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REQUEST FOR PROPOSAL FOR
Development / Customization / Deployment & Implementation of
“Integrated UNIVERSITY MANAGEMENT SYSTEM”
(IUMS) FOR
JAMIA HAMDARD DEEMED UNIVERSITY, ACCREDITED BY NAAC IN ‘A’ GRADE
Jamia Hamdard
Jamia Hamdard IUMS RFP Page 2
Table of Contents:
S.NO. PARTICULARS PAGE 1 ABOUT THE UNIVERSITY 3 2 CHECKLIST & ABBREVATIONS 4 3 INVITATION TO BIDS 5 4 TERMS AND CONDITIONS OF TENDER 8 5 TECHNICAL BID EVALUATION TABLE 17 6 TECHNICAL BID EVALUATION SCORE 19
7 ANNEXURE 1: PROPOSED MODULES, SCOPE OF
WORK, FUNCTIONAL SPECIFICATIONS AND SCHEDULE OF IMPLEMENTATION
21
8 REPORTS AND ADDITIONAL REQUIREMENTS 44 9 SCHEDULE OF IMPLEMENTATION PLAN 52 10 RISK AND MITIGATION PLAN 52 11 CHANGE DURING PROJECTS AND AMC 52 12 PROJECT REPORTING AND DASHBOARDS 53 13 PROGRAM MANAGEMENT METHODOLOGY 53 14 TRAINING 53 15 DOCUMENTATION DURING SDLC LIFE CYCLE 54
16 DOCUMENTATION DURING RELEASE AND DEPLOYMENT PHASE 54
17 ENTERPRISE ARCHITECTURE PRINCIPLES 55 18 ROLE AND RESPONSIBILITY 56 19 CONTINUOUS IMPROVEMENTS 56 20 ANNEXURE 2: FINANCIAL BID 57 21 ANNEXURE 3: DECLARATION 59 22 ANNEXURE 4: ANNUAL TURNOVER 60
23 ANNEXURE 5- FORMAT FOR SUBMISSION OF
PROJECT REFERENCES FOR TECHNICAL EVALUATION
61
24 ANNEXURE 6: FORMAT FOR CVS OF EMPLOYEE, WHO WOULD BE INVOLVED IN THIS PROJECT 62
25 ANNEXURE-7 - FINANCIAL BID COVERING LETTER 63
26 ANNEXURE 8 - SELF-DECLARATION – NO BLACKLISTING 65
27 ANNEXURE 9: COVERING LETTER FOR THE BID 67
Jamia Hamdard
Jamia Hamdard IUMS RFP Page 3
About the University:
The history of Jamia Hamdard begins with the establishment of a small Unani clinic in the year 1906 by Hakeem Hafiz Abdul Majeed, one of the well-known practitioners of Unani System of Medicine of his time. Hakeem Hafiz Abdul Majeed had a vision of making the practice of Unani Medicine into a scientific discipline so that Unani medicines could be dispensed in a more efficacious manner to patients. He gave the name “Hamdard” to his venture which means “sympathy for all and sharing of pain”. His illustrious son, Hakeem Abdul Hameed, carried forward the philosophy and objectives of Hamdard in independent India. Even at the time of partition of India in 1947, Hakeem Abdul Hameed was dreaming of setting up a complex of educational institutions.
In 1962, Hakeem Abdul Hameed set up the Institute of History of Medicine and Medical Research with the objective of promoting education and research in the history of medicine, besides appraising the principles of medicine.
In 1963, Hakeem Abdul Hameed and his associates set up Indian Institute of Islamic Studies with a view to promote the study of Islamic Culture and Civilization especially its contribution to Indian society and culture.
In 1963, Hamdard Tibbi College was set up Old Delhi. It was later shifted to Jamia Hamdard Campus in 1980 to provide education in Unani Medicine to students so that the heritage of Unani Medicine is passed on to the students of next generation.
In 1972, Hamdard College of Pharmacy was set up with the objective of providing education and training in all branches of pharmacy. The year 1989 saw the fulfillment of the dream of Hakeem Abdul Hameed when Jamia Hamdard was given the status of Deemed to be University by the Ministry of Human Resource Development on 10th May, 1989. All the above named institutions set up by Hakeem Abdul Hameed were amalgamated into Jamia Hamdard. In a brief period 25 years, Jamia Hamdard has evolved into an institution fulfilling the objects of HNF, which has funded it.
Jamia Hamdard was conceived as a seat of higher learning in Unani Medicine, Islamic Studies, Biosciences, Pharmacy, Nursing and other areas of knowledge by its founder as a means of fulfilling the needs of his community. Over a period of 25 years, Jamia Hamdard has emerged as an outstanding institution of higher learning with distinct and focused academic programmes. Graduate Programme in Information Technology and Computer Applications and Post-graduate programmes in Information Technology, Computer Applications, Business Management, Physiotherapy and Occupational Therapy have introduced. Undergraduate programmes in Modern Medicine (MBBS), Physiotherapy and Occupational Therapy are being introduced in it. Jamia Hamdard in the recent past offers postgraduate and doctoral programmes in several disciplines for which advanced facilities are available.
Jamia Hamdard
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CHECKLIST Ensure that you have enclosed the following before submitting the Tender:
1. Separate envelope consisting of Demand Draft for Rs. 5000/- towards Tender Document Fee and Demand Draft of Rs. 1 Lac for EMD
2. Technical bid documents in a separate sealed envelope.
3. Financial bid in a separate sealed envelope.
4. All the documents as per the Annexure
5. Please study the conditions given and submit the tender in accordance with those.
ABBREVATIONS
INI: Institutes of National Importance
JH: Jamia Hamdard
JHU: Jamia Hamdard University
IUMS: Integrated University Management System
Supplier: Bidder who shall supply the IUMS
SDLC: Software Development Life Cycle
ERP: Enterprise Resource Planning
HLD: High Level Diagram
LLD: Low Level Diagram
SRS: System requirement Specification
BRS: Business requirement Specification
IIT: Indian Institute of Technology
IIIT: Indian Institute of Information Technology
Jamia Hamdard
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Invitation of Bids
1. Jamia Hamdard is now in phase of Integrated University Management System RFP. After the evaluation of responses in Expression of Interest dated 10 January 2015 by Jamia Hamdard, the following bidders who have participated in the EOI are shortlisted to participate in further RFP Process:
a) Kalinga Software Pvt. Limited
b) Libsys.
c) JIL Information Technology Limited
d) Focuz Infotech ( Division if Focuz Innovations Pvt. Ltd)
e) Master’s Software Group
f) Nysa Communications (P) Limited
2. Jamia Hamdard University invites Proposal from above shortlisted firms for Integrated University Management System. This invitation to the Bidders is for carrying out following tasks for the University.
a. Process study and Gap Analysis; developing System Requirement & Specifications
b. System Design, Development, testing, installation & maintenance c. Training d. Post installation support services
2. Bidders are advised to study the Tender Document carefully. Submission of Tender shall be deemed to have been done after careful study and examination of the Tender Document with full understanding of its implications.
3. Bidders must submit Technical and Financial Bid in separate sealed envelopes.
4. All bids must be accompanied by an Earnest Money of Rs.1,00,000/- in the form of Bank Draft in favour of Registrar, Jamia Hamdard.
5. This Tender document is not transferable.
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6. Schedule for Invitation to Tender & Key Points: Cost of the Tender form non-refundable ( Separate DD may be raised in the name of Registrar, Jamia Hamdard University payable at New Delhi)
Rs.5000/-
Earnest Money Deposit (Separate DD may be raised in the name of Registrar, Jamia Hamdard University payable at New Delhi)
Rs.1,00,000/-
Withdrawal of tender within validity period Attracts forfeiture of 20% of the EMD
Date and Time of receiving Bid 5th October 2015 upto 3:00 PM
Revised Extended Date and Time of Receiving Bid
8th October 2015 upto 3:00 PM
Date and Time of opening of Technical Bid To be notified later Date and Time for Onsite Client Visit / LIVE Product Demonstration & Visit for Bidders Capability Assessment
To be notified later
Validity of bids 90 Days
Mode of bid Submission Hard copies – At the below mentioned address
Contact Person & Address
The Registrar, Jamia Hamdard, Hamdard Nagar, New Delhi – 110062
Note:
1) Bidder (authorized signatory) shall submit their offer in Hard copy formats both for technical and financial proposal.
2) In case, any of the bidders fails to submit the DD for Tender Fee and Bid Security along with the Technical & Financial Proposal, its Bid shall not be accepted. The Instrument should be drawn in favor of “Registrar, Jamia Hamdard University” and payable at “New Delhi” from any Scheduled Commercial Bank.
3) University will not be responsible for delay in bid submission due to any reason.
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Final Bid document must consist the following
1. Technical Bid (Sealed Envelope – Marked as ‘Technical Bid’)
2. Financial Bid (Sealed Envelope – Marked as ‘Financial Bid’)
3. EMD & Tender Fees (Without EMD and Tender Fees ‘Technical bids’ would not be evaluated)
Technical Bid shall consist of the following:
i) Covering Letter (Annexure 9)
ii) Self Declaration of Not – Blacklisting (Annexure – 8)
iii) Self Declaration (Annexure – 3)
iv) Conformity to the Functional Requirements on Company’s Letter head (Annexure 1)
v) Proposed solution with detail functionalities. It should cover all aspects on Approach & Methodology, Software solution - platform, design & Architecture, Support & Maintenance Plan, Proposed Time schedule for implementation. Hardware requirement, if any, shall also be specified. Hardware Virtualization support by ERP shall be an advantage to both parties.
vi) Work Orders and Testimonials of the Past projects and AMC Contracts along with the details in Annexure – 5)
vii) Details of all the technical staff to be involved in this project (Annexure 6)
viii) Annual Turn Over certified by CA for last three years. (Annexure 4)
ix) Technical Deviations if any from the terms and conditions and specifications as specified in the bidding documents.
Financial Bid consisting of the following:
i) Covering Letter for Financial Bid(Annexure 7)
ii) The Bidder shall indicate the firm price for indicated Tasks / scope of work, the Terms of reference of which are given in the Technical specifications.
iii) The Bidder shall be required to give ltem-wise/ activity/ wise Prices wherever applicable ( Annexure 2 )
Jamia Hamdard
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TERMS AND CONDITIONS OF THE TENDER 1.0 BIDDER'S QUALIFICATION: 1. The Bidder should be OEM (Original Software Developer) of
national/international repute directly providing software development services for which the bid is quoted in the tender form. The bidder must have requisite infrastructure and resources to successfully execute the project and provide services in India. Bidder should have own development facility.
2. The Bidder must have developed & implemented software (compulsorily Academic & Examination modules, Finance Module, HRMS Module) at any of the Universities or Institutes of National Importance (IITs/IIITs, NITs, Universities …etc.) in India. Minimum 3 Institutes in last 3 Years.
3. Should be maintaining or maintained similar management system in at
least Three Institutions of repute in the last three years out of which one must be a Government Institution.
4. Copy of Purchase Order and project progress/completion report from the concerned Institutions mentioned in Points 2 & 3 above to be attached.
2.0 ELIGIBLE BIDDER:
The bidding is open to all Bidders selected in the EOI who fully accept the following:-
1. The Bidder should have all modules of total campus solution (integration of Admission, Examinations, Establishment, Personal, Academic, Finance and Fees, inventory, Guest House, Hostels, IQAC, Purchase and Store etc.) for Institutes in India. These modules should be LIVE Demonstrated to University Expert Technical Team at relevant Client Site as depends upon University to choose any client site. The University committee may also decide to remotely check the system and its modules incase it decides not to visit the site physically.
2. The Bidder should give an acceptance to carry out the capability assessment of the Bidder by the Evaluation Committee of the University by onsite visit to the development center and its existing clients where the solutions is deployed and running. The University committee may also decide to remotely check the system and its modules incase it decides not to visit the site physically.
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3. Marks for the Points 1 & 2 above will be given as per the Criteria detailed further in the document. The decision of the Committee shall be final & binding to all in this regard.
4. The IUMS shall be installed at the Computer Centre of the University at the cost of the supplier.
5. Bidder must agree to provide minimum two dedicated onsite manpower for the project as detailed in the Technical Bid Evaluation table.
6. The bound copies of Documentation of System Study, System Requirement Specifications (SRS), System Design Documentation (SDD), Users Manuals and Source Code with complete working are to be handed over to the Registrar or duly authorized representative after its completion at respective stages along with its soft copies.
7. Bidder must enclose audited statements and IT returns for the last three financial years, VAT, CST/ BST Nos. etc.
3.0 DELIVERY PERIOD & INSTALLATION:
The Bidder shall clearly indicate the period of completion of the modules separately.
The successful completion period of the said tasks should be adhered to as shall be mentioned in the Award of Contract. The supply shall actually be deemed to have been complete on the actual date of successful installation.
4.0 DELAYS IN THE TENDER PERFORMANCE & PENALTY:
1. Delivery of the items shall be made or the contract Services shall be completed/ provided by the Bidder in accordance with the time schedule specified in agreement.
2. An unexcused delay by the bidder in the performance of his delivery obligations shall render him liable to all of the following penalties:
3. In case of non/partial Supply of the material/performance within a stipulated period, penalty @ 0.5% per week of the total cost of the supply order shall be charged. Thereafter, the tender shall be liable for the imposition of liquidated damage, which shall be decided by the Registrar of University.
5.0 TIME LIMIT FOR COMPLETION OF THE TASK:
1. The University's requirement for the completion schedule of different tasks under the contract as given in Schedule of implementation plan given on checklist no 9 of Table of contents.
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Bidder should submit how much time they shall take to complete the project as per Jamia Hamdard mentioned Technical requirements.
The mentioned time limit however may be fine tuned in consultation with the bidder at the time of Award of Contract depending upon the nature/ scope of the contract. 6.0 USES OF CONTRACT DOCUMENTS AND INFORMATION:
1. The bidder shall not, without the University's prior written consent, disclose the contract or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of University in connection therewith to any person other than a person employed by the bidder in the performance of the contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance.
2. The bidder shall not without the University's prior written consent, make use of any document or information.
3. Any document other than the contract itself shall remain the property of the University and shall be returned (in all copies) to the University on completion of the bidder's performance under the contract if so required by the University.
7.0 EARNEST MONEY, PERFORMANCE GUARANTEE & SECURITYDEPOSIT:
1. Bidder shall submit the Earnest Money Deposit (EMD) of Rs. 1,00,000/- along with tender document in the form of Bank Demand Draft in favour of Registrar, Jamia Hamdard University payable at New Delhi. The EMD of the unsuccessful Bidder will be returned not later than 60 days from the date of award of the work order to the successful Bidder. The EMD of the Successful Bidder will be adjusted against the Security Deposit.
2. The successful Bidder shall agree to furnish a Performance Guarantee of an amount equivalent to 5% of the order value. Failure of the successful Bidder to comply with this requirement can constitute sufficient ground for the annulment of the award and forfeiture of the EMD in which event the University may make the award to the next evaluated Bidder or call for new bids.
3. Performance Guarantee submitted shall be from a Nationalized Bank only. The performance guarantee shall be returned as soon as the IUMS is implemented successfully and running for the period of contract.
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8.0 SCHEDULE OF PAYMENT:
9.0 Payment shall be made by the University as defined in the Service Level Agreement to be mutually discussed with the successful bidder upon award of contract. However all payment shall be made after successful delivery of project.
9.1 9.0 SERVICE PERIOD
1. The total initial contract period will be of three years in case university decides so with 365 days a year. The initial Implementation time will be of one year (SRS, Design & customizations, installation, training, approvals) and additional service support time will be of two years. During these three years, the Bidder shall extend all support free of cost to attend to all complaints and fix them successfully 365 days a year.
2. After these initial three years, the Bidder shall be responsible for providing further Technical support for successful running of the Application Software for minimum next two years under Annual Maintenance / Support Contract. So in all bidder must ensure a Technical support with two on-site manpower for a period of five years.
3. The bidder shall do preventive maintenance for upkeep of the Application running during service period.
4. Bidder needs to ensure uptime of all IUMS applications with correct data from 8:00 AM to 9:30 PM and all preventive maintenance shall happen in the night hours post 10:00 PM to 7:00 AM. Even incase of a day where maintenance is not happening then bidder needs to ensure that IUMS is working 24*7 with correct data.
10.0 PRICES:
The prices quoted for the Items/Services shall be firm throughout the period of contract; this contract shall be valid up to the date of final payment to the supplier and shall not be subject to any upward modification whatsoever. The rates should be quoted inclusive of supply, installation, commissioning, acceptance & warranty during service period and delivery as per schedule specified in the Award of Contract.
11.0 TAXES AND DUTIES :
The prices without Taxes & Taxes should be quote separately. University agrees to pay All the prevailing applicable Taxes as per law of the land.
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12.0 LIQUIDATED DAMAGES:
In the event of the failure of the bidder to secure acceptance of the software by the University within 90 days after delivery, the University reserves the option to recover from the bidder as liquidated damages and not by way of penalty for the period after the said 90 days, until acceptance a sum equivalent to 2% of the contract value for each month of the failure of bidder up to a maximum deduction of 10%, to secure acceptance or part thereof without prejudice to the University's other remedies under the contract.
13.0 TERMINATIONS FOR DEFAULT:
The University may, without prejudice, to any other remedy for breach of contract and conditions specified herein, by written notice of default sent to the bidder, terminate the contract in whole or in part and forfeit the performance security if:
11.1 The bidder fails to deliver any or all of the obligations within the time period(s) specified in the contract, or any extension thereof granted by the University.
11.2 The bidder fails to perform any other obligation(s) under the contract.
11.3 The university may also terminate the contract without giving a reason thereof. Participating in this tender would mean to accept this and all clauses of the Tender document.
14.0 TERMINATIONS FOR INSOLVENCY:
The University may at any time terminate the contract by giving written notice to the bidder without compensation to the bidder, if the bidder becomes bankrupt or otherwise insolvent, provided that such termination shall not prejudice or effect any right of action or remedy which has accrued thereafter to the University.
15.0 TERMINATIONS FOR CONVENIENCE:
1. The University may by written notice sent to the bidder, terminate the contract, in whole or part at any time for its convenience. The notice of termination shall specify that termination is for University's convenience, the extent to which performance of work under the contract is terminated, and the date on which such termination becomes effective.
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16.0 SUSPENSION:
The University may by a written notice of suspension to the bidder, suspend all payments to the bidder under the contract, if the bidder failed to perform any of his obligation under this contract, (including the carrying out of the services) provided that such notice of suspension :
Shall request the bidder to remedy such failure within a specified period from the date of receipt of such notice of suspension by the bidder.
17.0 DOCUMENTS PREPARED BY THE BIDDER TO BE THE PROPERTY OF THE UNIVERSITY:
All application software with complete source code of this JH IUMS, plans, drawings, specifications, designs, reports and other documents prepared by the bidder in the execution of the contract shall become and remain the property of the University, and before termination or expiration of this contract, the bidder shall deliver all such documents to the University under the contract. Bidder shall share all the documents after successful installation of the project. Bidder shall also share BRS, SRS, HLD, LLD before starting development.
18.0 CONFIDENTIALITY:
The bidder shall not, either during the term or after expiration of this contract, disclose any proprietary or confidential information relating to the services, contract or the University's business or operations without the prior written consent of the University.
19.0 PASSING OF PROPERTY:
Ownership of the software, documentation and any other assets created during the initial stage or service period under the work order shall pass to the University immediately. The Bidder shall transfer the ownership of the entire solution in a functional state without any cost to the university at any stage.
20.0 FORCE MAJEURE:
1. Notwithstanding the provisions of the tender, the bidder shall not be liable for forfeiture of its performance security, liquidated damages or termination for default, if and to the extent that, its delay in performance are other failure to perform its obligations under the contract is the result of an event of Force Majeure.
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2. For purposes of this Clause, "Force Majeure" means an event beyond the control of the bidder and not involving the bidder and not involving the bidder's fault or negligence and not foreseeable. Such events may include, but are not restricted to, acts of the University either in its sovereign or contractual capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.
3. If a Force Majeure situation arises, the bidder shall promptly notify the University in writing of such conditions and the cause thereof. Unless otherwise directed by the University in writing, the bidder shall continue to perform its obligations under the contract as far as reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. The University may terminate this contract, by giving a written notice of minimum 30 days to the bidder, if as a result of Force Majeure, the bidder being unable to perform a material portion of the services for a period of more than 60 days.
21.0 Software Requirement Specification (SRS)
Selected bidder shall conduct a detailed System Study of business processes
of University.
Under this section, the Selected Bidder is required to thoroughly understand
the function and operational process of University by -
• Interacting with various Department heads/ faculty/ student/ staff etc.
• Reviewing the existing systems, applications, and their websites
• Detailed study of requirements of Examination Management, HRMS, Establishment, Fees and Finance sections for the First phase
• Understanding / assessing data migration / digitization requirement and strategy
• Understanding / assessing data inputs and outputs requirements
• Collecting input forms, registers and reports formats of Colleges/
Universities and administrative departments
The Selected Bidder shall be responsible for preparation of Software
Requirement Specification (SRS) to be developed based on an independent
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assessment of the requirements of the University. The indicative functional
requirements are as specified in this RFP document (Annexure 1) which shall
be further detailed and finalized during SRS stage.
The Selected Bidder shall obtain sign-off of SRS from the designated authority of ‘Jamia Hamdard’.
22.0 OTHER CONDITIONS:
1. When some latest technology or equivalent is introduced on these systems by the Bidder, the same shall have to be offered to the University, if needed, on actually agreed charges.
2. All disputes, differences, claims and demands arising under or pursuant to or touching the contract shall be referred to the sole arbitrator who shall be appointed by the Vice Chancellor of the University. Such arbitration shall be held at New Delhi.
3. In all matters and disputes arising there under, area of jurisdiction is limited to New Delhi Jurisdiction only.
4. The University reserves the right to release the order for whole or part of the quantities as shown in the Tentative Bill or material.
5. The university and the successful bidder will sign the Service Level agreement (SLA) incorporating all the terms & conditions agreed between the two parties. This will be completed within 15 days of issue of the work order. However Bidder needs to ensure 99 % uptime of its IUMS solution. Bidder needs to submit appropriate reports for SLA.
6. The University may, at any time during the period of implementation by written order to the Service provider, make changes within the general scope of the work order/agreement.
7. Selected Bidder shall deliver below listed design documents
• SRS • BRS • HLD • LLD • Software Design Document containing: • Brief Description of Module/Screen/functionality
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• Description of database objects—tables, stored procedures , functions etc
• Other Misc objects/business rules involved
• Database design document 8. User Acceptance Testing (UAT):
Selected Bidder shall give a demonstration of different module-wise
functionalities of developed Higher education portal/ platform to ‘Jamia
Hamdard’ after deploying the solution.
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Technical bids Evaluation Table
S.N. Criteria Max.
Points
A Previous Experience
A.1
Successfully Developed, Installed and commissioned MIS in three INIs/Universities/Autonomous Institutions having minimum of Finance, HRMS, Stores & Purchase, Examination module in last three years
3
Successfully Developed, Installed and commissioned MIS in five INIs/Universities/Autonomous Institutions having minimum of Finance, HRMS, Stores & Purchase, Examination module in last three years
5
Successfully Developed, Installed and commissioned in more than five or more INIs/Universities/Autonomous Institutions having minimum of Finance, HRMS, Stores & Purchase, Examination module in last three years
10
A.2
Successfully Maintaining / Maintained Institute Management System in three INIs/Universities/Autonomous Institutions having minimum of Finance, HRMS, Stores & Purchase, Examination module from last three years
3
Maintaining / Maintained Institute Management System in five INIs/Universities/Autonomous Institutions having minimum of Finance, HRMS, Stores & Purchase, Examination module from last three years
5
Maintaining / Maintained Institute Management System in more than five INIs/Universities/Autonomous Institutions having minimum of Finance, HRMS, Stores & Purchase, Examination module from last three years
10
Total maximum Points for item A 20
B Proposed Project implementation B.1 Proposed technical approach and methodology. 5 B.2 Proposed work plan for the current project 5 B.3 A description of system / module design for the project 5
B.4 Proposed curriculum (technical and functional) for knowledge transfer in the current assignment 5
Total maximum Points for item B 20
C Availability of key professional staff and competence for the assignment (Attach one Page CVs along with latest -
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PF Statement)
C.1 Employee Strength of Company >= 20 2 Employee Strength of Company >= 40 3 Employee Strength of Company >= 80 5
C.2
Project Manager (Min. 1 required, Min. 3 Yrs. Experience) 1
Project Manager (Min. 1 required, Min. 5 Yrs. Experience) 2
C.3
System Architect (Min. 1 required, Min. 5 Yrs. Experience) 1
System Architect ( Min. 1 required, Min. 8 Yrs. Experience) 2
C.4 Database specialist ( Min. 1 required, Min. 5 Yrs. Experience) 2
C.5 Software Developers (1 point per person - Max 4 persons) ( Min. 5 Yrs. Experience) 4
C.6 Testing Engineers ( Min. 1 required, Minimum 3 Yrs Experience) 1
C.7 Deployment Engineers (Min 2 Engineers, Min. 3 Yrs. Experience) 4
Total maximum Points for item C 20
D Live Working of the requisite modules
D.1 Live Demonstration of the working version of the software with at least 70% functioning of Examination module requirements specified in the proposed IUMS
10
Live Demonstration of the working version of the software with at least 70% functioning of HRMS module requirements specified in the proposed IUMS
10
D.2
Live Demonstration of the working version of the software with at least 70% functioning of Finance & Accounting, Fee and Collection, Payroll module requirements specified in the proposed IUMS
10
D.3
Live Demonstration of the working version of the software with at least 70% functioning of Stores and Purchase and overall Admin Module and work flow of complete system with fully Dynamic Web Portal integrated with proposed IUMS
10
Total maximum Points for item D 40
Grand Total of Points for Technical Evaluation 100
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Technical bids Evaluation Score
NOTE: The bidder(s) who scores at least 70 points in the Technical Evaluation will be qualified for the opening of financial bid
COMPUTATION OF TECHNICAL, FINANCIAL SCORE and TOTAL Score
þ Technical Score of the Bidder (TSB) is the score awarded to the bidder by the Technical Evaluation Committee of the Institute as per the Technical Evaluation Table.
þ The Financial bid amount is inclusive of cost of design and development of software, warranty for three years support as per the price bid Table.
þ Financial Score of the Bidder (FSB) is obtained using the price of the concerned bidder and that of the lowest bidder. This is computed by the evaluation committee as per the formula.
FINAL SCORE þ The final Evaluated Score (ES) of the bidder is based on both the technical
evaluation score and financial bid score. þ The Technical score would be given 60% weight-age and financial score would
be given 40% weight-age in the final score
University will evaluate and compare the bids that have been determined to be substantially responsive by using the following formula:
ES = [0.60xTSB+0.40xFSB]
FSB = [Bid Amount of Lowest Bidder/Bid Amount of Concerned Bidder] x 100
TSB = [Technical Score of the concerned Bidder/Maximum
Technical score of any Bidder] x 100
ES -- Evaluated Score TSB -- Technical Score of the Evaluated Bidder FSB – Financial Score of the Evaluated Bidder
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Award of Contract
þ The Evaluation will be performed assuming that the contract will be awarded to the bidder whose Evaluated Score (ES) stands highest and is eligible for the award of the contract.
þ In case of a tie on ES, bidder will be decided on TSB. þ The total cost of the implementation will be calculated taking into
consideration all the components mentioned in the financial bid and for the block of 3 years.
þ The bid security of the bidders who’s Bids could not be accepted shall be refunded soon after the contract with the successful bidder is signed and its performance security is obtained.
Exclusion of the bids/Disqualification A procuring entity shall exclude/ disqualify a Bid, if: -
þ the information submitted, concerning the qualifications of the bidder,
was false or constituted a misrepresentation; or
þ the information submitted, concerning the qualifications of the
bidder, was materially inaccurate or incomplete; and
þ the bidder is not qualified as per eligibility criteria mentioned in the
bidding document;
þ the Bid materially departs from the requirements specified in the
bidding document or it contains false information;
þ the bidder, submitting the Bid, his agent or any one acting on his
behalf, gave or agreed to give, to any officer or employee of the
procuring entity or other governmental authority a gratification in any
form, or any other thing of value, so as to unduly influence the
procurement process;
þ a bidder, in the opinion of the procuring entity, has a conflict of interest
materially affecting fair competition.
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Annexure 1: PROPOSED MODULES, SCOPE OF WORK, FUNCTIONAL SPECIFICATIONS and
SCHEDULE OF IMPLEMENTATION
The functional requirement specifications stated below are the minimum
features that the solution suggested for Higher Education Portal/ platform
should have. This indicative functional requirement has been provided here to
be used by the bidder. The bidder shall develop the System Requirement
Specifications (SRS) documents where all the processes, procedures and
existing templates should be studied in detail by the bidder. Bidder should
independently design the solutions as may be required to support the
business operations. The bidder shall be required to coordinate with ‘Jamia
Hamdard’ for the detailed system study and interact with the different users
of the department for preparation of SRS and related design documents.
Integrated University Management System shall have the following modules to be deployed in the Phase – 1(This RFP), as also mentioned in EOI document
• Examination Assessment & Evaluation Management System
• Finance, Accounting, Fees Collection, Payroll Management System
• Purchase and Store Management System
• HRMS (Establishment)
General Requirements of the ‘University Management System’:
• Role based access to Students/ Faculties/ Administrators with single
sign on /Unique Id. Higher Education Portal / Platform shall be a
single unified solution which may require integration of multiple
applications through Single-sign on.
• Availability of audit trails for each individual user including administrator
• Can be deployed in a load balancing (hardware/ software)
environment and cab be scaled based on the load
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• Shall have a customizable dashboard for each type of users i.e.
(Students/ Faculties/ Administrators/ Department Users etc.)
• Personalized and customizable login screen for different users viz.,
student, teacher, Faculty, Administrator/principal etc.
• Provision for Integration with Biometric machines, Bar Code Scanners, Bar Coded I-Cards/ Library Cards, SMS and Payment Gateway.
The proposed modules for IUMS shall be implemented in phased manner and the total time limit for the successful implementation of the solution as per time schedule mentioned in this RFP.
Given below is a detail of the Functionalities expected in a ‘ Integrated University Management System’. Though the scope of this RFP is limited to the 4 modules (mentioned as Phase -1), the bidder is expected to have all the modules with them as it would be easy going forward to integrate and implement other modules, as and when notified by the university.
Bidder need to take a printout of the below table on their letter heads and put their remark as ‘Yes’ or ‘No’, in-front of the mentioned functionalities and submit it along with the ‘Technical bid document’ Mandatory Requirements, Technical Specs and Compliance: 1. The below are all desired features are indicative and not exhaustive and the actual implementation will be customized as per the University needs at the time of implementation and thereafter. The system should be 100 % customizable.
2. INTELLIGENT DOCUMENT FLOW (IDF)
This module automates the movements of Indents like Purchase Indent, Repair Indent, leave Indent, Contingent advance Indent, TA Indent, tour Indent, advance settlement etc. All commonly used Performa is provided in the intranet so it is available anywhere in the network. Select the form fill and submit .The system will automatically find the next point where the form has to be forwarded.
Each department head will be provided a module for accepting document and verify it then forward to the next point this process is similar to inbox facility in Email server. The route for each document is predefined. There are facilities to
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create, edit, and delete the node, route. Since the route is predefined there won’t be wrong submission of forms.
The other facility is finding the current position of the document or any file. Since it a web module the user can easily search the current location of the document or file from any were in the network.
The intelligent document flow will apply to every individual in the University. Even for students, if they raise any request as per University process, from their login, it will move automatically to the destination for action. For example, incase a student applies for NOC while graduating from the University, then it will move automatically from his Login to his Dean and all associated node points for their comments and come back to the Department or the NOC Incharge for the final grant of NOC.
2. The Entire IUMS should be self-manageable by a self-definable module.
INDICATIVE BUT NOT EXHAUSITIVE REQUIREMENTS
Module Sr. No. Functionalities
Implementation phases
Bidder's Response
- (Yes/No)
Remarks
Examination
1
Should have the provision for Uploading Student's data related to Examination, Admission list, Examination list entry/upload
Phase - 1
(Current RFP)
2
System should have functionality for online Generation of Admission list basis enrolment form. University Examination Deptt shall define the Enrolment form to be filled by Candidate. Access to enrollment list shall be given to Controller/Dean/HOD and any other as required by the University.
3 System should have functionality for online Admit Card Generation
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4
Generation of Final list of candidates to appear for Semester exam, course wise, class wise/subject wise, Deptt/center wise
5
Provision for Defining Question types, structures, topic wise questions, sections, Question paper generation its encryption, and randomization of question
6
Option for Question paper date time scheduling, Facility of Date sheet upload by the Dean or designated person.
7
System should have facility to define coding of all papers/answer sheet Generation using QR code and Bar Code or any other Code as being asked from University
8
System should have the facility to create the seating plan based on the room's capacity
9
Define panel of Paper Setters, Moderators, Evaluators & Examiners -Approval of panel of Paper Setter, Moderators, Evaluators & Examiners and other resources involved in the examination
10
Online upload of details related to date sheets, details of Deptt’s as exam centers, all the staff members, examiners, Superintendent of exam, attendance details of the students, Flying squads, invigilators etc
11
All types of Communications with the panel member and all the people involved in the examination process through mails, SMS’s reminder - Entry of Received Question paper set
12
Roll number generation, Exam seat allotments, Time table entry, Hall ticket generation/printing, Course-wise attendance sheet, Exam roll list generation
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13
Student should be able to take the printout of hall tickets. Mark slips (On results declaration), and Online exam fee payment
14
System should have functionality for Degree Generations/Marks Sheet Transcripts Printing on Specific designated Printer.
15 Various reports related to exam like student wise student count, Foil/counter/Foil report
16
System should have functionality to process online request for Degree/Duplicate Degree/Migration etc with Fee that should be integrated with Finance and Fee module. This should be automated workflow to all notes and finally to Finance and Controller Examinations.
17
System should have the facility to create date-sheets for the exam based on the University rules
18
System shall have the functionality for creation of invigilator and all the functionalities related to their management
19
Unfair means entry including the explanations, Absent student entry, Committee decision making and inputs online with work flow.
20
System shall have the functionality for registering the student attendance during the exam
21
Online entry of marks of answer books, Allocation of bundles based on the pre-defined criteria, evaluation schedule, coordinator allotment, generation of Examiner proforma invoice and bills which shall be verified by Committee and send to Finance for approval and process for payment.
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22 Internal /External, Theory paper Marks, Grace marks entry - Lock/Unlock marks entry
23
Result processing, Absolute & Relative grading, Result preparation, Consolidated result statements, Provision for result with-hel/ design shall be provided by Controller or Examination of University.
24
Provision of student class/theory exam/practical exam attendance system – RFID card / Biometric / manual/excel sheet upload.
25
System shall have the functionality for checking the totaling the marks obtained by the candidate
26
System shall have the functionality for pushing/publishing of the marks on the Website. Design shall be provided by Controller of examination and later published accordingly.
27
System shall have the functionality for generation of mark-sheets and other transcripts for the students
28
System shall have the functionality for applying for re-evaluation - complete process. This should be likned with Finance Accounting and Fee module. The request should come first to Controller Office and then as per workflow decided can go to Deptt first for verification and then back to Controller and then to Finance.
29
Every Student should have uniqie Enrollment no and it should be the primary key for accessing all details of the student. Student should also have username as its enrollment no and password should be secretly sent to him over mobile to email to manually given by University
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Administration. On a Single Click Univeristy management should be able to open the compete history of Student.
30
System shall have the functionality for correction of marks and generation of new mark-sheets and certificated after re-evaluation with audit trial. On request of Dean/HOD any correction post submission of marks from HOD/Dean to Examination controller shall be done by Controller Examination with audit trial and information to Dean/HOD. This can also have Customization Deptt Wise.
31
System will be functionality for student to fill online examination form and it shall be submitted to HOD/Dean of the Department. Any remarks by such as Absentism, disciplinary action, fee issue etc, shortage fo attendence etc shall be provided by by HOD/Dean. Then post verification from HOD/Dean it shall flow to Controller Examination by due date.
32 There should be provision for reconsideration for extra classes, re-exam etc.
33
Student should have option to attach documents whereever necessary and required and its should go as per required work flow to HOD/Deptt and then to Examination dealing Asst for verification.
34
System shall have the provision for authenticating the identity of the faculty who is going to enter the marks
35
System must maintain the audit trail of Mark entry/correction/changes in the marks entered at all the levels for Internal and external assessment with time stamp.
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36
System should have functionality request for certificates / duplicate certificates/ mark sheets/id cards etc. from the university
37 System should allow tracking of particular requisition made by the student
38
System should be integrated with Fee module for submission of fees and other modules of this IUMS.
39
Bar code/QR Code generation for smooth conduct of examination at relevent points like answer papers
40
System should be able to define Lab exams and add marks as per the attendence and performance in Lab exam.
HRMS (Establishme
nt)
41
Establishment is responsible for human resource management activities such as recruitment, orientation, training, transfer, increment, promotions, leave etc. It maintain all such records including Service Book. List of expected workflows: Joining of service, Application and Appointment Management. Pay Fixation Appraisal Performance HR Information City Class Department Category Division Section Selection Committee Pay mode etc Reports of Employees with Customization based on Male, Female, Age, Religion, Caste, etc.
Phase - 1
(Current RFP)
42
Create Vacancy by concerned Department for required Posts, Publish Online Advertisement and give to Newspaper as per University rules, track the
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status of vacancies.
43
Online job applications, Generating databases of applicant Profile Applications, provision for the applicants to review their application status, Online publishing of Appointment Letters, Online payment of applications from Candidates and integration with Payment gateway and Linked to Finance Deptt.
44
Online Application by interested candidates by registration and providing their detailed information like Qualification, Experience, Achievements, Publications, …
45 Short listing of Candidates, Uploading Selected List of Candidates
46 Leave management, Promotions, Perks/Incentives, benefits management
47
Entry and Reporting of all Service book entries such as : Entry & reporting of all the service book entries such as –
Personnel memoranda Appointment details Family details, Employee Family declaration, and approval for dependent family Qualification Previous qualifying services Nomination details Disciplinary action details Pay revisions and linked to Payroll Yearly increments and linked to Payroll Promotion & transfer and linked to Payroll Change of pay scale and linked to Payroll LTC, Entitlement of LTC Training Programme etc.
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Scanning, storage & retrieval of original documents of Employee’s personal file.
48
Work Flow of Service details: Pay scale Nominee Details Employee Personal Details Join Details Contact Details Qualification Category & Family Details Leave Transfer in Transfer out Promotion and Pay Fixation / MACPS/CAS Based Promotions/Self Appraisal and Appraisal management System. Pension and Family pension fixation Retirement Deputation Death Caste report ACR
49
Work Flow of Service details: LTC Register TS (Temporary staff ) TS Abstract Monthly Attendance Consolidated Statements Any other to be discussed at the time of System Requirement Study
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50
Leave Workflow: Earned Leave/ Vacation Leave Half Pay Leave Commutated Leave Maternity Leave Paternity Leave Leave encashment Vacation Leave Casual Leave Child Care Leave Special Casual Leave Extra Ordinary Leave Leave on Foreign Service (Faculty) Short Leave on Foreign Service (Faculty) Long Leave on Foreign Service (Faculty) Sabbatical Leave (Faculty) etc Leave Credit Leave Applied/ Sanctioned Leave Balance Increment during Leave Leave Salary
Finance & Accounting
& Fee & Payroll
51 Creation of companies accounts heads and sub accounts heads as per institute book.
Phase - 1
(Current RFP)
52 Classification of accounts heads, Classification of Parties like Institutions, Vendors etc
53 Implementation of Financial Code system.
54 Implementation of Cost Center and data entry in different Cost Center at same time.
55 Accounting and cost Control
56 Integration with 3rd Party Software’s and Databases.
57 Budget Allocation.
58 Budget details for different financial period at the same time.
59 Revised Budget Allocation.
60 Receipt and Payment Entries with budgetary control.
61 Depreciation setting for Asset &
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automatic calculation.
62 Validation and Verification process, Checker and maker Concept.
63 Exporting of existing Data to the current system.
64 Integrated entry of Receipt & Payment posting from different modules.
65 Bill By Bill accounts settlements in receipt and payments.
66 Bank Reconciliation process.
67
Various types of accounts reports like Ledger, Trial Balance, Income and Expenditure, Balance Sheet, Subsidary ledger, party ledger, different balance sheet schedules, balance sheet with integration of current and future liability/asset Etc
68 Year end Processing.
69 The System should pass through various security level
70 Raw data / Report printing process should be through an application of hi-‐tech technology
71 Auto generation of record number
72 Detection of double/ negative entries
73 Modification of entered records only after authentication with audit trail.
74 Multiple Cash/ Bank books
75 Multiple Debit/ Credit entries through same voucher
76 Single/ Multiple Cost Centre entries through same voucher
77
Bill-wise/ on account payment adjustment of sundry debtors/ creditors from vouchers.
78
Automatic TDS/Service Tax/VAT/works Tax etc calculation facility during voucher entry
79 Project/cost centre wise Accounting/ Trial Balance/ Receipts & Payments
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80 Simultaneous Cash-Contra entry
81 Bank Pass Book updation 82 Journal entries
83 TDS Certificate & Annual Return Forms generation from system
84 Group/ Sub-Group wise Trail Balance
85
Balance Sheet, Profit & Loss Account, Manufacturing Account, Trading Account, Fixed Assets Schedule with depreciation calculations as per Schedule VI of Companies Act, 1956
86 Receipt & Payments as per format of our organization
87 Cash/ Fund flow statement
88 Ageing analysis of sundry debtors/creditors
89 Cheque Printing facility
90 Monthly analysis of all account heads
91 Accounts Confirmation Letters in Customized/ Normal format
92 Customized Voucher Printing
93 Audit Reports on Receipt/ Payments/ Sales/ Purchases exceeding user defined limits
94 Provision for instalment tracking of Sundry Debtors
95
Data Zooming facility from Trial Balance/ Balance Sheet to Vouchers and facility to modify vouchers
96 Graphical representation of any ledger accounts
97 Narration search facility
98 Any other to be discussed at the time of System Requirement Study
99
Cost center (Units): System should have a provision to create the main and sub units. It includes Unit Code, Unit Name & position in Hierarchy of Cost center etc
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100
Account Group The details included in account group are Group Code, Group Name & position in Hierarchy of Group etc
101
Account Heads It includes Account Code, Account Name, Account Group, Sub Account Entry (Option), Budget Quantity Entry (Option) and Bill by Bill Settlement (Option), etc.
102
Sub Account Group Creation of sub account group. It includes Sub Account Group Code, Sub Account Group Name etc
103
Sub Account Creation of sub account for individual ledger, vehicles. It includes Sub Account Code, Sub Account Name and Sub Account Group etc
104
Budget Allocation: While doing budget allocation system should capture the following details: Account Heads, Budget amount, Sub Account Group, Sub Accounts Name and Amounts, Financial Period and Cost center etc.
105
Revised Budget This is used to enter the revise amount of selected account heads in current financial period. It includes Account Head, amount, with effect date, Sub Account Group, Sub Accounts, Amounts, Financial Period and Cost center etc.
106
Schedule Creation: Grouping of Account Groups for getting schedule wise Balance Sheet and Income & Expenditure Reports. It contains Schedule No, Schedule Name, Type
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(Assets, Liability, Income and Expense), Account Groups and Method of Calculation (Add/ Less) etc.
107
Opening Depreciation Balance of Fixed Assets: Set the opening depreciation of account head under the fixed assets groups. It includes Account Head, Amounts, Sub Account Group, Sub Account, Amount, Financial Period and Cost center etc.
108
Opening Balance of Accounts Set the opening balance amounts of all assets and liabilities (with Individual Ledger). It includes Account Head, Amount, Transaction Type (Dr/ Cr), Sub Account Group, Sub Account, Amount, Financial Period and Cost center etc.
109
Account, Amount, Financial Period and Cost center. Depreciation Percentage of Fixed Assets For entering the depreciation percentage account groups which includes Vehicle, Computers, Fixed Assets, Land and Building etc. It includes With effect Date, Account Group and Percentage of Depreciation etc. Asset Purchase during the year, disposed during the year, depreciation for the year and cummulative.
110
Bank Reconciliation It is used to capture the posted details of bank vouchers as per bank statements. It includes Bank Name, Clearance Date and display the non reflected vouchers in selected bank (Option), uploading of bank statement without editing it for all the banks, etc.
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111
Voucher Entries For creating vouchers It includes Voucher Types, Voucher Date, Voucher No, Financial Period, Cost center, Reference Number, Reference Date, DD / Cheque No, DD/Cheque Date, reference/remarks, Account Heads and Amounts Voucher Types 1. Receipts (Cash and Bank) 2. Payments (Cash and Bank) 3. Journal 4. Contra 5. Copy of Voucher 6. Reversal of Voucher Note: Each Voucher should have provision for debit and credit.
112
Voucher should have indication which user group has created/posted it with timestamp and its workflow trail.
113
Printing User Defined: 1. Voucher Printing 2. Cheque Printing facility with different Bank different cheque size 3. Money Receipt Printing 4. Utilization Certificate 5. Statement of Expenditure 6. Encashment of Increment Advice 7. Renewal of Increment Advice 8. Increment Advice ( **) 9. Acknowledgement generation for receipt of each externally funded project
114
To maintain accounts for Grants and entire grants management like cash book, expenditure, salaries under various projects, maintain heads and sub heads
115 Defining and preparation of budgets, Approvals, Allocations,
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Purchase proposals, Payment processing etc.
116 Fund based accounting system and allocation and Fund expenditure control
117 Accounts payable/receivable, creditors, debtors, bills receivable etc.
118 Preparation and passing of various bills like TA/DA, LTC, Medical, Consultancy bills etc.
119
Preparation of Cash books, ledgers, Final Accounts, Depreciation register : Provision for integrating with stores & Purchase
120
Should be able to integrate Finance modules with all kind of money transactions like Fees, Mess fees, Hostel fees, Fines, Late fees, library fines etc.
121
All the accounting reports like Cash book, bank book, JV book, ledgers, Trial balance, balance sheets, Receipts and payments, Income and Expenditure statement
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122
Project Management: • MASTER • Project Creation • Project Details , Particulars • Instruments • Team Category • SETTINGS • Experiment Component Usage • Yearly Action Plan • Project Team , Project Progress • Estimated Man Power • Other Expense • REPORT • Project Status-‐Technical • Project Details • Project Summary • Voucher Entry • Cash Payment , Cash Receipt, Bank Payment , Bank Receipt • Journal • Contra • Project Reports • Abstract Payment, Abstract Receipts , Statement of Expenditure • Statement of Expenditure Consolidated • Implementation of Research Project , Project Running Status • Funding Agency Summary , Breakup Of Closing Balance • Expenditure Details Under Funding Agents • Receipt & Payment-‐Funding Agency Wise, Running Scheme Details • Account wise Scheme closing balance • Outlay of Sponsored Projects
123
System should have functionality to integrate with Payment Gateways and Finance/Accounting System. Student should be able to pay fee online. Should be able to integrate with existing Tally accounting system.
124
should have the provision to generate Examination fee demand based on the university rules like caste/category/religion/Economic conditions etc.
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125
Must be integrated with Examination module and student should be able to see the fees demand and pay using their logins online.
126 Provision for all the Fees related Reports based on various parameters
127
System should be integrated with SMS gateway and email server and website for notifications to students/ parents about the fees paid and pending
128
System should have functionality to enter the fee details submitted by different types of students and collecting all type of fees
129 Refund of fees based on different criteria’s
130 Should be able to generate receipts/ vouchers etc.for bank reconciliation by the university
131
• Fees Collection - Challan /counter receipt /on line payment • Issue of Admission Slip • Late Fees Collection • Refund of Fees • Receipt cancellation & reprinting of receipts • Daily Collection Register, Fees Head Report etc. Demand Creation Report • Lock Fee Collection • Complete end to end online any kind of fee payment and integration to exam module. All kinds of integration available especially latest payment gateway for credit card/Net banking/debit card payment online. Third party integration if any like mobile wallet etc to be proivided incase University required it in future.
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132
DEFINING FEES COLLECTION PRE-REQUISITES • Fee Type – Define Fee Types such as General fee, various Fee Concessions, UGC Tuition fee, Fee Waiver Scheme 100%....... • Fee Receipt types – Define different types of Fee Receipts like Tuition fee, Exam fee, Hostel fee, Prospectus fee. In each Fee Receipt type, 30 different Fees Heads can be defined. • Fees heads – Define fee heads like Admission fee, Development fee, Identity Card etc. in each Fee Receipt Type defined. • Standard fees – Define standard fees according to Fee receipt type, Degree, Branch, Admission batch, and Fee type for each semester. • Demand Creation – Create demand for single student as well as in bulk. Demand can be created for current as well as next semesters. • Receipt type modes for fees collection – Bank Challan, Counter Collection , on line • Create counter for specific Users
133
System should have facility for entering the student details in the during admission to Deptt / university or capture online
134
Salary Management, Salary computation, pay slips, pension, Gratuity, arrears calculation though their logins
135 Tax Management, Generation of various forms, Provident funds
136 PF (GPF / CPF) Calculations
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137 Integration with Bio-metric Attendance system
138
Bill section handles Payroll , bill preparation related to various sections. Payroll is automatic and integrated with Accounting System. Payroll systems will take care off salary, loans, and leave management. User-friendly masters has been adopted in order to reduce the complexity of transactions entry. Customized salary and schedules printing is available with salary register. Payroll and other related SMS & E-Mails
139
Payroll Work flow should have pay slips generated for all employees as per University needs with complete customization. Pay slips should be available online
140 GPF Loan & advances details
141 Medical Bill report
142 Online Genration of all parametes required in pay slip for all employees of all types.
Store & Purchase
143
Planning for procurement of various items related to keeping in stock with their life cycle management. Stock Status (Consumable/Dead Stock wise), Item In / Out Status.
Phase 1
144
Inventory records and its evaluations with reporting. 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,
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picking and packing, physical stock transfers, and transfer postings
145
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. Integrate all business partners, including designers, suppliers, manufacturers, and customers. Collaborate efficiently with suppliers on product development, purchase-order management; invoice processing, and payment management
146
Input transactions such as Gate Entry, Material Requirement Note (MRN), Material Requisition Entry (Internal), Material Issue, Store return, Gate pass etc.
147 Quotations calling / Tender publishing
148 Vendor quotation / Tender received data Entry
149 Preparation of Comparative statement
150 Recommendation of vendor
151
Purchase / work orders to Vendors and marking CC to Finance Deptt for earmarking budget.
152
Receipt, verification & acceptance of goods (material reciept to be amrked to Finance)
153 Stock entry & Pass-Order
154 Issue of goods to sections / departments and their updation in their indent book.
155 Invoice entry transfer to accounts
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156
Requisition Of Items,Issue Of Items Against Requisition Item Return Details, Rejection of Items.
157 Auction of Rejected Items.
158 Issue of Items for Job Work, Direct Issue of Items.
159 Stock Transfer Cancellation
160 Purchase Order Change / Purchase Order Cancellation
161 Codification of all Items with Bifurcation like Furniture’s, computers etc
162 Inspection, Reciept and Rejection Handling and thereafter payment process
163 Empanelment of Selected Suppliers for Purchasing Selected Items
164 Handling of Rate Contracts and its facilitation for Purchase of regular Items
165
Incoming Store and Central Store Entry Mechanism for Incomming materlal and after acceptance respectively
166 Gate Entry Automation and then forward to Incoming Store
167 AMC
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REPORTS & ADDITIONAL REUIREMENTS MIS Reports: Bidder shall develop a minimum (Below given list is Indicative only) of
following reports in the University Management System. Reports may be data
reports/ graphical reports as per the requirement of ‘Jamia Hamdard’ finalized during
SRS stage.
• Fee related reports :
o Date wise fee collections
o Daily fees collections
o Head wise fee collections
o Item wise fee collections
o Branch wise fee collections
o Caste-Category wise fees collections
o Student wise fee collections
o Semester wise fee collections
o Fees collected through various modes i.e. Drafts/Cheques/Online/Cash
o Outstanding Fees Report, Refund Reports
• Examination related Reports :
o Attendance sheets
o Data Control sheets
o Absentee Statements
o UFM reports
o Marks entry status report
o Grade Cards
o Mark sheets
o Tabulation Registers
o Subject wise statistical reports
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o Grade/Marks change reports
o Failed students report
o Student Backlog list
o Branch/Department Toppers Subject Wise/Over All Topper/Branch Result/Percentile scores
o Result summary Reports
o CGPA/SGPA statistical reports
o Transcripts
o Convocation related reports
o Degrees, TC, Migration Certificates etc.
• Finance related Reports:
o Balance Sheet as per common format of accounts
o Income and Expenditure Report as per common format of accounts
o Balance Sheet – Schedule Detailed Report as per common format of accounts
o Income and Expenditure – Schedule Detailed Report as per common format of accounts
o Trail Balance
o Journal Report
o Balance sheet
o Ledger Report
o Individual Ledger Report
o Receipt and Payment account as per common format of accounts
o Schedule of Receipt account as per common format of accounts
o Schedule of Payment account as per common format of accounts
o Day Book
o Details of Remittance Received from Funding Source o Running account Party Payment Calculation Reports
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o Works Tax Calculation FORM 405 & Form 402 o Status of Unspent Balance o Utilization Certificate for MHRD o STDS Return o STDS Challan Entry o TDS Return 26Q o TDS Challan Entry Form 281 o Labour Welfare Cess Report o Security Deposit Paid – Party wise and as a whole o Earnest Money Received – Party wise and as a whole o Security Money Received – Party wise and as a whole o Generation of Form 16 A o Caution Money Received from Student (Student wise and as a whole) o i) Library o ii) Institute o iii) Hostel o Cumulative Professional Development Allowance Register (Faculty wise
and as a whole) o Start up Grant Register (Faculty wise and as a whole) o Matching Grant Register (Faculty wise and as a whole) o Department wise Expenditure o Register Monthly and Yearly o Increment Register o Grant-in-Aid Register o Bill Register Party wise o Bill Register Expenditure wise o Cost centre wise Report for each externally funded project o Utilization certificate & statement of Expenditure for each externally
funded project o Transfer of fixed Assets from Project Account to Central JAMIA
HAMDARD New Delhi Account on completion of Project/Term/Approval of Funding Agency
o • Advance Register
ü Staff advance ü LTC Advance ü TA Advance ü Any other to be discussed at the time of System Requirement Study
Advance Register – Party wise and as a whole - Monthly / Yearly imprest Register – Employee wise and as a whole – Monthly /
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Yearly ü Any other requirements to be discussed at the time of SRS study
• HRMS & Payroll related Reports:
o Payslips
o Salary Slips
o Bank Reports
o Salary Register
o Salary Abstracts
o PF loan schedule
o Bank wise Reconciliation Statement (Monthly and Yearly) o Outstanding Liability for Revenue Expenditure Statement o Outstanding Liability for Capital Expenditure Statement o Letter of Credit/ Margin Money Statement o Increment list
o P.T. schedule
o Selected field reports
o Customized employee list
o Personal Record of employees
o Various reports based on Department, Caste, Salary, Pay-Scale etc,
o Advances/bonuses/Premiums to be paid
o Annual reports : Single employee, All employees, Single head all employees
o Salary budgets
o Service book
o Income Tax related reports
o Income Tax papers like Form 16, Form 12 BA, Form 24 Q
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o Payroll reports:
o Pay Register (Location & Department Wise [80 Col and 132 Col]) Cumulative Pay Slip (Vertical)
o Cumulative Pay Register (Cash, Bank, & Both) o Bank Advice o Leave Status o Deduction Register o Advance & Recovery o Leave Encashment Register o Overtime Register o Other Payments Register o Used defined Pay Slip o Used defined Pay Register o Increment Register as per 6th Pay Commission o NPS Register – individually and as a whole o Monthly o Yearly o NPS Lien Register – individually and as a whole o Monthly o Yearly o CPF Lien Register – individually and as a whole o Monthly o Yearly o GPF Lien Register – individually and as a whole o Monthly o Yearly
o Loan Recovery Register – individually and as a whole o Advance Register – individually and as a whole o Festival advance etc o Automatic Upgradation reports
Purchase and Store Reports:
o Department /FacultyWise products of value, item etc o Department /Faculty wise spending report Week/lyMonthly/Yealy o Goods Return Reports. o Issue Report. o Loss Report.
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o Stock Report. Etc Additional Requirements:
o System Wide Functionalities o System Management and User Management Requirements o Logs o Security Requirements o Legal and Regulatory Requirements o Interface Requirements o Common Technical Requirements
Integration Requirements:
o Payment Gate Way o SMS Gate Way o E Mail Solution o Integration with Website o Online Fees of Students
Role based Dashboards for all the users like Students, Faculty members, Administration, Management, Staff etc.
System Management and User Management:
Access: The University Management System should be accessible to
o Employees/ faculties/ students in the ‘Jamia Hamdard’ etc. o Parents for information
User Management:
o The system should allow (admin user) creation and management of user with relevant details
Jamia Hamdard
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o The system should allow to create unique user name only o The system should provide feature to search a valid user name o The system shall prevent unauthorized users from accessing the system. o Registered users in the University management system shall be allowed to log-‐on
only to those functions which they are authorized to access and use. o The password management system shall require the use of quality (i.e. difficult to
guess) passwords
System Wide Functionalities
o University Management System shall be modular in design and shall be designed using modular and reusable programming techniques for ease of maintenance
o University Management System shall have the capability to format output to support HTML, XML, text , excel, csv etc for data exchange/integration with various entities involved in the process
o The entire IUMS system should have API’s for integrations to various external systems without any additional cost from day one of its implementation.
o University Management System shall have the capability to complete all requests (e.g., store, retrieve, update, etc.) without any data loss.
o University Management System shall maintain an audit log in of each transaction o University Management System shall have the capability to define and modify
access privileges. o Data inputs to the University Management System shall be validated prior to
being processed o Input data shall be validated for out of range values, missing or incomplete data,
unauthorized or inconsistent control data. o AI’s should be available for any third party Ingegration. o Tally integration and other related software in Finance should be integrated.
1. INTEGRATION, SECURITY & BACKUP
o A fully integrated system with all modules interlinked. o No duplication of the work / data. o Encrypted password for User login optional SSL integration. o OTP – One time password at Marks entry. o Optional IP address authentication for User login for critical applications. o Password protected database. No direct access to the User to the Database. o Optional Separate web application & Data server.
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o Role based access to various Users. o Automatic monitoring + Log file creation of all critical transactions o Backup through disk mirroring, backup via LAN, WAN, Backup server scheduling
& manual backup on other machines & CD.
Jamia Hamdard
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SCHEDULE OF IMPLEMENTATION POST RELEASE OF PO:
1. System Study and GAP analysis with requirement gathering: 20 days
2. Design: 10 days
3. Coding and Unit Testing: 30 days
4. Comprehensive Testing and documentation: 15 days
5. Release and deployment with bug fixing: 15 days
6. Production and Go Live with onsite Support
The Supplier shall provide a detailed project plan in MPP or Excel format for all handled by the Supplier.
RISK AND MITIGATION PLAN
Managing of dependencies and risks/issues are critical to the success of the delivering on target schedule.
Risk identification and assessment: The Supplier shall identify risks during various phases of the Project. The Supplier shall be obliged to ensure early identification of risks during the SDLC to ensure schedule overruns. The high-‐level risks will be identified during the requirement prioritization and approval stage and will be presented to Jamia Hamdard.
Risk tracking: The Supplier shall maintain the detailed risk & issue register. The risks & issues will be discussed in the weekly governance meeting.
Risk impact analysis: The category of risk will be based on the impact of the risk on the schedule when the risk becomes an issue.
Risk mitigation: The Supplier shall plan for the mitigation or contingency of the high priority & high impact risks .
CHANGE DURING PROJECTS AND AMC
Any change in the functional or non-‐functional requirements post sign off of the requirement specification document shall be deemed as a Change Request and shall be free of cost during warranty period of first year and free of cost as a part of AMC for next 2 years. Such changes during the SDLC may have an impact on the effort & schedule of the projects, which will be communicated to and agreed with the Jamia Hamdard.
Jamia Hamdard
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PROJECT REPORTING AND DASHBOARDS The Supplier shall provide Jamia Hamdard with the following reports and dashboards at the frequency set out in the table below:
Report Duration
Overall Program Status Weekly
Highlights & Lowlights Weekly
Project Status - Planned vs. Actual Performance Weekly
Risks & Issues Weekly
Consolidated development tracker Weekly
Detailed project status report Weekly
PROGRAM MANAGEMENT METHODOLOGY
The Supplier will bring in best practices from its experience and make them part of delivery methodology used for providing Services to the Purchaser / Customer
• The Supplier will work with Jamia Hamdard to define and document the methodologies to be used during various phases of the delivery, which will be approved by the Purchaser. Some of the methodologies are mentioned below:
o Requirement gathering methodology o Architecture development and assessment o Project and steady state documentation policy o Test strategy o Release management methodology
TRAINING
• The Supplier shall provide onsite training for the Solution to Jamia Hamdard. • The Supplier shall conduct such trainings session in classroom and will be based on train
the trainer methodology for users (which includes training materials in English language) and intensive training includes skill transfer for technical/operation/system/administers.
• The Supplier shall also conduct live demos as required during the training sessions. • Jamia Hamdard shall work with the Supplier to identify such training needs during the
project delivery lifecycle.
Jamia Hamdard
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DOCUMENTATION DURING SDLC PHASE The key document will be produced during this phase are listed below:
Document Name Owner
BRS Document Supplier
HLD Document Supplier
LLD Document Supplier
SRS Documents Supplier
SIT Test case Documents Supplier
UAT Test Case Document Supplier
Requirement Traceability Matrix Supplier
Performance Test Case Report Supplier
DOCUMENTATION DURING RELEASE AND DEPLOYMENT PHASE The following document will be produced during the release and deployment phase:
Document Name Owner
Standard Operating Procedure Document Supplier
Release & Documentation Supplier
User Manuals Supplier
Jamia Hamdard
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ENTERPRISE ARCHITECTURE PRINCIPLES
Architecture Principles in Projects
The Supplier will have architects who shall take care of solution in the Scope and also the Solution within systems or domains. The Supplier shall cover following architectural services during the project phases.
Requirement Analysis
Requirement analysis and solution risk assessment will be done by Supplier in accordance with Jamia Hamdard Business requiremnts
Design Phase
Solution assessment in the agreed template
High level design to be documented in the agreed template
Coding and Unit Testing Phase
Solution assurance is conducted
Testing
Support for performance testing
Architecture Guidelines
The solution being delivered should meet the solution quality criteria’s. The solution should be developed as per the architecture development methodology and framework. Following shall be the high level guiding principles for architecting the solution:
1. Flexibility and scalability
2. Easy to use, operate and manage
3. Exception handling
4. Minimal customization but open to it
5. Service oriented architecture
6. Business process driven architecture
7. Information security
8. High availability
9. Cost effectiveness
10. Unique data mastering
11. Avoid overlap
12. Avoid marginal integrations
13. Remove replaced solutions
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• The Supplier shall perform solution risk assessment during the requirement phase • The Supplier shall review the solution based on agreed checklist in design phase • The Supplier shall review the developed solution against the agreed design post cut
phase
ROLE AND RESPONSIBILITY
The supplier shall share role and responsibility matrix of persons involved in this project.
CONTINUOUS IMPROVEMENTS
The Supplier will continuously work with the Purchaser to simplify the architecture and business processes to improve the operational efficiencies.
The Supplier will undertake periodic exercise to review architecture and business processes and come up with proposals for improvements.
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Format for Financial Bid
To be enclosed in a separate envelope and shall be sealed. The Words 'FINANCIAL BID'
shall be annotated on the envelope
Annexure 2 : FINANCIAL BID
Name & Description of the Item & Firm:
S.N. Component Cost Sales Tax
Service Tax
Other Taxes if
any Total
Cost for immediate Consideration of
Financial Score (FSB)
1
Cost of System Study, Gap Analysis, design, development and deployment of software with one-year warranty & system handover including SOURCE CODE. (Two Dedicated Software Developer Manpower with 5 years of experience for onsite service support is Compulsory in this Phase of 12 months)
2
Two Years Comprehensive warranty & system handover including SOURCE CODE. (Two Dedicated Software Developer Manpower with 3 years of experience for onsite service support is Compulsory in this Phase of next 24 months after completion of One year). This shall include all changes required by University.
3 Cost for other related components including database software licensing, if any (attach with details as annexure)
4 Any Other Costs (Pl. mention and details)
Total Order Value (BID Amount) Future Costs
1
Cost of ANNUAL TECHNICAL SUPPORT (AMC) for 4th Year with all changes if any required by the University with Service support by 2 dedicated Engineers as per the Eligibility of Engineers on Technical Bid Tender.
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3
Cost of ANNUAL TECHNICAL SUPPORT (AMC) for 5th Year with all changes if any required by the University with Service support by 2 dedicated Engineers as per the Eligibility of Engineers on Technical Bid Tender.
Total Cost of Future Costs
Taxes to be declared separately for each of above as mentioned.
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Annexure 3: DECLARATION
(To be furnished by the supplier on company's Letter Head) I/we hereby solemnly declare and affirm that the all documentary
evidence/declarations shared in this RFP by our Company are true and correct to the best of my knowledge and belief. No part of it is false and nothing has been concealed therein.
Date & Seal Name and Signature of the competent Authority of the firm
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Format for Annual Turnover
ANNEXURE 4- ANNUAL TURNOVER
SI. No.
Annual turnover with respect to the item quoted
Remarks if any
2012-13 2013-14 2014-15 (1) (2) (3) (4) (5)
Signature of the Chartered Account with seal
Signature of the tenderer with Seal
Note: (i) Documentary evidence shall be submitted along with the format,
(ii) Certified copies of ITRs of the above years shall be enclosed
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ANNEXURE 5 - FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR TECHNICAL EVALUATION
Date:
Authorized
Signatory: Seal
of the
Organization:
Name:
Designation:
FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR TECHNICAL EVALUATION
Name of the Purchaser
Description of Purchase Order
Value of Purchase Order No of Modules and Name of modules in Purchase order (inclusive of Finance, HRMS, Examination, Stores and Purchase)
Successful Completion (Yes or No)
Time taken to Complete the Project in months.
Completion Certificate
Proof of all of the above information in the form of attachments for evaluation as per Technical Evaluation criteria.
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Annexure 6 : FORMAT FOR CVs OF EMPLOYEE, WHO WOULD BE INVOLVED IN THIS PROJECT
Date:
Authorized
Signatory: Seal
of the
Organization:
Name:
Designation:
Format for the Profiles
Name of the person
Current Designation / Job Title
Current job responsibilities
Proposed Role in the Project
Proposed Responsibilities in the Project
Academic Qualifications:
• Degree
• Academic institution graduated from
• Year of graduation
• Specialization (if any)
• Key achievements and other relevant information
(if any)
Professional Certifications (if any) Total number of years of experience
Number of years with the current company
Summary of the Professional / Domain Experience Number of complete life cycle implementations carried out
The names of customers (Please provide the relevant
names)
Past assignment details (For each assignment provide details regarding name of the organization worked for, designation, responsibilities, tenure etc.
details regarding name of organizations worked for, designation, responsibilities, tenure)
Prior Professional Experience covering:
• Organizations worked for in the past
• Organization name
• Duration and dates of entry and exit
• Designation
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ANNEXURE 7 : FINANCIAL BID COVERING LETTER
(To be filled and submitted by the bidder along with the financial bid on their Letter head)
To The Registrar, Jamia Hamdard, New Delhi
Sir,
We, the undersigned bidder, Having read & examined in detail, the Bidding
Document, the receipt of which is hereby duly acknowledged, I/ we, the
undersigned, offer to work as “Selected Bidder” as per the defined Scope
of the work, Requirement specifications, Service Level Standards & in
conformity with the said bidding document for the same. We hereby offer
our best price as per the details below and would be valid as per the
details mentioned in the NIT.
I/ We undertake that the prices are in conformity with the
specifications/ requirements prescribed. The prices are inclusive of all type
of govt. taxes/ duties as asked in the financial bid
I/ We undertake, if our bid is accepted, to deliver the goods and services
in accordance with the requirements of ‘Jamia Hamdard’ mentioned in the
bidding document.
I/ We hereby declare that, in case, the contract is awarded to us, we
will submit the performance security for the due performance of
contract and in the form prescribed by Jamia Hamdard
I/ We agree to abide by this bid for a period of days specified in NIT, after
the last date fixed for bid submission and it shall remain binding upon us
and may be accepted at any time before the expiry of that period.
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I/ We confirm we deliver the required functionalities in 3 months from the
date of release of PO failing which University can cancel our Bid and forfeit
the EMD amount.
Until a formal contract is prepared and executed, this bid, together with
your written acceptance thereof and your notification of award shall
constitute a binding Contract between us.
I/ We hereby declare that our bid is made in good faith, without
collusion or fraud and the information contained in the bid is true and
correct to the best of our knowledge and belief.
We understand that you are not bound to accept the lowest or any bid
you may receive. We agree to all the terms & conditions as mentioned
in the bidding document and submit that we have not submitted any
deviations in this regard.
Date:
Authorized
Signatory: Seal of
the Organization:
Name:
Designation:
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ANNEXURE 8 : SELF-DECLARATION – NO BLACKLISTING
To,
The Registrar,
Jamia Hamdard, New Delhi
In response to the Tender Ref. No. dated for {Project Title}, as an Owner/ Partner/ Director/ Auth. Sign. Of , I/ We hereby declare that presently our Company/ firm , at the time of bidding: -
a. possess the necessary professional, technical, financial and managerial
resources and competence required by the Bidding Document issued by
the Procuring Entity;
b. have fulfilled my/ our obligation to pay such of the taxes payable to
the Union and the State Government or any local authority as specified
in the Bidding Document;
c. is having unblemished record and is not declared ineligible for
corrupt & fraudulent practices either indefinitely or for a particular
period of time by any State Government/ Central Government/ PSU/
UT/any University.
d. does not have any previous transgressions with any entity in India or
any other country during the last three years
e. does not have any debarment by any other procuring entity
f. is not insolvent in receivership, bankrupt or being wound up, not
have its affairs administered by a court or a judicial officer, not have
Jamia Hamdard IUMS RFP Page 66
its business activities suspended and is not the subject of legal
proceedings for any of the foregoing reasons;
g. does not have, and our directors and officers not have been convicted of
any criminal offence related to their professional conduct or the making
of false statements or misrepresentations as to their qualifications to
enter into a procurement contract within a period of three years
preceding the commencement of the procurement process, or not have
been otherwise disqualified pursuant to debarment proceedings;
h. does not have a conflict of interest as mentioned in the
bidding document which materially affects the fair competition.
i. will comply with the code of integrity as specified in the bidding
document.
If this declaration is found to be incorrect then without prejudice to any
other action that may be taken as per the provisions of the applicable Act
and Rules thereto prescribed by Jamia Hamdard or GoI, my/ our security
may be forfeited in full and our bid, to the extent accepted, may be
cancelled
Thanking you,
Name of the Bidder: -
Authorized Signatory: -
Seal of the Organization: -
Date:
Place:
Jamia Hamdard IUMS RFP Page 67
ANNEXURE 9 : COVERING LETTER FOR THE BID
(To be submitted on Company’s Letter head along with the ‘Technical bid’)
To
The Registrar,
Jamia Hamdard, New Delhi
Reference No.
Dear Sir,
Ref: Request for Proposal (RFP) Notification dated............... No..........
1. I/We, the undersigned bidder, Having read & examined in detail, the
Bid Document, the receipt of which is hereby duly acknowledged, I/
we, the undersigned, offer to work as mentioned in the Scope of the
work, Functional requirements, Service Level Standards & in
conformity with the said bidding document for the same.
2. I/ We hereby declare that our bid is made in good faith, without
collusion or fraud and the information contained in the bid is true
and correct to the best of our knowledge and belief.
3. I/ we hereby submit our token of acceptance to all the tender terms &
conditions without any deviations. Hence, we are hereby submitting
our Bid and offer to provide services to Purchaser for carrying out the
project in accordance with your RFP.
Jamia Hamdard IUMS RFP Page 68
4. I/We agree to abide by this RFP for a period of days as specified in the
‘Tender Document’ from the closing date fixed for submission of bid as
stipulated in the RFP document.
5. I/We understand that the Purchaser is not bound to accept any bid
received in response to this RFP.
7. In case we are engaged by the Purchaser, we shall provide any
assistance/cooperation required by Purchaser, appointed auditing
agencies (if any), officials and Other Stakeholders of the project for
performing their duties with respect to this project. We understand
that our non-cooperation for the same shall be grounds for
termination of service.
6. I / We agree that Jamia Hamdard can cancel the bid or bidder anytime
during the Tender process and not liable to give any explanation
thereof.
Signature………………………………………………………
In the Capacity of …………………………………………
Duly Authorized to sign proposal on behalf of ……………………….
Seal of the Organization………….
Date…………………………………………………………. Place…………………………………………….