Tender for development, upgradation of web based software application for Student Information System (SIS) INVITATION OF THE BID

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1 Tender for development, upgradation of web based software application for Student Information System (SIS) INVITATION OF THE BID The Vardhaman Mahaveer Open University, Kota (Raj.) invites proposals from IT / software development companies for development, upgradation of web based software application for Student Information System. About University : Vardhaman Mahaveer Open University (VMOU), Kota formerly known as Kota Open University is established by Govt. of Rajasthan in The University is affiliated with UGC & Distance Education Council, Operating as per DEC Guidelines. Jurisdiction : The University headquarter is located at Kota, Rajasthan and its operational jurisdiction extend to the whole State of Rajasthan. Regional Centre : There are Six Regional Centres located at AJMER, BIKANER, JAIPUR, JODHPUR, KOTA, UDAIPUR. Study Centre : There are about 80 Study Centres presently functioning under Six Regional Centres. SCOPE OF THE WORK VMOU Invites sealed bids for development, upgradation of web based software application for Student Information System as per the specifications at Annexure - 1 from registered Companies / firms having experience in software development. DETAILS OF THE BID (i) Commencement of invitation of bids : 05 March 2013 (ii) Last date and time of receipt of bid : 20 March 2013 up to 03:00 PM Opening of Technical bid : 20 March :00 PM BIDDING PROCEDURE The prescribed tender documents consisting of (i) Technical Bid and (ii) Financial Bid, Opening Procedure of Bid The bids shall consist of two major parts - Technical bid and Financial bid. ONLY technical bid will be opened first without considering the financial bid.

2 Technical Bid Technical bid should contain all the technical specifications, recommendations and other details as deem fit by the developer to evaluate their capability of undertaking the complete design / development / implementation work. The vendors will be first assessed based on the Company Profile having various factors related to their organization, manpower, area of expertise, similar developments and mainly technical proposal and their understanding of the work and demonstrating their capability to successfully execute the work. Developers who may not be able to demonstrate their understanding / capability will be rejected from the process of further evaluation. Developers shall be ranked as per the parameters laid down by the University for relative ranking of their technical bids. Financial Bid For successfully selected developers, the Financial bid shall be opened and compared for financial proposals.. There will be two phases of development / implementation. Vendor will be required to complete both Phase I and Phase II. In case the vendor is unable to deliver the desired results in Phase I, his award of work will be terminated immediately and earnest money will be forfeited. Phase - I Study and reports In the first phase, the developer / vendor will prepare the system study reports along with details of databases, tables, identification of keys, primary, relations, views and basic form layouts specifications as a part of User Interface design. Security considerations - must be clearly mentioned and specified as much details as possible in the phase I. Milestones must be specified, In terms of time schedule and also clear mention of requirements from the University (e.g., sample forms procedures etc) The vendor should do the necessary system analysis and study for preparation of the specifications and submit the relevant specification documents for approval from the IT CELL at VMOU. Time Frame for Phase I The Phase I shall be completed within 6-8 weeks of receipt of the work order.

3 Phase - II Development This is the actual development phase wherein the vendor will be required to develop the modules as per agreed / quoted specifications and milestones. University will provide the hardware platform for testing of the modules / software. The development can be done in the University Primises or also out of the University. However the testing / actual implementation will be done at the University Primises and therefore the desired platform / resources must be clearly stated for actual implementation under the Supervision of IT Cell at VMOU. The vendor should develop the software solution on the basis of such approved specifications and implement the same in consultation with the IT CELL at VMOU. Requirement summary of modules to be integrated with Software given at Annexure 1. There may be modification in requirement during development, If needed. On Delivery / Implementation of the software, the vendor is bound to do the technology transfer to the IT CELL of VMOU, including handing over the complete software source code and technical documentation like DFDs, ERDs, Process flow diagrams, transfer of technical know-how and detailed training as per the instructions of IT CELL at VMOU. The software solution thus developed would remain a property of VMOU and it would have complete copyrights of the software. Time Frame for Phase II The Phase II shall be completed within Six Months after completion of Phase I. In extra ordinary circumtances only, It can be extendable after approval of Competent Authority. Thereafter, support and maintenance of software will be provided by the Vendor for a further period of Three years. Pre Bid clarifications The vendors are welcome to contact the IT cell of VMOU for details of the operation and clear understanding of the process. The University shall provide a basic documentation / presentation related to its operation and also answer the queries of the bidders (up to two days before the last date of the tender opening) - Each bidder shall be given an opportunity to see the presentation and raise questions / ask for clarifications twice in the stipulated period.

4 Section 1 Instructions to Bidders 1. The Vardhaman Mahaveer Open University, Kota is an autonomus Body under Ministry of Higher Education, Govt. of Rajasthan. 2. The tender doucuments can be downloaded from University website 3. No alteration in tender doucument is permitted. If such action is observed at any stage, such tenders are liable for outright rejection & legal action. 4. Only enclosed formats as provided in original should be used. All sheets need to be submitted after affixing seal of the Company and signature of the authorized signatory. 5. Additional sheets, duly authenticated, may be attached to elucidate specifications or clarify the specific issues. 6. Tender document should be signed and stamped by the bidder on each page accepting tender terms and conditions. 7. The prescribed tender document consisting of (i) Technical Bid and (ii) Financial Bid, sealed separately in two different envelopes, superscribing Technical Bid and Financial Bid, and placed in a duly sealed big single envelope superscribing Tender for development, upgradation of web based software application for Student Information System, may be submitted by hand/by Speed Post to office of The Director R.S.D., Vardhaman Mahaveer Open University, Rawatbhata Road, Kota (Raj.) so as to reach the office by up to 03:00 PM. 8. After opening of Technical bids, The Vendors would be given an opportunity to present their technical strength & plan of action. The presentation would start from :00 AM onwards at Gandhi Bhawan Seminar Hall, Vardhaman Mahaveer Open University, Kota. 9. Financial bid will be opened only for those bidders who qualify on the basis of technical Bids. 10. The bidder shall quote the price of the complete project. Applicable Taxes, if any should be clearly mentioned. 11. No price revision/alteration will be allowed after the receipt of the Bid. 12. All prices and other information in this regard having a bearing on the price shall be written both in figures and words in the prescribed offer form.

5 13. Any conditions/terms given in the bid by vendors shall not be binding on the VMOU. All the terms and conditions for the supply, delivery, payment, warranty, penalty, etc. will be as given herein and no change in any term or condition by the vendors will be acceptable. 14. The firms should also submit a list of their clients/customers (with complete name, address of the firms and telephone no. of the contact person therein) along with Technical Bid. 15. Canvassing in any form will be viewed seriously and if any tender is found to be resorting to such practice, the tender of such firm will be rejected. 16. All columns of this bid should be filled. Any additional information should be enclosed separately and referred to in the relevant column of the bid form. All relevant product literature may be enclosed with the bid along with media, if any. 17. Alterations, if any, in the tender document should be attested properly duly signed by the authorized signatory and affixing seal by the vendor, failing which the tender will be rejected. 18. Bids received not fulfilling the prescribed conditions will be summarily rejected and decision of the Institute in this regard shall be final and binding. 19. Fax/Telex/ and incomplete offers will be rejected. 20. The Vardhaman Mahaveer Open University, Kota reserves the right to accept or reject any or all bids in part or full, at its absolute discretion without assigning any reason, whatsoever or any notice. 21. No tender document would be accepted after the date and time given above.

6 Section-2 Conditions of Contract 1. Tenderer should have at least 6 years of experience in the design, development, implementation and maintenance of web based software solution and minimum Turnover of Rs. 40 Lacs per annum. 2. To assist the examination, evaluation and comparison of bids, VMOU, may at its discretion ask the bidder for clarification of its bid including price. The request for clarification and the response shall be in writing. 3. Tenderer should enclosed copies of Registration with Govt. Organization. 4. Delivery and installation period: Within Time frame given for Phase-I & II from the date of work order. The installation report should be signed by the Competent Authority of VMOU IT Cell. 5. Successful tenderer will have to adhere to the delivery schedule strictly. VMOU reserves the right to cancel the work order if project is not executed within the stipulated time and to place the order with other party. 6. Successful tenderer shall have to deposit 5% as Security Deposit of Tender Cost. 7. Agreement will be executed on the Non Judicial stamp of Rs. 100/- within 10 days after receiving the work order. 8. Profession Tax will be deducted as per IT Act. 9. Payment terms: 90% on successful and satisfactory installation certified by authorized Representative of VMOU IT Cell. Balance 10% will be released against the submission of Bank Guarantee from a nationalized/scheduled bank. 10. The supplier s request for payment shall be made in writing accompanied by relevant document such as proper invoice and installation reports duly signed by representative of VMOU IT Cell. 11. Maintenance: The vendor shall maintain the software for 3 (Three) years after the date of implementation. 11. VMOU reserves the right to accept or reject any offers without assigning any reason thereof, and to amend the terms and conditions before award of the work. 12. Any disputes arising out of this tender will be under the jurisdiction of court of KOTA.

7 13. Documents to be submitted: Interested vendors eligible shall furnish the following documents along with Technical Bid :- a) Company Profile b) Write up on company s experience as a provider for software solutions c) Details of similar and relevant projects handled d) Audited financial statement to show work undertaken in last three years. e) Certificate of work undertaken from the agency or department. f) Latest VAT & Professional Tax clearance certificate of firm. g) Financial bid should be enclosed in a separate sealed envelope. h) Certifications like ISO 9001:2008, Microsoft Gold Partner etc, if any.

8 OFFICE OF THE DIRECTOR REGIONAL SERVICE DIVISION VARDHAMAN MAHAVEER OPEN UNIVERSITY, KOTA Rawatbhata Road, Kota (Raj.) TECHNICAL BID 1.0 NAME OF THE WORK Design, Development,Up gradation, Installation of Web based Software Application for Student Information System Including user training & 3 years comprehensive on-site maintenance and up gradation. 2.0 ESTIMATED COST OF WORK Rs. 15,00000/- (Rupees Fifteen Lacs Only) 3.0 EARNEST MONEY Rs. 30,000/- (Rupees Thirty Thousands Only) 4.0 LAST DATE AND TIME by 3:00 P.M. (iii) DETAILS OF THE APPLICANT : 1. Name of the applicant firm : (Attach company Profile) 2. Name of the Proprietor / Director : 3. Year of inception : 4. Address of the Registered Office : 5. Telephone Numbers : 1. Fax Number : 2. & Website Address : 3. Turnover of Previous three Years : (i) Check List for Enclosures: i. Company Profile ii. Empanelment letter with Govt. of Raj. or any other Govt. Agency. iii. Copy of work orders of similar work done for other Universities/Institutes. iv. Copy of audited balance sheet of the previous three years. v. Income tax clearing certificate for the last three years. vi. Copy of Service Tax Registration Certificate vii. Copy of the ISO 9001:2000 certification. viii. Trade Tax Registration certificate ix. Copy of PAN/TAN/TIN (As applicable) x. Earnest Money Deposit.

9 OFFICE OF THE DIRECTOR REGIONAL SERVICE DIVISION VARDHAMAN MAHAVEER OPEN UNIVERSITY, KOTA Rawatbhata Road, Kota (Raj.) FINANCIAL BID Price should be quoted in INR incluvise of all taxes, installation charges with Three Year s comprehensive maintenance & up gradation on-site at VARDHAMAN MAHAVEER OPEN UNIVERSITY, KOTA RAWATBHATA ROAD KOTA (RAJ.) Sno. Description of Work Quoted Rate (In Figures) 1. Design, Development, Up gradation & installation of web based software application for Student Information System including user training & Three Year s comprehensive on-site maintenance and up gradation. Quoted Rate (In Words) Total Bid Price in Rs. In words Signature of Bidder with seal Name Business address Tel. No. & Mobile No. Place: Date

10 FUNCTIONAL REQUIREMENTS SPECIFICATION VMOU Annexure 1 Student Information System VARDHAMAN MAHAVEER OPEN UNIVERSITY, KOTA Rawatbhata Road, Kota (Raj.) Functional Requirement Specification VMOU SIS

11 Technical Details of the proposed software solution: The software solution should be a web application, developed in Microsoft.NET 4.0 Framework platform with SQL Server 2008 R2 as the back-end RDBMS and Crystal Reports 13.0 for Reports or Higher. The software solution should be designed in such a way that it could handle large quantities of data for analysis and generation of reports. Both the software solution and the web interface should be user-friendly and easy to navigate. Required Software developed should be able to integrate and extract the existing data base along with reports from existing SIS package. S no. Work / Modules 1 Web Interface Design 2 User Registration & Security Management 3 Regional Centre Management 4 Study Centre Management 5 Examination Centre Management 6 Examination Time Table Management 7 Programme & Course Management 8 Programme Fees Structure Management 9 Subject & Group Management 10 Counseling Management 11 Evaluation & Result Management 12 Session Management 13 Online Admission Management 14 Offline Admission Management 15 Single Click Student History 16 Identity Card Management 17 Online Entrance Management 18 Online Counseling Management

12 19 Study Material Stock Management 20 Study Material Inventory & Distribution Management 21 Study Material E-Learning Management 22 Assignment / Practical / Project Record Management 23 Online Examination Management 24 Offline Examination Management 25 Examination Hall Ticket / Permission Letter Management 26 Examination Material Distribution & Stock Managment 27 Download / Upload Management 28 , SMS & IVRS Integration 29 Marksheet / Certification / Degree Managment (Dual Language) 30 Training & Placement Management 31 Honararium & Remunation Management 32 Statistics & Reports Managment

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