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Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators/ Business
Associates and ITI Limited only.
Page |A-1
Invitation for Short-term “Tender” for identifying a
suitable agency to help ITI in the implementation of
ERP Project for Integrated Institute Management
System
Tender Document Issued to M/s
Cost of Tender document in shape of DD/Cash in
favour of ITI Limited Lucknow
Rs.2000/-(Rupees Two Thousand Five
Hundred Only with Tax)
Date and Time of the Sale of Bid/Tender
Document
21st Sept 2016 (Wednesday)By 12: 00 Hrs
Signatures, designation of the issuing officer of the
Bid/Tender document
Last Date for submission of Bid/Tender 21st Sept 2016 (Wednesday)By 12: 30 Hrs
EMD (Demand Draft in the favour of ITI
LimitedLucknow)
Rs. 600000/-(Rupees Six Lac only) in the
shape Bank Draft in the favour of ITI Limited
at the time of submission of the Bid.
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators/ Business
Associates and ITI Limited only.
Page |A-2
Index
Sl.
No. Description
Page No.
From To
2 Annexure A-RFP Covering Page, Index and RFP/ Tender
Notification A-1 A-4
3 Annexure B-Bill of Material B-1 B-1
4 Annexure C- Commercial Terms & Conditions C-1 C-3
5 Annexure D-Documents of Eligibility D-1 D-2
6 Annexure E-Eligibility Parameters E-1 E-1
7 Annexure F-Financial-Bid F-1 F-2
8 Annexure G-Guidelines to the Bidders G-1 G-4
9 Annexure I-Integrity Pact I-1 I-6
10 Annexure M- Marks and Scores M-1 M-2
11 Annexure N- Bid Evaluation Methodology N-1 N-7
12 Annexure O- Operation and Support Plan O-1 O-1
13 Annexure P- Presentation Agenda P-1 P-1
14 Annexure Q-Quality and Performance Parameters Q-1 Q-4
15 Annexure S- Scope of Work S-1 S-26
16 Annexure U- Undertaking for Non Black-listing U-1 U-1
Total Number of Pages = 65
( भारत सरकार का उपक्रम ) ( A Govt. of India Undertaking )
क्षेत्रीय कायाालय Regional Office
विभूवतखंड, गोमती नगर, लखनऊ Vibhuti Khand, Gomti Nagar, Lucknow
CIN No : L32202KA195GOI000640 दरूभाष : 0522-2720301, 2720305 Phone : 0522-2720301, 2720305
फैक्स : 0522-2720302 Fax : 0522-2720302
ईमेल : [email protected] email : [email protected]
पंजीकृतएिंवनगवमतकायाालय : आईटीआईभिन, दरूिाणीनगर, बैंगलूर560016 ,भारत , दरूभाष:+918025614466,फैक्स : +918025617525
Registered & Corporate Office : ITI Bhavan, Doorvani Nagar,Bangalore-560016, India, Phone:+918025614466,Fax:+918025617525
http://www.itiltd-india.com Page | A-3
हिंदीभाषाअपनीभाषा
Reference /सन्दभा: ITI/RO/LKO/2K16/IT/Tender/IIMS
Dated /ददनांक: 7th Sept 2016
Subject: Notification for ‘Request for Proposal’
Invitation for Short-term “Tender” for identifying a suitable agency to help ITI in the implementation
of ERP Project for Integrated Institute Management System
ITI is looking for some reputed ERP/ICT System Integration Company having expertise in ERP
implementation in the field of Higher Education in Govt domain for certain Government project which has
already been awarded to ITI for further implementation.
Sealed Bids are invited from well-established and experienced Software Companies/System Integrators
/ERP Implementers who could help ITI in carry forwarding the envisaged ERP project in NCR region.
Indian Companies may submit their Sealed Technical and Financial Bids under ‘2 Cover System’ for the
same. It is a must for the bidders to meet the following Eligibility Criteria:
Sl No Eligibility Criteria
01. The Bidding entity must be at least 3 years old as on date of publication of this RFP notification.
02. The bidder should have experience in the field of implementing at least 2 nos of ERP projects where
University /Institute Management Modules must have been implemented at some Government
University/Institute of Higher Learning in India.
03. The bidder(s) must have an Average Annual Turnover of minimum Rs 6 Crs during last 3 fiscal years.
Turnover of the Indian Venture/subsidiary Company will only be considered to ascertain the eligibility.
04. The Bidder must have their office in NCR
05. The Bidder must have at least 20 Engineers on their payroll to sustain the project activities.
06. The bidder must have the case specific Letter of Authorization’/Partnership certification from large
ERP Technology providers (OEMS) or should have its own ERP platform for Education sector.
07. The Bidding entity must have ISO 9001:2008 / CMM Level certifications from the Quality Auditors
08. Must possess Expertise in the development /deployment of Web and Mobile Applications for
Education Sector.
09. Experience in Portal Development/ Content Management /e-Library integeration.
Note:
1. In order to get the clarity of the scope of work / Terms-Conditions, the bidders are requested to go
through the Specifications and other project related requirements carefully. An explicit
understanding of the requirement is rather essential for arriving at commercial assessment by the
prospective bidders.
2. The selected bidder has to play the role of a ‘System Integrator’ for Supply of Software Modules
for ‘Integrated Institute Management System’ and their implementation.
3. The selected agency has to enter in to an Agreement with ITI Limited to forge a case-specific
business alliance (under sole investment business model) for arranging the requisite deliverables.
Continued on Page No----2/2
R O Lucknow
RFP Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated : 7th Sept 2016 33
पंजीकृतएवंनिगनितकार्ाालर् : आईटीआईभवि, दरूवाणीिगर, बैंगलूर560016 ,भारत , दरूभाष:+918025614466,फैक्स : +918025617525
Registered & Corporate Office : ITI Bhavan, Doorvani Nagar,Bangalore-560016, India, Phone:+918025614466,Fax:+918025617525
Page | A-4
Page No..2/2
The interested companies may collect the Scope of work* and Terms-conditions as per the details given
below:
Sl No Address of the Designated office for EOI ITI Limited, Lucknow 01 Contact Persons for the Purchase of EoI Document. Shri A.S. Chauhan AEE (IT)
Shri Ajeet Srivastava AEE (Marketing)
02 Address of the concerned Office ITI Limited,
Regional Office,
TC-18,Vibhuti Khand, Gomti Nagar
Lucknow-221060
03 Telephone Numbers 0522-2720301, 0522-2720305
04 Cost of the EOI document (Cash / or DD) Rs.2000/- (Rupees Two Thousand Five Hundred
Only with Tax)
05 Earnest Money Deposit Rs. 600000/- (Rupees Six Lac only) in the shape
Bank Draft in the favour of ITI Limited at the
time of submission of the Bid.
06 Due Date for the Sale/Submission of EoI 21st Sept 2016 (Wednesday)
07 Due Time for sale of EOI Document By 11: 00 Hrs on Due Date
08 Due Time for submission of EOI/ Proposal By 12: 30 Hrs on Due Date
09 Opening Time of EOI/ Proposal By 13: 00 Hrs on Due Date
In case of any clarification, please contact Sri D.S. Niranjan, Chief Manager-IT &HoD-e Governanceat
0522-2720301/ 09452295190 and email: [email protected] or our Project Consultant M/s iCONMA
represented through Mr. Sandeep Mathur +91.9717311668 eMail: [email protected]
As the above timelines are extremely important; any compromise on this account will not be accepted.
For ITI LIMITED
( Sanjay Jain)
Deputy General Manager
Mobile No : +91.9871886489
Email : [email protected]
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | B-1
Annexure-B
Bill of Material (BoM) for Integrated Institute Management System
Description of Software Modules Quantity
Group-A Academic Modules
Software Module for Admission and Academic 01
Software Module for Fee Management 01
Software Module for Self Service Portal for Students 01
Software Module for Question Bank Management & Question Paper Generation 01
Software Module for Pre-Examination Management 01
Software Module for Examination Management & Result Processing 01
Group-B Financial Management Modules
Software Module for Financial Accounting 01
Software Module for Budgeting 01
Software Module for Stores & Purchase
Group C- Administrative Modules
Software Module for HRMS & Payroll 01
Software Module for Recruitment 01
Software Module for Hostel Management 01
Software Module for Establishment
Software Module for GPF & Pension Management 01
Software Module for Leave Management 01
Software Module for Self Service Portal for Employees and Website Designing and
Portal Interface 01
Group D- Student Welfare Modules 01
Software Module for Placement Management 01
Software Module for Alumni Management & Student Verification 01
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | C-1
Annexure-C Commercial/Financial Terms & Conditions:
01. Mobilization Advance:
No mobilization advance will be given to the Bidder/System Integrator.
02. Payment
The ITI shall ensure that the Bidder/System Integrator is paid towards the invoices against each
milestone of the project in time.
03. Payment Milestones:
(A) Supply of Software Modules:
75% at Supply of Software Modules for ‘Integrated Institute Management System’
(B) SRS, Gap Analysis and Installation of Software
15% on completion of the process of Gap Analysis, Installation/ implementation and
satisfactory working of IIMS modules (to the satisfaction of ITI on the advice of its
consultant.
(C) Validation and Final Handholding
Remaining 10% at Validation of IIMS Software Modules by ITI’s consultant/ITI and
on issuance of certificate to this effect on successful User Acceptance Testing
(UAT) as per SRS by the concerned official duly nominated by the Project
Committee of ITI’s client.
04. Taxes & Duties:
All applicable Taxes & Duties are inclusive in prices quoted in financial bid on the rates and
regulations prevailing at the time of submitting the bid. Any upward change in the prevailing
Government duties, Taxes, Levies etc., will not be payable until and unless agreed by ITI’s end
client.
05. Delivery &Customization Time:
The Gap analysis and SRS for all IIMS Modules shall be submitted within 30 working days
from date of placement of PO.
Delivery of the all IIMS Software Modules within 90 working days.
Implementation of all IIMS Modules, testing, training etc.within 45 working days.
Hand Holding and Hand over within 15 working days after Implementation.
06. Warranty
All Integrated Institute Management System software modules would have comprehensive
warranty of 12 Months from the date of handing over of the modules to ITI’s customer.
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | C-2
07. Performance Guarantee
The SI shall furnish a Bank Guarantee of 10% value of the ITI’s client order having validity for
15 months from the date of signing of the agreement with ITI. The Guarantee will be required to be
submitted at the time of signing the agreement.
The proceeds of Performance Guarantee shall be payable to ITI as compensation for any loss
resulting from the SI’s failure to complete its obligation under the contract.
Without prejudice to its rights of any other remedy, ITI shall en-cash the Performance Security
Bond in case of any breach in terms & conditions of the agreement or in case of failure to rollout
the services as per the agreed schedule & parameters or failure to comply with the content related
laws including on part of the SI.
The performance security Bond will be discharged by ITI after completion of the SI’s performance
obligations under the contract.
08. Training:
The bidder will provide free of cost full module wise training to the concerned employees of the
ITI’s end client, as per the mutually agreed schedule.
09. Documentation:
The bidder shall provide the user manuals of the customized version of the ERP Software (IIMS),
operating manuals, warranty certificates and associated documentation regarding the ERP
deployed, to ITI’s end client on completion of acceptance of each module.
10. Design & Build IIMS Acceptance Testing
IIMS Software acceptance testing plan will be frozen at SRS Stage conforming within the scope of
work as per proposal and details of acceptance testing will be as laid down in Acceptance Test Plan
(ATP) after approval of SRS. This will be conducted at ITI’s end client premises.
i. The bidder will provide to ITI’s end client data entry formats and detailed guidelines,
for the preparation of data for different modules.
ii. Upon the customization of IIMS module as per SRS, the bidder shall certify in writing
to ITI that the IIMS module is ready for acceptance, and to this effect, the bidder shall
give ITI 7 working days advance notice prior to the commencement of acceptance
testing, requiring designated representatives of ITI’s end client to observe and
participate in acceptance testing.
11. Handholding:
Deployment of a dedicated trained resident support engineers for a fixed period as per Warranty
and AMC obligations after the final implementation at ITI’s end client premises. The prime
responsibility of the support staff shall be to ensure that application remains accessible to the
identified users during normal working hours. Furthermore, the support staff shall also offer
immediate assistance to the users, whenever they face difficulty while working on the IIMS.
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | C-3
However, this responsibility shall clearly exclude owing or assuming in any sense, data entry
services on behalf of the users of ITI’s end client. ITI’s end client users will operate the IIMS
themselves and the Handholding Staff shall provide functional or technical assistance, whenever
needed. The Handholding term may, nevertheless, be extended for a suitable period and in number
as per the rates prescribed in the proposal.
12. Project Monitoring
There shall be a project monitoring committee to be constituted jointly by M/s ITI Ltd., ITI’s
client, ITI’s Consultant and the bidder/SI to ensure expeditious completion of the project/ solution
and for removal of bottlenecks in the execution of the project. A specific format of the review
meetings will be worked out. There would be working level review meeting on site on every
Monday of the week.
13. Post Warranty Support under Annual Maintenance/Annual Technical Support:
ITI may consider the award of Annual Technical Support Contract to SI for further period of 2
years.
During Annual Technical Support, the bidder shall also provide support for all bug fixation issues.
One qualified engineer will be stationed at ITI’s end client premises by the bidder during the
Annual Technical Support period. SLAs for the Annual Technical Support shall be mutually
agreed and signed off.
14. Liquidated Damages (Penalty for delayed execution):
In the event of bidder/SI failing to complete the task as per agreed schedule or within extended time
schedule, ITI may impose penalty and liquidated damages @1% (one percent) per week subject to
maximum of 10% of the total value of the ITI’s client order. The failure however should have been
resulted only due to reasons solely attributable to the bidder and wherein no act or omission of
ITI/ITI’s client contributed to such delay.
15. Force- Majeure
If at any time, during the continuance of the project, the performance of any obligation, in whole or
in part, by either party is prevented or delayed, by reason of war, or Hostility, acts of the public
enemy, civic commotion, sabotage, Act of State or direction From Statutory Authority, explosion,
epidemic, quarantine restriction, strikes, fire, Floods, natural calamities or any act of God, neither
party shall, by reason of such event, be entitled to terminate the agreement, nor shall either party
have any such claims for Damages against the other, in respect of such non-performance or delay
in performance provided.
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | D-1
Annexure-D
Documents(required) to be submitted along with the Bid/Tender establishing the
Eligibility of the Bidder:
The Bidder/System Integration (SI) to be eligible for technical qualification MUST enclose the
following documents with the Tender:
1. Bid covering Letter on the Letter-Head of the Bidder Company indicating Name and Address of
the Authorized Signatory (With Contact Telephone Numbers and email ID).
2. Name and Address of the proprietor (s)/ Directors of the Company (With Contact No. and
Address).
3. Case –Specific Power of Attorney authorizing the bidder to submit the Tender on behalf of the
Bidder/Consortium.
4. Consortium Agreement signed between all members of the consortium authorizing the Lead
Bidder to submit the Tender and to exchange all correspondence with ITI with regard to this
Tender notification.
5. Registration with registrar of the company including partnership deed or Article / Memorandum
of Association etc of all consortium members.
6. Bid Security of required amount in form of Demand Draft/FDR.
7. Tender-Document Fee of required amount in form of Demand Draft/Copy of the Cash Receipt.
8. List of reputed clients (With full address and telephone Numbers).
9. The bidder shall furnish the particulars of the past performance with supporting documents
(Experience Certificate).
10. Technical Solution document with respect to technical specifications of the requirement and
Project Implementation Plan.
11. Declaration of Non-Black listing as per the enclosed format.
12. Turnover Certificate(s) /Audited Balance-sheets of the Bidder /All consortium members for last
three years.
13. Letter of Banker for Credit Limit or Solvency Certificate issued by the Banker for ascertaining
Investment Capacity.
14. Self-certified Statement of the bidder with regard to Mapping of Financial Resources for the
subject Project.
15. Self-certified Statement of the bidder showing Percentage of Indigenous Contents in the Solution
16. Valid Service TAX Registration Certificate.
17. Latest Income TAX returns along with copy of PAN card.
18. OEM’s Quality Certification.
19. List of Qualified Engineers to Support the Project.
20. Acceptance of the Terms and conditions of the Tender Document as per ITI’s requirement
mentioned in the Financial/Priced Part of the Tender document.
21. Integrity Pact /Non-Disclosure Agreement as per the attached format
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | D-2
In case, the bidders do not submit any of the above mentioned papers/information along with RFP
documents, his bid may be rejected and bid may not be considered for further evaluation.
It is reiterated that any bid not fulfilling any of the essential requirements mentioned in this Tender
document would be classified as “Technically Non- Qualified/Non-Responsive” and
Financial bids of such bidders will not be opened and subsequently returned to the bidder. No
relaxation would be given to any bidder on any of these conditions.
---------------------
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IHMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | E-1
In case if any of the above Qualifying Criterion is not met, the Bid will be declared unresponsive
and the same will not be evaluated further.
Annexure-E
BIDDER’S QUALIFYING PARAMETERS
Sl No. Eligibility Parameter Metrics (Qualifying)
1. The bidder should have minimum experience of 3 years in the field of ERP
Implementation in Institutes of Higher learning
3 Years
2. The bidder should have experience in the field of implementing at least
2nos of ERP projects where University /Institute Management Modules
must have been implemented at some Government University/Institute of
Higher Learning in India.
Must be there
3 Average Annual Turnover of the bidder(s) during last 3 fiscal years.
Turnover of the Indian Venture/subsidiary Company will only be considered to
ascertain the eligibility.
Rs 6 Crores
4 The Bidder must have Support Centre in UP/NCR Must be there
5 The Bidder should have Engineers on their payroll to sustain the project activities. 20 Nos
6 The bidder must have the case specific Letter of Authorization’/Partnership
certification from large ERP Technology providers (OEMS) or should have its
own ERP platform for Education sector.
Required
7 The Bidding entity must have ISO 9001:2008 / CMM Level certifications from the
Quality Auditors. Required
8 Must possess Expertise in Development/Deployment of Web and Mobile
Applications for Education Sector.
Required
9 Experience in Portal Development/ Content Management /e-Library
integration
Required
10 The Bidder should have expertise in JAVA / .NET technologies. Required
11 The Bidding entity should have investment capability. Rs 1.25 Crores
12 Annual Profitability of the Bidder/Consortium during last financial Year Required
13 Project specific Financial Resources Mapping Rs 1.25 Crores
14 No Black-listing of the Bidder ( Self Certification) Required
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | F-1
Annexure-F Financial/Commercial/Priced-Bid Schedule-
Sl No Description of Software Modules Quantity Unit Unit
Price (in
Rupees)
Amount
(in
Rupees)
Supply of Software Modules
Group-A Academic Modules A.1 Software Module for Admission and Academic 01
each
A.2 Software Module for Fee Management
A.3 Software Module for Self Service Portal for Students
A.4 Software Module for Question Bank Management &
Question Paper Generation
A5 Software Module for Pre-Examination Management
A6 Software Module for Examination Management &
Result Processing
Group-B Financial Management Modules
B1 Software Module for Financial Accounting 01
each
B2 Software Module for Budgeting
B3 Software Module for Stores & Purchase
Group C- Administrative Modules
C1 Software Module for HRMS & Payroll 01
each
C2 Software Module for Recruitment
C3 Software Module for Hostel Management
C4 Software Module for Establishment
C5 Software Module for GPF & Pension Management
C6 Software Module for Leave Management
C7 Software Module for Self Service Portal for
Employees and Website Designing and Portal
Interface
Group D- Student Welfare Modules
D1 Software Module for Placement Management 01
each
D2 Software Module for Alumni Management & Student
Verification
Total for Supply of Software =
Sales Tax/VAT on Supply of Software =
Sub Total 1=
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | F-2
Services : S1 Installation, Testing, Commissioning and
Handholding of the Software to make the entire IIMS
functional as per requirement of ITI’s end customer
(in percentage of the cost of Software)
Lot (As per
requirement)
Lot
S2 Annual Technical Support (in percentage of the cost
of Software)
Lot (As per
requirement) Lot
Total for the Services =
Service Tax towards the above Services =
Sub Total 2=
Grand Total i.e Sub Total 1+ Sub Total 2 (Total Price) in Figures=
Grand Total (Total Price) in Words:
Note:
1. The Bidder has to quote the Financial Figures strictly as per the above format. Any imposition
of additional Terms-conditions will result in to the rejection of the Bid.
2. All Prices have to be quoted in Indian Rupees. The bidding in Dollar prices is not applicable.
3. The prices are to be quoted FOR Destination.
4. The Bidders are free to add any item essential to their solution. Such items would become part
of the commercial bid for ascertaining the lowest Commercial-Bid. The Bidders must not quote
any optional items to create ambiguity (either by way of design or ignorance) in the Bid.
5. The Grand Total will be considered to ascertain the ‘Lowest Rates (L-1)’.
6. Submission of Bid/Tender will be considered as a confirmation from the bidder that the Terms-
Conditions stipulated in the Tender have been fully understood and agreed.
7. Offers should not be quoted with any vague or indefinite expressions or bidder should not try to
qualify their bids in any manner not specified in the tender and all such offers would be treated
as vague offers and rejected accordingly.
--------------------------
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | G-1
Annexure-G
Guidelines to the Bidders for Filling, Sealing and Submitting the Bids to ITI
Methodology of Filling of the Bid:
The bidders may take note of the following:
All Columns of the Tender Document should be filled with relevant details and no column should
be left blank. The format of Financial Bid Form should not be changed in any manner. Addition/
deletion/ alteration of the text will automatically render the Bid invalid and therefore, will be
summarily rejected.
Bids not received in the prescribed format along with the essential documents establishing the pre-
qualification of the bidder shall not be entertained and rejected summarily. It is reiterated that the
failure to furnish all the information required as per Tender Document or submission of the bids
not substantially responsive to the Tender Document in every respect would result in rejection of
the Bid (Tender).
All the pages of the tender document and Credentials/Certificates shall be duly signed by the
bidder.
Bids not covering the entire scope shall be treated as incomplete and will be rejected
Methodology of Packing and Sealing of Bid Documents
Tender/Bid must be submitted in three covers:
Envelope-1 Super scribing ‘Pre-Qualification Bid” for Implementation of ERP Project for Integrated
Institute Management System against ITI’s Tender Reference
ITI/RO/LKO/2K16/IT/Tender/IIMS Dated:7th Sept 2016
Envelope-2 Super scribing “Technical-Bid” for Implementation of ERP Project for Integrated Institute
Management System against ITI’s Tender Reference ITI/RO/LKO/2K16/IT/Tender/IIMS
Dated:7th Sept 2016
Envelope-3 Super scribing “Financial(Priced)Bid” for Implementation of ERP Project for Integrated
Institute Management System against ITI’s Tender Reference
ITI/RO/LKO/2K16/IT/Tender/IIMS Dated:7th Sept 2016
Envelope-4 A the envelopes (1,2 and 3) are in turn to be put in another i.e. Fourth envelope and
this envelope should be superscripted prominently as “Bid” for Implementation of ERP
Project for Integrated Institute Management System against ITI’s Tender Reference
ITI/RO/LKO/2K16/IT/Tender/IIMS Dated:7th Sept 2016
All the Four envelopes i.e. 1, 2, 3 and 4 are to be duly sealed. Seal means wax sealed or sealed
with Transparent tape/Adhesive tape affixing with Company’s Stamp and the document should not
be sealed merely with gum or stapler pin.
No indication of the Prices will be made in the Technical Bid. Tenders received without proper
sealing are liable to be rejected. Incomplete Tender or Tender in which both technical Bid and
Financial Bid are found in the same envelope is liable to be rejected.
Methodology of Submission of Bid (Tender):
The bidder has the option for sending the bid by registered post / courier or submitting the same in
person, so as to ensure that the same are received in the specified office of ITI by the date and time
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | G-2
indicated in this Tender Notification. ITI, however, shall not take any responsibility, whatsoever
for any postal / courier delay.
Alternatively, the Bid/Tender in sealed condition should be dropped (in person) in the locked and
sealed Tender Box kept at RO Head’s Secretariat area on the first Floor of ITI Bhawan located at
the notified address.
The tender should be dropped/submitted latest by the specified time on the due date. Late/delayed
offers shall not be opened/entertained under any circumstances. Fax / e-mail / Letter Heads Bids/
quotations shall not be accepted and shall be ignored / summarily rejected.
Methodology of Opening of the Bids
Tender box kept at the notified Location will be sealed at the notified Hours sharp on the due date.
The designated committee of ITI will open the Prequalification and Technical bids (except the
Price bid part, in the presence of bidder's representatives (Not more than two) who choose to
attend the opening on the due date and time specified in the Tender Notification. Bidder's
representatives shall sign a register as proof of their attendance.
In the event of the specified date for the opening of bids being declared a holiday for the
Tenderer (ITI), the bids will be opened at the appointed time on the next working day.
Technical Bids and Financial Bids shall be opened separately. Prequalification and Technical Part
of the Bids received will be opened on the due day and the sealed Financial Bids will be kept in the
custody of the designated officer.
Please note that the Technical Part of the Bid will be opened at the time and date set for opening
of Bids, of only those Bidders whose Prequalification Bid is found to be in acceptable form. The
Prequalification Bids with Bid Security and Cost of bid document deficient in value and/or form
will not be opened further and Bid envelopes of such Bidders will be returned unopened.
The Price Bid of the techno commercially responsive bidders shall be opened at a subsequent
date for which the separate intimation will be sent and/or uploaded on website.
Bids not covering the entire scope shall be treated as incomplete and hence will be rejected
ITI further, reserves its right to reject any Bid which is not submitted according to the
instructions stipulated above.
No correspondence in this regard will be entertained.
Preliminary Examination of Bids
The designated committee of ITI will examine the bids to determine whether they are complete
and meet the Minimum Qualifying Requirements, whether any typographical or logical errors
have been made, whether required sureties have been furnished, whether the documents have
been properly signed / submitted, and whether the bids are generally in order. ITI may, at its
discretion, waive any minor non conformity or any minor irregularity in an offer. This shall be
binding on all vendors and ITI reserves the right for such waivers.
Preliminary Technical Evaluation
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | G-3
The designated officers of ITI Limited will carry out a Preliminary evaluation of the bids
previously determined to be substantially responsive in order to determine whether the technical
aspects are in accordance with the requirements set forth in the bidding documents.
In order to reach such a determination, ITI’s committee will examine and compare the technical
aspects of the bids on the basis of the information supplied by the bidders, taking into account
the overall completeness and compliance with the Technical Specifications; deviations from the
Technical Specifications, suitability of the goods offered in relation to the quality, functional
and Techno-commercial requirements.
The bid that does not meet minimum acceptable standards of completeness, consistency and
details will be rejected for non-responsiveness.
Clarification of Offers
To assist in the scrutiny, evaluation and comparison of offers, ITI may, at its discretion, ask some
or all vendors for clarification of their offer. The request for such clarifications and the response
will necessarily be in writing. ITI has the right to disqualify the vendor whose clarification is
found not suitable to it.
Canvassing of the Proposals
From the time the Proposals are opened to the time the Contract is awarded, the bidders should
not contact ITI on any matter related to its Pre-Qualification, Technical and/or Financial
Proposal. Any effort by contenders to influence ITI in the examination, evaluation, ranking of
Proposals, and recommendation for award of Contract may result in the rejection of the
contenders Proposal.
Correction of Errors
The errors /discrepancies in respect of the specified amount in Tender /Bid /Proposal Sheets for
an individual item and/or sub-item and/or in the sub-total of a Bid /Proposal Sheet and/or in the
Grand total of a Bid Proposal Sheet, either due to discrepancy between figures and words and/or
simple arithmetical error while adding and/or multiplying and /or due to wrong extension of unit
rates etc. the error will be rectified and computed by ITI as per the following method:
1. In case of discrepancy between figures and words the value specified in the words will be
considered for computation.
2. The quoted Unit rates would be taken as reference for the calculation of the Total Bid
value.
Representation with regard to the Evaluation of the Bids:
The technical bids would be evaluated by a duly constituted Committee of ITI Limited, whose
decision would be generally taken as final, unless the aggrieved party establishes any Prima facie
errors in the findings of the Committee. In such a situation, he may file presentation within 3
working days of receipt of decision from ITI Limited, duly listing the reasons / grounds. Such a
representation would be considered at Senior Management Level of the Tendering Authority,
whose decision would be final and binding on all the bidders.
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | G-4
The bids of the qualified bidders will be evaluated on the basis of the financial quote submitted by
the bidders. ITI reserves the right to reject any or all bids without assigning any reasons thereof. It
shall not be obligatory for ITI to award the work only to the lowest bidder.
____________
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | I-1
Annexure-I
(This is the format of Integrity Pact to be signed by the bidder with ITI in case the Bid of the
bidder is found suitable for consideration.)
PRE-CONTRACT INTEGRITY PACT
GENERAL
This pre-bid pre-contract agreement (hereinafter called the Integrity Pact) is made on day of
………….... the month of …….. , between, ITI Limited, ITI Bhavan, Dooravaninagar, Bangalore
– 560016, India, (hereinafter called the "BUYER", which expression shall mean and include,
unless the context otherwise requires, his successors in office and assigns) of the First Part and
M/s …………….……. (Address of the Bidder) (Hereinafter called the "BIDDER” which
expression shall mean and include, unless the context otherwise requires, his successors and
permitted assigns) of the Second Part.
WHEREAS the BUYER proposes to invite Tender for selection of Consultant and System
integrator for a technical tie-up with ITI for providing ERP infrastructure in the state of Delhi and
the BIDDER is willing to participate in the Tender as per the terms and conditions mentioned
thereon;
WHEREAS the BIDDER is a private company/public company/Government
undertaking/partnership company (strike off whichever is not applicable), constituted in
accordance with the relevant law in the matter and the BUYER is a PSU under the Department of
Telecommunications, Ministry of Communications & IT, Government of India.
NOW, THEREFORE,
To avoid all forms of corruption by following a system that is fair, transparent and
free from any influence/prejudiced dealings prior to, during and subsequent to the
currency of the contract to be entered into with a view to :-
Enabling the BUYER to select/ empanel a Consultant /System Integrator for implementing Two
ERP projects in the State of Delhi through the Tender in a transparent and corruption free manner,
and
Enabling BIDDERs to abstain from bribing or Indulging in any corrupt practice in order to secure
the contract by providing assurance to them that their competitors will also abstain from bribing
and other corrupt practices and the BUYER will commit to prevent corruption, in any form, by its
officials by following transparent procedures.
The parties hereto hereby agree to enter into this Integrity Pact and agree as
follows:
1. Commitments of the BUYER
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | I-2
1.1 The BUYER undertakes that no official of the BUYER, connected directly or indirectly with
the contract, will demand, take a promise for or accept, directly or through intermediaries,
any bribe, consideration, gift, reward, favour or any material or immaterial benefit or any
other advantage from the BIDDER, either for themselves or for any person, 'organization or
third party related to the contract in exchange for an advantage in the bidding process, bid
evaluation, contracting or implementation process related to the contract.
1.2 The BUYER will during the pre-contract stage, treat all BIDDERs alike, and will provide to
all BIDDERs the same information and will not provide any such information to any
particular BIDDER which could afford an advantage to that particular BIDDER in
comparison to other BIDDERs.
1.3 All the officials of the BUYER will report to the appropriate Government
office any attempted or completed breaches of the above commitments as well as any
substantial suspicion of such a breach.
2 In case any such preceding misconduct on the part of such official(s) is reported by the
BIDDER to the BUYER with full and verifiable facts and the same is prima facie found to
be correct by the BUYER, necessary disciplinary proceedings, or any other action as deemed
fit, including criminal proceedings may be initiated by the BUYER and such a person shall
be debarred from further dealings related to the contract process. In such a case while an
enquiry is being conducted by the BUYER the proceedings under the contract would not be
stalled.
3 Commitments of BIDDER
3.1 The BIDDER commits itself to take all measures necessary to prevent corrupt practices,
unfair means and illegal activities during any stage of its bid or during any pre-contract or
post-contract stage in order to secure the contractor in furtherance to secure it and in
particular commit itself to the following: -
a) The BIDDER will not offer, directly or through intermediaries, any bribe, gift,
consideration, reward, favor, any material or immaterial benefit or other advantage,
commission, fees, brokerage or inducement to any official of the BUYER, connected
directly or indirectly with the bidding process, or to any person, organization or third
party related to the contract in exchange for any advantage in the bidding, evaluation,
contracting and implementation of the contract.
b) The BIDDER further undertakes that it has not given, offered or promised to give,
directly or indirectly any bribe, gift, consideration, reward, favor, any material or
immaterial benefit or other advantage, commission, fees, brokerage or inducement to
any official of the BUYER or otherwise in procuring the Contract or forbearing to do
or having done any act in relation to the obtaining or, execution of the contract or any
other contract with the Government for showing or forbearing to show favor or
disfavor to any person in relation to the contract or any other contract with the
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | I-3
Government.
c) BIDDERs shall disclose the name and address of agents and representatives and
Indian BIDDERs shall disclose their foreign principals or associates.
d) BIDDERs shall disclose the payments to be made by them to agents/brokers or any
other intermediary, in connection with this bid/contract.
e) The BIDDER further confirms and declares to the BUYER that the BIDDER is the
original manufacturer/ integrator and has not engaged any individual or firm or
company whether Indian or foreign to intercede, facilitate or in any way to recommend
to the BUYER or any of its functionaries, whether officially or unofficially to the
award of the contract to the BIDDER, nor has any amount been paid, promised or
intended to be paid to any such individual, firm or company in respect of any such,
intercession, facilitation or recommendation.
f) The BIDDER either while presenting the bid or during pre-contract negotiations or
before signing the contract, shall 'disclose any payments he has made, is committed to
or intends to make to officials of the BUYER or their· family members, agents,
brokers or any other intermediaries in connection with the contract and the details of
services agreed upon for such payments.
g) The BIDDER will not collude with other parties interested in the contract to impair the
transparency, fairness and progress of the bidding process, bid evaluation, contracting
and implementation of the contract.
h) The BIDDER will not accept any advantage in exchange for any corrupt practice,
unfair means and illegal activities.
i) The BIDDER shall not use improperly, for purposes of competition or personal gain,
or pass on to others, any information provided by the BUYER as part of the business
relationship, regarding plans, technical proposals and business details, including
information contained in any electronic data carrier. The BIDDER also undertakes to
exercise due and adequate care lest any such information is divulged.
j) The BIDDER commits to refrain from giving any complaint directly or through any
other manner without supporting it with full and verifiable facts.
k) The BIDDER shall not instigate or cause to instigate any third person to commit any
of the actions mentioned above.
l) If the BIDDER or any employee of the BIDDER or any person acting on behalf of the
BIDDER, either directly or indirectly, is a relative of any of the officers of the
BUYER, or alternatively, if any relative of an officer of the BUYER has financial
interest/stake in the BIDDER's firm, the same shall be disclosed by the BIDDER at the
time of filing of tender. The term 'relative' for this purpose would be as defined in
Section 6 of the Companies Act 1956.
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | I-4
m) The BIDDER shall not lend to or borrow any money from or enter into any monetary
dealings or transactions, directly or indirectly, with any employee of the BUYER.
4 Previous Transgression
4.1 The BIDDER declares that no previous transgression occurred in the last three years
immediately before signing of this Integrity Pact, with any other company in any country in
respect of any 'corrupt practices envisaged hereunder or with any Public Sector Enterprise in
India or any Government Department in India that could justify BIDDER's exclusion from
the tender process.
The BIDDER agrees that if it makes incorrect statement on this subject, BIDDER can be
disqualified from the tender process or the contract, if already awarded, can be terminated
for such reason.
5 Sanctions for Violations
5.1 Any breach of the aforesaid provisions by the BIDDER or anyone employed by it or acting
on its behalf (whether with or without the knowledge of the BIDDER) shall entitle the
BUYER to take all or any one of the following actions, wherever required:-
a) To immediately call off the pre contract negotiations without assigning any reason or
giving any compensation to the BIDDER. However, the proceedings with the other
BIDDER(s) would continue.
b) To immediately cancel the contract, if already signed, without giving any
compensation to the BIDDER.
c) To cancel all or any other Contracts with the BIDDER. The BIDDER shall be liable to
pay compensation for any loss or damage to the BUYER resulting from such
cancellation/rescission.
d) To recover all sums paid in violation of this Pact by the BIDDER(s) to any middleman
oragent or broker with a view to securing the contract.
5.2 The BUYER will be entitled to take all or any of the actions mentioned above, also on the
Commission by the BIDDER or anyone employed by it or acting on its behalf (whether with
or without the knowledge of the BIDDER), of an offence as defined in Chapter IX of the
Indian Penal code, 1860 or Prevention of Corruption Act, 1988 or any other statute enacted
for prevention of corruption.
5.3 The decision of the BUYER to the effect that a breach of the provisions of this Pact has been
committed by the BIDDER shall be final and conclusive on the BIDDER. However, the
BIDDER can approach the Independent Monitor(s) appointed for the purposes of this Pact.
6 Independent Monitors
6.1 The BUYER appoints Independent Monitor (hereinafter referred to as Monitor) for this Pact
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | I-5
in consultation with the Central Vigilance Commission.
6.2 The task of the Monitor shall be to review independently and objectively, whether and to
what extent the parties comply with the obligations under this Pact.
6.3 The Monitor shall not be subject to instructions by the representatives of the parties and
perform their functions neutrally and independently.
6.4 Both the parties accept that the Monitor have the right to access all the documents relating to
the project/procurement, including minutes of meetings.
6.5 As soon as the Monitor notices, or has reason to believe, a violation of this Pact, he will so
inform the Authority designated by the BUYER.
6.6 The BIDDER(s) accept(s) that the Monitor has the right to access without restriction to all
Project documentation of the BUYER including that provided by the BIDDER. The
BIDDER will also grant the Monitor, upon his request and demonstration of a valid
interest, unrestricted and unconditional access to his project documentation. The Monitor
shall be under contractual obligation to treat the information and documents of the BIDDER
with confidentiality.
6.7 The BUYER will provide to the Monitor sufficient information about all meetings among
the parties related to the Project provided such meetings could have an impact on the
contractual relations between the parties. The parties will offer to the Monitor the option to
participate in such meetings.
6.8 The Monitor will submit a written report to the designated Authority of BUYER within 8 to
10 weeks from the date of reference or intimation to him by the BUYER I BIDDER and,
should the occasion arise, submit proposals for correcting problematic situations.
7 Facilitation of Investigation
7.1 In case of any allegation of violation of any provisions of this Pact or payment of
commission, the BUYER or its agencies shall be entitled to examine all the documents
including the Books of Accounts of the BIDDER and the BIDDER shall provide necessary
information and documents in English and shall extend all possible help for the purpose of
such examination.
8 Law and Place of Jurisdiction
8.1 This Pact is subject to Indian Law. The place of performance and jurisdiction is the seat of
the BUYER.
9 Other Legal Actions
9.1 The actions stipulated in this Integrity Pact are without prejudice to any other legal action
that may follow in accordance with the provisions of the extant law in force relating to any
civil or criminal proceedings.
10 Validity
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | I-6
10.1 The validity of this Integrity Pact shall be from date of its signing and extend upto the
contract period with the BUYER in case a contract is signed. In case BIDDER is
unsuccessful, this Integrity Pact shall expire after six months from the date of the signing of
the contract.
10.2 Should one or several provisions of this Pact turn out to be invalid, the remainder of this
Pact shall remain valid. In this case, the parties will strive to come to an agreement to their
original intentions.
11 The parties hereby sign this Integrity Pact.
BUYER BIDDER
Name of the Officer. CHIEF EXECUTIVE OFFICER
Designation M/s …. (Address)
ITI Limited (address)
Place: Place:
Date: Date:
Witness:
1. ……….. 1. …………
2. ……….. 2. ………….
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | M-1
Annexure-M
Allocation of Marks:
The selection of the Bidder as a System Integration agency for IIMS will depend upon the combined
scoring of the Technical-Bid, Technical Presentation and the Financial Bid.
The allocation of marks viz-a-viz Bid Attributes are shown below:
Sr.
No.
Bid Attributes Allocation
of Marks
1 Technical Part of the bid
1.1 Technical Bid 550
1.2 Technical Presentation (after the opening of the Technical-Bid) 150
Maximum Marks of the Technical Section for Technical Rating (TR) 700
2 Financial Part of the bid
2.1 Maximum Marks of the Financial Section for Commercial Rating (CR) 300
Maximum Marks/Score 1000
TECHNICAL BID EVALUATION MATRIX
The technical evaluation for knowing the Technical Rating (TR) of the bids will be done
strictly on the basis of Technical Score (TS) which would be computed as per the matrix
shown below:
Sl
No
Parameters Weightage in terms of Scoring Max.
Score 1. Presence (duration in years) of the Bidder
in the field of System Integration / IT /
ICT/ ERP implementation
3 to 4 Years of Presence 10 25
4 to 6 Years of Presence 15
More than6 Years of Presence 25
2. Experience of the Bidder in providing ERP
Services to at least 2 customers where
University /Institute Modules must have
been implemented at some Government
University/Institute of Higher Learning in
India.
Eligibility Criterion (Minimum
experience)to 1.25 times of the
Eligibility Criterion
50 100
1.25 times of the Minimum
Experience to Twice the
Eligibility Criterion
75
More than Twice the Eligibility
Criterion 100
3. Organization and Ownership Status of the
Bidder
Privately Owned /Partnership
Firm 10 25
Private Limited Company 15
Public Ltd Company
/Autonomous Body/PSU 25
4. Bidder’s Presence at the desired Locations Eligibility Criterion 15 25
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | M-2
(Minimum)to 1.25 times of the
Eligibility Criterion
More than 1.25 times of the
Eligibility Criterion 25
5. Bidder’s Average Annual Turnover during
last three financial years
Eligibility Criterion
(Minimum)to 1.25 times of the
Eligibility Criterion
25 50
1.25 times of the Minimum to
Twice the Eligibility Criterion 40
More than Twice the Eligibility 50
6. Bidder’s Mapping of Financial Resources
for the subject RFP,
Eligibility Criterion
(Minimum)to 1.25 times of the
Eligibility Criterion
10 25
1.25 times of the Minimum to
Twice the Eligibility Criterion 15
More than Twice the Eligibility
Criterion 25
7.
Availability of Skilled Man-Power with the
Bidder to Handle the Project
Eligibility Criterion
(Minimum)to 1.25 times of the
Eligibility Criterion
30 50
1.25 times of the Minimum to
Twice the Eligibility Criterion 40
More than Twice the Eligibility
Criterion 50
8. Quality Certification of the Bidder Minimum Eligibility Criterion 50 100
More than the Minimum
Eligibility Criterion 100
9. Technical Solution, Project Implementation
Plan,
Good 50 150
Very Good 100
Outstanding 150
MAXIMUM SCORE OF TECHNICAL BID= 550
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page |N-1
Annexure-N
Bid Evaluation Methodology:
ITI LIMITED
ITI Limited (ITI) is a Public Sector Undertaking which functions under the aegis of The Ministry
of Communications and IT, Government of India. It follows all the financial and administrative
rules and procedures put in place from time to time to conduct the business activities.
We are having Registered & Corporate Office at Bangalore and engaged in the business of
Telecom / ICT project implementation, Supply of Hardware and Software and the related services.
OBJECTIVE
The objective of this Invitation for submission of bids against this RFP/Tender is to identify a
suitable agency to help ITI in the implementation of ERP Project for Integrated Institute
Management System for an Institute of National repute located in North India where ITI has
already been chosen as a main Agency to implement the ERP Projects.
The Bidder The selected bidder who is to play the role of a ‘System Integrator’ for ERP has to enter in to a
contract with ITI Limited to forge a case-specific business alliance to provide the deliverables.
The prospective bidders are advised to study the RFP/Tender document carefully. Submission of
your RFP/Tender shall be deemed to have been done after careful study and examination of the
same with full understanding of its implications. Failure to furnish all information required in the
Document or submission of an RFP/Tender not substantially responsive to it in every respect will
be at the Bidder’s risk and may result in its outright rejection.
The Bidder shall bear all costs associated with the preparation and submission of its Bid, including
cost of presentation for the purposes of clarification of the Bid, if so desired by ITI Limited. In no
case, ITI would be responsible or liable for those costs, regardless of the conduct or outcome of the
Tendering Process. ITI reserves the right, not an obligation, to carry out the capability assessment
of the Bidder(s). This right inter alia includes seeking technical demonstrations, presentations and
the site visits.
A ‘Prospective Bidder’ must possess the following basic qualities:
a. Willingness to sign agreement with ITI for addressing the end-customer’s requirements as
per the terms and conditions.
b. The requisite technical experience, qualification and competence in the field of ERP
applications.
c. Investment Capability.
d. Ability to withstand the Business-Risk.
e. Understanding of provisioning of appropriate type of Products/Solutions/Service offerings
best suited to the case-specific requirement.
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page |N-2
f. Arrangement of Warranty and Post Warranty Maintenance support.
g. Backing of OEMs through Support Letters from the major OEMs.
h. Adherence to Ethical Business Practices and Professionalism.
DEFINITIONS:
a ITI means M/s ITI Limited.
b The Purchaser means ITI Ltd Lucknow.
c The End-Customer means ITI’s Government customer.
d SI means System Integrator or the Vendor who has to be selected for the Implementation of
the project.
e The Bidder means the SI /Vendor or Consortium who submits this RFP/Tender.
f The Deliverables means all the Systems (both Hardware and Software), Equipment,
Devices, Services related with the proper execution of the project as envisaged under the
Order / Contract to be signed by the 'end-customer’.
g The Purchase Order means the order placed by ITI on the SI / Vendor.
h The Contract Price means the price payable to the Supplier(s) / Vendor(s) under the
Purchase order for the full and proper performance of its contractual obligations.
i Evaluation is a process of adjudging the RFP/Tender to the satisfaction of ITI.
j ICT means “Information and Communication Technology”
k LOI means “Letter of Intent”.
l IPR means Intellectual Property Rights
m OEM means Original Equipment Manufacturer
n QCBS means Quality cum Cost Basis Selection where both Technical and Commercial
aspects of bidding are taken in to consideration
o MOU means Memorandum of Understanding
p EMD means Earnest Money Deposit /Bid Security
ELIGIBILITY CRITERIA:
The bidder must be a Registered Indian company or Consortium* led by an Indian Company. The
Bidders are required to refer the ‘Annexure-E’ for the details of the eligibility criteria. The bidders
shall submit necessary documentary proof (certified photocopies) showing that they meet the
specified eligibility criteria (Please refer Annexure-D).
Considering the importance of the project as well as that of the end customer, it is very much
desirable that the bidders have sufficient experience in the desired area.
The bidder must have not been declared black listed / ineligible to participate for bidding during
last five financial years by any State / Central Govt / or PSU due to unsatisfactory performance,
breach of general or specific instructions, corrupt or fraudulent or any other unethical business
practices.
The date of Eligibility shall be Date of Publication of the RFP/Tender Notification.
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page |N-3
In case if any of the Qualifying Criterion is not met, the Bid / Tender will be declared unresponsive
and the same will not be evaluated further.
*Constitution of Consortium:
1. The Lead Bidder of the Consortium has to be an Indian Company. The consortium may
comprise of Max 3 companies (1 Lead Bidder and 2 members).
2. All the member firms of the Consortium shall jointly fulfill the Eligibility criteria as
detailed in the RFP/Tender document.
3. The Lead Bidder of the Consortium can only submit the Bid (RFP/Tender) on behalf of the
Consortium. The Bid may be signed by all the member firms of the Consortium.
Alternatively, the bid may be signed by the Lead-Bidder. In such a case, the Power of
Attorney from each member firm authorizing the Lead-Bidder to sign & submit the bid on
behalf of individual member firms must accompany the Bid (RFP/Tender). However, other
members of Consortium may participate in techno-commercial discussions/ meetings along
with the Lead Bidder.
4. Original ink signed MOU between the Consortium member firms duly signed by the Chief
Executive/Directors of the consortium member firms must be accompanied with the Bid.
5. The role and responsibility of each consortium member firm has to be annexed/ attached (in
the Form of the Responsibility Matrix) with the MOU. MOU must also state that all
member firms of the Consortium shall be jointly and severally responsible for discharging
all obligations in case of award of Order/Contract.
6. The Bid Bond (Earnest Money Deposit) and Performance Guarantees can be submitted by
any of the Consortium member firm on behalf of the Consortium.
7. All the correspondence will be done with the Lead Bidder and shall be binding on all the
Member firms of the Consortium.
8. The payment shall be made by the Company only to the Lead Bidder (or ESCROW A/c of
the Consortium if requested) towards fulfillment of Contract obligations.
GENERAL TERMS AND CONDITIONS
1. The Bidder(s) are required not to impose their own terms and conditions to the bid and if
submitted, it will not be considered as forming part of their bids. The decision of ITI shall
be final, conclusive and binding on the Bidder(s).In a nutshell, the Conditional Bid or Bid
with deviations will be summarily rejected.
2. Only those who qualify the eligibility conditions would be considered for further
evaluation.
3. The bidder is expected to go through the enclosed Document (Annexure-W) to have clarity
on Scope of work. The bidders are to quote only fully compliant solution.
4. Any clarification issued by ITI in response to query raised by prospective bidders shall form
an integral part of bid documents and it shall amount to an amendment of relevant clauses
of the bid documents.
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page |N-4
5. A clause-by-clause compliance statement to all Sections of the RFP/Tender document is to
be submitted in the Technical Bid, demonstrating substantial responsiveness. A bid without
clause-by-clause compliance statement to all the sections of the RFP/Tender document
including the Technical Specifications, Commercial Conditions, Special Conditions and the
Annexures shall not be considered for evaluation and shall be summarily rejected.
6. The bidder has to consider the following major Cost Factors while arriving at a commercial
decision:
Direct Cost (requisite IT Hardware and Application Software)
Fiscal Cost
Logistic-Cost
Taxes/ Duties
Services and Administrative Cost
Training and Documentation Cost
Contingencies
7. Please note that if any document/authorization letter/testimonies are found fabricated /false/
fake, the bid (RFP/Tender) will be declared as disqualified and EMD will be forfeited. This
may also lead to the black-listing of the bidder.
8. All the required documents to establish the bidder’s eligibility criteria should be enclosed
with the original Tender (Technical-Bid) itself. The Bid/Tender will be evaluated on the
basis of the documents enclosed with the Original Bid only. ITI will not enter into any
correspondence with the bidder to get these certificates/ document subsequently. However it
reserves its right to get them validated/verified at its own.
9. Due to any breach of any condition by the bidder, the Bid Security (EMD) submitted by the
bidder may be forfeited at any stage whenever it is noticed and ITI will not pay any damage
to the bidder or the concerned person. The bidder or/and the person will also be debarred for
further participation in future RFP/Tender/Tenders.
10. The successful bidder bid security (EMD) will be discharged upon the bidder acceptance of
ITI’s Order in due course of time and furnishing the Requisite Performance
Security/Guarantee.
11. The bid security of the unsuccessful bidder will be returned/ discharged within 15 days of
the opening of the Bids.
12. The bidder is required to enclose Notarized Copy of the Power of Attorney from its
Directors/Top management which should indicate clearly the name of the signatory and
title. Bidders must ensure that all the documents are sealed and signed by authorized
signatory.
13. The Power of Attorney given to the Authorized Signatory should be submitted and executed
on the non-judicial stamp paper of appropriate value as prevailing in the respective states(s)
and the same be attested by a Notary public or registered before Sub-Registrar of the
states(s) concerned.
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page |N-5
14. The proceeds of the performance security shall be payable to the Purchaser as compensation
for any loss resulting from the supplier’s failure to complete its obligations under the
contract (if signed).The performance security Bond will be discharged by the Purchaser
after completion of the supplier’s performance obligations including any warranty
obligations under the contract.
15. “DISCOUNT, if any, offered by the bidders shall not be considered unless specifically
indicated in the price schedule.
16. ITI shall not be responsible for any postal delay about non-receipt / non-delivery of the
bid/documents. This RFP/Tender Document is absolutely not transferable.
17. The bid submitted may be withdrawn or resubmitted before the expiry of the last date of
submission by making a request in writing to ITI to this effect. No Bidder shall be allowed
to withdraw the bid after the deadline for submission of the RFP/Tender.
18. It is further stressed that the cartel formation with other bidders would result in
Disqualification of the Bidder.
19. ITI reserves the right to accept or reject any Tender/Bid partially or fully or annul the
bidding process and reject all bids at any time prior to award of contract without assigning
any reason thereof and without incurring any liability to the respondents. ITI Limited also
reserves the right to withdraw this RFP/Tender, should it be necessary at any stage.
REJECTION CRITERIA
The Tender/Bid will be rejected in case any one or more of the following conditions are
observed: 1. Bids received without Proof of Purchase of RFP/Tender Document and EMD as per
requirement.
2. Bids which are not substantially responsive to the Invitation for the Tender.
3. Incomplete or conditional RFP/Tender that does not fulfill all or any of the conditions as
specified in this document.
4. Inconsistencies in the information submitted.
5. Misrepresentations in the bid proposal or any supporting documentation.
6. Bid proposal received after the last date and time specified in this document.
7. Bids found in unsealed cover, corrections in the bids.
8. Unsigned bids, bids signed by unauthorized person (without a valid Power of Attorney.
9. Bids containing erasures or overwriting except as necessary to correct errors made by the
Bidder, in which case such corrections shall be authenticated by the person(s) signing the
bid.
10. Bid shall remain valid for the specified period from the date of opening of
RFP/Tender/Bid prescribed by the purchaser. A bid valid for a shorter period shall be rejected by
the purchaser being non-responsive.
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page |N-6
BID EVALUATION PROCESS / METHODOLOGY
1. Prior to the detailed evaluation, ITI will determine the substantial responsiveness of each
RFP/Tender/Bid to the RFP/Tender Document. For purpose of ascertaining the eligibility, a
substantially responsive bid is one which confirms to all the terms and conditions of the
RFP/Tender Document without deviations.
2. The purchaser’s determination of bid’s responsiveness shall be based on the contents of the
bid itself without recourse to extrinsic evidence.
3. ITI may waive any minor infirmity or non-conformity or irregularity in the Bid /Tender
which doesn’t constitute a material deviation, provided such waiver doesn’t prejudice or
effect the relative ranking of any bidder
4. The Bids/Tenders submitted by the Bidders would be subjected to a well-defined and
transparent evaluation process.
5. The Bidder(s) will be evaluated on QCBS (Quality cum Cost Basis Selection) System with
a 70% weightage for Technical Bid and 30% for Commercial Bid.
6. A maximum of 700 marks will be allocated for the Technical Bid. The evaluation of
functional and technical capabilities of the Bidders will be completed first as per the
following process:
7. The technical proposals only will be subjected for evaluation at this stage. The Bidders
scoring less than 350 marks (cut-off score) out of 700 marks in the technical evaluation
shall not be short-listed for next stage of Financial-Bid evaluation process.
8. In case, more than three participating Bidders qualify on technical criteria and reach or
exceed the cut-off score of 350, then ITI at its sole discretion may qualify maximum three
(total) Bidders on the basis of the top three scores.
9. Only those Bidders who qualify as per the specified Eligibility Criteria shall be considered
for technical evaluation in which scores will be awarded based upon the evaluation matrix
given at Annexure-M. The bidders scoring at least 350 points in the technical evaluation
shall be considered for further financial evaluation. However, weightage will be carried
forward from technical qualification stage to financial bid evaluation.
10. The bids will be eventually evaluated on the basis of the vendor ratings which will be done
on the basis of combined scoring of the Technical Bid (weighted) and
Financial/Commercial bid.
11. ITI may, at its sole discretion, decide to seek more information from the Bidders in order to
normalize the bids. However, the Bidders will be notified separately, if such normalization
exercise as part of the technical evaluation is carried out.
12. The Bidders who are short-listed based upon technical criteria would be asked to make a
presentation on their solution at Lucknow, at their own cost.
13. The Bidder getting the highest Vendor Rating (VR) shall be selected as a Vendor.
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page |N-7
Final Vendor Rating will be governed as per the following formula:
VR = TR + CR
Where VR is overall Vendor Rating
TR is Technical Rating
CR is Commercial Rating
TECHNICAL RATING (TR) would be evaluated on the basis of the following formula:
TR = TECHNICAL SCORE
Where Technical Score would be calculated as per the Technical evaluation Matrix given at
Annexure-M.
COMMERCIAL RATING (CR) would be evaluated on the basis of the following formula:
CR = 300 x COMMERCIAL SCORE (CS)
Commercial Score (CS) Commercial Rating is based on Commercial Scoring (CS) of a particular bidder which will be
worked out as per the Formula given below:
CS = LQ
AQ
Where:
AQ is Actual Quote of a particular Bidder under consideration.
LQ is Lowest Quote of the Best Bidder
Note:
ITI reserves the right to reject any or all bids without assigning any reasons thereof. It shall not be
obligatory for ITI to award the work only to the lowest bidder.
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page |O-1
Annexure-O Operation and Support Plan for ERP implementation:
Support Mission
The mission of ITI w.r.t. Service and Support is Total customer satisfaction through close
interaction with our valued customer, users and the equipment manufacturers.
The goal should be to deliver tangible services by making the system knowledge and Problem
solving technologies available when ITI’s Customer needs them most. The aim of the system is to
extend the life and productivity of the supplied product and protecting Government’s assets and
investments.
Service Parameters
We expect the services from the System Integrator on the following parameters:
Response Time
Problem Resolution
Accuracy of Answers by Servicing Staff.
Overall Satisfaction to ITI’s Customer
Courtesy and Professionalism towards users
Remote problem diagnosis and support
The SI shall use electronic remote support tools to isolate the problem and facilitate the timely
resolutions.
Onsite Support
For critical issues that cannot be resolved remotely, skilled and qualified/certified Customer Engineers
are to be deployed to the site to trouble-shoot the ERP software to bring the same in to the operational
condition.
Understanding of Service Levels
The SI shall offer an integrated operation- support approach with built-in escalation for
effective problem resolution. Level 1 is the Standard help desk support (Local/Remote), Level
2 is Advanced Technical Support at site and Level 3 is at Development Centres.
All three levels of expertise should be seamlessly integrated into a cohesive support team
capable of responding to the user problems, system maintenance and enhancements in a timely
and cost effective manner.
______________
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | P-1
Annexure-P Technical Presentation
As Bidder’s clarity on the understanding of the requirements is a ‘Prudent Factor’ of the
assessment of the capability of the prospective System Integrators, all bidders would be given an
equal opportunity in a transparent manner to project their strengths. This Power-Point presentation
will carry weightage in the Technical Bid (150 marks out of 700). The presentation would be
agenda based where each aspect would be given due consideration. The presentation would be of
30 Minutes duration (Approx.)
The agenda of the presentation is given below:
Sr.
No
Agenda Point of the Presentation Max
Marks
Allocation
of Marks
01 Understanding of Technical Requirements 150 50
02 Capabilities of the ERP Implementation Agency and the
Technology Partners
45
03 Project Implementation methodology including Resource
Deployment
15
04 Challenges and concerns from the bidder’s perspective. 05
05 Expectations from ITI 05
06 Security aspects of Solution 10
07 Assessment for Internet Band Width for Administrative
functions on Cloud.
10
08 Warranty and Post-Warranty Support Methodology 10
Total 150
The Bidders are supposed to submit both ink-signed Hardcopy and Softcopy (in CD/DVD) of the
presentation for further evaluation and records. The bidders would not be given further time-slot to
revise/modify the presentation. The bidders may bring the product specialists and Project
implementation team members along with Commercial managers to submit the spot clarifications
if any.
The presentation would remain confidential and the details of one bidder shall not be shared with
any other bidder by the Nodal agency.
The bidder shall intimate the Details of the Presentation Team members in advance to avoid any
confusion at later stage.
The scoring of this presentation shall not be declared same day.
Regional Office Lucknow
Expression of Interest /Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the Month of
Sept 2016 by ITI Limited Lucknow. The document
is meant for prospective Bidders/System
Integrators/ Business Associates and ITI Limited
only.
Page | Q-1
Annexure-Q
Performanceand Quality Requirements:
We understand that the Software Design is a creative process where the Design activities include
algorithm design, architectural design, system specifications, component design and data
structure design. We expect not only the customer friendly features from the ERP Platform but
also a very good Performance based User Experience.
As the intended ERP product is expected to be used for an extended period of time by the users
who may not be technically familiar with its internal design aspects and the detailed
specifications of the ERP product/platform, extensive interactions between the actual users of the
platform and the implementer would be required to firm up the requirements and product delivery
through a mutually agreed document.
All standard steps in implementing, commissioning, and ultimately tailoring the system to the
user requirements ( to the expected level of User Experience ) are to be taken at each phase of
Software life-cycles i.e Elaboration, Construction and Transition.
Since the good performance of Software is a derivative of a ‘Good-Design’, Procedural /
Architectural /Interface Design and set of Technologies all are very important. Performance
cannot be retrofitted; it must be designed into software from the beginning.
Besides functionality, the quality and performance attributes of the ERP platform are very crucial.
The ERP platform should comply with the following desired attributes:
Sl No Description of the
Desired Attributes
Metrics Compliance Remarks
Yes No
01 Functional/Object
Cohesion and
Coupling
Each component should
behave as a self-contained
entity (cohesive) and the
intended components /
modules should fit together to
function as an unified system.
The design should have
strength of the inter-
connections between various
system components for better
performance.
02 Compatibility The software should be able
to operate with other products
that are designed for
interoperability with another
product.
Regional Office Lucknow
Expression of Interest /Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the Month of
Sept 2016 by ITI Limited Lucknow. The document
is meant for prospective Bidders/System
Integrators/ Business Associates and ITI Limited
only.
Page | Q-2
The software should be
backward-compatible with an
older version of itself.
03 Scalability The software should adapt
well to increasing data or
number of users.
Presently the system must be
capable to cater up to 0.15
Million users
04 Concurrency/
Availability
The number of concurrent
users that the system is
expected to support at any
given moment should be at
least 20000.
05 Modifiability/
Maintainability
The software should provide
ease in the fixing of the bugs
and the accomplishment of
the functional modifications.
06 Extensibility It should have scope for
Seamless addition of the new
capabilities to the software
without major changes to the
underlying architecture.
07 Usability The software user interface
must be usable for its target
user/audience. Default values
for the parameters must be
chosen so that they are a good
choice for the majority of the
users.
The user interface designs
should be process oriented
and user need not to
remember the navigation path
to do the activities. On every
page contextual help should
also be available to the end
users to understand the
process and how to work on
the page.
It should have Smart Phone
compatible GUI design.
Regional Office Lucknow
Expression of Interest /Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the Month of
Sept 2016 by ITI Limited Lucknow. The document
is meant for prospective Bidders/System
Integrators/ Business Associates and ITI Limited
only.
Page | Q-3
08 Adaptability The system must be well-
documented and the
documentation should be up
to date so that change
Management becomes much
easier.
It should be possible to trace
the links between various
design components so that
change consequences can be
analyzed and implemented.
09 Portability The same software module
should function properly in
different environments.
The system should provide
WEB API Services which can
be easily consumed by
various technology platform
like JAVA, PHP etc and can
be used on various mobile
devices
10 Fault-tolerance The software should be
resistant to and able to
recover from component
failure.
11 Modularity The software should comprise
of the well-defined,
independent components
which leads to better
maintainability.
The individual components or
modules should be developed,
tested and implemented in
isolation before being
integrated to form a desired
ERP software system.
12 Reliability The software should be able
to perform a required function
under stated conditions for a
specified period of time.
13 Robustness /
Resilience
The software should be able
to operate under stress or
tolerate unpredictable or
invalid input.
Regional Office Lucknow
Expression of Interest /Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the Month of
Sept 2016 by ITI Limited Lucknow. The document
is meant for prospective Bidders/System
Integrators/ Business Associates and ITI Limited
only.
Page | Q-4
14 Security The software must be able to
withstand hostile acts and
influences and enjoy
immunity against the
following minimum web-
vulnerabilities: 1. Injection
2. Broken Authentication and
3. Session Management
4. Cross Site Scripting
5. Insecure Direct Object
6. References
7. Security Misconfiguration
8. Sensitive Data Exposure
9. Missing Function Level
Access Control
10. Cross Site Request Forgery
11. Using Components with
Known Vulnerabilities
12. Un-validated Redirects and
Forwards
15 Response time Server response time should
be 200 ms Max
Render response time should
be 150 ms Max
16 Code Efficiency/
Execution Time
The software should perform
its tasks within a user-
acceptable time. The software
does not consume too much
memory.
17 MIPS Speed of code in terms of
Millions of instructions per
second at which a system
functions
18 Bandwidth
Requirement in the
Cloud environment
Bandwidth requirement per
user should not be more than
256 Kbps in ideal conditions.
19 Testing It should comply with the
following Six Level Quality
Testing Mechanism: Production- Level Test
Developer Unit Test
Lead Test
Business Analyst Test
Support Test
Client UAT Test
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Annexure-S
Scope of Work and IIMS Features:
Introduction to Integrated Institute Management System
The envisioned IIMS has to offer a feature rich, integrated, supportable and secure technological
We, ITI Ltd. have been awarded an ERP project by some upcoming Medical Institute of National Importance which is essentially a Web enabled Integrated Institute Management System hereafter referred to as IIMS to manage the various functions of the Medical Institute with a vision to enhance the overall efficiency. Some of the broad objectives of the envisaged ERP are:
• To automate the entire process of the Medical Institute to provide educational services and a paperless environment meant to serve the Students and Staff of the Institute.
• Speedy information flow among different areas of Institute for better Transparency, reliability and time saving of the work Process.
• To share and get the information optimally in a better way for efficient decision-making with increased accountability.
• Better and timely addressing of the grievances of the Students and Employees. • To integrate the ERP solution with Audio, Video, Data, Mobile Systems with proper
Communication Interface The proposed IIMS would be hosted in a dedicated captive Server Farm (mini data center) and 3rd party data center for recovery of critical data in case of disaster.
Vision
The envisioned IIMS has to offer a feature rich, integrated, supportable and secure technological environment that would provide Students, Faculties, and Employees and associated agencies with relevant Information on demand basis (any time/ place). This environment may be categorized as follows:
• Persistent – through an infrastructure that provides the facilities, security and support structures that facilitates “always on” services
• Transparent – through services that are integrated, easy to use and reliable • Dynamic – will remain relevant in line with technological advances • Borderless – accessible from anywhere, at any time and to anyone within prevailing
technology and security limits • Flexible – within agreed frameworks • Community based - to speed up the Process , research and administration activities
Signatures and Stamp of the Bidder
This Document has been published in the Month of Sep 2016 by ITI Limited Lucknow. The document is meant for prospective Bidders/System Integrators and ITI Limited only.
Page | S-1
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Project Description
The Scope of this RFP includes, but not limited to help ITI Limited in Design, Supply of the ERP Software, Installation, Customization, Configuration, Maintenance of the software and other components required for the different ERP Modules required by ITI’s client. This may also envisage parameterization, acceptance testing, documentation, trainings, knowledge transfer and support.
The solution offered should be web based, preferably open platform and support data transfer and consolidation from both the networked (3rd Party Data-Centre) and standalone system (Local Server Farm/Captive Data Centre belonging to the client).
Please note that the Functional, Report and Monitoring requirements mentioned in the RFP are not exhaustive and may be amended even after this RFP (depending upon ITI’s customer).
The envisaged Institute Management System (ERP) would cover the following basic activities of a typical Institute (one module for each activity) up to 150000 users (students, student-wards and Institute staff members.
The proposed implementation of IIMS is aimed at deriving benefits of ICT for the students, faculties and the administrators.
ITI’s Customer is looking forward to implement the Integrated Institute Management System with the following features:
IIMS Functional Requirement
Functional requirements of Institute Management and Information System
This section describes the functional requirements along with the services for the ERP modules and sub modules:
Group A- ERP Modules for the Academic Activities comprising of the following:
• A1. Software Module for Admission and Academic • A2. Software Module for Fee Management • A3. Software Module for Self Service Portal for Students • A4. Software Module for Question Bank Management & Question Paper Generation • A5. Software Module for Pre-Examination Management • A6. Software Module for Examination Management & Result Processing
The details of the above modules are being given below:
Signatures and Stamp of the Bidder
This Document has been published in the Month of Sep 2016 by ITI Limited Lucknow. The document is meant for prospective Bidders/System Integrators and ITI Limited only.
Page | S-2
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
A1. Software Module for Admission and Academic :
Based on the Cut-off list generated in the Pre-Admission Process, the students would seek admission in the Institute. Once their admission is confirmed by the Institute authorities based on the cut-off list and Admission fees submitted, the status of the particular student should upgrade to “Approved” in the Institute Database with the relevant details of the Degree Programs.
After the admission, the Institute would enroll the students in their respective courses and Institute shall issue them enrolment numbers. At this stage, the students are also provided with their respective Student ID Cards and Library Cards by Institute, who get admission in Institute,
Before the commencement of the course, as per the students’ enrolment in various courses, Institute would issue the Course Timetables to Campus Students. Further, students should be allocated with their Student Advisor and should be given access to their own Student Webpage. There would a regular monitoring of the academic conduct by course-wise attendance records, Lesson / Course Plan for Faculty-Students, Online-submission of Assignments, Online Virtual Classes, and Discussion Forums etc.
Academics: This module should display the Institute’s Course catalogue, allow online course registration, calculate class availability and allow advisors to communicate directly with students on course selection issues
Feature List: • Multiple College Creation • Degree Type Creation (UG, PG, PhD, Certificate Courses Etc.) • Degree Course Creation (Configurable option of academic year wise course creation) • Degree rules creation (Minimum Attendance Required, Notorious activities, Fee submission
etc.) • Student course allocation • Student/ Faculty Timetable creation • Student attendance • Academic calendar • Faculty course allocation • Faculty lesson plan • Exam Creation (Internal, External, Class Test etc.) • Exam Type Creation (Theory, Practical, Viva-Voce, Tutorial etc.)
Signatures and Stamp of the Bidder
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• Grace Policies Configuration • Dynamic Exam weight-age Configuration • Dynamic Degree Creation (I, II, III Etc.) • Dynamic Degree Year Creation (1st, 2nd, 3rd etc.) • Academic year creation • Dynamic Statistical Report Generation (Gender, Category, Degree-wise etc.)
A2. Software Module for Fee Management:
This module allows the users to setup and define fee structure of any complexity with creation of different fee heads. Fee collection, exemption, Scholarship, adjustments, fine or refund activities are taken 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.
Features: • Defines multiple tuition fee structure for different degree programs based on the Institute's
Academic Fee policy and structure; • Allows for different payment terms such as instalments and/or full payment; • Ability to define and maintain an instalment structure; • Allows for collection of fees using different methods e.g. cash, cheques, bank deposits, online
etc; • Defines different types of sponsorships e.g. self-sponsor, financial aid, 3" party sponsors etc; • Facilitate the Scholarship Management. • Allows for online payment of tuition fees; • Ability to link a student account to a third party sponsor; • Ability to define and apply exemption credits to student's account; • Provision to calculate tuition fees based on residents and foreign students; • Allows for multicurrency fee payment option. • Allows for Electronic Funds Transfer EFT transaction (e.g. credit card) in real time with
Banking institutions or third parties; • Allows for automatic calculation of fees based on the degree program and courses selected; • Generates a reference number for all methods of payment; the number should be emailed to
manual paid students; • Automatically sets an effective date to indicate when fees should be paid; • Ability to apply penalties for returned cheques;
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• Notifies students by sending alert messages via SMS and/or email of fee over dues or unpaid tuitions, etc;
• Integrates with Financial Module e.g. all student transactions, cash receipts etc, must be sent to the General Ledger;
• Integrates with the Accounts Receivable sub-module;
A3. Software Module for Self Service Portal for Students
Self-service portal provides a platform for students to get, share and disseminate the required & relevant information through discussion forums, chat rooms, mail, document sharing, SMS alerts etc.
All the portal users are allocated with adequate space on the portal to manage the information, events, mails, documents etc for the self use and can be shared among the group members created by the user. Faculty can make use of the portal services to upload on-line tutorials & assignments for the student groups, can apply for the leave on-line, view the details of the leaves into his credit, access to salary slip besides availing the other facilities provided for the users like document sharing & management etc. The users should be assigned a user ID & password to logon to the portal for availing such services.
Feature List: • Online Assignments & Tutorials (for Students) • Course Details • Examination Schedules • Time-Table • Attendance Details and SMS Alerts • Student Personal Details (like fee details, time table, lesson plan, notifications etc. • Academic Calendar • Discussion Forum & Instant Messaging • Personal Document Management with Content Search • Document Sharing (Workgroup) • Album • Notice Board • Poll for Students
A4. Software Module for Question Bank Management & Question Paper Generation
This Module should enable the question paper setter to submit questions in the system along with the answer keys. Questions should be approved by the moderator or authorized person, and saved
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in the Question Bank for future use. To ensure fairness, the system should also allow you to configure question paper templates and generate random question papers.
A5. Software Module for Pre-Examination Management:
Through this module the Students should be able to access and fill up the examination forms (Regular, Private & Late Exam forms) online and the Institute would be able to maintain a central database for the same. Based on this database, the Institute would generate the Roll Number List in pre-defined formats.
This database would also enable the Institute to estimate the actual number of Question Papers & Answer Sheets required and help them to procure the same appropriately. Further, the Institute would be able to dispatch these Question Papers & Answer Sheets to the Colleges based on their requirement. The examination process would be further streamlined with the Dynamic Exam Centre Allocation, Examination Schedule generation, Student Exam Centre allocation, Admit Card printing College wise etc.
For Self-Financing Colleges, there should be an Examination Superintendent appointed for monitoring of exams at the self-financing Colleges. There would be information sent to the Secrecy Department for question paper setting & printing and to Stores Department for the procurement of answer sheets.
The Secrecy department on receiving the request for question paper setting would create a paper setter pool from faculty within the Institute Campus, Colleges & external Experts depending upon the degree/program course to finalize two/three sets of question papers so as to decide at the last minute about which question paper to be sent for a particular course/ exam. The secrecy department shall also send information to Accounts Department for release of Payment to the paper setter pool of people.
The Confidential department shall store the printed question papers as per the date sheet and would sent these papers to Colleges (code-wise) on the basis of student roll list, courses, electives etc. The system would further enable the Institute to dispatch the admit cards to the students. There would also be automatic generation of rule based seating arrangements for Institute campus exams and for affiliated Colleges separately.
(I). Examiner’s Database Management and Panel Creation:
• Examiner Database Management should be done for paper setters, evaluators, and practical examiners.
• Examiner’s panel for paper setting should be created.
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• Invigilator Pool Management. • Examination Form approval should be done online by Examination Cell. • Examination Schedule degree program wise. • Examination Centre Management • Exam Fee Configuration
(II). Student Registration and Enrolment and Roll Number Generation:
Online Student Registration should be done with Photograph, Degree Program name, Branch, Part time / Full time, Personal/demographic Details. Enrolment and Roll Number is generated after approval from CoE (Controller of Examination) department. The format of enrolment / roll number is fully configurable so that the format can be change session wise if required.
• Online exam application - this should be filled by the students using student self-service portal. Student can select various courses like core/electives/Research on this online exam form. Students can also apply for backlog/supplementary exams online.
• Online fee submission facility should be given, so that the students can submit fees using online payment gateway or through bank challans.
• Colleges can submit student attendance online to the Institute. • Institute can define various examination Centres and generate exam schedule including details
of regular/Back papers. Exam Schedules can be generated date wise/Program wise/Centre wise etc.
(III). Hall Ticket Generation and Issue:
• Student Attendance data cross referenced • Hall tickets generated online, approved with Electronic Signature of CoE • Exam schedule and Hall tickets can be downloaded by students and Colleges online (on
student and College portal respectively) • Hall Ticket printed at the Institute and duly authenticated by the signature of Chief
Superintendent. • Examination hall tickets can be generated online and made available on student portal as well.
System Features: • Issuance of notification regarding dates for filling up of examination forms. • Short listing for eligible candidates and preparation of checklist which can be accessed by the
examination department for approval. • Generation of roll number list which can be accessed by the examination section & concerned
Colleges. • Generation of Admit cards & Attendance sheet where the concerned Colleges have access to
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such information. • Appointment of coordinators for evaluation of answer sheets under confidential section. • Fixation of evaluation Centres & appointment of examiners.
A6. Software Module for Examination Management & Result Processing:
In this module, the Institute shall begin the process of conducting examination. The System would ascertain Faculty Flying Squads for random College visits. There would be online entry of daily Student Attendance at the exam Centre s.
Internal Examinations at the College/Campus Departments During the Internal Examinations, Colleges shall feed the Internal Examination marks after approval of competent authority at College. These marks once fed, would be locked by the designated College’s officials and then, would be made available to the Institute Examination Department.
Annual/ Half Yearly External Examination: The Institute would conduct yearly/ half yearly external examination for all the Colleges, depending upon the course and would receive answer sheets, attendance sheets and unfair means cases from Colleges. The Answer Sheet would be encoded with a newly generated fictitious roll number. There would be Evaluators’ Pool Creation& subsequent answer sheet allocation to the selected Answer Sheet evaluators, decoding of roll numbers and feeding of marks / grades at Centres by the Institute staff. There would be facility provided during the Evaluation of copies and marks feeding for capturing / recording of videos at the evaluation Centre s, as the Answer sheet evaluation would be done at these Centres only. For the payment to answer sheet evaluators the details would be sent to the Accounts Department for disbursement.
The Practical Exams would also be handled by the system by way of selection of external Practical examiners, pre-payment by the Institute to Colleges for examiners, allocation of Colleges to examiners & information about dates of Practical Exam to Colleges as well as examiners is prepared through the system and sent to Colleges and examiners, so that these examiners visit Colleges for Practical Exam on the prescribed dates. They should feed the marks and these marks shall be locked by HOD at the Colleges. The Examiners payment shall be made by the Colleges immediately after the practical Examination.
Immediately after this, the process of Result Generation, College-wise Result notification shall happen. This should follow with the process of generating merit lists, marks sheets & printing of certificates by the system.
Re-evaluation and Improvement in marks, if any is taken at this stage, if any student applies for the same. Thereafter, system should generate Degrees for those who have completed their studies, Dispatch of the above documents to respective Colleges/Departments, organizing of Annual
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Convocation and award of Degree at the Institute.
Exams are scheduled and admit cards get prepared and distributed. Question paper setters can be finalized and given assignments. The examiners are finalized and informed. The invigilators for observation are informed. Question papers are set and printed. Result is prepared and mark-sheets get printed. Result is declared and mark-sheets get distributed. Publishing of results online on the web, making the same available on Intranet, allowing online printing of results etc. Student can also apply online for re-examinations etc.
Facilitating payment to the examiners, involving: recording the activities, routing them to the appropriate office for approval, redirect the approved report to the Finance Department for payment, collecting the payment, issue to respective examiners etc.
(I). Result processing and Notification: • Practical and Internal Marks entry directly from the Colleges/Departments. • Compilation of Internal/External/Practical Marks. • Result processing on the basis of rules and regulations of the Institute. • Rollback of result process if any problem arises at runtime. • Locking marks once it is finalized, so it cannot be changed. • Online publication of results. • Graphical representation and statistical report of the results (in the form of graphs, charts
etc.). • Short-listing of students for next semester, back log students, year back students etc. • Various MIS reports like College-wise result report, Branch-wise result report, Subject-wise
result report. • Facility for students to view their previous semester results, grades and marks obtained on
student self-service portal. (II). Mark sheets and Certificates generation:
• Printing of mark sheets in specified format (it can vary for degree program wise). • Mark sheets should have student photograph, and other student details along with their
marks/grades. • Suitable Security features on the mark sheets such as barcode, unique number etc. • External organizations can verification mark sheets using unique number on every mark sheet
with suitable payment system for online verification. • Generation of various certificates such as migration certificate, eligibility certificate and
provisional certificates from the system. • System provides facility of generating duplicate mark sheets/certificates.
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Group B- ERP Modules for the Financial Activities comprising of the following: • B1. Software Module for Financial Accounting • B2. Software Module for Budgeting • B3. Software Module for Stores & Purchase
B1. Software Module for Financial Accounting
This module looks after all financial aspects of the Institute 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 should be defined as per the Accounts Officer authorization.
It looks after all type of financial aspects through different departments periodically and reports are generated according to the person concerned as per the requirement. As financial accounts is the backbone of any establishment. It is being developed by the highly qualified professionals with a huge knowledge of all if & buts of accounts. College/ Units/ Divisions-wise Accounts & Budgets can be efficiently managed and the same can be consolidated centrally at Institute level so the management can be done at college as well as at Institute level.
This module shall have the following capabilities: • General Ledger • Accounts Receivables/Sales • Accounts Payable/Purchase • Cash & Bank • Financial Statements • Journals & Contra • MIS Reports • Dashboard – Organization Performance • Configuration, Setup and User Management • Advanced Features
B2.Software Module for Budgeting
The Budget module shall provide the following facilities: • Project planning and monitoring for Plan, Non-Plan and others funds of the Institute. • Take care of the project purchase approvals, manpower planning, and fund utilization
reports.
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• 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 Units/Division of Institute • Creation of Estimated and Revised Budget Statements • Institute 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
B3. Software Module for Stores and Purchase
This module should automate the procurement and inventory part of the Institute. It should follow the process once purchase order has been generated then the material should 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. The application should have a three level of categorization of each item so that it can be distinguish well.
Procurement • Perform the complete procure-to-pay process, including requisitioning, purchase-order
management, and invoice verification. • Manage catalog content and enable employee self-service procurement of material and
services. • Collaborate efficiently with suppliers on product development, purchase-order
management; invoice processing, and payment management.
Inventory and warehouse management
• Record and track the quantity and value of all materials, perform physical inventory, and optimize all warehouse resources.
• Plan, enter, and document warehouse-internal stock movements by managing goods receipts, goods issues, storage, picking and packing, physical stock transfers from one warehouse to another, and transfer postings.
Movement Analysis
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• For Party wise/ Item wise/ stock group wise: offers another important inventory management tool called Movement Analysis. With this report the user can analyze the movement pattern of materials either Party wise, Group wise, item wise etc. Using this report the user can analyse the price at which each party has supplied a particular item.
• Movement analysis for Party shows, inward and outward movements of all stocks with effective rate and value for the selected party. Select an item and drill down further and it displays transaction wise details along with a separate column for additional cost.
• Movement analysis of Stock items shows party wise inward and outward movements of stock items with basic rate and effective rate. Select any Party and Drill down further for more analysis
• Movement analysis of a stock group shows the total inward and outward movement of stock items with their effective rates for that particular group of items.
REORDER LEVELS
• It is imperative that Companies maintain sufficient inventory stocks to run their business. Hence many companies would like to maintain reorder levels. We offer a facility to maintain reorder levels. The user can define reorder levels as well as Min order quantities for all items. The user can define Reorder levels as well Min order quantities as per his requirements or it can be defined based on the consumption pattern for a given period (i.e. Days, Months, Weeks, and Years etc.). We provide information on all inventory items that have gone below reorder levels.
STOCK AGEING ANALYSIS
• This is another important report, which is useful for the management to know how fast inventory of various stock items are moving. This report shows ageing period for each and every stock item. The report by default shows ageing by date of Purchase. But the user can select the style of ageing by selecting the option ‘Ageing Style’ (i.e. by date of Purchase, by Mfg date, by Expiry Date, to be expired). The user can also change the period of ageing.
Group C- ERP Modules for the Administrative Activities comprising of the following:
• C1. Software Module for HRMS & Payroll • C2. Software Module for Recruitment • C3. Software Module for Hostel Management • C4. Software Module for Establishment • C5. Software Module for GPF & Pension Management
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• C6. Software Module for Leave Management • C7. Software Module for Self Service Portal for Employees and Website Designing and
Portal Interface
C1. Software Module for HRMS & Payroll
Human Resource Management:
• Posting details of employees • Transfer of records of employees from one office to another • Creation of new posts • Organization Structure details • Recruitment • Employee Identity Cards • Promotion, Transfer, Probation and Confirmation details • Pay fixation and increment details • Educational qualifications, previous experience, present posting & current service details. • Dependent/nominee details • Maintenance of Leave Record • Deputations • Resignation & retirement details • ACRs, Performance reviews • Statistical reports • Disciplinary proceedings & suspension details • Maintenance of details of Foreign visits, Training Courses, conferences, seminars & workshops
attended by employees. • Accommodation Management
Payroll: This module takes care of the entire HR practices & allied activities like the payroll process, Employees salary slips, leave management, detailed bank statement to be sent to the bank, loans, PF and ESI, and conveyance as per the vouchers. One can create any number of salary heads dynamically with the help of formula screen provided.
• Personal information, creation of staff ID cards with barcode • Qualifications, extra-curricular activities • Pay details, service registers
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• Attendance, leave management • Entire HR practices like payroll, salary slips, credit to bank and detailed statement to the
confidential reports and appraisal reports. • Management of pensioners and pension payment. • 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 • 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 • Staff Quarters • Dynamic Formula Creation (Like 50% of Basic Or 10% of Basic + DP etc) • Employee Wise Salary Structure • Dynamic Salary Process • Multi DDO/Division Support • 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
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• Software Module for Recruitment
C2. Software Module for Recruitment This module should provide the following features:
• 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 • Dynamic flow creation for Job • Email notification to applicants • Mobile alerts • Customized MIS Reports as per user requirements • Job opening linked with Portal
C3. Software Module for Hostel Management
Hostel management is linked with the accounting module of the solution as the hostel fee deposited by the student is reflected therein. This module should automate all the procedures related to hostel building information, property information, room’s information, asset inventory, student information, consumables, accounts, mess bills, mess bills payment tracking, a list of hostlers and day-scholars should be generated at any moment of time. Their permanent address, local guardian address, emergency contact numbers etc can also be maintained. The outstanding dues should also be maintained. Monitor the duration of stay in the hostel and when the candidate vacating the hostel. Behaviour statistics of student in the hostel and punishments availed, Generation of reports that should be sent to parents, local guardian, officials etc.
Feature List:
• Creation of Building & Block Information • Provision for Creating Room Types (Single/ Double) • Room Allotment to the Student.
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• Online Vacancy Position of the room • Student Leave Register • Monitoring Visitors & Guest Register • Monitoring the Student Hostel Activity • Transfer of Rooms/Beds • Room Evacuation • Mess / Canteen Management System. • Fee and fine collection
C4. Software Module for Establishment Appointment of different class employees (like Class III, Class IV etc.)
• Recording of joining details. • Maintaining of annual Confidential Report • Maintaining of all important details like:
Annual Increment Promotion Transfer Superannuation Extra Benefits like Uniform Medical facilities Details participation in training program Leaves, LTC Details • Demographic Details • Family & Emergency Contacts Details • Education & Qualification Details • Past employment history • Employment Status • Job description • Detailed Service Book • Allotment of Staff Quarters • Employee Details linked with Portal
C5. Software Module for GPF & Pension Management Pension Calculation: 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
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normal pension or family pension, which is given to his/ her dependents after his death.
Details & MIS Reports:
• 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 GPF Calculations: This module should maintain the records related to GPF/CPF deductions from the employee’s salary. It also takes 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.
C6. Software Module for Leave Management This module should contain the following features: • 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
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C7. Software Module for Self Service Portal for Employees and Website Designing and Portal Interface
Following should be the features of this module –
• Online Leave Application • Leave Approval • Pay Slip Generation • Leave Details • Increment and Promotion Details • Insurance Details • Task and Meeting Management • Meeting Scheduler • Document Management • Transfer Details • 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 can generate Salary reports like salary slip, salary register, earning register,
deduction register and arrear register. • Online leave request and approval (Work flow based).
Group D- ERP Modules for the Student Welfare Activities
ERP Modules for the Student Welfare Activities comprising of the following:
• D1. Software Module for Placement Management • D2. Software Module for Alumni Management & Student Verification.
D1. Software Module for Placement Management: This module manages all the activities related to Employer, Student & Institute. It keeps track of the Employer visits to the Institute, their recruitment process, previous recruitment, employer’s expectations etc. On student part it enrolls the students for screening, participating in the
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recruitment process of the company, resume management, list of students previously selected by the employer, employer’s recruitment parameters etc.
Feature List:
• Integration with existing website. • Students tracking for various extracurricular activities. • Students Internship & Part-time Job or OJT scheduler. • Generation of Various Certificates & reports. • Resume upload with customized fields. • Online Resume creation facility • Pre-Placement talks • Comprehensives resume search by employers • Employer visit scheduler • Login for portal admin, students and employers • Facility to post new job vacancies by employers • Send interview letters/mails online • Placement report / employers report • Dynamic dashboard • Placed student details • Integration with alumni • Online Job alert • Comprehensive reports
D2. Software Module for Alumni Management & Student Verification:
Alumni management system promotes interaction among alumni and provides newcomers to that Institute with valuable social and professional contacts. Membership also provides a way for alumni to help each other as well as prospective students, current students, and young alumni, who seek guidance in pursuing their education and starting their careers. Alumni Interaction with Institute, on various requirements of alumni shall also be part of this module. Feature List:
• Member registration • Auto Verification by registration number • Alumni Group management • Discussion Forum management • Alumni member search
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• Alumni Donation opportunity • Scheduling/events/Mass Messaging / circulars to all members • Polls • Institutional news • Integration with Placement cell • Alumni meeting reports • Pledges and donations • Alumni directory
IIMS System Features • Multiple levels Security • Graphical User Interface • Online Help & User Manual • Web enabled Applications • The system should store /retrieve the relevant data in near real time. • The application should have online updating of the transaction in to the Back office
Finance/Inventory • The application should have highly secure web interface for faculties and employees and
the Secure Application should protect the institute data. • The System Integrator Information Technology firm shall adherence to all relevant e-
governance standards defined by Government of India (GOI) from time to time.
Other General features of IIMS
Audit Trail – the data once entered should not be changed without proper permissions. If any changes are made, then full audit trail information related to the date and time of user login and logout, data entered, data modified, data viewed etc. has to be kept to keep track of what changes have been made by whom and when. Provision to modify/cancel all transactions (with their transaction details in audit trail) by only authorized officials should also be there. Alerts – Provision to define configurable alerts for every critical event should be available along with capability to send these alerts to the concerned officials on their mobile phones (including SMS) / e-mails should be available. In-built automatic alerts, wherever appropriate, shall be incorporated. Reports – All reports should be available for downloading in Excel and PDF format to authorized users. Validation – Each input field shall be properly validated before the acceptance of input according to the type and range of the input. In-built validation checks for each field should be available to avoid invalid data entry. Policies implementation
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Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
All policies of the customer (functional/administrative) should be implementable in terms of parameters. The system should have Ability to access processes of any module/sub-module wherever required and in whichever module as per the customer functionalities. Onsite Training Regular onsite training has to be provided to respective users of all modules during implementation till handling over of the system to Client. The Helpdesk services are to be provided. Helpdesk services should include problem resolution to the level of the end user’s desk. Data backup and retrieval facility The system should provide an Easy and customized data backup and retrieval facility. Documentation Documentation in respect of all sub-modules (general user manuals and admin user manuals) is to be provided after implementation/acceptance of each of the sub-modules and implementation of amendments in the sub-module. The manuals should also include instruction manuals.
The Documentation shall include User manuals, Administration manuals detailing out all IIMS administrative activities from the point of view of IIMS’s Installation procedure, Configuration, Backup and Recovery, Security policy, Access policy etc.
Institute’s Website / e-portal
The bidder has to develop/Revamp Website of the Institute. The Institute’s website is to be used for projecting the organization worldwide and provides the information about Institute for various services and facilities. Website shall contain information but not limited to the followings: - Details about the Institute infrastructure - Various facilities and services - Reminder via e-mail, SMS etc. - Education related news and tips - Course and training program organized by Institute - Other information and functionality to be covered as per the requirement of the Institute. - Details of any programs, conferences and/or any academic activities conducted by the institute - Details of any awards and achievement received by the Students or faculty.
Completeness of the system
In addition to the above, any other functionality to be added & customized as per the requirements of the Institute. Integration with the other system like Hospital Management System and Library Management System etc. shall be done as per the requirement of the Institute.
Quality Assurance
Software Quality activities are to be conducted throughout the project life cycle to provide objective insight into the maturity and quality of the software processes and associated work
Signatures and Stamp of the Bidder
This Document has been published in the Month of Sep 2016 by ITI Limited Lucknow. The document is meant for prospective Bidders/System Integrators and ITI Limited only.
Page | S-21
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
products. The Project Manager and QA team of the ERP implementer would be responsible for planning and implementing a Software Quality Program for all software. This entails providing sufficient resources, training staff, managing work products, and monitoring and controlling the program for continuous process improvement. Scope A scope of quality plan is to assure the final deliverable satisfies the customer. Elements of a scope quality plan include: • Customer acceptance criteria defined • Customer (user) requirements defined & prioritized • Scope description • Scope boundaries defined • A table of reviews and/or approvals of key deliverables • Internal customer acceptance criteria defined
Schedule of schedule of the QA The schedule of the QA activities for the duration of the project may include, but are not limited to, the following: • Identify Standards and Guidelines • Evaluate Software Tools • Evaluate Facilities • Evaluate Software Products Review Process • Evaluate Project Planning, Tracking, and Oversight Processes
Signatures and Stamp of the Bidder
This Document has been published in the Month of Sep 2016 by ITI Limited Lucknow. The document is meant for prospective Bidders/System Integrators and ITI Limited only.
Page | S-22
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
• Evaluate Requirements Analysis Process • Evaluate Design Process • Evaluate Integration Testing Process • Evaluate Acceptance Testing Process • Evaluate Release Process • Evaluate the Corrective Action Process • Evaluate Media Certification Process • Certify Non-deliverable Software • Evaluate Storage and Handling Process • Evaluate Deviations and Waivers Process • Evaluate Configuration Management Process • Evaluate Software Development Library Control Process • Evaluate Non-developmental Software • Perform Configuration Audits
System Documentation
Initiate Phase • Needs Statement
• Project Plan (initial) Define Phase • System Support and Acquisition Plan (initial) • Functional Requirements Document • Data Requirements Document • System Security and Privacy Plan • Internal Audit Plan • Project Plan (updated) Design Phase • System/Subsystem Specifications • Database Specifications • Program Specifications • System Support and Acquisition Plan (final) • Validation, Verification, and Testing Plan (initial) • Training Plan (initial) • Project Plan (updated) Build Phase Installation and Conversion Plan (initial) • Test Plan • User’s Manual • Operations Manual • Maintenance Manual
Signatures and Stamp of the Bidder
This Document has been published in the Month of Sep 2016 by ITI Limited Lucknow. The document is meant for prospective Bidders/System Integrators and ITI Limited only.
Page | S-23
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
• Validation, Verification, and Testing Plan (final) • Training Plan (final) • Project Plan (updated) Evaluate Phase • Test Results and Evaluation Reports • Installation and Conversion Plan (final) • Project Plan (updated) Operate Phase • Pilot Test Results • Training Material • Project Plan (updated) Lifecycle Reviews Identify the types of SDM associated lifecycle or non-lifecycle reviews that will be conducted within each project lifecycle phase. Include a schedule of reviews and include how the results of each review will be used on the project • Requirements Review • Preliminary Design Review • Specification Review • Design Review • Critical Design Review • Test Readiness Review • Formal Qualification Review • Production Readiness Review • Acceptance Test Review • Post-Implementation Review
Testing
The ERP implementer has to identify the roles and responsibilities of the QA function in relation to testing throughout the various stages of the project. These include but are not limited to: • Unit testing • System testing • Integration testing • Regression testing • Acceptance testing
Requirements Study /Gap Analysis
The Objective is to gather and analyze the requirements for development of the solution This phase will have the following activities:
System Study and Gap Analysis Study the workflow and functional requirements of the Institute
Signatures and Stamp of the Bidder
This Document has been published in the Month of Sep 2016 by ITI Limited Lucknow. The document is meant for prospective Bidders/System Integrators and ITI Limited only.
Page | S-24
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Estimate the exact customization effort & costs depending upon the requirements. Present the Gap Analysis report and detailed findings as part of Gap Analysis Document
(GAD) Obtain sign off for GAD and agreement on the customization effort. Prepare a detailed project plan for executing the project Finalize the project reporting and project monitoring procedures Finalize the training schedule and training participants along with the customer team Prepare the Design Document (in case of enhancements) Customization of IIMS modules Prepare Unit Test plans (UTPs) and System Test Plans (STPs)
Tasks & Responsibilities: The ERP System Integrator will have to do the following activities:
Project Plan Phase wise and Maintain continuous status updating Conduct Users Interviews Study & Analyze Existing Processes/System Prepare Draft SRS Incorporate feedback in SRS Submit final SRS for Approval
Acceptance Testing & Training (On Site)
Here the Objective is to perform Testing for Acceptance of Application Software on one month data and Train Users. This activity will be performed On Site. Client will accept the Application System as per the Acceptance Test Plans prepared. The training to users will also be provided.
Following Activities will be performed in this Phase: Creation of Test Environment at Client Site Change Request Forms Reporting of Errors/Bugs Rectification of Errors/Bugs Hand over the application Corrective and Preventive Action Report Obtain Client Acceptance Certificate Obtain implementation sign off Training on effective usage of Application System. Application System Administration Training. Preparation of User Manual Project Closure Report
Handholding
The Objective is to support the accepted software. The phase will be performed at Client site for a time period specified according to the project requirements. The scope, activities and roles & responsibilities are decided during Requirements
Signatures and Stamp of the Bidder
This Document has been published in the Month of Sep 2016 by ITI Limited Lucknow. The document is meant for prospective Bidders/System Integrators and ITI Limited only.
Page | S-25
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Study Phase.
Warranty & Support (Off-site)
After implementation, Off-site warranty and support will be provided for 12 months. During warranty only bugs will be fixed. Any further changes/enhancements to the application will be estimated and charged extra.
Signatures and Stamp of the Bidder
This Document has been published in the Month of Sep 2016 by ITI Limited Lucknow. The document is meant for prospective Bidders/System Integrators and ITI Limited only.
Page | S-26
Regional Office Lucknow
Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016
Signatures and Stamp of the Bidder
This Document has been published in the
Month of Sept 2016 by ITI Limited Lucknow.
The document is meant for prospective
Bidders/System Integrators and ITI Limited
only.
Page | U-1
Annexure-U
FORMAT FOR NON BLACL-LISTING
(To be furnished on the Bidder company’s Letter-Head)
Undertaking for Non Black-listing
Certified that We M/s have not been ‘Black-listed’ by any Government Department
/ organizations, in the last 5 years for defective /deficient service or any such reason related to
Business Conduct.
It is also declared that none of the Consortium member has been declared as “Black-listed” by any
Government entity in the last 5 years.
Signatures of the bidder