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REQUEST FOR PROPOSAL FOR

IMPLEMENTATION OF INTEGRATED UNIVERSITY MANAGEMENT SOFTWARE SOLUTION

Dr. Panjabrao Deshmukh Krishi Vidyapeeth

P. O. Krishi Nagar, Akola-444104 (MS)

Maharashtra www.pdkv.ac.in

Ph. 0724-2258372, 2258606 Fax : 0724-2258372

Last date of submission of Bid : 22nd Feb 2013

Date of opening Technical Bid : 25th Feb 2013

Date of opening of Commercial Bid: To be notified latter

http://www.pdkv.ac.in/

Dr. Panjabrao Deshmukh Krishi Vidyapeeth RFP FOR IMPLEMENTATION OF INTEGRATED UNIVERSITY MANAGEMENT SOFTWARE SOLUTION

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TABLE OF CONTENTS

Section Subject Page Preface 3

I Invitation For Bids 5 II Instruction to Tenderers 8 III Terms & Conditions of the tender 17 IV Scope of Work & Technical Specifications 24 V Bid Proposal Proforma 32

Abbreviations/ Acronyms AMC Annual Maintenance Contract EMD Earnest Money Deposit LD Liquidated damages

PBG Performance Bank Guarantee RFC Request For Proposal UAT User Acceptance Test

PDKV Dr. Panjabrao Deshmukh Krishi Vidyapeeth SI System Integration IT Information Technology PF Provident Fund

BOOT Build, Own, Operate and Transfer SLA Service Level Agreement

UEPF University Employee Provident Fund DCPS Defined Contribution Pension Scheme MIS Management Information System OCR Optical Character Recognition HRD Human Resource Development IUMS Integrated University Management System

DC Data Centre DR Disaster Recovery

CMMi Capability Maturity Model integration


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PREFACE

Dr. Panjabrao Deshmukh Krishi Vidyapeeth (PDKV), Akola was established on 20th October, 1969 with its head-quarters at Akola. The jurisdiction of this university is spread over the eleven districts of Vidarbha. According to the University Act 1983 of the Government of Maharashtra, the University is entrusted with the responsibility of agricultural education, research and extension education along with breeder and foundation seed programme.

The University has its main campus at Akola. The instructional programmes at main campus are spread over in 5 Colleges namely, College of Agriculture, College of Agricultural Engineering & Technology, College of Forestry, College of Horticulture and Post Graduate Institute. The University has its sub-campus at Nagpur with two constituent colleges. In addition to this there are 2 affiliated grant-in-aid colleges and 21 private non- grant-in-aid colleges under the umbrella of this University.

A Central Research Station is situated at the main Campus which caters to the need of research projects undertaken by Crop Scientists of the principle crops of the region, which are Cotton, Sorghum, Oilseeds and Pulses. At present, 24 All-India Co-ordinated projects and 17 ad-hoc schemes are under operation besides 31 Non-Plan projects with the assistance from the State Government. The university has 3509.16 ha. of land under cultivation spread over 19 research stations located in 11 districts of Vidarbha Region in Maharashtra state.

ICT Intervention

Dr. Panjabrao Deshmukh Krishi Vidyapeeth envisages the creation and establishment of an Information and Communication Technology frame work for improving the efficiency of delivery of its services to all its stakeholders – the student community, the teaching faculty, the administrative staff and the general public at large. The project is intended to have a complete integrated University Management Software Solution using web based architecture. To this objective, PDKV is considering the appointment of a suitable implementing partner for the automation of the various functions of PDKV on Managed Services/ BOOT model.

PDKV envisages improving the usage of Information and Communication Technology within itself and its affiliated colleges and improving the efficiency of delivery of services to the students at large. The proposed University Management Software Solution is intended to be a complete integrated University Administration and Management System using web based architecture connecting all the affiliated colleges across PDKV’s jurisdiction and facilitating student centric services.


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Salient Features of the Proposed System:

Following are the key aspects of the proposed Integrated University Management Software Solution:

• The implementation of this solution should help PDKV in creating a centralized education,

research and extension related database for all the colleges, research stations and extension centers.

• The ownership of these databases and other data of this entire project shall be vested with Dr. PDKV and not the solution provider.

• This solution should be platform based, easily customizable and hosted centrally at the University’s Data Center and space for the servers from solution provider will be provided by PDKV in the Data Center to setup the IT infrastructure required to implement the solution.

• The solution shall also provide workflow automation for the proposed system, details of which are given in the detailed scope of work

Project objectives:

The primary project objectives of Dr. Panjabrao Deshmukh Krishi Vidyapeeth are : • Creation of robust system to eliminate malpractices in existing system • Proper and accurate report generation through University Management Information System

(MIS) for the Vice-Chancellor and other senior administrative staff for monitoring and quick decision making.

• Providing automation of other work flow related activities. • Introduction of transparency and accountability in operations • Elimination of Redundancy • Electronic security and control of confidential data • Fast disposal of stakeholder grievances • Timely Dissemination of information as per public requirements


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SECTION I

INVITATION FOR BIDS

1. This invitation for bids is issued to the bidders who possess the following qualification criteria

TENDERER’S QUALIFICATION CRITERIA:

1.1 The Tenderer / Bidder should be primarily an IT Company registered under the Indian

Companies Act, 1956 since last 5 (five) years. Certificate of incorporation issued by the Registrar of Companies must be submitted.

1.2 Bids can be submitted by an individual firm or a consortium. “Consortium” shall mean more than one company up to a maximum of two companies of complementing skills to undertake the scope of work defined in this RFP. However, both the consortium partners must be IT companies registered under the Indian Companies Act, 1956 since last 5 (five) years. RoC certificate to be enclosed. In case of consortium, Consortium Agreement among the members signed by the Authorized Signatories of the companies dated prior to the submission of the bid to be submitted in original. The agreement shall clearly specify the name of the prime bidder and outline the roles and responsibilities of each member.

1.3 The Tenderer / Bidder should be d ealing with infrastructure management services, application development & management services for which the bid is quoted in the tender form.

1.4 The bidder / prime bidder in case of consortium should have a turnover of Rs. Ten Crores per annum for the last 3 financial years (i.e., 2009-10, 2010-2011 & 2011-12) from Information Technology Services. Revenue from sale of hardware and other IT products shall not be considered.

1.5 Bidder should be a positive net worth making company for the last 3 years. The bidder should submit Chartered Accountant’s certificate/ PSU status attesting to the same.

1.6 The Bidder / Prime Bidder should have a net worth of more than 5 crores as on 31st March 2012. Chartered Accountant’s certificate should be submitted attesting to the same.

1.7 The Bidder / prime bidder in case of consortium should be ISO 9001:2008 certified for “Design, development, implementation and maintenance of software and also for computer hardware and software integration.” In case the certificate is under process of renewal, a copy of the existing certificate should be submitted and the bidder should submit an undertaking to the extent that they will submit a valid copy of the Certificate to PDKV in the event of their being selected as the successful bidder.

1.8 The tenderer / prime bidder in case of consortium must have ISO 27001:2005 certification.

1.9 The Bidder / Consortium should have been engaged in at least one project involving development & implementation of similar solution (Compulsorily having admission, enrolment, examination modules in any one or more Universities in India. Copy of Purchase Order and project progress / completion report / testimonial from the concerned University to be attached.

1.10 The bidder should have experience in running projects on Managed Services/ BOOT


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model. The individual signing the tender or other document in connection with this tender must be duly authorized through a suitable letter or power of attorney issued by the Managing Director of the bidder / consortium partner.

2. This document is a Request for Proposal (RFP) for ‘Implementation of Web based

Integrated University Management Software Solution on BOOT / Managed Services Model at PDKV and its affiliated colleges, research stations. This project will be carried out on Build Own Operate Transfer (BOOT) model and the tenure for this project will be for a term of 5 years from the date of successful implementation and completion of scope of work. The solution provider will implement this project in a structured and time bound manner. Upon successfully implementing this project (Go Live) the solution provider will run it on a BOOT model for 5 years.

3. This invitation to the Tenderers is for carrying out following tasks for Dr. Panjabrao

Deshmukh Krishi Vidyapeeth, Akola University.

Implementation of Integrated University Management Software solution a) Process study and Gap Analysis. b) System Implementations c) Creation of necessary IT infrastructure. d) Training e) Support & manpower services.

4. Tenderers 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.

5. Sealed offers prepared in accordance with the procedures enumerated in clause 1 of Section

2 should be submitted of the University not later than the date and time laid down at the address given in Clause B – ‘Key Events’ of Section 2 in the Schedule for Invitation to Tender.

6. All bids must be accompanied b y the earnest money of Rs. 1,00,000/- in the form of

Demand Draft / Bank Guaranty in favor of Assistant Registrar, PGI of the University from Nationalized Bank along with a demand draft for non-refundable tender fees of Rs. 5,000/- (Rupees One Thousand Only). Both the demand drafts/ Bank Guaranty should be drawn on a nationalized bank payable in Akola.

7. The tender response should be stamped and signed across all the pages by the authorized

representative of the bidder. Only the authorized representative of the bidders should sign in the tender response. The authorization will be in the form of an authorization letter duly signed by the Managing Director or a Director.


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8. This tender document is not transferable.

9. Schedule for Invitation to tender.

Name of the University: Dr. Panjabrao Deshmukh Krishi Vidyapeeth, Akola. Address at which Tenders are to be submitted:

Dean (Agriculture)

P. O. Krishi Nagar Dr.Panjabrao Deshmukh Krishi Vidyapeeth, Akola-444104

Technical bids shall be opened on 25 t h Feb 2013 and if need be on the following days to be announced on the spot.

Date till which the tender is valid: 180 days from the last date of submission of bids.

10. Delivery period of entire project: 18 months from the date of issue of work order (order of

delivery/implementation should be as per schedule of implementation as laid down on).

Note: 1) The university shall not be responsible for any postal delay about non-receipt or non

Delivery of the document. 2) The Dean (Agriculture) of Dr. PDKV. Akola University reserves the right not to accept a

tender or reject all tenders without assigning any reason.


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SECTION I I

INSTRUCTION TO TENDERERS.

A. INTRODUCTION 1. Procedure for submission of Bids. It is proposed to have a two-bid system for this tender.

i) Technical Bid in First envelope. ii) Commercial Bid in Second envelope.

1.1 The tenderer must place their technical and commercial bids in separate envelopes, super- scribed with separate BID tittles as follows.

TECHNICAL BID FOR IMPLEMENTATION OF INTEGRATED UNIVERSITY MANAGEMENT SOFTWARE SOLUTION

COMMERCIAL BID FOR IMPLEMENTATION OF INTEGRATED UNIVERSITY MANAGEMENT SOFTWARE SOLUTION

1.2 Commercial Bid of only those tenderers shall be opened who qualify based on the Technical discussion and presentation as detailed in the section on Evaluation Criteria.

1.3 Technical Bid Should contain EMD of Rs. 1.00 lack and tender fee Rs. 5000/- as indicated in clause 6 of Section I. Bids enclosed without EMD and Tender fee shall summarily rejected.

1.4 Please note that prices should not be indicated in the technical bid and should be quoted only in the commercial Bid.

1.5 The cover thus prepared should also indicate clearly the name and the address of the tenderer to enable the bid to be returned unopened in case it is received “Late”.

1.6 The bids, received after the last date and time for receipt of bids prescribed in the tender document and declared late by the Tender Evaluation Committee, shall be rejected and or returned unopened to the tenderer.

1.7 Each copy of the tender should be a complete document and should be bound as volume different copies must be bound separately.

2 Cost of Preparation of Tender Document. 2.1 The tenderer shall bear all costs associated with the preparation and submission of its bid,

including cost of presentation for the purpose of clarification of the bid, if so desired by the university and University shall in no case be responsible or liable for those costs, regardless of the conduct or outcome Of the Tendering process.

3 R e s p o n s i v e n e s s

3.1 The tenderer is expected to carefully examine all instructions, forms, terms and

specifications in the tender document. Failure to furnish all information required in the document or submission or a bid not substantially responsive to the tender document in every respect shall be at the tenders risk and may result in the rejection of the bid.


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4 Clarification regarding the tender document 4.1 A prospective tenderer requiring any clarification of the tender document may notify the

University in writing at the university mailing address indicated in clause 8 of section I . The university shall respond in writing to any request for clarification of the tender document, received, not later than 12 days prior to the last date for the receipt of bids prescribed by the University. Written copies of the university response (including an explanation of the query but without identifying the source of Inquiry) shall be sent to all prospective Tenderer who have received the tender documents.

A prospective tenderer requiring any clarification of the bidding documents must submit his queries in writing in the following format only to be considered for clarification.

Sr. no Section no Clause no Reference/subject Clarification sought

The queries not adhering to the above mentioned format shall not be responded.

5 Amendment of Tender Document. 5.1 At any time up to the last date for receipt of bids the University, may, for any reason,

whether at his own initiative or in response to a clarification requested by prospective tenderers modify the tender document by an amendment.

5.2 The amendment shall be notified in writing or by fax to the prospective tenderers who have received the tender document and shall be binding on them.

5.3 In order to offer prospective tenderers reasonable time or otherwise for any other reason, in which to take the amendment into account in preparing their bids, the University may at its discretion, extend the last date for receipt of Bids.

B PREPARATION OF BIDS 6 Language of Bids 6.1 The Bids prepared by the tenderer and all correspondence and documents relating to

the bids exchanged by the Tenderer and the University shall be written in the English language.

7 Documents Comprising the Bids. 7.1 The bids prepared by the tenderers shall comprise of following components.

a) Technical bid (2 copies + 1 soft copy) shall consist of the following:- i) Original Bid document along with clarifications issued by University if any duly signed

& stamped by the bidder ii) Proposed solution and its existing functionalities in detail. Proposed

implementation methodology, Customization methodology and development tool and detailed technical specifications for undertaking tasks/projects specified under section IV, along with supporting documents and all information necessary for proper technical evaluation as per the parameters in technical evaluation table.

b) Commercial Bid (only one copy) consisting of the following:- i) The Tenderer shall indicate the firm price for indicated tasks/scope of work in

the proforma III as per the terms of reference given in the Technical Specifications.


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C KEY EVENTS & DATES:

Earnest Money Deposit Rs. 1.00,000/-

Cost of the Tender Form Rs. 5000/- Last Date for submission of Technical and Commercial Bid

22nd Feb 2013

Date and Time of Opening Technical Bid 25th Feb 2013 (This date may Change) Date of Technical Presentation 25th Feb 2013 (This date may change) Date and Time of Opening Commercial Bid Will be announced latter Validity of tender 180 Days Contact Person Officer in Charge, ARIS cell( University

Computer Centre), Dr. Panjabrao Deshmukh Krishi Vidyapeeth, Akola PH . 0724-2258606 Email-Id: [email protected]

D. BID OPENING Opening of Technical bid

The University will first open the technical bid on the notified date and time of the tenderer in the presence of the Tenderer or his representative who choose to attend.

TECHNICAL EVALUATION

The bidders will be evaluated on QCBS (Quality cum Cost Basis Selection) System.

The information furnished by the bidders in the technical bid and technical presentation shall be the basis for this evaluation. In case any of the information is not made available, the Committee will assign zero marks to that item. Bidders must note that the technical evaluation will be carried out prior to opening of any Commercial Bids.

The guidelines for evaluation have been designed to facilitate the objective evaluation of the Technical & Commercial bids submitted by the bidder. The evaluation process would rank the bidders based on their composite score computed as weighted average of the Technical and Commercial scores in the manner prescribed below. There will be a weightage of 70% for Technical Bid and 30% for Commercial Bid.

The evaluation process would comprise of two stages as Technical evaluation and


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Commercial evaluation.

A maximum of 100 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 guidelines given below. If any bidder is found to be technically inadequate to the requirements of the University, i.e. if the technical score is lower than 70, then that bidder’s Commercial Bid will not be opened.

After technical evaluation, the University will open the commercial bid of those bidder(s) whose technical score is higher than 70, even if there may be a single qualified bidder.

Technical evaluation of the bidders will be done based on the criteria and points system as specified below.

Sr. No.

Criteria Description/documents to be submitted

Point System Max Points

1

Past Experience of Bidder

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1.1 The bidder should have experience in running projects / IUMS projects on Managed Services / BOOT model (Overall at least two projects details required)

Details of the project along with Purchase Order / Agreement & Vice Chancellor testimonial compulsory.

5 marks for running successfully at least one entire IUMS project in other Agricultural University or 3 marks for running successfully at least one entire IUMS project in other than Agricultural university (Project Should be in GO-Live State)

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Details of the project along with Purchase Order / Agreement & Client testimonial compulsory

5 marks for handling at least one entire project on managed services/ BOOT model

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1.2 Networth Certificate issued by Chartered Accountant

Rs. 5 Cr – Rs. 10 Cr: 1 mark Rs. 10 Cr – Rs. 30 Cr: 2 marks Rs. 30 Cr – Rs. 50 Cr: 3 marks Rs. 50 Cr – Rs. 100 Cr: 4 marks More than Rs. 100: 5 marks

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1.3 CMMi/ ISO Certification

Valid certificate CMMi level 3: 3mark CMMi level 5: 5 marks Or ISO 9001 certification: 2 Marks Or ISO 9001 and 14001 certification: 3 Marks

5


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2 Solution Proposed for this project 50 2.1 Proposed

Software Solution compulsorily having its own inbuilt demonstrable Platform availability for easy & fast customization & implementation capability.

Requirements addressed as mentioned in different parts of the RFP and the quality as well as the relevance of the solution

Evaluation Committee will evaluate whether all the points / requirements mentioned in the RFP are addressed well and award points accordingly, the important parameters being:

a) Proposed methodology for setting up & managing data centre (7) b) Solution Architecture. with demonstrable Customization Platform(5) c) Security Architecture (5)

d) Functional Architecture with demonstrable Customization Platform (3) e) Project Team deployment plan (3) f) E-content creation (3) g) Application deployment and testing strategy (4) h) Quality Control Procedures suggested by bidders (5) i) Comprehensiveness of Bill of Materials along with their quantities (5) j) Proposed solution is multi-lingual and takes input at field level in local language(5) k) Proposed solution provides output reports in local language and Dynamic Report Writer(5)

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3 Work Plan Approach and Proposed Methodology including training and project organization

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3.1 Detailed Implementation Plan

The project implementation timelines to be looked into from an overall project duration point of view

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3.2 Project Approach and Methodology with emphasis on the application platform capabilities.

The overall approach and methodology to be looked into with emphasis on the application platform capabilities and technology availability

The overall approach and Methodology adopted by the Bidder to implement the project to meet the Timelines.

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3.3 Detailed Work Plan

The description and quality of the work plan to be looked into

Subjective Criteria:- The detailed Project Plan including day wise, week wise activities with Work Breakdown Structures, Project estimates, milestones etc.

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3.4 Training Proposed Training and Change Management plan description to be looked into

Subjective Criteria:- The Evaluation Committee will evaluate on the basis of - Proposed Training Schedule - Areas/domains coveredD - Number of personnel to be deployed for training with location of training

5

3.5 Quality and profile of people proposed

Number and Quality of people proposed

Relevance of the profiles along with their educational qualifications, experience

5


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Opening of Commercial Bid:

Financial bids of only those bidders who qualify on the basis of evaluation of technical bid and presentation will be opened in the presence of the qualified bidder and their representatives on notified time and date which will be communicated to the qualified bidders well in advance.

The Commercial Bids of only those bidders will be opened, whose technical bids were found to be substantially responsive and who scored the minimum 70% marks for technical qualification as mentioned in this RFP. The date and time declaration of the results of technical bids and the opening of financial bids will be communicated to all the bidders who have submitted the bids.

EVALUATION OF COMMMERCIAL BIDS

The commercial bids of only technically successful bidders will be opened. PDKV is not bound to select the bidder basis lowest cost.

a) The evaluation will carry out if Commercial bids are complete and computationally correct.

Lowest Commercial bid (denoted by symbol “F (m)”) will be allotted a Commercial score of 100 marks. The Commercial score will be denoted by the symbol “S(r)”. The Commercial score of other bidders will be computed by measuring the respective Commercial bids against the lowest proposal.

b) These Commercial scores will be computed as: S(r) = 100 * (F (m) / F ) where F is the

Commercial bid of the bidder whose Commercial score is being calculated. The Commercial score shall be out of a maximum of 100 marks.

COMPUTING THE FINAL SCORE:

The composite score is a weighted average of the Technical and Commercial Scores. The weightages of the Technical vis-à-vis the Commercial score is 0.70 of the Technical score and 0.30 of the Commercial score. The composite score (S) will be derived using following formula :

S = (S (t) * 0.70) + (S (r) * 0.30).

Thus the composite score shall be out of a maximum of 100 marks.


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AWARD CRITERIA

The responsive bidders will be ranked in descending order according to the composite score as calculated based on the above formula. The highest-ranking vendor as per the composite score will be selected.

In case of a tie for total highest marks, the bidder with a superior solution who has been given the higher technical score amongst the bidders with the tied composite scores shall be awarded the contract. In the event of this winning bidder not accepting the contract or not completing the formalities after the issue of the Letter of Intent within the stipulated period, then PDKV shall award the contract to the bidder with the next highest composite score, provided the commercial bid of this bidder is less than or equal to that of the original winning bidder. In the event of the commercial bid of the bidder with the second highest composite score being higher than that of the original winning bidder, PDKV shall seek written confirmation from the second-ranked bidder to match the commercial bid of the original winning bidder. If the second ranked bidder agrees in writing to match the commercial bid of the original winning bidder, then PDKV shall award the contract to this second-ranked bidder.


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SECTION III

TERMS AND CONDITIONS OF THE TENDER 1 STANDARDS: 1.1 Work executed under this work order shall conform to the standard mentioned in the

Fine-tuned Technical Specifications. 2 ELEGIBLE TENDERERS. 2.1 The Dean(Agril.) reserve the right to carry out the capability assessment of the

tenderers and the Dean(Agril.) decision in this regard shall be final and binding to all. 2.2 Upon award of work order, within 15 days the successful tenderer shall sign a service

level agreement with the University. 3 DELIVERY PERIOD AND INSTALLATION

3.1 The successful completion period of the said tasks should be adhered to as shall be mentioned in the AWARD OF WORK ORDER. The supply of each phase shall actually be deemed to have been completed on completing the User Acceptance Test (UAT) for that phase.

3.2 The software shall be implemented at the University at the cost of the tenderer.

4 DELAYS IN THE TENDER PERFORMANCE AND PENALTY: 4.1 Delivery of the items shall be made or the work order Services shall be completed

provided by the tenderer in accordance with the time schedule specified by the University in this schedule of requirement.

4.2 Any delay failure by the tenderer in the performance of its delivery obligations shall render him liable to penalties as specified in the service level agreement (SLA) to be signed within 15 days from the date of issuing of the work order.

5 T I M E LIMIT FOR COMPLETION OF THE TASK: 5.1 The University requirement for the completion schedule of different tasks under the work

order is given below: 5.2 Task I to Task VII of the scope of work indicated in section IV shall be completed within

period agreed/specified by the university. 5.3 The above time limit may be fine- tuned in consultation with the tenderer at the time of

award of work order depending upon the nature/scope of the work, which will be binding on the parties thereafter.


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6 STANDARD OF PERFORMANCE. 6.1 The tenderer shall carry out the supply order/ services and carry out its obligations under

the work order with due diligence, efficiency and economy in accordance with generally accepted norms techniques and practices used in the industry. Then tenderer shall also adhere to professional engineering and consulting standards recognized by international professional bodies and shall observe sound management, technical and engineering practices. He shall employ appropriate advance technology, advanced software development tools and effective methods. The tenderer shall always act in respect of any matter relating to this work order, as faithful advisors to the University and shall, all times support and safeguard the University legitimates interests in any dealings with the third party.

7 USE OF DOCUMENT AND INFORMATION: 7.1 The tenderer shall not, without the university’s prior consent, disclose the agreement or any

provision thereof or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of University in connection there with to any person other than a person employed by the tenderer in the performance of the agreement. Disclosure to any such employed person shall make in confidence and shall extend only as far as may be necessary for purpose of such performance.

7.2 Any document, supplied by the University other than the work order itself shall remain the property of the University and shall be returned in all copies to the University on completion of the tenderers performance under the work order if so required by the University.

7.3 The tenderer shall own all the software, hardware, fixtures, fittings, machinery and equipment on the site, supplied in connection with the implementation of the University Management System in the University till the contract period.

8 EARNEST MONEY: 8.1 Tenderer shall submit the earnest money (EMD) of RS. 1,00,000/- in the form of Demand

Draft / Bank Guaranty in favor of the Registrar, Dr. Panjabrao Deshmukh Krishi Vidyapeeth, Akola from Nationalized bank. The EMD of the unsuccessful tenderer will be returned not later than 30 days from the date of award of the work order to the successful tenderer.

9 SCHEDULE OF PAYMENT 9.1 Payment shall be made by the University only after completion, installation,

commissioning and acceptance of the task allotted in each phase (phase wise) in the schedule to the entire satisfaction of the University or any other agency nominated by the university. However, some proportionate amount (approx. 20 % of estimated cost of the project) will be disbursed in advance against initial investment to be done by bidder in hardware for data centre setup, which will be adjusted in future payments.

10 SERVICE PERIOD: 10.1 The service period for the running of software shall be five years from the date of

successful installation and the date of UAT during which period the tenderer shall extend all support free of cost to attend to all complaints and fix them successfully.


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However, the tenderer shall be responsible for providing Technical Support for successfully running of the Application software, so developed, at least for the period of 10 years after the date of expiry of agreement period under annual maintenance contract.

11 PRICES: 11.1 The price quoted for the Services shall be valid for a period of five years and shall not be

subject to any changes what over. The rates should be quoted inclusive of supply, installation, commissioning, acceptance, warranty and maintenance during service period and delivery as per schedule specified in the award of work order.

12 TAXES AND DUTIES : 12.1 The tenderer shall be entirely responsible for all taxes, duties, license fees, Octroi etc.

incurred until delivery of the work order Goods to the purchaser. 12.2 The tenderer must also note that in the event of the University making available of any

special form applicable to Government Purchase sales tax shall be payable only as per the rates application there in.

13 TERMINATION FOR DEFAULT: 13.1The University may, without prejudice to any other remedy for breach of agreement,

terminate the work order in whole or in part, by written notice of default sent to the tenderer, and the performance guarantee shall stand forfeited if.

13.1.1 The tenderers fails to delivery any or all of the obligations within the time period(s) specified in the work order/ agreement, or any extension thereof granted by the University.

13.1.2 The Tenderer fails to perform any other obligation(s) under the work order/agreement and fails to rectify it within the notice period for the rectification of the same.

14 TERMINATION FOR INSOLVENCY: 14.1 The University may at any time terminate the work order by giving written notice to the

tenderer without compensation to the tenderer if the tenderer 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 “NO CLAIM” CERTIFICATE: 15.1 The tenderer shall not be entitled to make any claim, whatsoever, against the University

under or by virtue of or arising out of this work order/agreement nor shall the University entertain or consider any such claim, if made by the tenderer after he shall shave signed a “NO CLAIM” certificate in favor of the University in such forms as shall be required by the University after the works are finally accepted.

16 SUSPENSION : 16.1 The university may by a written notice of suspension to the tenderer suspend all payment

to the tenderer under the work order if the tenderer fails to perform any of its obligations under this work order/agreement, ( including the carrying out of the services) provided that such notice of suspension. 17.1.1 Shall specify the nature of the failure and 17.1.2 Shall request the tenderer to remedy such failure within 60 days period form the date

of receipt of such notice of suspension by the tenderer.


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17 CONFIDENTIALITY: 17.1 The tenderer and their personnel shall not, either during the terms or after expiration of

this work order, disclose any proprietary or confidential information relating to the services, agreement or the universities business or operations without the prior written consent of the University.

18 PASSING OF PROPERTY: 18.1 Ownership of the hardware, software, documentation and any other assets created during

the service period under the work order shall pass to the University immediately after completion of the service period. The tenderer shall transfer the ownership of the entire solution in a functional state and all the hardware installed by them also in functional state without any cost to the University only at the end of full term.

19 FORCE MAJEURE: 19.1 Notwithstanding the provisions of the tender, the tenderer shall not be liable for forfeiture

of its performance security, liquidated damages or termination for default, and to the extent that, its delay in performance are other failure to perform its obligations under the work order/agreement is the result of an event of Force Majeure.

19.2 For purposes of this clause, “Force Majeure” means an event beyond the control of the tenderer and not involving the tenderer and not involving the tenderer’s fault or negligence and not foreseeable. Such events may include but are not restricted to , act of the University either in its sovereign or contractual capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.

19.3 If a Force Majeure situation arises the tenderer shall promptly notify the University in writing of such condition and the cause thereof. Unless otherwise directed by the University in writing, the tenderer shall continue to perform its obligations under the work order/agreement 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 work order by giving a written notice of minimum 30 days to the tenderer if as a result of Force Majeure the tenderer being unable to perform a material portion of the services for a period of more than 60 days.

20 GOVERNING LANGUAGE: 20.1 The work order /agreement shall be written in the language of the bid, as specified by the

University in the instructions to the tenderer. Subject to clause 6 of section 2 that language version of the work order/agreement shall govern its interpretation. All


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correspondence and other document pertaining to the work order/agreement which are exchanged by the parties.

21 OTHER CONDITIONS: 21.1 The University shall be free to use the software at any number of its location. The

Tenderer shall provide implementation support at agreed terms and conditions. 21.2 When some latest technology or equivalent is introduced on these systems by the

tenderer the same shall have to be offered to the University, if needed, on mutually agreed charges.

21.3 All disputes, differences claims and demand arising under or pursuant to or touching the work order/agreement shall be referred to the sole arbitrator who shall be appointed by the Vice Chancellor of the Dr.PDKV, AKOLA. The award of the sole arbitrator shall be final and binding on the both parties under the provisions of the Arbitration Act 1996 or by statutory modification reenactment thereof for the time being in force. Such arbitration shall be held at Akola-Maharshtra.

21.4 In all matters and disputes arising there under, the appropriate Courts in the state of Maharashtra shall have jurisdiction to entertain and try them.

21.5 HRD and training shall be integral part of the work order. The tenderer will have to place required numbers of professionals at the University during the service period for managing the entire services.

22 RIGHT TO ACCEPT ANY BID OR REJECT ALL BIDS:

The Dean(Agril.) reserve the right not to accept any bid and to annul the tender process and reject all the bids at any time prior to award of work order, without thereby incurring any liability to the affected tenderers or any obligation to inform the affected Tenderers of the grounds for the action. PDKV also reserves to itself the right to accept any bid in part or split the order.

23 NOTIFICATION OF AWARD:

Prior to the expiration of the period of the bid validity, the University will notify the successful tenderer in writing that his bid has been accepted. The notification of award will follow signing of the agreement by both the parties.

24 SIGNING OF AGREEMENT:

The University and the successful bidder will sigh the Service Level Agreement (SLA) Incorporating all the term and conditions agreed between the two parties. This will be completed within 15 days of issue of the work order.

25 PERFORMANCE GURANTEE.

Within 15 days of the receipt of notification of award of work order, the successful Tenderer shall furnish the Performance Guarantee in accordance with the conditions laid down. Failure of the successful tenderer to comply with this requirement can constitute sufficient ground for the annulment of the award and forfeiture of the bid security in which


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event the University may makes the award to the next lowest evaluated Tenderer or call for new bids.

Performance Guarantee will be 10% of the estimated annual contract value which will be renewed every year up to the service period. The Earnest money deposit amount Rs. 1 lakh would be returned to the successful bidder on receipt of Performance Guarantee. The Performance Guarantee should be in the form of Bank Guarantee (to be denominated in Indian Rupees) issued by a Public Sector Bank. No Interest shall be payable on the amount.

26 PAYMENTS:

The University will make payment at the agreed rate on per user basis and on terms and conditions as laid down in the agreement.

27 CHANGE ORDERS:

The University many, 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 in any one or more of the following: Design, Specifications, Requirements and the Software or Service to be provided under the work order/agreement.

28 SITE PREPARATION:

The University is solely responsible for the preparation of the site in compliance with the technical land environmental specification defined by the tenderer. The University will designate the installation sites before the scheduled installation date to allow the service provider to perform a site inspection to verify if any, should be submitted within the first 30 days after signing the Service Level Agreement (SLA) with Dr. Panjabrao Deshmukh Krishi Vidyapeeth, Akola

29 SCHEDULE OF IMPLEMENTATION:

The total time limit for the successful implementation of the solution shall be 18 months from the date of signing the agreement which will be excluding the time required for approvals for the critical intermediate submissions. Time required for approval in normal circumstances may not exceed 20 working days for each such critical deliverables.

30 SERVICE LEVELS:

Service Level Agreement (SLA) is the contract between Purchaser and the Successful Bidder. SLA defines the terms of the successful Bidder’s responsibility in ensuring the timely delivery of the deliverables and the correctness of the same based on the agreed Performance Indicators as detailed in the Agreement. The SLA’s shall be defined post award of contract between the University and the bidder. The successful Bidder has to comply with Service Levels requirements to ensure adherence to project timelines, quality and availability of services. The successful bidder has to supply software/ automated tools


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to monitor all the SLAs mentioned below.

1. Timely Delivery 2. Correctness of Delivery 3. Complaint Resolution Time 4. Installation of Hardware and Network Equipment

31. SCHEDULE OF IMPLEMENTATION:

The total time limit for the successful implementation of the solution shall be 18 months from the date of signing the agreement which will be excluding the time required for approvals for the critical intermediate submissions. Time required for approval in normal circumstances may not exceed 20 working days for each such critical deliverables.

Milestones for the accomplishment of various stages of the project shall be as under:

Phase Activities Timeline (months)

Phase I 1. Data Centre setup at University 2. Admission Management System 3. Examination (Result) management system 4. Result announcement system 5. Hostel Management System 6. Self Service Portal for Students and Farmers 7. Document management system

6

Phase II 1. Online File Tracking System 2. Store Inventory and Purchase Management System 3. Seed Inventory Management System 4. Online Recruitment Management System 5. Establishment Management System

6

Phase III 1. Financial Accounting System 2. Online Budget Management system. 3.Payroll Management System 4. UEPF and DCPS management system 5. Pension Management System 6. Online E-tendering System

6


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SECTION IV SCOPE OF WORK AND TECHINICAL SPECIFICATIONS

A. SCOPE OF WORK. 1 TASK- I : Detailed Process Study.

Detailed analysis of the existing systems whether automated or manual. This shall include analysis of documentation in use, detailed information, requirements, reporting procedures and formats, reporting level, coding and classification being followed etc.. Identification of unique data element their size, format, source, use and sequence of data storage, data volume, its frequency of updating, responsibility of the departments/section for updating inter-system flow of data current volume and growth rate etc.

2 TASK- II: 1.1 System Configuration and Implementation Items: The Tenderer is accepted to configure

and Implement the proposed system compulsorily having its own platform for easy & future customization keeping in view the following points. a. Setting of State of art data centre for security purpose b. Ensure quick retrieval/access and also improving response time. c. The tenderer should also make provision to interface. d. The system should also have provisions to interface with other present computerized

system/migration of data from current system prevailing in the University. e. The system should be completely menu driven and user friendly in all respects using

GUI. It should support point and click technology with minimum data entry/typing. f. As far as possible it should be single on line application with single point data capture

and global access. g. It should be robust system which is crash proof, fail safe, easy to restore and secure. h. While configuring and implementing the deployment of proposed Application software,

the tenderer consider and utilize the work already done by the University in this field this factor should also be considered while estimating the cost.

i. Maximum level of parameterization to meet the frequent need for changes without disturbing the software.

j. Provision to review report on screen. Both horizontal as well as vertical scrolling available while viewing some reports.

k. Provision to mark reports optional or mandatory through parameters. l. User access should be there based upon their functional areas like clerk, Assistant

Registrar, Section Officer etc and user level should be assigned to each user depending upon his functional areas. Role based security should be implemented.

m. User id and password should be allocated to each user so that no unauthorized can work on the machine.

n. Access to menu items for execution should be restricted up to user level. o. Provision for temporarily disabling users against unauthorized use. p. L o c k i n g of user screen provision should be there. Auto locking of screen also

should be allowed if no activity is performed for specified time.


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q. The proposed system should support multiple languages at the discretion of the user. 3. TASK-III 3.1 Data Load And Acceptance Testing.

After completion of the above tasks, the tenderer shall be asked to implement the systems. System Implementations for each application shall include.

a. Collection and preparation of data b. Data Entry and Validation c. Trial run with live data for 6-8 weeks under actual conditions d. Implementation of system and handling over to the users for acceptance

and operations. e. Preparation of user Manual.

The duration of the trial run for the system shall be mutually decided by the University and tenderer keeping in view the complexity of the system.

4. TASK- IV 4.1Training

The tenderer shall provide training on appropriate aspects of the Software per module at appropriate location of the concerned department to System Analysis, Programmer, Operating staff, senior executives etc of the user department or such other persons nominated by the University.

5. TASK-V 5.1 Maintenance of Application System

--Maintenance of Application Systems shall include: --Maintenance of Application System during warranty and support period i.e. for a period

of five years from the date of Go Live. During this period system will be supported for any issues as reported by the users.

-- Maintenance of Application System after the expiry of the warranty period on agreed terms.

--For development of any additional functionality or report programs or to undertake Substantial modification/changes may be indicated separately.

6. TASK-VI 6.1 Provide Application Support

6.1.1 Update the application from existing functional view point as & when required 6.1.2 Set up teams as deemed necessary comprising of the following:

a) System Administrators (1) b) Data Entry Operators (1)


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6.1.3 The proposed team shall be there at the disposal of the University for the entire period of the contract and shall be required to support the university in the implementation and the running of the software.

The terms of Reference mentioned above are indicative only and may undergo change at the time of Award of Work order.

7. TASK-VII 7.1 Technical /Functional Specification.

The information provided here is the minimum requirement from the University to the tenderer of the Integrated University Management System. The scope of the work may be broadly defined as providing accustomed solution to implement a University Management Process Automation System that shall allow Dr. Panjabrao Deshmukh Krishi Vidyapeeth, Akola a well-defined over all process management. The software should be capable of being used by the University offices, departments, Government and affiliated colleges, Research stations, Krushi Vigyan Kendras across the Vidharbha Region for their respective academic and non-academic processes.

The System May be broadly divided into following modules

Phase Activities Timeline (months)

Phase I 1. Data Centre setup at University 2. Admission Management System 3. Examination (Result) management system 4. Result announcement system 5. Hostel Management System 6. Self Service Portal for Students and Farmers 7. Document management system

6

Phase II 1. Online File Tracking System 2. Store Inventory and Purchase Management System 3. Seed Inventory Management System 4. Online Recruitment Management System 5. Establishment Management System

6

Phase III 1. Financial Accounting System 2. Online Budget Management system. 3.Payroll Management System 4. UEPF and DCPS management system 5. Pension Management System 6. Online E-tendering System

6


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Functional Requirements 1 Data Centre setup at University

State of art Data centre required with necessary hardware like Servers, SAN as per existing requirement, which may be scalable in future and secured. The Vendor should also provide necessary Disaster recovery facilities during the service period by setting DR on cloud or at their sight.

2 Admission Management System Part A

Upload/ download of application forms Online Registration Online fees payment through secured payment gateway Student Profile (Mailing list and SMS list) Enrollment and roll number generation Special Configurable Treatment for Reserve class students Configurable Enrollment Generation

Part B Multiple College Creation Degree Type Creation (UG, PG, Ph D, certificates courses Degree Creation Degree Course Creation Degree rules creation Student course allocation Student / Faculty timetable creation Scholarship, concession to the students management Student attendance Academic calendar Faculty course allocation Exam creation Internal External class tests etc. Degree semester creation Academic year creation Bonafide and relieving certificate creation Statistical Report Generation

3 Examination (Result) Management System Examination Rules and configuration Roll number allocation for examination Examination centre allocation and seating arrangement External examiners management and paper/setters management Internal marks feeding online Faculty assessment feeding Examination attendance Answer sheet encoding and report Final marks feeding Result generation and notification


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Rank list preparation Re-evaluation Grade card generation Transcript sheet generation Degree generation Certificates printing Student fees management

4 Result Announcement System Students should receive the following result Examination Result by Telephone Examination Result by e-mail Examination Result by SMS on mobile phones Results of University Exam, verification, revaluation results Invitation e-mails or letters to examiners/staff Important Notices and e-mails and SMS Emergency Circulation, alert messages & warning by SMS

5 Hostel and Guest House Management System Creation of Building and Block information Provision for creating room types(Single/Double) Room allotment to the student Online vacancy position of the room Student Leave Register Monitoring visitors and Guest Register Monotoring the students hostel activity Transfer of Rooms/Beds Room Evacuation Mess/ Canteen Management System Fee and Fine collection This system should be customized also for Guest House Management.

6 Self Service Portal for Students and Farmers Development of Self Service portal for displaying the information to the students, parents and farmers interactively through Kiosk

7 Document Management System All the activities related to the document management Scanning of file, workflow of document approval and activities, archiving of document, retrieval of documents, compression of file, download /upload of document, document attachment, controlled access to documents based on roles defined by University authorized personnel, locking of document, searching of document at multiple levels. Work to do Digitization of old records in Academics , thesis in library (Approx. 5000), Digitization of all administrative documents and circulars, minutes of meetings etc.


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8 Online File Tracking System The file tracking system should manage all the file movement from one office to other and help university to manage the flow effectively and efficiently, which will include

Maintaining daily record of Inward and outward files, letters, memos, reminders etc. Maintenance of security levels Interaction with multiple campuses, colleges of university for file tracking Maintaining deadline depending upon the type of file Maintaining user levels Numbering of file and maintaining its path

9 Store Inventory(Warehouse) and Purchase Management System Automation of the procurement(purchase) and Inventory part of central store, warehouse and all other offices of the University This system should, keep track of the existing inventory, generates order by following procurement process, perform optimization of resources and generates all types of MIS reports.

10 Seed Inventory Management System It should provide access to sales, customer, order, payment, and inventory information for seeds at various seed sale counter scattered throughout Vidarbha region and online through series of displays and printable reports.

11 Online Recruitment Management System This module should take care of recruitment process for all cadre university posts and mainly includes Committee creation for job openings Publishing new jobs Online application facility for applicant and viewing of application and other reports Screening of application by committee Sending call letter to short listed candidates Examination process and scanning of answer sheets using OCR for objective test papers Preparing merit list post wise, category wise, and also the cut-off list for the same Sending selection letter online or through SMS, e-mail

12 Establishment Management System This system should effectively manage every aspect of University human resources and should perform following activities Recording of Joining Details and maintaining annual confidential report of employee Recording of Service book details of all employees including retired employee, including all types of leave details and issuing employee identity cards.

13 Financial Accounting System This module shall calculates the account in two major blocks- receipt and payment considering numerous sub-heads and should produce reports like periodic ledger, Balance sheet, location wise income/expenditure, funds and grants received, statement of expenditure. This system should maintain bank book, cash book, cash flow

14 Online Budget Management System This module should assist University to plan annual budget and distribution of funds. It should keep track of expenditure done by departments, colleges and other offices by


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receiving the online monthly expenditure statement from various offices. This system should make provision to make supplementary budget for the departments, sharing the data with monthly expenditure statement for generating reports. Through this University budget department should be connected to other accounting offices of the University.

15 Payroll Management System This module should take care of activities like payroll process, employee salary slips, leave management, tax management, detailed bank statements to be sent to the bank, loans, UEPF and ESI and Conveyance as per vouchers. It should have auto salary transfer to employee accounts after the sanctioning of accounting officers.

16 University Employee Providend Fund (UEPF) and Defined Contribution Pension Scheme( DCPS) These two provident fund schemes are implemented by the University. This system should maintain the records related UEPF and DCPS deductions from the employee salary. In addition to this it should take care all other records related provident fund like UEPF or DCPS number, nominee of an employee, annual interest calaculation, loans and refunds against UEPF, DCPS and generate the necessary reports to the employee annually and ledger maintenance report.

17 Pension Management System This module should maintain the details of retired employees. It should maintain all kinds of pension normal and family pension and should include Complete details about the pensioner and family pensioner Monthly pension and Family pension amount details Calculation of termination, retirement, death, disability and accrued benefits Generation of forms and letters Individual user login for security All types of MIS reporting

18 Online e-Tendering system This module should manage the entire Tendering Cycle Online which will include

Tender Notice Creation Vendor Registartion Publication of Tender document online Tender Promotion Tender Document Submission of price bid Pre bid mitting Payment gateway Tender storage and opening Tender evaluation Negotiation Tender award Tender audit Maintaining file life Generation of Reports according to the levels and role assigned to the user


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IT Infrastructure Procurement details

The following considerations should be borne in mind by the bidder for the hardware and network components design and specifications:

• Maintainability, reliability and robustness of the hardware and network equipments involved in Data Centre is more important than the 'state of art' technology

• Components specifications should take care of future growth and expansion of services.

• The bidder shall provide Status Reports and Participation in Status Reviews • The bidder shall provide all necessary documentation

Procurement, Supply and Implementation of hardware The Successful Bidder shall procure the materials and equipment as required (based on indicative Bill of materials) and given as part of the Successful Bidder’s response. However, it should be noted that the successful Bidder is expected to procure all necessary equipments to run the Data Centre Services and procured Software services. In case, it is identified that certain components are required but not quoted by the successful Bidder, he shall procure the same free of cost for the University. The Successful Bidder shall note that the specification provided is the minimum requirement and the Successful Bidder shall procure better equipment if it is required to meet the service levels mentioned in the RFP.

• The Successful Bidder shall procure and supply all hardware components for data

centre (active as well as passive), racks and software etc (Operating System, database) as per requirements of the RFP/Contract. The minimum specification of the equipments is mentioned in indicative bill of materials. All the software’s shall be licensed.

• All the data created/captured under this project shall also be the property of the University.

• The Successful Bidder shall be responsible for end-to-end implementation and shall provide/supply any items not included in the bill of material but required for implementing and execution of the application and the network. University shall not pay for any of the equipment not quoted in the bid but are required for successful completion of the project.

• The Successful Bidder shall be responsible for delivering the equipment’s to the respective locations.

• The Successful Bidder shall supply all the installation material/ accessories/ consumables necessary for the installation of the systems.


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Indicative list of hardware to be provided by the Supplier at the data center (Bill of materials)

Bill Of Materials for Data Centre

Sr. No.

Material

Description

1

Database Server

2 * Quad core 2.4 Ghz, 8 GB RAM, 300 *3 GB HDD, Raid 5

Controller,

2

Application Server, and

Payment Gateway Server

Quad core 2.4 Ghz, 4 GB RAM, 250 *2 GB HDD,

4

Backup Server

Intel Xeon Quad core processor 2.4 Ghz , 4GB RAM, 250 GB *

2 HDD

5

Storage Box

1 TB (Yearly increment of 1 TB to maximum 3 TB)

6

Operating

system

As preferred by bidder

7

Tape Drive

LTO 4

8

RDBMS

As preferred by bidder

Advanced Server Specifications:

Capability to access and integrate compliant web services. The server should be highly scalable It should support deployment in cluster environment Should support multiple operating systems. Should support unlimited number of Editing and viewing clients. It should also allow multiuser

editing. Should support standard Web server / application server like IIS, Apache, Tomcat, Web Sphere,

Web logic etc Should support unlimited Desktop client connection. Desktop GIS applications with the capability

to consume WMS/ WFS services should be able to connect and use data from the server. Should have the capability to provide services for data extraction, replication, and synchronization,

as well as a framework and tools for managing large spatial datasets in an RDBMS such as IBM DB2, IBM Informix, Oracle, Microsoft Access, Microsoft SQL Server etc.


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Should be capable of maintaining data history, version management and conflict detection / resolution.

Should support database check in – check out / replication functionalities hence maintaining the parent child relationship of Master Database.

The server should have the capability to query across multiple services. Should support Application Developer Tools which Includes Application Development

Frameworks (ADFs) for .NET and Java and Application Programming Interfaces (APIs) for JavaScript, Flex, Microsoft Silverlight/WPF etc.

Web application developers should be able to build responsive, easy-to-use applications. The hosted services integrate with other Web services using standard Web services protocols such

as SOAP and XML. Should be able to support broad range of clients including browsers, desktops, Mobile Handsets.

-sd- Dean

(Agril.)

Dr. Panjabrao Deshmukh Krishi Vidyapeeth, Akola Encls:

1. Proforma No. I, II, III, IV & V under section V.


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SECTION V

Proforma-I

BID PROPOSAL PROFORMA

Tenderer’s Proposal Reference No. & Date Tenderer’s Name & Address

Person to be contacted

Designation

Telephone No. with area code

Email ID

Fax No with area Code

To: The Registrar Dr. Panjabrao Deshmukh Krishi Vidyapeeth, Akola

Subject: Proposal for Implementation of Integrated University Management Software Solution

Dear Sir,

1. We, the undersigned Tenderer, having read and examined in detail the specifications and all bidding documents in respect of IT Services /Supply of IT products do hereby propose to provide Software & Technical Services as specified in the bidding document. 2. PRICE AND VALIDITY 2.1 All the prices mentioned in our proposal are in accordance with the terms as specified in bidding documents. All the prices and other terms and conditions of this proposal are valid for a period of 180 calendar days from the last date of submission of bids. 2.2 We do hereby confirm that our bid prices include all taxes. 3. EARNEST MONEY We have enclosed the earnest money in the form of Demand draft/ Bank Guaranty draft amounting to Rupees one lakh. It is liable to be forfeited in accordance with the provision 5.2 of section III of Tender document.


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4. DEVIATIONS We declare that all the services shall be performed strictly in accordance with the fine-tuned Technical specifications and other tender documents. 5. BID PRICING We further declare that the prices stated in our Commercial Bid proposal are in accordance with your terms & conditions in the bidding document. 6. QUALIFYING DATA We confirm having enclosed the qualifying data as required by you in your tender document. In case you require any further information/documentary proof in this regard before evaluation of our bid, we agree to furnish the same in time to your satisfaction. 7. PERFORMANCE SECURITY We hereby declare that in case the work order is awarded to us, we shall submit the performance Guarantee Bond in the form of Bank Guarantee as per terms of tender document. 8. DECLARATION We hereby declare that our proposal is made in good faith, without collusion or fraud and the information contained in the proposal is true and correct to the best of our knowledge & belief. Bid submitted by us is properly sealed and prepared so as to prevent any subsequent alteration and replacement. We understand that you are not bound to accept the lowest or any bid you may receive. Thanking you, Yours faithfully, Date: Signature: Name: Designation : Company Seal


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Proforma- II

PARTICULARS OF TENDERER'S As of this date the information furnished in all parts of this form is accurate and true to the best of my knowledge. Date : Name : Designation : Company Seal Witness No. 1 Signature : Name : Designation : Address : Company Seal Date:

Signature:


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Proforma-III

Price Schedule

Item No.

Item Specification Cost inclusive of all taxes

1 Implementation of Integrated University Management Software Solution-Price per beneficiary per year --The beneficiary to be considered for this project includes the number of students registered with said University (for implementation of modules in phase 1) as well as staff of University (for implementation of modules in phase 2 and 3)

per beneficiary per annum Rs. (in words)

2 Digitization charges for Document Management System

per page Rs. (in words)

per thesis or dissertations Rs. (in words)

per text book Rs. (in words)

Date : Name : Designation: Company Seal:

Signature


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Proforma IV Bidder Details/Profile

Parameter Details

Name of the Company

Envisaged role of the Company

Address of Registered Office I Head Office

Phone Number (with STD Code)

Fax Number & E-mail id

Constitution (Public Ltd Co., I Pvt Ltd Co.I PartnershipI Proprietary Concern etc)

Date of Establishment

Name of Chief Executive Officer

Name of Contact Person and Phone No

Line of Activity

Date from which the bidder is experienced in similar type of activity

Products Developed I Serviced (Attach

product literature)

Details of Quality Certifications Obtained for the Company & its Products, such as ISO- 9001:2000 etc. (attach Photo copies as proof's)

Total Number of Employees


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Proforma V Authorization Letter

Bidder to provide Authorization letter to the authorized representative. To The Registrar Panjabrao Deshmukh Krishi Vidyapeeth Akola Reg: Authorization letter for Implementation of Integrated University Management Software solution project Dear Sir, We, hereby authorize Mr I Mrs I Ms. to interact, submit the bids, sign the bids, attend pre-bid meeting and negotiate with the University (Dr. Panjabrao Deshmukh Krishi Vidyapeeth) on behalf of the company for the purpose of "University Managed Service" Project. Dated this..................... Day of...................................2013 (Signature) (Name)