TENDER NOTICE The Registrar on behalf of the Pt.Sundarlal

PT. SUNDARLAL SHARMA (OPEN) UNIVERSITY, BILASPUR (C.G.)
TENDER NOTICE
The Registrar on behalf of the Pt.Sundarlal sharma open
university. Chhattisgarh,Bilapsur, invites proposals to implement a
web Enabled University admission system from Registered firms
(either individually or as consortium of companies), who have
proven track record in the software development particularly in the
development of ERP for educational institutions.
The tender document can be downloaded from http:// pssou.ac.in
from 27.04.2015 onwards and can also be collected from store
Incharge of the office. The tender should be submitted on or before
due date in the office of the Registrar , with a non refundable fee
of Rs, 500.00 by way of a Demand Draft in favor of REGISTRAR, PT.
SUNDARLAL SHARMA OPEN UNIVERSITY CHHATTISGARH, BILASPUR
Last Date for Tender Sale
Tender Submitted Date
Tender Opening Date
: 26.05.2015 Time : 05:00 PM
: 27.05.2015 Time : 03:00 PM
: 27.05.2015 Time : 04:00 PM
REGISTRAR
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Pt. Sundarlal Sharma (open) University Chhattisgarh, Bilaspur
Koni Birkona Road Bilaspur (C.G.)
TENDER FORM FOR
Web Enabled University admission System
TENDER NO:114/ 2015 DATED : 27.04.2015
Last Date for Tender Sale : 26.05.2015 Time : 05:00 PM
Tender Submitted Date
: 27.05.2015 Time : 03:00 PM
Tender Opening Date
: 27.05.2015 Time : 04:00 PM
Tender Form
EMD Amt.
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: Rs. 500 = 00
: Rs. 15,000 = 00
1. Scope of Work
1. Student registration and Admission Management: the system will have online application
forms for admission as per the requirements of various programs. The online application will
implement conventional system/Choice Based Credit System (CBCS). The system will enable
students to upload documents, select courses by category and pay fees online. System will
generate a registration number upon successful registration.
2. Fee Module: this module will enable administrators to implement fees based on course
category, student category and some other criteria. The online application will have the ability
for students to pay fees online through net banking, debit cards, credit cards and challan.
3. Admission to study Centre’s: The system should take care of the admission process of all the
study e t e’s and an interface is to be provided so that the information passed onto university
should be on the same format and pattern.
4. Grievance Management: This system will allow students/employees to report grievances to the
university administration. Similarly it will allow the study centre’s to report grievances with the
university. This will increase the communication at each and every level.
2.
Mode of Operation
As explained about the scope of work the bidder will have the following options for
implementation of the ERP.
I.
Pay Per Use Service/Software as Services: The successful bidder may create entire
infrastructure as per the requirement of Pandit Sundarlal Sharma Open University Chhattisgarh
and host the same in its own data centre and provide cloud based managed services to the
Pandit Sundarlal Sharma Open University purely on recurring charges basis. Bidder must submit
pricing for at least 3 preceding financial years.
II.
Pandit sundarlal Sharma open University Chhattisgarh may decide to bear the costs for entire
investment in software design, development, implementation, hardware equipments and
maintenance, in this condition the successful bidder shall be engaged to deliver the services
through service contract. The successful bidder shall be paid on the quality and performance of
the service.
III.
The bidder has to provide the whole service mentioned on turnkey basis with minimum annual
maintenance contract of not less than 3 financial years. In this condition university will provide
space inside university campus to the successful bidder to establish the data centre and to place
the server.
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3. Expenditure and Costing:
Every bidder has to submit the tender with expected costing under the following three heads which will
o ly e ope ed if the idde ’s te h i al p ese tatio fulfills U ive sity’s e uisite :
 CAPEX : Capital Expenditure
 OPEX : operational Expenditure
 AMC : Annual Maintenance Cost
4. Payment
The bidder shall be paid upfront the cost related to CAPEX immediately after successful commissioning
of the project. Thereafter, the bidder could be paid OPEX on quarterly basis subject to the fulfillment of
service levels. The AMC will also be paid on quarterly basis.
5. Delivery Location
The Software and hardware should be installed at the Technical centre specified by the Purchaser.
Vendor shall be responsible for ensuring proper installation, commissioning and working of the software
in all respects. The complete set of operational manual in soft and hard copy form, source code, design
and other documentation required for the continued maintenance should be provided to the Purchaser.
6 . Delivery Period
The Software should be delivered and installed within a phased manner starts one calendar months
from the date of purchase order. The delivery period shall include time taken for all development and
other procedures.
7.Installation
The Vendor shall take full responsibility of installation of the software at site at its own cost. The
Software supplied and installed shall have appropriate licenses and the vendor shall provide licenses and
installation certificates to the Purchaser on commissioning of the system.
5. Eligibility
S.NO Eligibility Criteria
Required Details
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Company must be registered under the Attested copy of certificate of
Indian Companies Act 1956 for at least last incorporation. Attach MOU and articles
3 (three) years. The bidder must provide of association /Partnership deed etc.
details of incorporation details of the
Company
2.
The bidder should have annual turnover of Audited balance Sheet of the firm.
min Rs.25 lakh for preceding last three
financial years (FROM SIMILAR ACTIVITIES OF
BUSINESS) I.E. FOR YEAR 2011-12,201213,2013-14
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3.
4.
5.
6.
7.
the bidder should have been making profit
from last three year I.E. FOR YEAR 201112,2012-13,2013-14
The bidder should have experience in
software development and web portal
development including maintenance for
last 3 years
The bidder should have experience in
implementation of |ERP for state run
universities (Will be given preference)
The bidder should not be blacklisted by any
state or central government agency
Profit and loss account for preceding
last three financial years
Attaché relevant proof
Work order and experience certificates
Submit and undertaking
The bidder should have deposited the cost Yes/No
of tender document i.e. Rs.500/- and
Earnest Money i.e. Rs.15000/-
9. Commissioning
It shall be the responsibility of the Vendor to undertake all activities on commissioning of the software
at site at its own cost. The Purchaser on testing the satisfactory performance of the software and
systems will issue the Certificate of Commissioning.
10. Acceptance Terms
Software acceptance test shall comprise of
- Verification of the software
- Performance tests (separately for each modules)
- Other tests as may be deemed necessary by Purchaser.
(a) Vendor shall have to guarantee that the supplied software shall meet the performance requirement
as demonstrated during the evaluation phase. Vendor shall have to augment the software at its own
cost and expenses, if the supplied software does not meet these performance requirements.
(b) Vendor should successfully complete all the acceptance tests within two weeks from the beginning
of the acceptance testing at site.
(c) The Purchaser reserves the right to reject the software, if any delay exceeds a period of four weeks.
In the event of the cancellation of the order, the vendor shall repay to the Purchaser the full advance
amount, and any other amounts paid to the vendor, with damages.
11. Acceptance
The warranty period shall commence from the date of certification of commissioning of the software by
the Purchaser. The acceptance certificate will be issued by the Purchaser only after clearing all the
outstanding issues and on certification by an Expert Committee duly constituted by the Purchaser that
the Software commissioned has met all the technical and operational parameters. L1 will not be the only
parameter for selection if the final bidder.
12. Maintenance
The maximum time to repair a reported breakdown should be twenty four clock hours (excluding
holidays). Time for this purpose shall be measured as interval between the time of reporting the
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problem and the time when the problem is fully solved making the faulty components/functions fully
operational.
13. Support Strategy
Vendor shall provide effective maintenance support to the Purchaser including training to end-users and
support personnel. In case the Purchaser intends to upgrade or revise the software during the proposed
warranty period, the vendor shall replace the software accordingly.
14. Training
Vendor shall provide different levels of training to all the end users at the premises of the Purchaser, as
and when specified by the Purchaser, free of charge. The training should cover features of the software
and include hands-on-training and exercises. The modules of the training shall be drawn up in
consultation with the Purchaser. The training module should comprise:
- Schedules as per user convenience
- Sufficient copies of comprehensive material, books and hand-outs
- Courseware and other pu li atio s eeti g U ive sity’ eeds.
11. Documentation
Vendor shall have to supply all necessary software documentation and documentation for the training,
use and operation of the software. This shall include original copies per location of the user manuals,
reference manuals, operations manuals etc.
15. Termination
The Purchaser reserves the right to terminate the contract by giving due notice in case of breach of any
of the material obligations under the contract, if committed by the vendor, during the contract period.
The contract may also be terminated in case of any unsatisfactory service performance during the
contract period with due notice.
16. Penalty
Vendor shall have to pay liquidated damages to the Purchaser @ one percent (1%) per week on the
unexecuted value of the order inclusive of all taxes, duties levies etc., per week or part thereof, for late
delivery beyond the delivery period. There shall be an upper ceiling of ten percent of the gross amount
for the penalty to be deducted for any orders. The penalty applicable on the entire order amount shall
be deducted from the payment amount due after acceptance of the software. The Purchaser reserves
the right to cancel the entire order or part thereof, if delay exceeds two weeks from due date of
delivery. All statutory taxes and duties shall be payable by the Vendor and/or recoverable from the
payment to be made to the Vendor.
17. Arbitration
In the event of a dispute or difference of any nature whatsoever between the Purchaser and the vendor
during the course of the assignment arising as a result of this proposal, the same shall be referred to an
Arbitrator to be nominated by the Pandit Sundarlal Sharma Open University Bilaspur Chhattisgarh
(Purchaser). The notice for nominating an arbitrator shall be given within three months of the date of
raising the dispute of difference. The provisions in the Arbitration and Conciliation Act 1996 will be
applicable.
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18. Jurisdiction
The jurisdiction for the purpose of settlement of any dispute of differences whatsoever in respect of or
relating to or arising out of or in any way touching this contract or the terms and conditions thereof or
the construction and/or interpretation thereof shall be at Bilaspur Chhattisgarh.
19. Indemnity
The vendor shall, during the subsistence of the agreement, indemnify the Purchaser from all the claims,
losses and damages caused by the negligence of vendor's personnel to any person or property arising
out of the use or possession of the equipment or location by vendor or its personnel, as also arising out
of any defect in title to the goods.
20. Confidentiality
The vendor shall keep confidential any information obtained under the contract and shall not divulge
the same to any third party. In case of non-compliance of the confidentiality agreement, the contract is
liable to be repudiated by Purchaser. The Purchaser shall further have the right to regulate vendor staff.
The vendor shall not divulge to any person handling other divisions, subsidiaries or groups of the vendor
and its service support agency any information obtained by it in the course of its execution of its work
and all the information gathered by the vendor shall be treated as professional communication and
confidential. Any violation of this clause shall be liable to cancellation of the contract and invoking the
bank guarantee without notice to the vendor.
21. Standards
All standards to be followed shall adhere to Bureau of e Governance, Central Government of India
specifications or other acceptable standards for software.
22. Information to successful bidder
The information to successful vendor will be officially communicated for submitting the financial bid and
technical specification of the hardware / software with detailed proposal for the installation and
maintenance.
23. Earnest Money
The bidder has to submit an earnest money of Rs.15000/- along with the bid in form of D.D or P.O
favoring Registrar Pandit Sudarlal Sharm Open University Bilaspur Chhattisgarh.
24. Application format
The bidder shall apply in 3 envelope system to participate in the aforesaid tender; the 3 envelopes must
contain the following documents respectively:
1. Technical Specifications and presentation
2. Financial Bid
3. D.D for tender document fees and earnest money
25. Presentation
The bidder shall be ready to give a power point/demo presentation in presence of the nominated
committee members which will decide the technical competency of the respective bidder after seeing
the presentation. Financial bid of only those bidders will be opened whose presentation will be upto the
requisite bench mark of the university as decided by the committee.
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FORM – A
DECLARATION REGARDING ACCEPTANCE OF TERMS & CONDITIONS CONTAINED
IN THE EXPRESSION OF INTEREST (EOI) DOCUMENT
To
Registrar
Pandit Sundarlal Sharma Open University,
Koni-Birkona Marg – 492005
Chhattisgarh
Sir,
I have carefully gone through the Terms & Conditions contained in the EOI Document [No.
_____________________________] regarding applications for Expression of Interest (EOI) from
interested entrepreneurs/ companies for the Development of ERP for Pandit Sundarlal Sharm Open
University Chhattisgarh ,. I declare that all the provisions of this EOI Document are acceptable to my
Company/ Consortium. I further certify that I am an authorized signatory of my company and am,
therefore, competent to make this declaration.
Yours very truly,
Name: ________________________________
Designation: ___________________________
Company: _____________________________
Address: ______________________________
________________________________
________________________________
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FORM – B
DECLARATION REGARDING CLEAN TRACK RECORD
To
Registrar,
Pandit Sundarlal Sharma Open University,
Koni-Birkona Marg – 492005
Chhattisgarh
Sir,
I have carefully gone through the Terms & Conditions contained in the EOI Document [No.
__________________________] regarding Expression of Interest (EOI) from interested entrepreneurs/
companies for the Development of Pandit Sundarlal Sharm Open University Chhattisgarh, Chhattisgarh .
I hereby declare that my company/ Consortium has not been debarred/black listed by any Government /
Semi Government organizations. I further certify that I am a competent authority in my company and
has been authorized to make this declaration.
Yours very truly,
Name: ________________________________
Designation: ___________________________
Company: _____________________________
Address: ______________________________
________________________________
_______________________________
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ANNEXURE “A”
Rate for the Web Enabled University admission System
S.N. Particulars
Rate Inclusive of all
1.
CAPEX: (Capital Expenditure)
Rs …………………………….
Please Mention Details
In Words………………………
OPEX: (Operational Expenditure)
Rs …………………………….
Please Mention Details
In Words………………………
AMC: (Annual Maintenance Cost)
Rs …………………………….
Please Mention Details
In Words………………………
2.
3.
Remark
CERTIFICATE
Certified that full contents of tender document have been thoroughly studied and
understood by us before quoting above mentioned unit rate. We shall not claim/charge any other
amount by way of charges, expenses etc. The unit rate quoted by us above is inclusive of
everything.
(Signature of Tenderar with seal)
Name :-……………………………………
Address:- …………………………………
……………………………………………
Note: Kindly submit this format in second number envelop.
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