMD and Eligibility Details- Envelope –A

1. Tender Fee In the form of DD in favour of REGISTRAR No

2. EMD In the form of Demand Draft in favour of REGISTRAR payable at ARA No

3. Prequalification prepared in accordance with the

& Technical Bid Requirements specified in Section 5.3. No The Technical Proposal shall be

prepared in accordance with the

requirements specified in this RFP and

in the formats prescribed in Annexure-4.

Commercial Bid – Envelope –B

Commercial Bid The Commercial Bid shall be prepared Yes

4. in accordance with the requirements

specified in this RFP and in the format

prescribed in Annexure-5.

c) The bidder should ensure that all the required documents, as mentioned

in this RFP/ bidding document, are submitted along with the bid and in

the prescribed format only.

d) Non-submission of the required documents or submission of the

documents in a different format/ contents may lead to the rejections of

the bid proposal submit ted by the bidder.

4 VKSU will not accept delivery of proposal and any other supporting documents,

in any manner other than that specified in this RFP. Any proposal delivered in

any other manner shall be treated as defective, invalid and rejected. Under no

circumstances, any physical documents will be accepted after the submission of

5 It is required that all the Bids submitted in response to this RFP should be

unconditional in all respects, failing which VKSU reserves the right to reject the

6 It shall be the responsibility of the bidder to re-check that each page of the

requisite document as a part of the bid is stamped and duly signed by an

authorized signatory.

Offline Bid Submission

Bidders are required to submit an original Full Technical Proposal (FTP) along with 1 hard

copy and a soft copy (in the form of a CD/ pen drive). The Data Sheet or concerned section

indicates the format of the Technical Proposal to be submitted. Submission of the wrong

type of Technical Proposal will result in the Proposal being deemed non-responsive. The

Technical Proposal shall provide the information indicated in the following para:

1. Format of letter to be submitted by the Bidder along with the Proposal.

2. A brief description of the Bidders organization and an outline of recent

experience of the Bidder, assignments of a similar nature are required in

concerned Form. For the assignment, the outline should indicate the names of

Professional staff who participated, duration of the assignment, Contract

amount, and bidder’s involvement.

3. A description of the approach, methodology, and work plan for performing the

assignment covering the following subjects: technical approach and

methodology, work.

4. Plan, activity schedule, organization and staffing schedule.

5. The team composition by area of expertise, the position that would be assigned

to each staff team member and their tasks.

4.2. Pre - Qualification Criteria The bidder shall be evaluated based on the Eligibility Criteria mentioned below. The bidder shall fulfill all of the following criteria independently, as on the date of submission of bid.

Sr. No. Eligibility Criteria Supporting Documents

1. The Sole Bidder or, in case of Consortium, the Lead Bidder and

the Consortium Partners must be registered legal entity in

India. (Indian Companies Act, 1956 (2013).

The Sole Bidder or, in case of Consortium, the

Lead Bidder must have been in existence in

India for at least 10 years as on 31st

March 2018

Certificate of Incorporation

2. The Sole Bidder or, in case of a Consortium , the Lead Bidder

and the Consortium Partners must have in their name, a PAN

with Income Tax authority in India

Copy of the PAN Card signed

by the Authorized Signatory of

the Lead Bidder and

Consortium Partner

3. The Sole Bidder or, in case of a Consortium, the Lead Bidder

of Consortium must have an annual turnover of atleast Rs. 80

Crores during the last 3 financial years (2015-16, 2016-17,

2017-18)

of Consortium must have a positive Net Worth as on 31st

March 2018.

or the Consortium Partner, must have a valid –

CMMI Level 3/ ISO 9001:2008/2015 and ISO 27001

certification, as on the date of submission of the bid.

or the Consortium Partner, must have a minimum of 300 full -

time resources with IT/ITeS/ Software Development related

skill set on its payroll as on 31st March 2018.

7. The Bidder should have experience of full execution of

Integrated University Management System (IUMS) in at least

two Government Universities with affiliated colleges which is

being used for atleast one year, wherein there are atleast

1,00,000 (One lakh) registered students, during each of the

last 3 years.

8. The bidder should have experience of full implementation of

Integrated University Management System (IUMS) in at least

5 State Government Universities / Central Government

Universities, out of which “complete” ERP (Comprising

various functions of the University like Student Lifecycle and

Administrative processes) should have been implemented.

The purchase order and satisfactory performance report from

the competent authority of the said University should be

enclosed along with the bid.

9. The bidder should have secured 3 single supply orders from a

State Government University / Central Government

University where the full implementation has been done, of a

value not less than 2 Crores (Value of the order / Invoice

solely comprising of Integrated University Management

System (IUMS) Product/Licenses/Services only) in the last

three Financial Years: - 2015 – 16, 2016 – 17and 2017-18 from

the University as stated above.

1. It is mandatory to submit the specified documents in support of the above eligibility

criteria and the company/firm/agency is likely to be disqualified should it fail to

provide any of the specified documents.

2. Similar projects : Use of IT/ITeS component to facilitate the process including but not

limited to Student Admissions right from Registration till Admission Confirmation,

Examination including Student Registration, Assessment, Examination Assessment,

Teacher Recruitment, College Affiliation, Finance and Accounts processes through

Implementing, Customizing &Maintenance of application which includes application

form submission, payment collection, updating status/ results and publishing of

reports, dashboards etc. or any process automation in Central Government/ State

Government covering End to End Computer Based Student and Employee Lifecycle,

College Affiliation, Finance and Accounts automation etc.

3. Change in Eligibility Criteria: If there is a change in the status of the bidder with

reference to any of the eligibility criterion specified above, during the bid process till

the award of the project, the bidder should immediately bring the same to the

notice of VKSU.

4. The bidder should also submit an Authority Letter or Power of Attorney for the

authorized signatory signing the bid documents on behalf of the bidder.

5. The technical bid should not contain any price information.

4.3. Technical Evaluation The proposals from bidders will be evaluated based on evaluation parameters mentioned

below.

1. This is a Quality and Cost Based Selection (QCBS). The technical evaluation marks

would be given 70% weightage and commercial evaluation marks would be given

30% weightage to arrive at a composite score.

2. The bidder with the highest composite score shall be awarded the contract.

However, VKSU reserves the right to confirm the bidder with the highest

composite score as successful bidder subject to negotiations and approval of

competent authority.

S.No. Technical Evaluation Parameters Max

1. Financial Strength: Annual turnover for last three years 2

i)-FY 2015-16,16-17,17-18 = 100 Crores

ii)-INR > 100 - 300 Crores 3

iii)-INR >301 Crores 5

Integrated University Management System (IUMS) implemented in One Indian State Government University/ Central Government University with Affiliated Colleges and in use for the last two years.

Integrated University Management System (IUMS) implemented in two Indian State Government Universities/ Central Government Universities with Affiliated Colleges and in use for the last two years.

Integrated University Management System (IUMS) implemented in more than two Indian State Government Universities/ Central Government Universities with Affiliated Colleges and in use for the last two years.

3. CBCS (Choice Based Credit/Grade System) implemented and in use for the last one year in any one State Government University/ Central Government University 5

Successful implementation of Examination Result Processing of Students in one State Government/Central Government University in one year for 100000 to 150000 Students 5

Successful implementation of Examination Result Processing of Students in one State Government/Central Government University in one year for 150001 to 200000 Students

Successful implementation of Examination Result Processing of Students in one State Government/Central Government University in one year for more than 200000 Students 20 20

Project completed in Integrated University Management System (IUMS) in any State Government/Central Government University in the last 3 years, having a value of more than 3 Crores INR; 1 Project

2 - 3 projects 10

>3 projects 15

6. Applications running on all three environments (Desktop & Mobile) 5

7. Resources strength

Employees employed in IT/ITeS services up to 500 2

500-1000 3

> 1000 5 5

8. Presentation &Application Demo 30

Only One Proposal

Bidders will submit only one proposal. If a Bidder submits or participates in more than one

proposal, all such proposals shall be disqualified.

Only One Product

The Bidders are strictly advised to quote the same product, deploying which they have gained

requisite experience pertaining to this RFP. Non adherence (quoting different Product/ Solution)

will result in the said proposal being disqualified in totality.

Site Visit Shortlisted bidder may propose a site visit in atleast two Government-run Universities for the

purpose of showcasing live-implemented system of Integrated University Management System

(IUMS) environment. Financial bid may be opened after the site visit.

4.4. Commercial Proposal 1. The bidders should necessarily give the commercial details in the format given in

Annexure-5 of this RFP. The commercial proposals should be given in the prescribed format only and in accordance to the details and terms and conditions as mentioned in the RFP (hence the bidder is expected to understand the RFP in all respects). In case the selected bidder does not quote for or provision for any software / any other expenses required to meet the requirements of the RFP, he shall be solely responsible for those and would be required to provide them, without any additional cost to VKSU.

2. The bidder is expected to price all the items and services sought in the RFP and proposed in the Technical Proposal. The Bid should be comprehensive and inclusive of all the services to be provided by the bidder as per the scope of his work and must cover the entire Contract Period.

3. VKSU may seek clarifications from the bidder on the Technical Proposal. Any of the clarifications by the bidder on the Technical Proposal should not have any commercial implications. The Commercial Proposal submitted by the bidder should be inclusive of all the items in the Technical Proposal and should incorporate all the clarifications provided by the bidder on the Technical Proposal during the evaluation of the technical offer.

4. The bidder should also provide the detailed break of the Tax/Charges which bidder would be submitting to government against every transaction separately with commercial bid.

5. The Commercial Proposal shall not contain any technical information.

4.5. Validity of Proposal The proposals shall be valid for a period of 1 year from the date of submission of Bid. A proposal valid for a shorter period may be rejected as non-responsive. In exceptional circumstances, at its discretion, VKSU may solicit the bidder's consent for an extension of the validity period. The request and the responses thereto shall be made in writing or by email.

4.6. Corrections / errors in commercial proposal

1. The bidders are advised to exercise adequate care in quoting the prices. No excuse for corrections in the quoted figures will be entertained after the Commercial Proposals are received by VKSU.

2. The quoted price shall be corrected for arithmetical errors.

3. In cases of discrepancy between the prices quoted in words and in figures, lower of the two shall be considered.

4. The amount stated in the Commercial Proposal, adjusted in accordance with the above procedure and as stated in Annexure-5 of this RFP, shall be considered as binding on the bidder for evaluation.

4.7. Price and Information 1. The bidder shall quote for this project as per the requirements of the RFP.

2. All the prices will be in Indian Rupees.

3. The bidder should clearly quote GST and any other levies separately, as applicable.

4. The prices, once offered, must remain fixed and must not be subject to change for any reason whatsoever within the period of the validity of the proposal and the contract. No revision of the fee shall be made on account of any variations in costs of labor and materials, currency exchange fluctuations with international currency or any other cost component affecting the total cost in fulfilling the obligations under the contract. A proposal submitted with an adjustable price quotation or conditional proposal may be rejected as non-responsive.

4.8. Language The proposal should be submitted by the bidder in English language only. If any supporting documents submitted are in any language other than English, translation of the same in English language is to be duly attested by the bidders. For purposes of interpretation of the proposal, the English translation shall govern. If any documentary evidence for ‘Experience’ is in other languages, a true translation of the copy, attested by Notary shall be enclosed.

4.9. Conditions under which RFP is issued 1. This RFP is not an offer and is issued with no commitment. VKSU reserves the right to

withdraw the RFP and change or vary any part thereof, at any stage. VKSU also reserves the right to disqualify any bidder should it be so necessary at any stage.

2. Timing and sequence of events resulting from this RFP shall ultimately be determined by VKSU.

3. No verbal conversations or agreements with any official, agent, or employee of VKSU shall affect or modify any terms of this RFP and any alleged verbal agreement or arrangement made by a bidder with any agency, official or employee of VKSU shall be superseded by the definitive agreement that results from this RFP process. Verbal communications by VKSU to bidders shall not be considered binding on it, nor shall any written materials provided by any person other than VKSU.

4. Neither the bidder nor any of the bidder’s representatives shall have any claims whatsoever against VKSU or any of their respective officials, agents, or employees arising out of or relating to this RFP or these procedures (other than those arising under a definitive service agreement with the bidder in accordance with the terms thereof).

5. Until the Contract is awarded and during the validity of the Contract, bidders shall not, directly or indirectly, solicit any employee of VKSU to leave the same or any other officials involved in this RFP process in order to accept employment with the bidder, or any person acting in collusion with the bidder, without prior written approval of VKSU.

4.10. Right to the content of Proposal All proposals and accompanying documentation of the Technical Proposal will become the property of VKSU and will not be returned after opening of the Technical Proposals. VKSU is not restricted in its rights, to use or disclose any or all of the information contained in the proposal and can do so without compensation to the bidders. VKSU shall not be bound by any language in the proposal indicating the confidentiality of the proposal, or any other restriction on its use or disclosure.

4.11. Non-Conforming Proposal A proposal may be construed as a non-conforming proposal and ineligible for consideration if: a) It does not comply with the requirements of this RFP.

b) It does not follow the format requested in this RFP or does not appear to address the requirements as specified by the directorate.

4.12. Disqualification The proposal is liable to be disqualified in the following cases or in case the bidder fails to meet the requirements as indicated in this RFP: 1) The proposal is not submitted in accordance with the procedure and formats prescribed in this document or treated as non-conforming proposal.

2) During validity of the proposal, or its extended period, if any, the bidder increases the quoted prices.

3) The bidder qualifies the proposal with own conditions.

4) The proposal is received in incomplete form, received after due date, not accompanied by all the requisite documents, not accompanied by the EMD or the bidder has quoted only for a part of the project

5) The information submitted in Technical Proposal is found to be misrepresented, incorrect or false, accidentally, unwittingly or otherwise, at any time during the processing of the Contract (no matter at what stage) or during the tenure of the Contract including the extension period, if any

6) The Commercial Proposal is enclosed with the Technical Proposal.

7) The bidder tries to influence the proposal evaluation process by unlawful/corrupt/fraudulent means at any point of time during the bid process.

8) In case any one bidder submits multiple proposals or if common interests are found in two or more bidders, the bidders are likely to be disqualified, unless additional proposals are withdrawn upon notice immediately.

9) The bidder fails to deposit the Performance Bank Guarantee or fails to enter into a Contract within 15 Days of the date of issue of Letter of Intent or within such extended period, as may be specified by the VKSU.

10) Any bid received by VKSU after the deadline for submission of bids shall be declared late and will be rejected, and returned unopened to the bidder at VKSU’s discretion.

11) While evaluating the proposals, if it comes to VKSU’s knowledge expressly or implied, that some bidders may have colluded in any manner whatsoever or otherwise joined to form an alliance resulting in delaying the processing of proposal then the bidders so involved are liable to be disqualified for this Contract as well as for a further period of four years from participation in any of the RFPs floated by VKSU.

12) If the Technical Proposal contains any information on price, pricing policy, pricing mechanism or any information indicative of the commercial aspects of the bid.

4.13. Acknowledgement of Understanding By submitting the proposal, each bidder shall be deemed to acknowledge that he has carefully read all sections of this RFP, including all forms, schedules, annexure, corrigendum and addendums (if any) hereto, and has fully informed itself as to all existing conditions and limitations.

5. Bid opening and Evaluation process

5.1. Bid Evaluation Committee

1 VKSU shall constitute a Bid Evaluation Committee to evaluate the responses of the bidders.

2 The Bid Evaluation Committee shall evaluate the responses to the RFP (Envelope A

and Envelope B) and all supporting documents / documentary evidence. Inability to

submit requisite supporting documents / documentary evidence, may lead to

rejection.

3 The decision of the Bid Evaluation Committee in the evaluation of responses to the

RFP shall be final. No correspondence will be entertained outside the process of

negotiation/ discussion with the Committee.

4 The Bid Evaluation Committee may ask for meetings with the bidders to seek

clarifications on their proposals. The bidder shall submit requisite supporting

documents/ certificates on the credentials. The committee may visit bidder’s client

site to validate the credentials/ citations claimed by the bidder.

5 The Bid Evaluation Committee reserves the right to reject any or all proposals on the basis of any deviations.

6 Each of the responses shall be evaluated as per the criteria and requirements specified in this RFP.

7 The Bid Evaluation Committee would submit its recommendations to the competent authority whose decision would be final and binding upon the bidders.

5.2. Overall Evaluation Process

1 The bidders who fulfil all the Pre - Qualification criteria will qualify for further

Technical Evaluation.

2 Amongst the bidders who are considered for Commercial Evaluation, the bidder

scoring the highest composite score will be awarded the work as bidder at the

discretion of VKSU.

3 The Bid Evaluation Committee reserves the right to accept or reject any or all bids without giving any reasons thereof.

5.3. Evaluation – Prequalification

The eligibility criteria for only those bidders, whose Tender Fee & EMD is in order, shall be

considered. The bidders will be assessed on the eligibility criteria defined in Section 4.2 of

this RFP.

5.4. Evaluation – Technical

The evaluation of the technical proposals will be carried out in the following manner:

The bidders' technical proposal will be evaluated as per the requirements and

evaluation criteria as spelt out in Section 4.3 of this RFP. The bidders are required to

submit all required documentation in support of the evaluation criteria specified

(e.g. detailed project citations and completion certificates, client contact

information for verification, profiles of project resources and all others) as required

for technical evaluation.

Proposal Presentations: The Bid Evaluation Committee may invite each qualified

bidder to make a presentation to VKSU, as per their discretion.

Demo of Existing Similar Solution: The Bid Evaluation Committee may call for a

demonstration of the similar solution implemented by the bidder. The bidder will be

required to demonstrate the functionality of the solution as declared in the technical

proposal.

Please note that such a demonstration may be called from each technically qualified bidder

before opening of commercial proposal. In any case, in the event of any deviation from the

factual information provided by the bidder in technical proposal, VKSU can reject the bid

and also ban the bidder from participation in any future tenders in the state of Bihar.

At any time during the Bid evaluation process, the committee may seek verbal /

written clarifications from the bidders.

The committee reserves the right to do a reference check of the past experience

stated by the bidder. Any feedback received during the reference check shall be

taken into account during the technical evaluation process.

Each proposal which qualifies in Envelope A shall be scrutinized further with Envelope B and evaluated accordingly, as per the following process and will be given a score.

5.5. Technical Score (X) The score secured based on evaluation of the Technical Bid as above shall be the Technical Score of the bidder for the project being considered for evaluation (X).

X of the qualifying bidder = Marks Scored by the respective bidder

5.6. Commercial Score (Y) The commercial offers of the qualified bidders shall be tabulated for project.

If there is a discrepancy between words and figures, the lower of the two shall prevail. For any other calculation/ summation error etc. the bid may be rejected.

The commercial offers of the qualified bidders shall be tabulated for this project and the bidder with lowest commercial offer will be given a financial score of 100.

Based on the commercial quote given by the bidder, a Relative Commercial Score (Y) will be calculated as below, only for the qualifying bidders.

‘Y’ of qualifying bidder =

The marks secured as above shall be the Relative Financial Score (Y) of the bidder for the project. (Refer: Annexure - 5 for Commercial proposal format)

Composite Score for the Bidders

Lowest quoted Offer of the qualifying Bidder *100

Offer quoted by the respective

Composite score for each bidder shall be worked out as under:

Technical Commercial Weighted Weighted

Composite Score Bidder Technical Score Commercial Score

Score (X) Score (Y) (F=D+E) (70% of X) (30% of Y)

A B C D E F

5.7. Special Conditions for Evaluation

The successful bidder shall be the agency securing the highest composite score in

column ‘F’ above. However, in the event of two or more bidders securing exactly

the same composite score, then VKSU reserves the right to:

a) Declare the bidder whose technical score is highest, among the bidders who have secured exactly the same composite score as successful bidder, or

b) Adopt any other method as decided by VKSU.

5.8. Award Criteria

Post the evaluation process indicated in Section 5.2, 5.3 and 5.4 above, VKSU will

award the Contract to the bidder, who has the highest composite score as per the

scoring scheme mentioned.

5.9. Right to accept any Proposal and to reject any or all Proposals

VKSU reserves the right to accept or reject any proposal, and to annul the tendering process and reject all proposals at any time prior to award of Contract, without thereby incurring any liability to the affected bidder(s) or any obligation to inform the affected bidder(s) of the grounds for its action.

5.10. Notification of Award

Prior to the expiration of the validity period, VKSU will notify the successful bidder about the acceptance of the proposal, by issuance of a Letter of Intent in writing.

5.11. Contract Period

The validity of the period of the Contract will be for 5 years.

VKSU reserves the rights to extend this contract based on mutual consent for another

two (2) years subject to successful implementation and result of performance delivery.

5.12. Signing of Contract

Service Agreement (SA) will be signed as per RFP, after selection of bidder. VKSU shall

have the right to annul the award in case there is a delay of more than 15 days in

signing of Contract from the date of issue of work order by VKSU, for reasons

attributable to the selected bidder.

5.13. Failure to agree with Terms and Conditions of this RFP

Failure on the part of successful bidder, to agree with the terms & conditions of the

RFP shall constitute sufficient grounds for the annulment of the award, resulting which

VKSU may call for new proposals and invoke the Performance Bank Guarantee.

5.14. Performance Bank Guarantee

1 Performance Bank Guarantee is governed for services as follows:

a) The bidder shall provide the services in conformity with the requirements of the

RFP, generally accepted professional and technically accepted norms relevant to

such projects and to the satisfaction of VKSU.

b) The Earnest Money deposited at the time of bid submission would be given back

to the bidder on payment of Performance Bank Guarantee.

2 The selected bidder shall deposit the Performance Bank Guarantee as follows:

a) The successful bidder shall at his own expense, deposit with VKSU, a Performance

Bank Guarantee as per details specified in Section 1.2 of this RFP document.

b) The Performance Bank Guarantee should be furnished within 15 Working Days

from the date of issue of Letter of Intent.

c) The Performance Bank Guarantee may be discharged/returned by VKSU upon

being satisfied that there has been due performance of the obligations of the

successful bidder under the contract. However, no interest shall be payable on

the Performance Bank Guarantee.

d) VKSU shall also be entitled to make recoveries from the Performance Bank

Guarantee on the following grounds:

Any amount imposed as a fine by VKSU for irregularities Committed by the

bidder.

Any amount which VKSU becomes liable to the Government /Third party

on behalf of any default of the bidder or any of his/her/their agent/

employees or staff.

Any payment/fine made under the order/judgment of any

court/consumer forum or law enforcing agency or any person working on

his behalf.

Any other outstanding amount.

e) Once the amount under this clause is debited, the bidder shall reimburse the

Performance Bank Guarantee to the extent the amount is debited within 15 days

of such debit by VKSU failing which it will be treated as breach of agreement and

may lead to termination of agreement with forfeiture of all amounts including

interest free Performance Bank Guarantee in favor of VKSU.

6. Scope of Work

6.1. Introduction

Veer Kunwar Singh University has invited this ‘Request for Proposal’ from reputed IT /

ITeS organizations providing similar State University solutions and services with

proven experience in Implementing, Customizing & Maintaining Integrated University

Management System (IUMS). The complexity of the working environment at the state

university necessitates standardized process flows, online reporting, project

monitoring and status updates, project planning and execution, maintaining the

Student Life Cycle, Employee Life Cycle, College Affiliation, Academics Management,

Finance and Accounting management, Administrative functions such as Inventory,

Examination Management etc. which the university would like to implement as part of

this envisaged Integrated University Management System (IUMS) to meet their

requirements.

6.2. Objectives and Benefits Veer Kunwar Singh University has decided to implement an integrated web based

solution which suits the needs of all stakeholders across the University and it has

envisaged the following benefits from the same –

Common integrated system platform across different functions and processes of the

university:

Process standardization across the university to bring-in unified approach.

Monitor research activities and funds utilization.

Monitoring and governance of the processes.

Analysis of budget and actual data.

An expected solution to provide scalability options to accommodate the

expected growth plan.

Data integrity across various functions like departments, centers,

administrative units, finance and accounts, etc.

Facilitate paperless working and provide decision support mechanism.

Automate management controls and approvals to reduce cycle time.

Seamless integration of student information across the institute viz.

integration between Admission System, Affiliated Colleges, Finance &

Accounts and Examination.

Real time reporting on the performance of the individual operating

departments through dashboards and a streamlined Management

Information System (MIS).

A centralized dashboard – ad-hoc reports and MIS reports will be available

for the Chancellor and State Higher Education Department. The following

features shall be a part of this functionality:

Visitors Register

Multiple Administrative Dashboards for Monitoring Various

Departments & Functions

Telephone Directory

Important Call Receive Register

Appointment/Meeting Register

Event/Meeting details

Prepare Circulars and notices

Various MIS Reports

6.3. Strategic Considerations

The strategic considerations for the envisaged Integrated University Management

System (IUMS) across the University are:

Future Expansion – The solution will be used for automating all the

functions of the university and will be required to meet future expansions

in terms of programmes, departments, centers, scale of student intake

capacity, etc.

Proven Solution – The processes across the university are moderately

unique in the areas of finance, human resource, payroll, academics, etc.

as compared to other state university and institute practices, but similar

in some areas to the ones in public sector / government sectors in India.

Keeping this uniqueness and maturity of the processes in mind, Veer

Kunwar Singh University intends to opt for a proven solution which has

been implemented successfully in the leading universities / education

institutes / colleges around the world.

6.4. Implementation Methodology

The methodology to be deployed by the bidder to implement the solution will have

different work elements and activities. All these activities and work elements should

coherently focus on achieving following key results:

Quality of the solution deployed.

User satisfaction while deploying and usage.

Successful implementation in terms of completeness and timely

accomplishment of the outcome.

While there are different techniques and tools available as a part of the methodology,

followings are expected to be part of the implementation methodology to be adopted

by the bidder.

Workshops with different stake holders for capturing business requirements, creating awareness of best practices, communicating the changes, building consensus on system design, for signing off the deliverables etc.

Stakeholder Consultations other than workshops, with those stakeholders who will be identified by the university for the purpose of critical inputs, review, suggestions etc.

Review Sessions with different stakeholders for signing off the deliverables, walking through the deliverables for facilitating quick understanding, etc.

Internal Review Mechanisms of bidder for ensuring the quality of the solution and the deliverables.

Documentation of Proceedings – recording the developments, discussions, deliverables, using standard methodology and tools available with the solution.

Work Standards / Practices for documentation, configuration, testing, data migration, etc.

Training different stakeholders on a continuous basis.

6.5. Scope of Work

The description below is an indicative of the key requirements for various process

areas for Veer Kunwar Singh University under the scope of this RFP. The bidder should

refer to the key requirements but not limited to the scope of work specified in Section

6.5.2 of this RFP document. The scope covered in this RFP involves all types of courses

(semester based, annual exam based etc.), all types of modes of education (Distance,

Online, Classroom based etc.) and all kinds of courses (Aided, Un-aided etc.)

6.5.1. General Scope

Following are the general features required in the solution:

Web-based application with Secure web access (e.g., https instead of http)

The Solution should be interoperable across different platforms.

Provision to use or configure the solution or related modules such as

Examination, Faculty for other educational institutions like University

Departments and Affiliated Colleges.

Access with single sign-on.

Supporting bio-metric, integrated payment gateway.

Capability for continuous improvement and up-gradation.

Configurability through web-interface.

Provision for decision support mechanism.

Facilitate paperless working.

Workflow based process approval and archival mechanism which should

be a rule based engine and not hard coded workflow.

Supporting digital signatures for selected high level functionaries.

Comprehensive data and application security features.

Adequate security provisions for preventing tampering of the software as

well as data.

Archival of information and data.

Provision for role based access rights.

Provision of interactive validations of data entries.

Provision for reports generation as per requirements.

Provision to be made for a Mobile Application for online admission and

other facilities as per requirement of the university.

6.5.2. Functional Scope

(i) Pre-Admission This module should set eligibility criteria and rules for admission, define admission route,

whether through entrance exam or merit, screen applicants, shortlist students, generate

cut-off lists and register students for admission. Counseling services should also available to

help students select the desired course. On the day of admission, students can pay their

fees, get their photos clicked, get their ID cards, log-in password for the Student Portal and

complete all other formalities of enrolment from a single window. Biometrics may captured

to facilitate student identification.

Following features should be provided:

Online admission notification.

Candidate should fills form online along with details of entrance

examination center city information and submit fee online or by bank.

Scrutiny of application should be based on the eligibility criteria defined in

the rules.

Center creation and allocation of Centers to candidates.

Admit card should be created and information send to candidates for

downloading of their admit cards (Bar-coded Admit cards required).

Department generate the weight age on the basis of score sheet

Send letters to selected candidates for counseling.

System should generate and give unique ID to candidate after successful

submission of the form.

Candidates should submit their documents & signatures online

Generates cutoff list and information send to candidates.

Based on cutoff list students takes admission in Departments.

Cutoff list can be generated number of times based on the requirement.

(ii) Admission & Academics When pre-admission activities are finished, selected candidates should enrolled in the University, student demographics should automatically fetched from pre-admission module. University can maintain record of submitted documents by students, provided document can scanned and uploaded for future reference.

Following features should be provided:

Student Registration and Record Management (Student ID card generation etc.)

Advisory Allocation

Student Enrollment generation

Academic Calendar Management

Student/Faculty Course Allocation

Timetable Management

Student Portal Password generation

(iii) Program & Course Curricula Management

This module should display the University Course catalogue and exam schemes.

Define courses conducted by the University under different categories(UG, PG, PHD and diploma courses

Define course structure or scheme of examination for each of the courses under all the categories

Define papers included under each of the courses

Define mark details for each paper type which includes max, min marks for passing etc.

Define passing, gracing, exemption logic for each course separately

Validation of student's eligibility for taking a particular course

Modification of existing course by introducing new subject / syllabus / paper

Multiple course structure attached to the same program

Manage Changes in the pattern or duration of program

(iv) Fee Management

This module should help the users to setup and define fee structure of any complexity with creation of different fee heads. Fee collection, exemption, adjustments, fine or refund activities should take care of in this module. This includes generation of various management reports, fee slips and automatically generated fee payment alerts to students before the due dates.

Define multiple tuition fee structure for different degree programs based on the University's Academic Fee policy and structure;

Allow for different payment terms such as installments and/or full payment;

Allow for collection of fees using different methods e.g. cash, cheques, bank deposits, online etc.

Ability to define and apply exemption credits to student's account;

Allow for automatic calculation of fees based on the degree program and courses selected;

Notify students by sending alert messages via SMS and/or email of fee over dues or unpaid tuitions, etc.

Integrate with Financial Module

(v) Student’s Portal

Dedicated portal for students should help them pay their fees, view their time table and examination schedule, attendance status etc. It will be a great way to add convenience and engage with students. Publish notices, upload assignments and tutorials to enhance learning. Discussion forums, chat rooms, mail and document sharing provide a great communication platform.

Apply for Hostel online through

student Portal

Respective Hostel

Wardens access the

request online

Warden/Asst. Warden

Apply for Scholarships online and

uploading scan copies of required

documentsUniversity Department

Scholarship

Committee

Apply for Re-evaluation/

Verification

Pay paper wise re-evaluation fees

online

Exam. Form

Submission

Exam Form approval @ University

Department/College

Finalized student list going to appear in

exam. paper/program wise

Seat number & Admit

Card Generation

Submit admitted student list to

University along with

Registration/enrolment /

processing fees by College

principle/campus departments

Admission approval, generation

of Enrolment number (PR

certificate) and login password

for student portal (shared on

student email id)

Student Apply for Migration +

Transfer Certificate online ,and

pay online fees.

Students

Payment of Fees Online according to the Fee

Structure

Course/Subject Form Submission

Course/Subject approval @ University

Department/College

Faculty assigned for the

CoursesCommunication with faculty

Employee

Portal

View Profile Details, Attendance details

Share Notifications with Students online

Download Hall Ticket, Mark sheet,

Syllabus online

Feedback of Faculty is given by the

student

Fee Management System

Programme/Course

Management

Hostel

Examination

Scholarship

Re-evaluation /Verification

Migration

Student Portal

Student Personal & Qualification Details

Course Details

Fee Details

Examination Schedules

Examination Form Submission

Timetable

Attendance Details and SMS Alerts

Academic Calendar

Notice Board

Student Polling

Certificates Request

(vi) Student Attendance

Create an online attendance register to maintain daily attendance records. Generate subject-wise, teacher-wise or course-wise attendance reports. Track and evaluate attendance history to enforce discipline.

Semester wise Teacher Course Allocation

Online Daily Attendance entry

Attendance Rule Configuration

Course Wise Attendance Report

Student Attendance report in all subjects

Integration with Smart card, Biometric devices

(vii) Student Eligibility Management

This module should offers creation and management of various activities and processes related to a Student Eligibility Certification like Notification Management, Online Eligibility form, Application Approval, Eligibility Fees Submission and Provisional Eligibility Certificate Generation for the eligible students.

Creating notification to invite the Applicants.

Notification Management.

Online Fees Submission.

University/Board Data Management.

Online Eligibility Application Form.

Eligibility Application Approval.

Provisional Eligibility Certificate Generation.

(viii) Student Migration Management

Migration module should allow Students to apply for Migration Certificates and make Payment of Fees online from Student Portal. Module facilitates student to view the status of Migration request Approval from HOD/Principal and University. Students may also apply for Duplicate Migration and Transfer Certificate or may also cancel requests for Migration and Transfer Certificate. HOD/Principal and University can view the Application of Students and can Approve/Reject Certificate requests online using this module.

Configuration of Fees for Migration and transfer Certificates

Online application for Migration and Transfer Certificate

Facilitate student to online apply for Duplicate Migration and Transfer Certificates

Cancellation of Migration/Transfer Certificates

Approval/Rejection of requests from affiliated college Principal

Approval/Rejection of Requests from HOD of University

Record maintenance of certificates dispatched

(ix) Examiner Database Management

Examiner Database module should offers management of Examiners across University examination activities. This should offers to record details of University teachers (in-campus), affiliated college teachers and external teachers (teachers from outside University) who can be the part of panel and can be utilized as Paper-Setter, Evaluator or Practical Examiner. This module should facilitate maintaining teacher’s record including their personal information, subject expertise details, experience details etc.

(x) Pre-Examination

This module should manage all processes prior to the examinations, such as online submission of examination forms, generating hall ticket, room allocation, and question paper setting. Create a panel of examiners and invigilators, create an examination schedule and register Examination Centers for secure paper delivery.

Pre-Examination Activities

Exam. Form approval online by Exam. Cell Examiner Panel Creation from examiner database Invigilator Pool Management Examination Schedule degree program wise

(xi) Examination Management & Result Processing Post conduct examination activities should manages all processes related to exam completion and evaluation Get an overview of examination attendance, record and lock final marks, generate results and grade sheets, process requests for re-evaluation, tabulate results and promote students. The module should also generate degrees and certificates, and manage compartment exams, if any.

Below features are expected in this module

Encoding/Decoding of roll numbers

Students Exam hall attendance feeding

Internal Marks Feeding

Faculty Assessment Feeding

Examination Attendance

Final Marks Feeding

Marks Locking

Result Generation

Re-Evaluation

Grade Sheet Generation

Tabulation Chart Generation

Student Promotion

Degree Generation

Various Certificate Printing

Back Paper/Compartment Exam Management

Examiner Payments management Printing of Examination Material: Roll list, center copy, Attendance sheet, TR, Grade sheet

(xii) Convocation Management

This module should offers Students to apply for Convocation which is going to be held in university for the particular pass-out year from the website. Convocation offers management of various activities like managing Online request of students applying for convocation, Configuration of Fee based on the Convocation category like Absentia and Presentia, Online Fee submission of Application form, Degree Certificate Issuance to the students, Distribution of Endowments to the students and sending the e-mail and messages after submission of form and invitation for Convocation to students after final approval. User can view the Application of Students and can Approve/Reject requests online from this module.

Students Applying Online for Convocation

Configuration of Convocation Fees

Managing the Approval/Rejection of requests

Manage Eligibility Criteria for students

Managing schedule for Convocation

Managing the Endowments

Manage Issuance of Degree Certificates

Manage Distribution of Endowments to students

(xiii) Scholarship Management

Should provide end-to-end management of scholarships offered by University. Publish details of scholarships, register external agencies, receive funds, receive applications online and select candidates. Besides this, track and monitor the performance of students to take further decisions on continuity of assistance.

Registering the external agencies offering the scholarships to registered students

Publishing the details of the various scholarships available.

Defining the eligibility criteria for each scholarship available.

Alerts to the applicants on the deadlines for submitting the scholarships.

Online filling, saving and submission of the scholarship form by the selected applicants.

Screening the scholarship application against the defined eligibility criteria.

Preparing the final list of selected candidates for each scholarship.

Communicating the final result to the applicants.

Disbursing the funds to the selected students

Monitoring the progress of the students receiving the scholarship.

(xiv) Student Activities Management(NCC, NSS, Sports& Cultural etc.)

Student Activity Management module should keep track of student participation various extracurricular activities like NCC, NSS, Sports & Cultural.

Scheduling of Event and Publishing it on Portal.

Submission of Student Activity Detail

Entitlement Approval

(xv) Hostel Management

This module should maintain complete records of hostel building and property, room information and student information. Allot rooms online, view occupancy status, maintain a student leave register, and monitor visitors and even student activity in the hostel.

Creation of Building & Block Information

Provision for Creating Room Types (Single/ Double)

Room Allotment to the Student.

Online Vacancy Position of the room

Student Leave Register

Monitoring Visitors & Guest Register

Monitoring the Student Hostel Activity

Transfer of Rooms/Beds

Room Evacuation

Fee and fine collection

(xvi) Student Transcript Management

Transcript Certificate Module should be provided to help the University to manage the verification of the required documents to generate the Transcript. Module should facilitate the Student to apply for Transcript online and allow the University and College to online approve the requests. Transcripts can be generated for approved request.

Focused primarily to generate the Transcript.

Facility to configure the fee structure for the transcript.

Facility to communicate with the student at different stages.

Provide facility to student apply through college and college will forward request to the university.

Facility to pay Transcript fees online.

(xvii) Placement Management This module should manage all the activities related to Employer, Student & University. It should keep track of the Employer visits to the University, their recruitment process, previous recruitment, employer’s expectations etc. On student part it should enrolls the students for screening, participating in the recruitment process of the company, list of students previously selected by the employer, employer’s recruitment parameters etc.

(xviii) Alumni Management

Alumni management should promote interaction among alumni and provides newcomers to University with valuable social and professional contacts. This module should provide a way for alumni to help each other as well as University student, who seek guidance in pursuing their education and starting their careers.

Member registration

Auto Verification by registration number

Discussion Forum management

Alumni member search

Alumni Donation opportunity

Scheduling/events/Mass Messaging / circulars to all members

University news

(xix) Financial Accounting

This module should look after all financial aspects of the University including incomes, expenses, revenue generation, cash and bank related transactions. This module should be linked to all those modules, which are related to revenue generation through which all transactions take place automatically without any hazard after the approval of authorized officer. This module should be fully privileged based and password protected. Users will be defined as per the Accounts Officer authorization. Audit of bills and expenditures is available with this module. This module should have the following capabilities: General Ledger

Chart of Accounts, Dynamic Ledgers Creation , Budget Wise Ledger Creation , Govt. Budget

Head Wise Ledger Creation Option ,Ledger Postings from different departments that can be

compiled at central level, Day Book, Group Summary, Flexible Voucher Type Creation Accounts Receivables

Receipt Bill Wise, Sundry Debtors, Register, Bill Receivable, MIS reports Accounts Payable

Payment Bill Wise, Sundry Creditors, Register , MIS reports Cash & Bank

Bank Book, Cash Book, Bank Reconciliation, Cash Flow, MIS reports Financial Statements

Balance Sheet, Profit & Loss, Trial Balance, Receipt & Payment, Income & Expenditure ,

Monthly/Periodical Expenditure Statements ,Monthly/Periodical Income Statements , MIS

reports

Journals & Contra

Journal Transactions, Contra Transactions, MIS reports

(xx) Budgeting Budget module should provide the following facilities:

Project planning and monitoring for Plan, Non-Plan and others funds of the University.

Should take care of the project purchase approvals, manpower planning, and fund utilization reports.

Department-wise/ function-wise/ project-wise/ funding-wise budget estimates with automatic projections, based on specified parameters.

Requests for budget approvals, replies and approved amount.

Estimate and revised budget creation

Unit/Division Wise Budget Requisition

Consolidation of Budget Requirement of all Departments/Units/Division of University

Creation of Estimated and Revised Budget Statements

University Budget head wise Expenditure statement

Fund Type Wise Income & expenditure statement

Auto Creation of Budget Allocation Certificate

Budget Approval

Budget Allocation

Budget Re-appropriation

Location / Branch wise budget distribution

(xxi) Bill Submission & Tracking Management This module should automate the various processes; functionalities, which form the part of the Bill Processing System within the University. These processes range from FVC Bill, Standard Bill, Guest Faculty Bill, Bonus Bill, Income Bill, SO Approval (Unit) Approval, Treasury bill Received, Scroll No Allotment, DA Bill Approval, SO Bill Approval, Treasury bill Approval, Standard Bill Posting, Salary/Arrear/PL/Pension Bill Posting, Income Bill Posting etc.

Module User should create Party/Vendors to be used in Contingency and TA bills respectively and create Party’s Bank too.

Users should submit salary, Pension, Arrear, PL Encashment, Guest Faculty ,FVC, AC, DC, medical, TA, TF Bills online.

A unique scroll number can be provided to each bill at the time it is received by the Treasury.

A scroll register should be maintained for tracking the bills received and approved with date and amount details.

User can post various bills.

(xxii) Online Recruitment (Teaching/Non-Teaching/Contractual)

This module should manage all aspects of University recruitment process (for teaching/ non-teaching staff). Publishing job openings, receiving online applications, screen applicants, conduct interviews, award grades and generate merit list. Send email notifications or SMS alerts to shortlisted candidates. Job openings are linked with the website to increase visibility.

Committee creation for Job openings

Publishing of new job openings

Selection stages

Selection of sources for requirement

Online application facility for applicant

Screening of application by committee

Short listing of the application

Score sheet maintenance

Final result

Email notification to applicants

Mobile alerts

Customized MIS Reports as per user requirements

Job opening linked with Portal

(xxiii) Establishment

This module should maintain past employment history of new employees (Teaching/Non-teaching Staff) joining. Should Store their demographic details, educational qualifications, family and emergency contact details and nominee details in a completely secure environment. Maintain a detailed service book (e-service book) with information related to increments, promotions, transfers, superannuation and benefits.

Establishment

HRMS & PayrollRecruitment

Demographic DetailsEmployee Previous Job Details Family Details

Qualification DetailsAward Details Memo Details

Training DetailsForeign Visit Details Disciplinary Action Details

Service Book Report Establishment Office Wise Report Various MIS Reports

Appointment of different class employees (like Class III, Class IV etc.)

Recording of joining details.

Employee ID cards generation

Maintaining of annual Confidential Report

Maintaining of all important details like: o Annual Increment o Promotion o Transfer o Medical facilities o Details participation in training program o Leaves, LTC Details

Demographic Details

Family & Emergency Contacts Details

Education & Qualification Details

Past employment history

Employment Status

Job description

Detailed Service Book

Employee Details linked with Portal

(xxiv) Payroll

This module should manage University’s entire payroll process and other HR activities. System should create any number of salary heads, dynamic salary formulas, generate salary slips, credit salary to bank, calculate arrears, salary increments and compute tax. Salaries can be processed after considering factors such as attendance, leave, loans, PF deductions etc. Customized MIS reports can be generated at any stage.

Promotion & Transfer Details. User defined Salary Heads, Dynamic Head Creation (DA, DP, HRA

etc.), Professional Tax Slab, Dynamic Salary Structure , Loan & Advance Transactions, Insurance

Transaction, Increment Details , Attendance Process, Attendance Adjustment , Integration with

Smart card, Biometric devices for attendance Auto Salary Process , Arrear Calculation, Pay Slip Generation, Pay Slip Mail Facility Pay Bill Generation , Monthly Earning Deduction Details , Salary Bank Statement GPF/CPF Calculations, Dynamic Formula Creation (Like 50% of Basic Or 10% of Basic + DP etc),

Employee Wise Salary Structure, Dynamic Salary Process, Auto Salary Transfer to Accounts, Import/Export Facility with Excel, Salary Slip Mailing Feature, Dashboard, Dynamic Search on Various Parameters,, Mobile Alerts, Customized MIS Reports

(xxv) Employee Portal

A dedicated portal for employees should allow them to complete various tasks such as apply for leave, generate salary slips, apply for loans, and buy insurance.

Access Demographic details.

Employee qualification details.

Employee previous work experience details.

Earning-Deduction details.

Employee dependent details.

Loan / Advances details.

Insurance details.

Employee Poll.

Employee should be able to generate Salary reports like salary slip, salary register, earning register, deduction register and arrear register.

Online leave request and approval (Work flow based).

(xxvi) Leave Management

This module should manage all types of leaves availed by employees. Record details such as type of leave availed, assign leaves; carry forward leaves and record LTC leave details. Accept leave applications, give approvals, and manage leave encashment.

Create & Manage Leave Master & Configuration

Create Leave Types like (CL, PL etc...)

Manage Leave Transaction & Leave Assignment

Create Leave workflow & Manage Leave Request & Approval

Generate Leave Transaction Reports & MIS Reports

Employee Portal

Leave Request & Leave Adjustment Request

Submission

Leave Type Details

Leave Assignment

Leave Transactions

LTC Leave Details

Leave Carry Forward

Holiday List

Dynamic Search on Various Parameters

Leave Application

Leave Approval

Leave Encashment

(xxvii) Pension Management

This module should maintain the details of all those employees who are retired from their service. It should maintain all kinds of pension given to the retired employee whether it is a normal pension or family pension, which is given to his/ her dependents after employee death.

Date of retirement according to employee status.

Pensioner’s details according to super annulations’ pension/ family pension.

Pension bill generation.

Monthly pension generated details.

Annually pension generated details.

Gratuity calculation details.

Commutation of pension according to pensioner details.

Pension Types (Voluntary/Family)

Gratuity Calculation

Commutation Calculation

Monthly Pension Bill

Monthly Gratuity & Commutation Details

Projected Pension & Gratuity Details

Dynamic Search on Various Parameters

Auto Pension Calculation (Stage Wise)

Customized MIS Reports

Arrear Calculation

(xxviii) Stores & Purchase

This module should automate the procurement and inventory part of the University. It should follow the process once purchase order has been generated then the material will be taken in after the physical inspection. Once the material has been taken in then it can be issued either on the production floor or department or even to individuals.

Central StoreDept. wise Store

Employee

YesRequisition

Approved

Annual Demand

of Items

Item(s) Issue

against

Requistion

Stock Transfer

Request

Rejected

Stock Transfer

against Request

Purchase Indent

Purchase OrderRequest for

Proposal

Quotation/

Tender/Rate

Contract

Supplier Rate

Comparison

Supplier

Approved

Return Item(s)

to Store

Inward Item(s)

against

Purchase Order

Supplier Bill

Request

Approved

Purchase Order

Approved

Indent Approved

Requisition of Item(s)

(xxix) GPF

This module should maintains the records related to GPF/CPF deductions from the employee’s salary. It should also take care of all records related to provident fund like GPF number, nominee of an employee, annual interest calculations, loans and refunds against GPF/CPF etc.

Details & MIS Reports

Application form for admission to the GPF/CPF subscription.

Form of nomination for GPF/CPF for married/ unmarried subscribers.

Approval of refundable/ non-refundable GPF loans.

Monthly/ yearly GPF/CPF ledger maintenance.

Annual statement of GPF/CPF for a financial year employee wise.

Broad sheet of Receipt (GPF/CPF).

Broad sheet of GPF/CPF withdrawals.

(xxx) Research Project Management

Online project submission facility should be provided with details like PI, Co-PI, funding agency, timelines , staff strength

Research project committee details

Research project committee meeting schedule

Project approval and rejection details

Fund allotment and tracking

Outlay and resource allocation

Submission of progress report online

Project tracking by Director of Research

Inspection and feedback details

Project period extension details

Project termination and closure details

Research Publication details

(xxxi) RTI Cell Management

RTI module should cover management of entire RTI process starting from the Online submission of application by citizen & response to such query by concerned department, online processing of requested application, Forwarding of application to appropriate department, auto escalation of application through defined escalation process. It should also send reminders to departments who have not responded back on application in given time.

(xxxii) Affiliation Management:

This section should keep records of affiliate colleges, particularly regarding their affiliation status, whether permanent or temporary. List the courses offered under the affiliation and set fee structure. An affiliation portal for colleges should enable them to apply for a new affiliation or renew existing affiliations.

Online Registration for Affiliation

Affiliation fee payment online through Payment-Gateway

Payment Verification

Committee and Evaluation Team Management

Workflow based approval

Visit Record Management

Recommendation report preparation on the basis of Affiliation Parameters

Compliance tracking and follow-up

Notifications & Alerts Management

(xxxiii) Grievance Management

This module should help the University to handle complaints in a transparent, efficient way. Accept complaints online, forward to relevant HOD/department, auto generation of complaint number makes tracking easier, send reminders for grievance redressal, and keep the identity of the complainer secret.

(xxxiv) College Management

This module help University to manage affiliated colleges/offsite campuses.

Teacher Information

Student Registration

Attendance Management

Fee Management

Learning Management

Asset Mgmt. etc.

(xxxv) College Statistical Information Management In this module, entire statistical information pertaining to the university should be taken care of. Comparisons among the inquiries made in current year and previous year, Fee collected in two years, Budget allocated in two years, etc. So, we can have below mentioned comparisons:

Number of inquiries made in two years.

Number of admissions made in two years.

Surplus in two years.

Budget allocated in two years.

Fee collected in two years.

Number of Hostel Rooms Occupied vs. Vacant.

Salary paid in two years.

Number of students placed in two years.

Number of employees hired in two years.

Total numbers of employees in two years. Etc.

(xxxvi) College/University Teachers Promotion Teachers Promotion Management Information System should be available wherein Academic Performance record of teachers is maintained by IQAC (Internal Quality Assurance Cell). Teachers mention their Academic Performance records in CAS (Career Advancement Scheme) form wherein KPIs and KRAs are mentioned. They submit these forms to HOD. Their claims should verified by HOD. After HOD verification these form go to IQAC and Administrative Section in parallel through Integrated University Management System (IUMS).

(xxxvii) Legal Cell Management

Stay on top of all your legal matters. The module should reduce the administrative effort that is spent in keeping track of legal matters. Get access to all information related to any legal case, lawyer and court details, case registration details, hearing schedules etc. Generate MIS reports and get updates on the status of a case instantly.

Advocates Details.

Court Details.

Case Registration Details.

Case Status & Follow-up.

Next Hearing Details.

Various MIS Reports.

(xxxviii) Asset Management

This module should help University to maintain complete records of all University Assets (fixed), their service and maintenance schedules, depreciated values and create replacement schedules. The system should have an in-built warning system for repairs or maintenance falling due. This should maintain asset account, asset requisition and vendors.

Requisition

Approved

Asset(s) Issue

against

Requisition

Request

Rejected

Purchase Indent

Purchase OrderRequest for

Proposal

Quotation/

Tender/Rate

Contract

Supplier Rate

Comparison

Supplier

Approved

Return Asset(s)

to Store

Inward Asset(s)

against

Purchase Order

Supplier Bill

Purchase Order

Approved

Indent Approved

Maintenance

Request

Maintenance

Request

Assign

Maintenance

Request

Complete

Issue Asset for

Maintenance

Rejection

Auction

Requisition

Major Objectives

Establish a single point repository of all asset’s description including year, make, model and registration data

Records the expenditure done on repairs and maintenance of the assets

Forecasts the expenditure or shows graphical trends

Generates bonus depreciation for applicable assets

Feature List

Multi Location and Multi Warehouse Asset Stores

Vendor Management

Asset Master (Movable and Immovable Assets, asset life, Asset Present Location, Depreciation Methods and % of Depreciation)

Barcode generation

Procurement of Assets (Purchase Order)

Asset Inwards

Asset Requisition Management

Asset Issue against Requisition with Priority

Direct Issue of Assets

Asset Maintenance details and Alerts

Asset Insurance details and Alerts

Asset Register (Location Wise, Financial Year wise)

Asset Lifecycle (Procurement to disposal)

Depreciation and asset accounting

(xxxix) Online/Distance Education

It should be a part of e-Learning Management, wherein an Online Classroom is there. It should be a simple and effective tool that helps to create a comprehensive online learning environment. It should support the Educational Institution in better mentoring and in remote learning. The infrastructure should facilitate quality Education and Research at National Level by interconnecting premier Institutions and Students and removing State and District boundaries. The Faculty should conduct an interactive Lecture and students should participate in live session during the course from a remote site. Similar to a real-world classroom, a student in an Online Classroom participates via synchronized instructions. The faculty and students are therefore to be connected at the same time through an online learning environment. The University should utilize online classrooms to provide synchronized distance education. Online classroom makes use of multiple synchronous technologies, such as Web Conferencing, Video Conferencing, Live Streaming, and Web-Based VoIP should provide remote students with the ability to collaborate in real time. It should enhance the educational process, faculty should also provide students with communication tools, such as message boards and chatting capabilities. Key Features of Online Classrooms Online Classrooms should include following key features:

Text Chat- To type text to be seen by others in real time.

Online Lectures should be conducted.

Facility of Online Seminars/Workshops between faculty and students.

Learning Material should be shared by the faculty with the students online.

Shared Whiteboard- To share information, write comments, and draw pictures in real time.

Presentation Capability- Multiple options for presentation of content from audio/video/ multimedia lectures, to self-guided power points.

Audio- People should share information with a microphone and speakers.

Polling Or Survey Tools- The ability to take a survey and publish the results possibly on the white board.

Breakout Rooms- A way of breaking the session into or more sub rooms where students should listen to a guest speaker, ask questions, or just interact in a smaller setting.

Web Tours- Using tools included in many online classroom programs people should be taken on a virtual tour of a webpage or project through sharing of a program.

Collaboration Tools Online Classroom with a conferencing solution should facilitate sharing of presentations, applications or desktop and should further enable chat and use of a shared interactive whiteboard with the students participating in the Online classroom session. Mentioned below, are the key collaborative features supported by the Online Classroom Session –

Desktop sharing – With desktop sharing, the University should broadcast to the students in remote locations any visuals, applications, web pages, word or excel documents, or other items that can be viewed on the desktop. Faculty should share their entire desktop or a selected area. They should use the Remote Control feature to give control of any document or application they are presenting—or even their desktop—to any remote student.

Power Point Viewer – The Online Classroom should enable the display of power point slides with full support for animations and transitions, so that faculty could take advantage of these during

the online classroom environment. With animation support, faculty should select slide elements to appear at certain times and in a particular order and format (for example, fly in or fade). Transitions should be supported for effects when moving from slide to slide (for example, wipe or cover), and in Full Screen Mode the slide fills the entire screen.

Shared whiteboard – An interactive whiteboard should be a blank page on which a faculty could draw, add text, and highlight information by using annotation tools. For example, a faculty could quickly create a flow chart to illustrate a point, insert a whiteboard, and then use the annotation tools to draw squares, lines, and a host of other figures. The slide could also be saved for future reference.

Shared Notes pane – Every student should view and edit shared action items with the always-on Shared Notes pane, which ensures that everyone is in sync about key deliverables. Team meeting notes could be stored and sessions can be recorded for future reference.

Chat – Chat is a useful way to communicate with the students during an online classroom session. All chat between the participants are to be private. Faculties could always chat with each other and could enable or disable the student chat feature.

Question Manager – Students should ask questions and get answers without interrupting the faculty member. While the faculty is presenting, any student should serve as moderator and immediately respond to the question submitted by another student. Answers should be provided directly to the questioner as a private reply, or shared with the entire audience in a post to all. Online Classroom allows for an unlimited number of Q&A moderators.

Rich Media Features - With the Online Classroom service, faculty should stream prerecorded audio and video for the class students as part of the Online class session.

Mentioned below are the key rich media features that are supported by Online Classroom:

Flash and Windows Media Player – Movie clips, Flash animations, and audio files make presentations more memorable. Faculty should easily upload media files, and all media clips are virus-scanned for security before distribution to the online class students.

Webcam – Online Classroom integrated video should support the use of native live webcam video to enhance the classroom experience, bringing faculty face to face with the students. There should also be the option for faculty with webcams to show their video to the students.

Audio conference call controls – Should manage the audio portion of an online class session without having to rely on a phone or remember telephone keypad commands. The Online Classroom session should support VoIP where the audio controls appear on the screen during Online Classroom sessions, it takes just a click of a mouse to communicate with the students.

(xxxx) Choice Based Credit System This Module should facilitate the implementation of the Choice Based Credit System (CBCS). Students should choose their core subjects and should be free to pick electives from any other subject group, in accordance with CBCS guidelines issued by the UGC and MHRD.

6.6. Proposed Enterprise Architecture & Metadata Design

The proposed tentative Enterprise Architecture for the VKSU - is depicted below.

The successful bidder will engage a capable Enterprise Architect who shall prepare the

Database and Enterprise Architecture in order to implement the proposed Integrated

University Management System (IUMS) at VKSU.

RAJBHAVAN HIGHER EDUCATION GOVT. OF BIHAR

VKS UNIVERSITY

User Interface Layer – specifies the point where the end users / target users will interact

with the Portal. It represents the front end of the system and contains the actual GUI

elements that users view and click

Application Layer - specifies how the functionality of a component can be accessed, or

which functionality the component requires from its environment. The application layer

exposes an application service to the environment / end users.

Service Integration Layer - provides the capability to mediate which includes

transformation, routing, and protocol conversion to transport service requests from the end

user to the correct application. It supports the capabilities such as routing, protocol support

and conversion, messaging/interaction style, service interaction, service enablement,

service virtualization, service messaging, message processing, and transformation.

This layer may use Application Programming Interface (API) Calls or Integration

Applications, available in the market, to enable integration between various modules and

route a request to appropriate application.

Database Layer – unifies the communication between a computer application and databases such as SQL Server & MySQL.

6.6.1. University – Priority Areas of Implementation

Implementation of Enterprise Service Bus A Single Portal for students, faculty, colleges, administrative users, academicians

etc. covering applications such as Admissions, Payroll, Finance and Accounts, Recruitment, Affiliation, Admissions, Examinations, Research Management, Course Setting etc.

Service Layer Capabilities – This should include functionalities such as email services, integration with payment gateway, content management, location services, sms / messaging services etc.

Centralized Decision Support System Master Data Management with Data Analytics including Data Warehousing and

Business Intelligence Policy for Rationalization for IT Security is encompassing the complete

organization Dashboard and real time reports for monitoring and better decision making

6.6.2. Principles for Enterprise Architecture

The principles for the proposed Enterprise Architecture envisaged to be followed by the University are depicted below -

6.7. Detailed Scope

6.7.1. Dashboard and Management Information System (MIS)

The bidder is expected to capture the detail reporting requirements of all the

above mentioned departments / modules based on the discussions with the

departments / university. Line with the implementation of the Integrated University

Management System (IUMS), the university envisages reports over and above the

standard reports which will enable their management to analyze, report and take

suitable decisions. Advanced reports are required by the university where additional

data can be sourced from different applications and create reports ad-hoc/ on the fly

by the university which should be viewable and may be extracted in standard formats.

The bidder may suggest, if any additional reporting tool may be required to create

these ad-hoc reports apart from standard available reports. The reports should be

accessed as per the roles and responsibilities of the respective functions. System

should allow reporting on the documents and workflows of the project.

• These reports can be provided as Excel spreadsheets, PDF files, etc. They may be triggered directly by users or sent automatically by the system.

• System shall provide a facility to configure dashboard for individuals for e.g. dashboard for VC, Registrar, Controller of Examinations and other stakeholders etc.

• System shall provide graphical and tabular tools to view progress of each individual process.

• System shall support users drill down from a higher level view of business processes to lower level details.

6.7.2. Help Desk Support (Incident / Problem Management)

The bidder shall depute staff who will be contactable via phone and mail to provide

assistance to the Users and address their queries and concerns. This assistance will be

provided during the Service Hours as per the location classification and responsibility

matrix, which will be covered in the Operations Manual to be provided by the bidder

and duly approved by VKSU. During all other hours, users can leave their message via

email. The requests received on email will be taken on the next working day.

A proper escalation procedure, as mentioned in the duly approved Operational

Manual, will be followed if the problem cannot be resolved. Shared resources of

operational and technical support group will provide this service at all locations. The

help desk service will serve as a single point of contact for all incidents and service

requests. The service will provide a Single Point of Contact (SPOC) and escalation /

closure of incidents for the user departments. The Help desk services would be for

Application support across all offices of University and Colleges. The activities shall

include:

• Provide Help Desk facility during agreed service period window for reporting user department incidents / issues / problems with the Application related issues • Provide necessary channels for reporting issues to the help desk. The incident reporting channels could be the following:

− Specific E-Mail account

− Telephone

− Online Ticket Management Tool

• Implement a call logging system in line with the severity levels as per the SLAs. The Help desk shall log user and assign an incident/ call ID number. Severity shall be assigned to each call as per the SLAs. • Creation of knowledge base on frequently asked questions to assist users in resolving basic issues themselves • Track each incident / call to resolution • Provide feedback to callers • Analyze the call statistics • Creation of knowledge base on frequently asked questions to aid users. • Continuous monitoring of the physical as well as the IT infrastructure at various locations, to ensure application availability as per agreed SLAs. • Escalate the calls, to the appropriate levels, if necessary as per the escalation matrix agreed between the bidder and the user section. The escalation matrix shall be developed by the bidder in discussion with University / Colleges. • Analyze the incident / call statistics and provide monthly reports including but not limited to:

Type of incidents / calls logged

− Incidents / calls resolved

− Incidents / calls open

− Root Cause analysis for frequently occurring incidents

• The bidder shall provide Help Desk facility during the working hours for reporting issues / problems with the IT infrastructure as well as Non IT components. The System Integrator shall provide a service desk facility and set up all necessary channels for reporting issues to help desk.

Implementation: The detailed process will be defined after consultations and discussions with

Department. 1. The bidder would be responsible for providing atleast a 2seater Help Desk Support.

3. The help Desk should be functional on all working days as per University working hours.

5. The application should generate detailed reports on status of the complaints logged.

7. The Help Desk shall guide the university stakeholders as well as applicants on effective usage of the system.

6.7.3. Training

The successful bidder must provide the training and documentation for all users of the

University as well as registered external users like Colleges and Teachers.

Capacity Building is a highly critical component of Solution rollout. The objective of

Capacity Building (CB) initiatives is to equip the direct users and other stakeholders of

University and colleges with the right skills, and knowledge to optimally use the IT solution

being implemented.

Every user group would have a separate Pre and Post Implementation Training. The

Training program would be split into series of sessions for different user groups and across

functional areas of the system.

The implementation agency shall be responsible for the following activities as part of the End User and Train the Trainer Training:

a) Develop overall training plan including formation of user groups and classifications

b) Develop Location-Wise Training Schedule, Curriculum, and Training Material for Department Staff

c) Deliver training to end users including carrying out the training effectiveness evaluation

d) Measuring the Effectiveness of Knowledge Transfer.

S. No Training Modules (Tentative)

1. Benefits of UMS project

2. Basics Computer Training

3. Hands on training on use of UMS System

4. Role based Training:

Simulated training on the developed /customized System /

Application

6. Role Based Training for user using the Application/Web Portal for

generating and reviewing the MIS reports

7. Train the Trainer

The following activities need to be performed by the bidder as part of Training Documentation:

Defining overall training requirements in consultation with all the university representatives.

Preparation of training plan, schedule etc.

Make provision of self-guided online training modules accessible over web or offline.

Plan and impart training for trainers.

Preparation of training guides / user manuals for the application and installation

manual and administration manual.

Documentation to be provided to VKSU in electronic medium and Booklet in binding

Bidder is required to provide training manuals and interactive video tutorials for all

the modules and applications of the customized solution as per the university requirements. The manuals should be updated as and when features/ functionalities in the system changes.

Based on the skills of the users, the bidder has to provide comprehensive training, recommend approach for the same.

6.7.4. On-Site Support The Bidder shall provide On-site resource deployment plan for the proper functioning of Integrated University Management System (IUMS) for University and its affiliated colleges.

6.8. Timeline, Deliverables and Payment Schedule

The bidder will be responsible for Implementing, Customizing,& Maintaining Integrated University Management System (IUMS) in VKSU, for a period of 5 years, within the below given timeframe from the issue of work order.

S. No.

Stage Deliverables Timeline (in

Months)

System Study

Conduct System Study, Gap Analysis and BPR SRS, SDD

1. required and System

Study Preparation of SRS, System Design Document and

Report

its finalizations

Application Customization and Development

Includes Customize, Procure, Supply, Customized

Integrate, Commissioning, Licensing, Configuration & UMS

Deployment of proposed solution Solution,

2. Activities: Coding / Customization of the solution as

Test Cases and Data

per the requirements by university Migration

3. Testing – Unit and Integration Testing Test Cases,

Test Cases, UAT Reports etc. UAT Reports etc.

Capacity Building

This includes the fixing defects and procuring the security audit certificate and submitting it to the Concerned stakeholders at VKSU. This also includes Capacity Building Plan for the concerned identified users

Data Migration of current data Data 6. Migration

Reports etc.

7. Go-Live of the UMS Portal for the University Go – Live

Report

Payments

University shall pay the cost of offered services for each respective relevant

contract year to the successful bidder in four equal installments payable at the end of each quarter of the relevant respective contractual year to be calculated on the basis of actual number of students.

6.9. Documentation

The successful bidder will provide detailed final system documentation for reference to

VKSU. The successful bidder shall prepare the final User Manuals incorporating details of all

menus and functionality provided by the System. The University expect the following (not

limited to) in the form of documents. Key documents required are:-

1. Fortnightly Progress Reports.

2. System Requirement Specification (SRS) document containing detailed

requirement capture and analysis including functional requirement, Interface Specifications,

application security requirements.

3. User Manual including system instruction and use cases, running of a program to

perform specific task in the system with sample reports, screen formats, details of menus &

instructions on how to perform specific tasks in the system using screenshots etc.

4. User manuals containing a detailed explanation of all applicable modules.

5. Training Manuals.

6. Installation Manuals, Operational Manuals and Maintenance Manuals.

7. Test Cases, UAT Test Cases and Reports.

6.10. Technical Requirements The successful bidder shall be responsible to adhere to all the technical requirements as mentioned in this section below.

a) The solution should be web-based application based on multi-tier architecture.

b) The solution should be compatible and be able to be integrated with various

open standards, technologies, plug and play solutions etc. and should not

restrict any other sections or colleges from using the solution data for any

other applications.

c) The system’s development environment and databases should not restrict the

concerned department from using the application or data in any future

applications.

d) The solution should support bilingual (English and Hindi) and should be

UNICODE compliant supporting screens. The solution should adhere to all the

mandatory guidelines by GoI.

e) The application should be interoperable, portable and scalable towards

applications, services, interfaces, data formats and protocols.

f) The solution should be browser, platform independent.

g) The portal shall be accessible through mobile and other handheld devices like

iPad; tablets etc. and the pages shall adjust suitably as per the device.

6.11. Security Requirements The successful bidder needs to provide details of the solution design that would enable them to meet the below mentioned security requirements. The application must comply with OWASP top 10 vulnerabilities

6.12. Hosting and Maintenance

a) It is the responsibility of the bidder to host the solution at one of the secured

Data Centre by Cloud Services Providers empaneled by Directorate of

Information Technology, GoI

b) It should be noted that the bidder is expected to bear the costs for hosting the

application at the CSP’s Data Centre as per the requirement of the RFP

documents including the SLA.

c) All the software used for University shall be licensed to the university and will be

the property of the university.

d) All the data created/captured under this project shall also be the property of

University.

e) The proposed solution is to be hosted on Cloud Infrastructure provided by

University and the bidder will also be responsible for hosting of this solution and

all correspondences with the Cloud Infrastructure Service Provider.

f) The selected bidder will also be required to submit appropriate sizing of the

solution considering the load on the system, number of users and number of

concurrent users as well.

g) The bidder should adhere and comply with all related Government policies with

regards to cloud hosting, released from time to time.

h) The bidder shall also provide for the bandwidth needed to meet the portal

requirements in sizing consideration. Depending on the bandwidth usage, the

bidder needs to provide monthly usage details and the University can decide

upon increase or decrease of bandwidth requirements. Bandwidth provided

should be redundant at every level.

i) It is the responsibility of the bidders to quote for and provide all the

infrastructure and applications including cloud hosting, for meeting all the

requirements and SLAs of the RFP. In case it is found that additional

infrastructure and applications are required for meeting the RFP requirement

and the same has not been quoted by the bidder, the bidder shall provide all

such additional infrastructure/applications at no additional cost.

6.13. Final acceptance of Application

1.) At the end of the application acceptance period, the University will acknowledge the acceptance in writing and approve it for Go-Live. This, however, will happen upon completion of the following.

All required activities as defined in the bid document including all

changes agreed by University and delivered by the successful bidder

and accepted by the University.

All required documentation as defined in this bid document including

all changes agreed by University and delivered by the successful bidder

and accepted by the University.

All required training as defined in this bid document and delivered by

the successful bidder and accepted by the University.

All identified shortcomings/defects in the systems have been addressed

to the University complete satisfaction.

2.) The final sign-off shall be decided by University based on the progress report

submitted by the bidder and feedback from end users.

7. Service level Agreements(SLA)

SLA will be provided after finalization of the successful bidder along with LoI.

8. Annexures

Annexure – 1: Request for Clarification

The bidders requiring specific points of clarification may communicate with VKSU during the specified period using the following format:

BIDDER’S REQUEST FOR CLARIFICATION

<<Name of Organization submitting query / request for clarification>>

<<Full formal address of the Organization including phone, fax and Tel:

email points of contact>>

Email:

RFP Reference Content of RFP requiring Points of

(Section No. / clarification clarification

Page No.) required

Annexure – 2: Guidelines for preparation of Pre-Qualification Proposal

1. Annual Turnover Details of the Lead Bidder

S. No. Years Turnover Details (in Rs.)

A 2017 – 18

B 2016 – 17

C 2015– 16

* Please include Audited Financial Statements / CA certificate specifying the same for each of

the financial years mentioned above

Annexure – 3: Guidelines for Preparation of Technical Proposal

1. A printed covering letter, on the bidding organization’s letterhead with all required

information and authorized representative's initials shall be submitted along with the proposal.

In case the bidder edits the content of the proposal covering letter; it will be treated as a non-

responsive bid and shall be rejected.

2. The technical proposal should contain a detailed description of how the bidder will provide the

required services outlined in this RFP. It should articulate in detail, as to how the bidder's

technical solution meets the requirements specified in the RFP. The technical proposal may not

contain any pricing information. In submitting additional information, the bidder should mark

it as supplemental to the required response.

3. The proposals must be direct, concise, and complete. Any information which is not directly

relevant to this RFP shall be omitted. University will evaluate the bidder's proposal based upon

its clarity and the directness of its response to the requirements of the project as outlined in

this RFP.

4. The bidder shall fill in the technical response as per the template provided Annexure - 4 failing

to which, the bid shall be treated as non-responsive and shall be rejected.

Annexure – 4: Template for Technical Proposal Technical Proposal Response Letter

(To be submitted on the letterhead of the bidder) Date: To The Registrar, VKSU (Address of the University) Ref: RFP Notification number Subject: Submission of proposal in response to the RFP for Appointment of an Agency for

Implementing, Customizing& Maintenance of a Integrated University Management System (IUMS)

in Veer Kunwar Singh University, Ara

Dear Sir, Having examined the RFP document, we, the undersigned, herewith submit our proposal in

response to your RFP Notification number………… for Submission of proposal in response to the RFP

for Appointment of an Agency for Implementing, Customizing & Maintenance of a Integrated

University Management System (IUMS) in Veer Kunwar Singh University, Ara

We have read the provisions of the RFP document and confirm that we accept these. We further declare that additional conditions, variations, deviations, if any, found in our proposal shall not be given effect to.

1. We agree to abide by this proposal, consisting of this letter, the detailed response to the RFP and all attachments, for a period of 180 days from the date of opening of financial proposals.

2. We would like to declare that we are not involved in any litigation that may have an impact of affecting or compromising the delivery of services as required under this assignment, and we are not under a declaration of ineligibility for corrupt or fraudulent practices.

3. We would like to declare that there is no conflict of interest in the services that we will be providing under the terms and conditions of this RFP.

4. We hereby declare that all the information and statements made in this proposal are true and accept that any misrepresentation contained in it may lead to our disqualification.

5. We understand you are not bound to shortlist/accept any or all the proposals you receive.

Name of the Bidder

Signature: Date: Place:

Annexure – 5: Format for Commercial Proposal (Envelope B)

(To be submitted on the letterhead of the bidder)

To The Registrar, VKSU (Address of the University)

Date: Subject: Submission of proposal in response to the RFP for Appointment of an Agency for

Implementing, Customizing& Maintenance of Integrated University Management System (IUMS) at

Veer Kunwar Singh University, Ara

Dear Sir, We hereby offer the below quote for Integrated University Management System (IUMS) to be implemented at

Veer Kunwar Singh University, Ara. (As per terms and conditions as described in this RFP).

No. Particulars

Cost Per

Student Per

GST/ Taxes

Per Student Annual Cost

• No other costs will be paid to the bidder, apart from the ones mentioned above.

• The financial quote should be in Indian Rupee and all the payments will be made in Indian Rupee

Yours faithfully,

Authorized Signatory Name & Designation :

Date :

Business Address:

Annexure – 6: Format for Performance Bank Guarantee

Whereas ------------------------------------------------------------ (hereinafter called 'the Respondent') has submitted its proposal dated ---------------- in response to the RFP for

Appointment of an Agency to Implement, Customize& Maintain Integrated University Management System (IUMS)

at Veer Kunwar Singh University, Ara.

KNOW ALL by these presents that WE -------------------------------------------- of ----------------

----------------------------------------------------- Having our registered office at -------------------- ----------------------

---------------------- (hereinafter called "the Bank") are bound unto the VKSU , in the sum of -------------------

--- for which payment well and truly to be made to the said, the Bank binds itself, its successors and

assigns by these present. Sealed with the Common Seal of the said Bank this --------------day of -------------

--------------2018.

The Conditions of this obligation are:

• In the event of the successful bidder being unable to service the contract for whatever reason, <>

would evoke the PBG. Notwithstanding and without prejudice to any rights whatsoever of <> under the

Contract in the matter, the proceeds of the PBG shall be payable to the <> as compensation for any loss

resulting from the Respondent‘s failure to complete its obligations under the Contract.

<> shall notify the Respondent in writing of the exercise of its right to receive such compensation within

14 days, indicating the contractual obligation(s) for which the Respondent is in default.

• <> shall also be entitled to make recoveries from the Respondent’s bills, Performance Bank

Guarantee, or from any other amount due to him, the equivalent value of any payment made to him

due to inadvertence, error, collusion, misconstruction or misstatement.

We undertake to pay to <> up to the above amount upon receipt of its first written demand, without <> having to substantiate its demand, provided that in its demand the <> will specify that the amount claimed by it is due to it owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions.

This guarantee will remain in force up to and including____________, and any demand in respect thereof should reach the Bank not later than the above date.

Annexure - 7: Power of Attorney

Know by all men by these presents, We_________________________ (Name of the Bidder and address of their registered office) do hereby constitute, appoint and authorize Mr. / MS_________________________ (name and residential address of Power of attorney holder) who is presently employed with us and holding the position of _________________________ as our Attorney, to do in our name and on our behalf, all such acts, deeds and things necessary in connection with or incidental to our Proposal to ‘Implementing, Customizing & Maintaining Integrated University Management System (IUMS) at Veer Kunwar Singh University, Ara’ including signing and submission of all documents and providing information / responses to the VKSU in all matters in connection with our Proposal for the said Project. We hereby agree to ratify all acts, deeds and things lawfully done by our said Attorney pursuant to this Power of Attorney and that all acts, deeds and things done by our aforesaid Attorney shall and shall always be deemed to have been done by us. For ___________________________ Name: Designation: Date: Time: Seal: Business Address: Accepted, _________________________ (Signature) (Name, Title and Address of the Attorney) Note:

The mode of execution of the Power of Attorney should be in accordance with the procedure, if any, laid down by the applicable law and the charter documents of the executants(s) and when it is so required the same should be under common seal affixed in accordance with the required procedure.

The Power of Attorney shall be provided on Rs.100/- stamp paper.

Annexure - 8: Declaration of Data Security

To Date:

The Registrar VKSU (Address of the University) Dear Sir, We........................................................ Who are established and reputable bidder having office at................................ Do hereby certify that VKSU shall have absolute right on the digital data and output products processed / produced by us. We shall be responsible for security / safe custody of data during processing. We also certify that the data will not be taken out of the university premises on any media. The original input data supplied to us by VKSU and output products processed / produced from input data will not be passed on to any other agency or individual other than the authorized person of VKSU. We shall abide by all security and general instructions issued by the university from time to time. We also agree that any data from our computer system will be deleted in the presence of VKSU officials after completion of the project task. Thanking you, Yours faithfully,

Annexure - 9: Format for Project Citation

S Item

Details

Attachment

Ref. Number

1 Name of the Project

2 Date of Work Order

3 Client Details with address and

Contact Numbers

4 Scope of Work

5 Contract Value

6 Completion Date

Note: The Bidder is required to use above formats for all the projects referenced by the bidder for

the pre-qualification criteria and technical bid evaluation. The bidder should also attach all

supporting documents for the citations provided herein.

rfp_umis.pdf - Veer Kunwar Singh University

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