INDIAN MARITIME UNIVERSITY

Transcription

1 INDIAN MARITIME UNIVERSITY (A Central University under the Ministry of Shipping, Government of India) East Coast Road, Uthandi, Chennai Tel: (044) Tender No.IMU/01/Admission Counselling/ TENDER NOTIFICATION Sealed tenders are invited from reputed Service Providers for conducting Computer-based Online Counseling 2015 for admissions to all UG and PG Programmes of August 2015 batch of the Indian Maritime University. The Tender Document can be downloaded from the website Attendance at the pre-bid meeting is compulsory. The last date for receiving bids is 11 am on 24 th April REGISTRAR

2 Tender Abstract Notice Inviting Tender No. : IMU/01/Admission Counselling/2015 Downloaded from IMU website : From Pre-Bid Meeting : at 11:00 hrs Last Date for Submission of Tender : at 11:00 hrs Technical Bid Opening Date and Time : at 11:30 hrs Price Bid Opening Date and Time : at hrs (tentative). EMD Amount : Rs. 5,000. Address for Submission of Tender : The Registrar, Indian Maritime University, East Coast Road, Uthandi, Chennai

3 Tender for Computer-based (Online) Counseling 2015 of CET-qualified candidates for Admissions to various courses in the IMU Campuses and Affiliated Colleges I. Introduction: The Indian Maritime University, Chennai is a Central University under the Union Ministry of Shipping with all-india jurisdiction, with its own campuses at Chennai, Cochin, Mumbai, Kolkata and Visakhapatnam, and with 37 affiliated colleges. IMU offers various Undergraduate and Postgraduate courses in the Schools of Marine Engineering and Technology, Nautical Studies, Naval Architecture and Ocean Engineering and Maritime Management. Admissions to these courses offered by IMU Campuses and the affiliated colleges are through IMU s Common Entrance Tests (CET). II. Specifications and Scope of the work: 1. IMU is looking for a service provider for the successful conduct of its Computer-based (Online) Counseling 2015 for admissions to all UG and PG courses of August 2015 batch. 2. Only candidates who have passed IMU s Computer-based (Online) Common Entrance Test (CET) 2015 are eligible for admissions to courses in IMU s Campuses and its affiliated colleges. 3. Online Counselling will be done for all the seats available in IMU Campuses and for such of the seats surrendered by affiliated colleges to IMU s Counselling. 4. Online Counselling will be done for the following courses: UG courses: i) Diploma in Nautical Science (DNS) ii) B.Sc. (Nautical Science) iii) B.Sc. (Maritime Science)

4 iv) B.Sc. (Ship Building & Repair) v) B.Tech. (Marine Engineering) vi) B.Tech.(Naval Architecture & Ocean Engineering) PG courses: vii) M.Tech (Naval Architecture & Ocean Engineering) viii) M.Tech.(Dredging &Harbour Engineering) ix) MBA (Port & Shipping Management) x) MBA(International Transportation and Logistics) IMU reserves the right to add or delete any courses. 5. The details of the seats available for Online Counselling for each course and each IMU Campus or affiliated colleges will be made available by IMU in the form of a Seat Matrix. 6. The bidder should have an already-developed (Off-the-Shelf) Online Counseling Software product which can be customized to IMU s requirements with minimal changes in minimal time. 7. The successful bidder must complete the customization and demonstrate at least 2 successful trial runs of the Online Counselling software within 2 weeks from the date of receipt of the purchase order from IMU. Failure to adhere to this deadline will result in summary termination of the purchase order and award of work to another Service Provider. 8. The Online Counselling software must be user-friendly and free from glitches. 9. The Online Counselling software should be capable of i) registering online about 2,000 candidates within the time specified. [N.B. During Online Counselling 2014, 1603 candidates had registered. This was for UG courses only. For Online Counselling 2015, both UG and PG courses are included and so about 2,000 candidates are expected to register for Online Counselling].

5 ii) generating SBI challan for off-line payment of the Counselling Fee of Rs.10,000. Template will be provided. (Candidate must enter the details of the challan payment before he can proceed to enter his choices of courses/imu Campuses or affiliated colleges). iii) enabling the candidate to modify his choices at any time before the last date prescribed for Online Counselling. iv) accepting and integrating the data relating to the Computerbased (Online) Common Entrance Tests furnished by TCS Ltd. v) generating online the First List of selected candidates based on (i) their CET rank, (ii) their category (whether OC, OBC-NCL, SC or ST), (iii) their preferences for courses, and (iv) their preferences for IMU Campuses or affiliated colleges. vi) generating online the Allotment letter to selected candidates. vii) generating online the letter intimating the details of the selected candidates to the respective IMU Campuses/affiliated colleges. viii) facilitating IMU Campuses/affiliated colleges to enter online, the details of candidates who have appeared for Certificate Verification and paid the Programme Fees. ix) generating such other reports relating to Online Counselling as prescribed by IMU. 10. Due to dropouts, it may be necessary for IMU to draw up a Second List or even a Third List of selected candidates and the Online Counselling software should be capable of monitoring the dropouts and developing the second and third lists. A candidate who does not do his Certificates Verification and Payment of Programme Fees within the time prescribed will be deemed to be a dropout. 11. The contract for provision of services for Online Counselling will be

6 initially for one year (2015) and extendable on satisfactory performance one year at a time up to a maximum of 3 years (i.e. up to 2017) at the same quoted price. It shall be IMU s sole prerogative to judge whether the performance of the selected service provider was satisfactory or not and whether to extend the contract for another year or call for fresh tenders. 12. Details of the Online Counselling process will be made available to the bidders attending the Pre-Bid meeting as scheduled. All clarifications must be sought at the Pre-Bid meeting only and no correspondence will be entertained thereafter. 13. The successful bidder/service Provider shall transfer the Master Database relating to the Online Counselling to IMU after the process is completed. 14. The successful bidder/service Provider shall post a member of his staff knowledgeable in Online Counselling at IMU for hand holding during the period from to This staff member shall also liaise between IMU and the Service Provider. 15. If for any reason there has been a complete failure of the Online Counselling process, the Service Provider shall redo the exercise immediately at his own cost. III. Time Line Time is of the essence of this contract. The Time Line for important milestones of Online Counselling (which may be modified slightly by IMU if warranted) shall be as follows: Particulars Time Line Date of issue of the Purchase Order to the successful bidder/service Provider. 28 th Apr 215.

7 Completion of Customization of the Online Counselling software and Demonstration of at least 2 successful Trial Runs by the successful bidder. Before 12 th May 2015 Date of Publication of CET results 13 th May 2015 Online Registration for Counselling for all UG & PG Programmes 20th May th June 2015 Publication of First List of selected candidates 22 nd June 2015 Certificate Verification & Payment of Programme Fees for candidates selected in First List. Publication of Second List of selected candidates 6 th July th July th July 2015 Certificate Verification & Payment of Programme Fees for candidates selected in Second List. 27 h July st July 2015 Commencement of Academic Year rd August 2015 Publication of Third List of selected candidates (if necessary). 3 rd August 2015 IV. Eligibility/Qualifying Criteria 1. The bidder must be in the software development business for at least 10 years.

8 [Mode of Proof: Certificate of Incorporation, Certificate of commercial taxes registration/ Income tax registration/any other document (e.g. copies of purchase orders) showing that the Bidder had been in the business during last 10 years. It shall be IMU s prerogative to decide whether the document produced is valid evidence or not and to call for additional proof if required]. 2. The bidder should have successfully developed and operated a Counselling Software for Admissions to at least three reputed organisations, out of which at least one should be Online Counselling Software. [Mode of Proof: Copy of agreement/work Order/Project completion certificate/any other relevant document. It shall be IMU s prerogative to decide whether the document produced is valid evidence or not and to call for additional proof if required.)] 3. Average annual turnover for the last 3 years i.e , , and should be at least Rs.5 crores. [Mode of Proof: Certified Copies of Audit reports/income Tax Returns/any other relevant document. It shall be IMU s prerogative to decide whether the document produced is valid evidence or not and to call for additional proof if required.) 4. The bidder must be the full owner of the Online Counselling software and must have the right to make such changes to it as required by IMU to suit its needs. [Mode of Proof: Declaration by the bidder] 5. The bidder should agree to demonstrate the working of his Online Counselling software with dummy data during the Technical Evaluation of his bid. [N.B. Significant weightage in Technical Evaluation would be given to this demonstration].

9 V. Submission of Bids and Tender Evaluation: (a) The Bidders shall submit their bids in two parts: (i) Technical Bid, and (ii) Price Bid. (b) The Technical and Price Bids should be kept separately in sealed envelopes and both these envelopes should be kept in one sealed envelope super-scribing Online Counselling of CET-qualified candidates for Admissions to various courses in MU Campuses/affiliated colleges. If any Bidder encloses the Financial Bid within the Technical Bid, the same shall be rejected summarily. (c) The Bid Document must be addressed to: The Registrar, Indian Maritime University, East Coast Road, Uthandi, Chennai (d) They must be sent only by Registered/Speed Post or through Special Messenger under proper acknowledgement so as to reach by 11 am on 24 th April Late tenders shall not be accepted. (e) The Bid Document can be downloaded from IMU website: free of cost (f) The Technical Bid should contain all the relevant information and desired enclosures in the prescribed format [Schedule II] along with an Earnest Money Deposit (EMD) of Rs.5,000 in the form of Demand Draft drawn in favour of Indian Maritime University and payable at Chennai. The tenders without EMD shall be summarily rejected. The EMD will be forfeited if the Bidder unilaterally withdraws the offer, or unilaterally amends, impairs or rescinds the offer within the period of its validity. (g) The Price bid shall be in the format prescribed in Schedule III. The lump sum price in the Price Bid should be clearly written both in

10 figures and in words. In case of a discrepancy between the price in figures and words, the price in words will be considered correct. (h) The Technical Bids will first be opened at am on 24 th April 2015 in the presence of the bidders (if any) and evaluated as per the evaluation criteria which will be read out before the bids are opened. (i) Bidders should avoid alterations/corrections in the prices/rates submitted by them. However, if alterations/corrections in prices/rates are inescapable each alteration/correction should be indicated both in figures and words, and duly attested under the full signature of the Authorized Signatory of the Bidder. (j) All the pages of the Bid Document shall be continuously numbered and submitted as a package along with a Covering Letter in the prescribed proforma (Schedule I) letter on the Bidder s letter head. (k) Information, references and certificates from the respective clients certifying technical, delivery and execution capability of the Bidder should be signed and affixed with seal and the contact numbers of all such clients should be mentioned. IMU, Chennai may also independently seek information regarding the performance from the clients. (l) If the Bidder deliberately gives incorrect or misleading information in his tender or wrongfully creates circumstances for the acceptance of the tender, then IMU, Chennai reserves the right to reject such a tender at any stage and also blacklist/debar the Bidder from future tenders for a period of not less than 3 years. (m) Bidders are not allowed to submit multiple bids or bid through a consortium. (n) Bidders are not allowed to sub-contract any part or whole of this contract. (o) Bids/offers received through or without sealed cover will be rejected.

11 (p) Pre-bid meeting of would-be bidders is scheduled on 16 th April 2015 at AM in the chambers of the Registrar, IMU. Attendance at Pre-bid meeting is compulsory. (q) The Price Bids in the prescribed format at Schedule III, shall be opened at am on 27 th April 2015 in the presence of the Technically Qualified bidders. (r) Within 3 days of the issue of Purchase Order to the successful bidder, the Bidder shall furnish a Security Deposit at the rate of 5% of the order value in the form of an A/C Payee Demand Draft. The EMD already paid will be adjusted against the Security Deposit. (s) The EMD of the unsuccessful bidders will be refunded after award of the contract. (t) IMU reserves the right to accept any bid under this tender in full or in part, or to reject any bid or all bids without assigning any reason whatsoever. (u) The contract between IMU and the successful Bidder will be for the Online Counselling held in the calendar year 2015 only. The contract may be renewable on satisfactory performance - one year - at a time to the calendar years 2016 and 2017 but at the same quoted price. No escalation in price will be considered for the calendar years 2016 and It shall be purely IMU s prerogave to judge whether the performance of the contract was satisfactory or not and whether the contract may be renewed for one more year or a fresh tender called for. VI. Payment Terms: 1. No advance will be paid to the Service Provider. 2. The payments to the Service Provider will be made on presentation of invoice to the Indian Maritime University, Uthandi, Chennai. IMU

12 will ordinarily make the payment of the bill within 15 days of receipt of the invoice. 3. The payment to the Service Provider will be regulated as follows: (i) 40% - As soon as the Service Provider furnishes to IMU the First List of selected candidates and the various outputs/reports specified in para 9 under II. Specifications and Scope of the work of this document. (ii) 60% - As soon as the Service Provider furnishes to IMU the Final List of selected candidates and the various outputs/reports specified in para 9 under II. Specifications and Scope of the work of this document and submits a Completion Report of the Online Counselling IMU reserves the right to test check whether the claims/reports made by the Bidder are correct. 4. The above payment schedule is subject to timely and satisfactory completion of all the steps/activities leading to each stage. In the event of delays on the part of the Service Provider not attributable to IMU or to Force Majeure causes, IMU shall have the right to make cuts in payment at the rate of 0.50% of the amount payable per day of delay but not exceeding 10% of the amount payable after giving a 3-day notice to show cause against the same. 5. In the event of unsatisfactory performance or non-performance of any of the steps/activities not attributable to IMU or to Force Majeure causes, IMU shall have the right to withhold the corresponding payment for these steps/activities either fully or partly after giving a 7-day notice to the Service Provider to show cause against the same, and to take such other legal action to make good the losses caused by the Service Provider to IMU. IMU shall also have the right to terminate the contract altogether. 6. IMU shall have the right to determine what the amount payable/corresponding payment for any step/activity is, and while

13 the Service Provider has a right to represent/clarify, IMU s determination of the same shall be final without prejudice to the Service Provider s rights to seek alternative remedy through arbitration/courts. 7. In the event of the Service Provider bringing IMU into disrepute by his failure to conduct the Online Counselling, IMU shall reserve the right to blacklist/debar the Service Provider for a period of at least 3 years. VII. Confidentiality The Service Provider and their personnel shall not, either during implementation or after completion of the project, disclose any proprietary or confidential information or data relating to IMU s Online Counselling 2015 without the prior consent of the IMU. IMU reciprocally agrees to do likewise regarding any proprietary or confidential information or data relating to the Bidder which may come into the possession or custody of IMU in the course of the project. VIII. Resolution of Disputes Should any dispute arise between the Service Provider and the IMU which cannot be resolved amicably through mutual negotiations, the same shall first be resolved through Arbitration, failing which in a Court of competent jurisdiction based in Chennai irrespective of the locus of the dispute

14 Schedule I Covering Letter to Accompany Technical Bid [On the Letter head of the Bidder and to be put in a separate sealed cover along with Schedule II (Technical Bid), and EMD of Rs Ref: IMU s Tender Notification - IMU/01/Admission Counselling/2015 dated From Name & Address of the Bidder To The Registrar, Indian Maritime University, East Coast Road, Uthandi, Chennai Sir, We are a [Introduce your company and its activities with particular reference to your experience in conducting Online Counseling. Also furnish particulars of your registration with various statutory Tax authorities. Not more than 200 words]. 2) We hereby submit our Bid for conducting Computer-based Online Counseling 2015 for all UG and PG Programmes of IMU for the year ) We have enclosed a Demand Draft bearing No. dated for

15 Rs.5,000 towards Earnest Money Deposit (EMD) in the name of the Indian Maritime University, payable at Chennai. 4) We have read and understood and hereby agree to all the terms and conditions stipulated by the IMU in this tender including the specifications and scope of the work, the Time Line for delivery, Payment Terms, etc. 5) We certify that all the particulars furnished in our Bid are true and correct and based on documentary evidence. We agree to demonstrate our product during Technical Evaluation and shall abide by the decision of IMU regarding the suitability of our product to their requirement. We understand that if any of the particulars are found to be false or misleading, IMU has the right to summarily reject our bid at any stage and that our company is liable to be blacklisted/debarred by IMU for at least 3 years. 6) In the event of our being awarded the work, and understanding the urgency involved, we undertake to remit the Security Deposit and execute the Contract with IMU within 3 (three) days from the date of issue of the Purchase Order failing which the Purchase Order may be cancelled and the EMD forfeited. 7) Our Price Bid is inclusive of all taxes, duties and charges and the price quoted shall be firm till the execution of the contract not only for 2015 but also for 2016 and 2017 if the contract is extended by IMU. 8) We shall work closely with IMU and keep IMU posted at every stage about the progress made, and handover the entire database to IMU on conclusion of the project. Date: Yours faithfully, Place: Signature with Seal of Authorised Signatory

16 Schedule II TECHNICAL BID (First sheet shall be on the letter head and all pages have to be authenticated at the bottom) (1) Whether the bidder is in the software development business for at least 10 years? [from or earlier] Yes/No. (a) Mode of Proof enclosed: (b) Available at which page number of Bid Document: (2) Whether the bidder has successfully developed and operated a Counselling Software for Admissions to at least three reputed Organisations, out of which at least one should be Online Counselling Software. Sl. Name & brief Whether it was Name, Address & Project Project Mode of Available at No. description of an Online Contact No. of the value Period Proof which page the Counselling Counselling Client for whom the of the Software project Software Counselling Software document project? project was developed Yes/No (3) Average annual turnover for the last 3 years i.e , and (Rs. in Crore) Financial Year Turnover in Rupees Page number of document Average of 3 yrs

17 (4) Whether the bidder is the full owner of the Online Counselling software and has the right to make such changes to it as required by IMU to suit its needs? Yes/No (5) Whether the Bidder has been debarred or black listed by any government department/agency in the past 3 (three) years on account of fraudulent or corrupt practices or inefficient/ineffective performance? Yes/No Declaration I/We certify that all the particulars furnished above are true and correct and based on documentary evidence, and that I/we understand that if any of the above particulars is found to be false or misleading, our bid is liable to be summarily rejected at any stage and my/our company is liable to be blacklisted/debarred by IMU for at least 3 years. Date: Signature with Seal of Authorised Signatory Place:

18 Schedule III Price Bid [On the Letter head of the Bidder and to be put in a separate sealed cover] Reference: IMU s Tender No. IMU/01/Admission Counselling/2015 dated From Name & Address of the Bidder To The Registrar, Indian Maritime University, East Coast Road, Uthandi, Chennai Dear Sir, We hereby submit our lump sum Price Bid for the Online Counselling 2015 of the Indian Maritime University, Chennai: Price in INR (in figures) Price in INR (in words) The Price quoted is inclusive of all taxes, duties and charges and shall be firm till the completion of the Contract including the period of extension, if any. Date: Place: Signature with Seal of Authorised Signatory