TENDER DOCUMENT FOR DYNAMIC WEBSITE DEVELOPMENT TENDER NO: 14/2013-2014 तम ऱन ड क न द र य व श व द य ऱय (स सद द र ऩ ररत अधधननय 2009 क अ तर गत स थ वऩत) CENTRAL UNIVERSITY OF TAMIL NADU (Established by an Act of Parliament, 2009) त ज र र ड/Thanjavur Road, नतर र र/Thiruvarur- 610 004 :04366-220311, : 04366-225312 1
INDEX No. Table of Contents Page No. 1 BID Document 3 2 BID Letter 4 3 Annexure I 5-7 4 Annexure II 8 5 Terms and Conditions 9 6 Payment Terms 10 2
BID DOCUMENT (Tender No. 14/2013-14) To The Officer on Special Duty Central University of Tamil Nadu Thiruvarur With reference to your Tender document no. 14/2013-14 for Development/Re-designing of a web content management system (WCMS) based website of Central University of Tamil Nadu, Thiruvarur. We undertake as follows. 1. I/We are submitting our proposal for engagement of vendor for Implementation of Dynamic Web portal. The proposal includes the Technical proposals and a financial proposal in sealed envelopes. The items as listed in the schedule to this tender hereto/portion thereof as you may specify in the acceptance of Tender at the price given in the said Schedule and agree to hold this offer open for a period of 90 days from the date of opening of the tender. I/we shall be bound by a communication of acceptance issued by you. 2. I/We have understood the Instruction to bidders and Conditions of Contract in the form as enclosed with the invitation to the tender and have thoroughly examined the specifications quoted in the schedule here to and am/are fully aware of the nature of the goods required and my/our offer is to supply the goods strictly in accordance with the specifications and requirements. 3. The following have been attached to form part of this tender. (a) Copy of Valid Central/State sales tax registration certificate. (b) Copies of relevant major purchase orders valuing more than Rs. 50,000/- executed during last two years for Govt. Depts., PSUs & Central Autonomous bodies/educational Institutions. (c) Proof of manufacturing Unit, dealership certificate/general order suppliers. 4. We undertake to execute all orders which have been placed to meet emergent requirements on priority basis. 5. Certified that ours is: A) A sole proprietorship firm and the person signing the bid document is the sole proprietor/constituted attorney of the sole proprietor. Or B) A partnership firm, and the person signing this bid document is a partner of the firm and has authority to refer to arbitration disputes concerning the business of the partnership by virtue of the partnership agreement /by virtue of general power of attorney. C) A company and the person signing the document is the constituted attorney/authorized signatory. (NOTE: Delete whatever is not applicable. All corrections/deletions should invariable be duly attested by the person authorized to sign the bid document). 6. We do hereby undertake that, until a formal notification of award, this bid, together with your written acceptance thereof shall constitute a binding contract between us. 7. The website will be configured and orientation will be given to the concerned staff at Central University of Tamil Nadu, Collectorate Annexe, Thanjavur Road, Thiruvarur-610004, at our own cost and expenses. 8. We understand that CUTN has the right to reject the bid without assigning any reason. Yours faithfully, Or (Signature) Dated this day of Address: Telephone: FAX: Email: Company seal 3
TENDER No. 14/2013-14 File no: IT-CUTN21(1)/2013 Date: To Sir, Sub: Development/Re-designing of a WCMS based website of CUTN reg. Central University of Tamil Nadu, setup by an Act of Parliament, invites sealed Tenders for Development/Re-designing of a Web Content Management System (WCMS) based website of Central University of Tamil Nadu, Thiruvarur as per the specifications given below. No. Particulars Reference 1 Development/Re-designing of a web content management system based website of Annexure I Central University of Tamil Nadu, Thiruvarur 2 Financial Proposal Submission Form Annexure II While submitting the Tender, the following details should be invariantly mentioned: 1. Name of the firm. 2. Description [Catalogue with photographs]. 3. CST/TIN Registration Number. 4. VAT %. 5. Concessions, if any, for educational institutions. 6. Firm delivery time and conditions of design. (If any) 7. Service and AMC. (In months/years) 8. The undertaking enclosed has to be submitted along with the tender with relevant supporting documents. 11. Tenders are to be sent by Registered/Speed post only. 12. Tender has to be sent in sealed envelope superscribed as Development/Re-designing of a WCMS based website of CUTN to The Deputy Registrar (Academic & Purchase), Central University of Tamil Nadu, Thanjavur Road, Thiruvarur-610004 on or before 05-03-2014. Note: Central University of Tamil Nadu is registered with DST-DSIR for Customs and Excise Duty Exemption. Assistant Registrar (Academic & Purchase) 4
Annexure I Scope of Work The project will include: 1. Coding and CMS integration 2. Template modification and development 3. Navigation resolutions 4. Load time, asset naming and hyperlink resolutions 5. Design and feature recommendations 6. The website should be interactive and user friendly with special emphasis on the design and functionality. The bidder is expected to work on the following areas- 7. Setup, Installation, Maintenance and Other services for the new Website 8. Hosting and Upload/Download Services 9. Domain name registration with Gov. in Registry for 5 Years 10. Uploading and maintenance of content whenever required 11. Tracking & Reporting Services 12. Maintenance of E-mails involving sending automated replies, tracking, reporting and download Statistics etc. 13. Search Engine optimization 14. Automated Search Engine submission 15. Placement details, Campus Gallery, Alumni Association Achievements, Online Application Form, Online Student Feedback (a) Pre Bid Activities: The prospective vendors are advised to go through the existing CUTN website in order to have an idea about the magnitude and diversity of information that will have to be collected and hosted on the website. The existing content and feature of the CUTN website will be migrated to the new redesigned website that will be hosted on a University server on an appropriate Linux platform. They need to suggest hardware/software requirements based on their analysis before submitting the tender. The vendor is also advised to propose the functionalities that he would be able to provide in the website, apart from those which are specifically mentioned below. Any proposed functionality which the University finds useful will help them score in the technical bid. (b) Requirement Study: The vendor will be expected to do a requirement study for the website, which when agreed upon by the University, will form part of the Agreement to be signed with CUTN. The desired navigation structure, general functionalities and reference points for the design will be discussed with the successful Bidder prior to start of work. In this context, the University will also be open to design & development suggestions from the successful Bidder. (c) Information Collection: The vendor will have to depute persons for collection of information and pictures from the different departments and Units of the University initially, apart from those that are available on the existing website. Once the website is commissioned, update of the information will be the responsibility of the departments/units. However, the vendor will be supposed to inform the IT Support about the updates that are required to be made during the maintenance period. (d) Image Enhancement Activities: Several images including those of documents will be required to be scanned and placed on the website. Vendor should ensure that quality of scanned images are enhanced upto the optimum level and required image enhancement activities like Deskew, Despeckle, contrast ratio setting etc. has been done on the scanned documents. In case the documents are not legible it will be the bidder s responsibility to scan the scanned documents on high resolution i.e. 600 dpi or higher. In case if scanned documents are not legible then document scanning shall be done in Gray Scale. No extra payment shall be made for the same. 5
(e) Compatibility The site design must be cross-browser and cross-os compatible up to the most recent browser / OS versions. Support for three platforms: Desktop/Tablet or Notebook and Mobile form factors will be required. (f) Functionalities Required: The website will be based on a Web Content Management System. Facility to update content by multiple users from anywhere through browser based administrative module using WYSIWIG editing tools allowing non-technical users to create and edit content. i. Separation of Design and Content content to be stored in the database and designed to be controlled by the use of cascading style sheet (CSS). Separate CSS for use with Internet Browsers and Mobile Browsers. ii. The WCMS shall have the ability to expand a single implementation (one installation on one server) across multiple domains, depending on the server's settings. 10 iii. The WCMS software shall be able to include plug-ins or modules that can be easily installed to extend the site's functionality. iv. WCMS system should support user Groups, allowing the administrator to control how registered users interact with the site. A page on the site can be restricted to one or more groups. v. The WCMS site shall be able to create microsites/web portals within a main site as well. vi. WCMS software shall act as a Collaboration platform allowing content to be retrieved and worked on by one or many authorized users. Changes can be tracked and authorized for publication or ignored reverting to old versions. It shall allow multiple users to modify (or comment) a page at the same time in a collaboration session. vii. Automated templates shall be provided which are customizable. viii. WCMS should allow administrator to set up rules for workflow management, guiding content managers through a series of steps required for each of their tasks. ix. Admin section must be protected by username and password and using salted MD5 encryption. At database level password should be stored in encrypted format. After consecutive wrong attempts the password should be sent to administrator through email. x. The Website shall facilitate online payments/payment gateways (through Direct Debit or Debit and Credit Cards of multiple Banks) through the Portal. Provide interface and access to the external payment gateway for enabling the online payment services. Payment Gateway services should provide complete audit functionality for tracking and monitoring/reconciling the financial transactions taking place through CUTN. In case of unsuccessful transactions the Payment gateway should be able to refund the amount to the calling account. xi. The Bidder will provide an operational guarantee on the WCMS designed and also provide support for at least 5 years after the launch of our website so that modification can be made by vendor, if University finds that WCMS is not fulfilling our needs or if further improvements are required. All troubleshooting required would be the responsibility of the Bidder. xii. Email Features: Domain user@cutn.ac.in to be installed at CUTN. Unlimited POP3 Email Accounts with SMTP, Web Mail Access, Fail safe email service, facility to receive email to phone via IMAP Support, preventing spam with Spam Assassin, unlimited Auto responders, Mail Forwards, Email Aliases, Mailing Lists etc. xiii. Each link created by admin should specify the title of page and admin should have provision for entering date by which the link may expire. The default shall never expire. xiv. Dynamic News/Events/Notification Management System: Facility to manage Departmental News/Events/Notification through an administrative control panel. Administrator can upload pictures to their events. Also can add Caption to the pictures, facility to search news via a strong search engine, Facility to manage news/event writeup/contents by multiple users from anywhere through browser based administrative module using a WYSIWIG editor 6
xv. Dynamic Photo gallery/video Management System: Facility to manage photo gallery via an administrative control panel, facility to create photo gallery category dynamically. i.e. add/edit/delete photo gallery categories, facility to upload new pictures to these categories along with caption, facility to manage pictures and caption. xvi. Approval process Ability to create a new page with formatted content, send it for approval and publish it on the site after approval. xvii. User Management Ability to create users, centres, students, Faculty/Department and define permissions for approval within a section. xviii. Database Management Ability to create new database and user interface to display dynamic content from the database. xix. Menu Management Ability to add, move, delete, modify menus on the site. xx. Multi-lingual content Ability to create content in multiple languages. It is expected that the basic site will be in English and Hindi (No Google translation to be used). If content is not translated, the link should show English content by default. Ability to add more languages in future. xxi. Programming & Database Features i. Unlimited MySQL Database with php My Admin Access ii. Programming Language CGI, Fast CGI, PHP, Perl, Python SSI iii. Programming Modules: Curl, CPAN, G D Library lmagemagick iv. System Management: SSH Access and Cron job Scheduling xxii. Control Panel Features i. Latest cpanel Control Panel ii. Website statistics AWStats, Webalizer Raw Log Manager Referrer and Error Logs iii. Portals Forums Counters Form mail iv. Password Protected Directories and Custom Error Pages v. Web Based File Manager Hotlink Protection, vi. IP Deny Manager, Redirect URL (g) Security: The website should allow secured socket layer. The website shall be security audited according to OWASP (Open Web application Security Project) application security verification standard. (h) Maintenance of the Website and De-bugging. Vendor has to do the maintenance of the Website for a period of one year from the date of Commissioning of the website, which will include de-bugging of the website on their own as well as when reported. This maintenance will be considered part of the implementation process. On successful completion of the one year period, the Vendor may be awarded the Annual Maintenance Contract for the website on payment basis, for which, the Vendor is expected to quote the rates separately in the Financial Bid. (i) Scalability: The website shall be capable of incorporating the ERP (shortly to be implemented in (CUTN) generated data from the ERP server through scaling / expansion. (j) Access to Visually Impaired: The contents of the website should be readable using any Screen access Reader Software to the Visually Impaired users. (k) Training: Extensive training should be undertaken for users at CUTN to handle web content related to their Department/Faculty etc. Additionally a separate training should be done for web administrators. (l) Documentation: Complete documentation on the WCMS web site- User Manual and Technical Manual has to be provided. 7
Annexure II FINANCIAL PROPOSAL SUBMISSION FORM (On the Letter head of the Vendor) To The Officer on Special Duty (Admin.), Central University of Tamil Nadu, Thiruvarur. Sub: Submission Proposal for providing services relating to Developing/Redesigning of Website of CUTN. Sir, I/We, the undersigned, offer to provide the services for the above in accordance with your BID dated, and our Proposal (Technical and Financial). Our financial proposal is as follows: No. Particulars 1 Creation of WCMS based website of CUTN as detailed in Scope of Work, along with content collection, maintenance of one year and required training and documentation. 2 Annual Maintenance work of the website including updates, minor modifications / expansions and installing patches in the application. Total (1+2) Applicable Taxes Grand Total Financial Quote (INR) Total Amount (In words) The rates quoted shall be in Indian Rupees and shall be inclusive of all taxes, duties and levies as applicable up to the completion of job. Our financial proposal shall be binding upon us subject to modifications resulting from contract negotiations, up to expiration of the validity period of the proposal. I/We understand you are not bound to accept any proposal you receive. Yours sincerely, Authorized Signature: Date: Name and Title of Signatory: Name of the firm: Address: Company Seal: 8
Terms and Conditions i) The bidders are required to quote their lowest rates for Developing/Redesigning of Website of CUTN. The rates so quoted should be all inclusive (hardware/software/manpower). ii) The bidders qualifying the eligibility criteria will be required to give a live demonstration of the work. If the bidder is already doing the Developing/Redesigning of Website work in any Government department or in any reputed private firm, name, address and telephone number of the same may be mentioned. iii) The successful bidder shall compile and make an instruction manual for Developing / Redesigning of Website of CUTN and the same shall be provided to CUTN for use of its staff for carrying out the use, administration, updating or. iv) The bidder shall have to arrange its own staff. CUTN would neither bear any expenses nor accept responsibility for the same and there would be no relationship between the CUTN and the staff of the bidder. The CUTN reserves the right to deny entry to any staff member of the bidder, if so deemed appropriate by it. v) The successful bidder shall not depute any such person in CUTN who is party to litigation against CUTN. No person engaged by the bidder shall claim any right of employment contractual or otherwise -with the CUTN. The CUTN will not be answerable for the terms and conditions of employment of the staff engaged by the bidder. The bidder will ensure that the staff engaged is disciplined and maintains full decorum of the CUTN. vi) CUTN will provide the documents, pictures etc. as required to be placed on the website, to the authorized representative of the bidder on day to day basis under proper receipt. It will be responsibility of the bidder to return the documents to CUTN staff under acknowledgment in the same shape and condition in which it was taken. The bidder will ensure that the documents/files handed over to it are kept in proper condition and no document is soiled/lost/misplaced/damaged. vii) The Bidder shall be fully responsible for the proper functioning of the website for a minimum period of one year after completion of his work. Bidder shall suggest the configuration and the number of computers and other hardware and software for Archival and Retrieval of digitized data, including backup. viii) Complete secrecy and confidentiality is required to be maintained by the bidder and his employees. 9
Payment Terms No payment shall be made in advance nor any loan from any bank or financial institution recommended on the basis of the order of award of work. Payment for Developing / Redesigning of Website work done under the contract shall be made as per following terms: i. 80% on final commissioning of the website after acceptance of CUTN. ii. 20% on completion of one year from the date of final commissioning. a. The bidder will be responsible for liabilities of all kind including local and other taxes. b. Payment will be made by CUTN to the agency in accordance with the rate quoted by the agency in the financial bid on submission of pre-receipted bills in quadruplicate in the name of Deputy Registrar, Central University of Tamilnadu, Thiruvarur. The Deputy Registrar will certify the bills for the satisfactory completion of the job assigned for the concerned quarter for which the bills have been submitted. Payments shall be subject to deductions of any amount as per terms and conditions of this tender. c. Further, all payments shall be made subject to deduction of TDS (Tax Deducted at Source) as per the income - Tax Act, 1961 and any other taxes. All payments shall be made by cheque only. 10