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Tender Document: Management Information and Decision Support System Page 1
All India Council for Technical Education
(A Statutory body under Ministry of HRD, Govt. of India)
7th Floor, Chandralok Building, Janpath, New Delhi- 110 001
Phone: 23724151-57 FAX: 011-23724183
Website: www.aicte-india.org
Tender Document
For
Management Information and Decision Support System
Tender Advertisement Number Admin III/05(04)2011
Tender Reference Number F.N:2(99)/Admn-III/2011-12
Date of Issue 26th
May,2011
Due Date 17th
June,2011
Name & Address of Tenderer Member Secretary, AICTE, 7th
floor, Chandralok
Building, Janpath, New Delhi, 110001
Tender Document: Management Information and Decision Support System Page 2
All India Council for Technical Education, New Delhi (Tender Reference No: F.N:2(99)/Admn-III/2011-12)
INVITATION FOR TENDER OFFERS
All India Council for Technical Education, hereinafter referred to as the AICTE, invites
sealed tender offers (Technical bid and Commercial bid) from eligible reputed firms for
providing Management Information and Decision Support System as specified in the
schedule below.
Bid collection and submission details:
Tender reference Number F.N:2(99)/Admn-III/2011-12
Pre bid meeting with the
bidders
7th
June,2011 at 12:00hrs
Last date and time for
receipt of tender offers
17th
June,2011 at 12:00hrs
Date of opening of
technical bids
17th
June,2011 at 12:30hrs
Date of Presentation of
proposed solution
To be intimated to the bidders.
Offer Validity Period
Tender should remain valid for 90 days
Earnest Money Deposit Rs5,00,000/- (Rupees Five Lakh only) by Demand Draft in
favour of ‗‘Member Secretary, AICTE, New Delhi,‖, payable at
New Delhi.
Address for
communication
Member Secretary, AICTE, 7th
floor, Chandralok Building,
Janpath, New Delhi, 110001
Place where tender offers
would be opened
AICTE, 7th
Floor, Chandralok Building, Janpath, New Delhi
Fax No. 011-23724193
e-mail [email protected]
ABOUT AICTE
The All India Council for Technical Education (AICTE), set-up in November 1945 as
a national level Apex Advisory Body, is marching ahead with its mission of
developing and promoting qualitative technical education in the country in a
coordinated and integrated manner. The Council is constantly endeavoring to
encourage a meaningful association between the technical education system and
research & development activities in a concerted effort aimed at nation-building.
IT INITATIVES UNDERTAKEN BY THE AICTE
Technical education at all levels in the country is witnessing a consistent growth
pattern marked by the setting up of new Institutions and improvement of the existing
ones in tune with the quality assurance norms. The Council believes in providing the
proper impetus to Institutions in generating competent engineers and scientists and
Tender Document: Management Information and Decision Support System Page 3
encouraging them to think beyond the curriculum while imparting training for the
advancement of knowledge.
Having a larger public interface, e-Governance has become an essential part of the
management system in AICTE. AICTE has introduced e-governess system for greater
transparency and accountability in the working of AICTE. The emphasis on e-
governess to ensure transparency, implementing a tech-savvy approach to enable
faster processing and clearly defining the infrastructural norms in Institutions are just
a few pointers towards AICTE's efforts at fostering a technical education system
which is at par with the best Institutions in the world.
All approval Applications acceptance and processing is online developed under .NET
and Oracle – Siebel CRM.
CURRENT INFRASTRUCTURE
AICTE has its head office located at 7th
Floor, Chandralok Building, Janpath, New
Delhi, another office at NBCC complex, Lodhi Road, Eight Regional offices and two
camp offices across the country. AICTE has implemented e-Governance project for
processing applications for starting of new institutes and extension of approval to
existing institutions through AICTE web site at www.aicte-india.org
AICTE data centre consisting of six servers and other infrastructure is located in the
office at NBCC complex. AICTE head office and office at NBCC complex are
provided with 12 mbps leaded line and all the regional offices are connected with 4
mbps dedicated leased line.
EXISTING INFRASTRUCTURE:
Item Description Numbers
Database Server 2 x 4c 2.0GHz, 32GB RAM, 4x300GB HDD, 2x146GB
HDD, 1x 3Gb SAS HBA 1
Application Server 2 x 4c 2.0GHz, 32GB RAM, 4x300GB HDD, 2x146GB
HDD, 1x 3Gb SAS HBA 1
Web Server 2 x 4c 2.0GHz, 32GB RAM, 4x300GB HDD, 2x146GB
HDD, 1x 3Gb SAS HBA 1
Test Server 2 x 4c 2.0GHz, 32GB RAM, 4x300GB HDD, 2x146GB
HDD, 1x 3Gb SAS HBA 2
OBIEE Server 2 x 4c 2.0GHz, 32GB RAM, 4x300GB HDD, 2x146GB
HDD, 1x 3Gb SAS HBA 1
Storage Dual Controller SAS storage, 9 x 450GB SAS HDD, 6 x
1TB SATA HDD 1
Operating system
& Database
Windows 2003 server operating system
Oracle – Siebel database
AICTE OFFICES
Offices of AICTE Location
1 Head Office 7th
Floor, Chandralok Building, Janpath, New Delhi
2 NBCC Lodhi Road, New Delhi
Tender Document: Management Information and Decision Support System Page 4
3 Eastern Kolkata
4 Northern Kanpur
5 Southern Chennai
6 Western Mumbai
7 Central Bhopal
8 South Central Hyderabad
9 South Western Bangalore
10 North West Chandigarh
11 Guwahati Camp office Guwahati
12 Gurgaon Camp office Gurgaon
A) PROJECT SCOPE
The selected vendor shall be required to independently arrive at the methodology, based on
globally acceptable standards and best practices, suitable for the Council.
To provide a comprehensive decision support system of modules as indicated in this
document.
Seamless integration with existing applications.
Business intelligence reports
Decision support System (DSS)
The vendor‘s involvement is expected to be spread across a period of 60 months from the
date of contract and implementation at all the offices of AICTE locations as per Annexure-J.
Vendor service support is required during business hours (9:00AM to 5:00PM) and working
days as defined by the Central Govt. holiday calendar. The vendor support staff is required to
be based at AICTE office(s) or locations mentioned in this tender.
THE PROPOSED SYSTEM
Proposed system should help AICTE to make the entire process automated. The proposed
system should act as a back bone of the AICTE and help AICTE management to implement a
robust Decision Support System. The proposed system should have the following modules /
features.
List of required Modules along with decision support system:
Sr.
No.
Modules required Detailed Scope of work Page
No.
1 Academic
Management System
Student Information System with MIS. 7
2 HRMS HRMS should provide comprehensive solution for
HR department‘s functional needs. It should cover
personal details as well as all important landmark
details during tenure of the employee with
8
Tender Document: Management Information and Decision Support System Page 5
organization.
3 Financial
Accounting System:
Complete management of Budgeting, Grants,
Scholarships, Accounting as a centralized system
hosted at AICTE and centralized accounting system
13
4 Fixed Asset
Management System
Complete asset management system comprising of
Depreciation Calculation, AMC maintenance,
Insurance maintenance, Asset Location up to Branch -
Bureau level.
17
5 Legal Process
System:
Complete Legal Case monitoring system and Case
details MIS at a single click with all the details of
Advocates, Witnesses, Hearings, and references of
other cases.
19
6 File Tracking and
Work flow
management
System:
Complete File Automation system with Content
Management & Integrated Work flow
21
7 Right to Information
Framework:
Right to Information Framework Comprises of RTI
Application processing system, PG Processing system
and Assignment Tracking System
25
Academic Management System
Module Functional Details:
The solution should provide facility to Institutes to enter all Student related information,
which will include
Marks entry: course wise, year wise, semester wise, subject wise, roll number wise
Allows uploading of marks through Excel or other mediums
Status of the student in each course, each year – Pass/Fail/ATKT/Withheld
Withheld marking for reasons like ATKT not solved, Any dues are pending from
students, Copy case, or Misbehaviour etc.
Institute mapped with courses should only be allowed to enter marks
Under each course, institute should be allowed to set different subjects and subject groups
(Compulsory or Optional)
The module should handle multiple institutes. User can define Institute wise courses and
streams
Alumni information should be stored in the system. Students who have passed out from
an institute should be marked as Alumni of that institute.
Cost effective and readily deployable solution will be preferred.
Human Resource Management System (HRMS)
Human Resources should transform HR practices from administrative to strategic. It should
connect complete business processes, automates common administrative tasks, and leverages
industry best practices to enable strategic management, along with efficient administration.. It
Tender Document: Management Information and Decision Support System Page 6
should cover personal details as well as all important landmark details during tenure of the
employee with organization.
System should support following functionalities:
Recruitment management system
Recruiting solution should provide easy to use functions for every step in the recruiting
process, allowing employees and external candidates to search, view, and apply for jobs
online. With built-in applicant tracking, recruiters and managers can focus on the most
important outcome—identifying and hiring talent quickly. It Should allow users to seamlessly
schedule interviews without need for dual entry and to make critical decisions based on core
data relating to key job requirements, employee and applicant This system should support
recruitment from multiple sources like newspaper, employment exchange etc.
Features:
Get a complete picture of intellectual capital inventory to analyze in-house skills.
Ability to define specification of the vacancy in terms of qualifications, work experience,
location consideration and skill / competency wise. Also maintain roaster reservation
point category wise, constitutional and social reservation wise for recruitment.
Recruiting Solution should expedite the hiring process. Candidates, recruiters and other
who are involved in recruitment process should all gain real-time visibility into the hiring
process. With 360-degree "at-a-glance" page layouts and take action—within one click—
on any critical recruiting step from source to hire.
Leverage job or person profile data to quickly create new job postings.
Identify qualified applicants and or candidates based on core profile data. Scrutiny and
analyses of received applications. Asking for selected candidates for predefine written test
/ oral test and personal interview. Listing of the successful candidate accordingly to the
ranking given.
Manage interview schedules with updates applied directly on candidate records.
Enter interview results and other contact notes online anytime during the selection
process.
Prepare and approve job offers according to pre-defined rules
Post job offers directly online to candidates.
The open integration framework enables a seamless integration with third-party suppliers
of your choice for job boards; resume processing, character certification from police
department, behavioural assessments, and more.
Tailor text, date formatting, and data elements for employees in any global location which
can work in multiple languages for global recruitment.
Leave management System
To automate leave planning and related compensation for entire workforce. Leave to be
assigned as per the designation and grade of the employee. The System should maintain
database of Leave for each & every employees and cover types of leave, Calculation of
Leave, Eligibility of leave and the leave balance after deducting the availed leave by the
employees.
Tender Document: Management Information and Decision Support System Page 7
Features:
Types of leave: include all types of leave like casual leave, privilege leave, Sick leave and
leave without pay, and special leave as per user define.
The leave should also be classified state wise / Location wise / Bureau wise.
Calculation of Leave through leave pattern: Particular employee of the group will be
eligible for that type of pattern.
Eligible Leave per year (as per AICTE rule): As per the Organization rule the employee is
eligible for particular leave per year.
Individual Balance of Leave per Employee: As per the AICTE rule the leave balance of
each & every employee will be updated automatically every year.
Submit absence requests for approval and view status.
View current and projected absence balances.
Configure request approval functionality, including multilevel approvals and alternate
approvers.
Configure absence accrual and consumption functionality, including a rules engine to
compute the most complex accrual and consumption logic. Import Data from the
Attendance System.
Ability of system for inclusion of attendance data from the attendance record and
calculate total working hours as define by organization, and automatically calculate and
update leave record.
Accumulation effect of leave and the process after accumulation.
System should automatically give alerts after reaching the specified ceiling of particular
leave and convert that particular leave into predefine option, and employee leave record
should be updated accordingly.
Export Data to Salary Section for the deduction of leave: export the leave data to salary
section / HRD Bureau for calculation of salary and pay hike or deduction. Which should
help the management for the further enhancement / appreciation and feedback for the
particular employee.
Visitor Management System
Should provide visitor management system to manage visitor daily visiting the Council and
regional offices.
Features
The system should help to fix appointment, visit purpose, cancelled visit or missed visit
storage.
Generate various reports related to different visits.
Support employee wise visitor entry and can check the employee wise visit details and the
purpose of different visits.
Insurance
Insurance management system should manage all the insurance detail of the council.
Features
It should cover employee‘s insurance, property insurance, travelling insurance etc.
Tender Document: Management Information and Decision Support System Page 8
Should have facility to enter multiple insurance policy in the system, claims made against
insurance policy, renewal detail etc.On the basis of the insurance detail generate various
reports.
Inward - Outward
Inward-Outward system should manage all the daily routine inward/outward transactions.
Features
It should manage the transaction which can be done through courier, post or any other
medium, and should store the content of the courier or cover. Same way details of
outgoing courier or post should also be stored. Confirmation of the receiver for particular
courier.
Generate reports related to inward and outward transaction, courier company cost
comparison reports etc.
Attendance Management System
Features
Report should be generated for the Employee Attendance record: A Maintained
attendance record to decide the attitude of an employee towards organization and his
work.
Export of Data to leave management System: Accumulated attendance record to be
transferred to leave management system for the calculation of absent hours. The system
should be able calculate the overtime hours and also to deduct the salary or Leave for the
less working hours.
This data should be transferred both - period wise / Employee Wise to help HRD Bureau
to calculate the leave and salary accordingly.
Employee Dashboard system
All the basic details of the employee should be viewed from the dash board which should
appear after login. All these modules should be interrelated; with access rights for different
level of users. User should have limited access against authorization as per rights given to
users
Features
Employee should able to access, Leave application entry, Status and balance View.
Should able to access the appraisal cycle and can also view the status.
forward any Circular, Files to a specific user or to bulk users
Profile Management for the Employee: access his/her own profile and update according
to changes instantly.
Email and SMS alerts to users, employees.
Tender Document: Management Information and Decision Support System Page 9
Personal Information System
To store all the employee personal information centrally along with features, like Appraisal,
Transfer, different calculations for VRS and Retirement.
Features
Maintain master data system to record and store master data information for an employee
for following areas.
Personal Data of Employee
Educational Detail
Dependents Data
Experience Detail
Union membership
Language Known
Joining & retirement details
Details of Perquisites availed by an employee
Gratuity and pension related data
System should support all the kind of schemes for retirement, Suspension calculations
Support temporary employment management and temporary to permanent conversion
facility.
Support contract Employment facility, Contract details storing, Information for Witness
of contract
Cheque in trust storing facility in case of employment security.
Deputation & Transfer
The System should provide multiple transfer patterns for various Bureau and
designation.
The System should support rules for transfer and deputation, workflows for
smooth handover and takeover charges during deputation and transfers.
The system should manage all rules pertaining to transfer, transfer allowance ,
travel allowance, request transfer , cancellation of transfer, transfer order,
mutual transfer, restricted and exempted transfer rules with reasons
Disciplinary action
The System should support to store employee wise disciplinary action.
It should support to record award or punishment – link with all court cases
with legal management system.
Retirement & Termination
It should cover retirement and termination process.
This should include all the circumstances like resignation, VRS, age wise
retirement, termination etc.
The system should also cover all the after retirement process like payment of
gratuity, pension and P.F and nomination process of employees.
It should manage general provident fund balance and gratuity benefits.
Promotion
Should track grade and pay changes, define grade advancement within a level
on the basis of time as well as merit base criteria.
Define rules of promotion eligibility & terms of tenure, grade, and consistent
achievement of high performance.
Tender Document: Management Information and Decision Support System Page 10
Maintain seniority list , roaster, reservation points category wise.
Define workflows for smooth handover and takeover charges during
promotion and transfers.
Appraisal Management system
On the basis of appraisal process, increment or promotion should be done and generate
different reports.
Features
The system should supports the entire planning and evaluation process, from planning
and aligning employee performance or development goals with enterprise objectives,
through assessing and rewarding employee performance results within the right
behaviors.
It should support employee wise definition of appraisal process. It should support create
performance document for employees depending on the cadder/grade in the organization.
The system should execute the following
Generate evaluations.
Establish evaluation criteria.
Manage multiple participants.
Enter evaluation data, including notes, ratings, weights, and comments.
Consolidate feedback from multiple sources into the manager/mentor's
evaluation.
Submit the manager/mentor evaluation for review and approval.
Perform administrative tasks, such as transferring, reopening, canceling,
and deleting documents.
Cascade objective items down to individual performance documents
Training administration system
Features
Administer Training should supports the following business processes:
Setting up training programs and courses to help administer and plan training.
Should set up different methods of enrolling students and set up waiting lists when
sessions are full. For all enrollment options, you can generate letters to notify students
when you enroll them in a course, reschedule a course, or cancel a course session. Should
track requirements and achieve career objectives.
You can track on- and off-site training courses for both employees and non-employees
(such as contractors or temporary workers).
Tender Document: Management Information and Decision Support System Page 11
Financial Accounting Software
Financial Accounting Software
Overview
This module should contain Financial Accounting system, Budgeting, Payments, Work flow
processing, Receipts and Collections, Fixed Asset Management System, Deposits and Its
refunds, Costing and above all integration with all the systems.
Features to be provided:
Recording of income relating to services not covered under this RFP/Miscellaneous (e.g.
entertainment tax, bus toll fee, sale of tender, etc.)
Recording of expenses
Payments
Receipts
Maintenance of deposit details (including tracking refunds)
Maintenance of accounting books and records
Bank reconciliation
Fixed asset
Final accounts
Budgeting and budget monitoring
Costing
Integration with other system for verification of payments/ receipts
The system should be based on the data generated after implementing Double Entry Financial
Accounting system. All required data would be carried forwarded to Accrual Based Financial
Accounting System. Based on above mention functionality Designing and Implementing
Accrual Based Financial Accounting System with the reports as required by Council and
finally prepare trial balance and profit and loss account and balance sheet
Modules to be supported in FAS:
Financial Accounting
Budget Control
Grant Control
Project Control
Fixed Assets Register
Deposits & Borrowings
Loans & Investments
Financial Accounting System with a 3-tier access
Individual Bureau Level Users
Account Bureau Level Users
Higher Official Level Users
Tender Document: Management Information and Decision Support System Page 12
The system should have an excellent User Interface, MIS with Decision Support System,
option of linkage with other system in future up gradation or expansion. The System should
maintain database security level and run on LAN/WAN within the organization and offices at
various locations.
Functionality to support:
Automation of Internal Activities of Office
Financial Accounting
Inventory Management
Investments
Fixed Assets Register
Single Entry Receipt Module
All type of Online Collection System for receipts and challans within the
Organization premises (Accounts and other Bureaus where revenue is
collected, accept Property Tax Water Charges and Octroi)
All manual reports, which are presently maintained, in addition to that all
other reports suggested by the Bureau.
Links with other receipt system
Employee Advances
Employee wise details of all the advances maintained by Accounts Branch
All manual reports, which are presently maintained, in addition to that all
other reports suggested by the Bureau.
Link with payment
Loans
Details of the borrowings of Council from external agencies in the format
as suggested by the departments
All manual reports, which are presently maintained, in addition to that all
other reports suggested by the department.
Link with payment
Investments
Details of the investments of Council into external agencies in the format
as suggested by the Bureaus
All manual reports, which are presently maintained, in addition to that all
other reports suggested by the Bureau.
Link with payment, receipt
Deposits
Maintaining receipt number wise and party wise deposits in format as
specified by Council
All manual reports, which are presently maintained, in addition to that all
other reports suggested by the Bureau.
Tender Document: Management Information and Decision Support System Page 13
Link with payment
Payment
Maintaining all books as maintained manually, namely grant register,
drawing register, cash book, bank book, receipt and payment register,
register for income tax and sales tax purpose. All manual reports, which
are presently maintained, in addition to that all other reports suggested by
the Bureau.
Cheque printing, Reconciliation by system itself
Payment through ECS
Links with receipt, advances, loans, investments
Budget Control
Preparation and control of Budget in the format maintained from time to
time with analytical reports as required by Council
Preparation of annual account at any point of time during year
All manual reports, which are presently maintained, in addition to that all
other reports suggested by the Bureau.
Accrual Base
Based on the data generated after implementing Single Entry Financial
Accounting System, all required data to be carrying forwarded to Accrual
Based Financial Accounting System.
Based on above mention functionality Designing and Implementing
Accrual Based Financial Accounting System with the reports as required
by Council and finally prepared trial balance and profit and loss account
and balance sheet
Travel management system for Employees and Experts
Define the tour of employee, expenses related to tour, ticket booking and costing of traveling.
Make pre planning of the tour and define purpose of the tour and action to be taken against
the particular tour.
Features
Define employee‘s tour detail like tour location; touring period, purpose of the tour etc.
this system should include ticket booking, allowance details, conveyance details and other
expenses related to particular tour.
Track Organization paid travel.
Track assignment compensation.
Track employee compensation that results from an assignment.
Different report should be generated on the completion of the tour.
Fixed Assets and Purchase Management System (FAPMS)
Should provide web-based solution to help establishing a computerized system for tracking
and recording all fixed assets and generates statutory, business and control related standard
Tender Document: Management Information and Decision Support System Page 14
and dynamic reports. It should improve management of widely dispersed assets of an
organization, resulting in better accounting practices, maintenance and upkeep of the assets.
The system should tracks all the Machinery & immovable properties of an organization and
so also furniture/fixtures, including computers, in each of the premises. The system should
keep records of assignable assets like Vehicles, Residences etc allocated to employees of the
organization.
Tracks details of telephones including billing of individual phones and miscellaneous bill
paid. Keeps track of cars, mileage, usage, maintenance and repairs and Hiring of cars etc.
The system should keep record of
Purchase details of each items,
Depreciation,
Sale proceeds and
Inventory Management and balancing on regular basis.
Transfer in/ transfer out of items from and to HO premises, field offices or branches
Sale of old inventory items,
Details of write off etc.
Provide Insurance details of all inventory items including reminders for renewal. The system
should also keep record of AMC (ANNUAL MAINTANANCE CHARGES) & AMC
(ANNUAL MAINTANANCE CHARGES) period and sends out alerts/reminders for AMC
(ANNUAL MAINTANANCE CHARGES) of a serviceable item.
Should provide total solution for supply, installation, integration, implementation and
maintenance of ―FIXED ASSETS MANAGEMENT SYSTEM‖ to create and establish the
intended computerized system for tracking and recording all assets and generate statutory,
business and control related standard and dynamic reports.
The system should be enable analyze data and utilize the information as a Decision Support
Tool. Enable submission of error free data in soft form to various authorities.
Maintains Purchasing of Assets (creation), Inventory of Assets, Depreciation-calculations,
Transfers and Retirement of Fixed Assets.
Functionality required :
Items to be grouped under appropriate heads
Item Stock Maintenance
Item Inward Transactions – Fresh Purchase, Transfer-in
Item Outward Transactions – Sale, Transfer-out, Removal or Written Off, Destroyed
Depreciation Calculations:
o Main Item Group wise Depreciation Calculation
o Depreciation by Straight Line Method or Diminishing Value Method
o Comprehensive query options on depreciation and net position on given date
o Comprehensive Query Option to find out – Net Position on a given date,
Current (Depreciated) Value, Last Depreciation Date, Total Depreciation
Tender Document: Management Information and Decision Support System Page 15
Reports (partial list)
Item Listing
Inward Transaction Report
Outward Transaction Report
Period wise Depreciation
Depreciation Summary
Item wise Depreciation
Features to be provided:
Flexibility in design for customization and configuration of the system suitably to cater to
needs and upgradeable to meet the changing future requirements.
One-time Data entry with facilities for data enrichment at each stage of the transaction.
Provision to incorporate additional fields required for grouping and regrouping various
assets and respective book values.
Capabilities for valuation of Assets at any point of time calculating depreciation by
Straight Line Method or Diminishing Value Method
Audit trails, Password Control and other security features
User-friendly and menu-driven Graphical User Interface
Provision for context sensitive on-line help for all functions.
Automation of the entire Asset Management process.
Tracking of all the premises of the Client.
Tracking furniture/fixtures in each of the premises.
Tracking telephones including cell phones, its cell phone bill expenses of individual
Tracking of miscellaneous bill paid.
Tracking all furniture and fixtures, including computers, in administrative
offices/branches location wise.
Purchase details of each of the above items, depreciation, sale proceeds etc.
Tracking of cars.
Hiring of cars i.e. to lease a car, usage.
Inventory balancing on regular basis.
Transfer in/transfer out of items from premises, offices/branches.
Insurance details of all inventory items including reminders for renewal.
AMC (ANNUAL MAINTANANCE CHARGES), AMC (ANNUAL MAINTANANCE
CHARGES) period –alerts/reminders for AMC.
Loss/theft details.
Numbering pattern for all inventory systems.
Sale of old inventory items, details of write off etc.
Legal Process System
Legal Process System (LPS): Objective is to assist Legal Cell in efficiently pursuing their
operations/litigations and taking timely actions and flawless legal processes.
Tender Document: Management Information and Decision Support System Page 16
It should manage the case from initiation to final disposition, track the case from the first
document is filed & note of each filed documents in the case and a record of processing of
each case.
Modules to be provided
Masters Document Details: Memorandum of Write
off:
Case Details Inspections and follow up Staff Accountability
Defaulters Details Memorandum of Legal Action Suit file checklist
Suit Progress & Hearing
Details
Monitoring of legal expenses Compromise checklist
Memorandum of
Compromise
Decree and Execution Details Recovery Records
Research Assistant Send mail utility Reports
Functionality required:
The Legal Case Management System should involves following processes integrated in its
order of incidence
Filing of Case like Civil, Criminal, Tribunal, Labour etc; with all related details.
Particular Case wise Different process on template base mapping.
Handle different Court for different Case
Allotment/re-allotment of Dates for Judgment
Attachments of all Case related Documents
Attachments of all references of old important/similar case Judgments related to case
Auto Reminder to concern Advocates regarding case hearing dates through Alerts
Storing details about witness and Statement given regarding the Case
Full Process of Suit
Storing of Hearing Details and Judgments
Obtaining Decree, Appeals and Execution
User of the System to create any Dynamic process as per the requirement of the flow of
the Case
Status wise Case View
Appeal wise Case View
Hearing wise Case View
Documents filed on the case are also tracked on the system
Court wise Sub Court Mapping with different States, Cities and another court wise.
Court wise & Sub Court wise Judge Bench Mapping.
Storing of Sub Court wise Judge Bench Transfer from one court to another court.
Advance Scheduler for sub court by mapping with Judges.
Calendar facility for Judges Duty & case wise sub court Identification.
Details:
The Legal Process System should involve following integrated processes and have user-
friendly features and tools to help reduce time to perform various tasks.
Tender Document: Management Information and Decision Support System Page 17
Case Details: Capture Case Details of Legal Suite brought before a court like-Case no,
Suit Ref No, Party Status, Case Type, Case Status, Party & Court details, Issues
Contested/Relief Sought details of Plaintiffs/Defendants, their advocates etc
Defaulters Details: Capture conduct details of Defaulting/Opposite Party against whom
legal action is sought/Contemplated, e.g., Type of default, Default Description, Date
Recall/Legal Notice Served, Identification as Bad & Doubtful Date, Provision for Bad &
Doubtful, Date of Provision, Additional Provision, Write back of Provision, Steps/Advice
recommended by Legal Dept/Higher Authorities., Recovered Amount, Recovered
Amount Date
Document Details (Case Attachments): Capture scanned images of all case wise
documents and document details like-Document name, Document description, entry date
and expiry date of the document related to the Contract/Transactions under dispute.
Inspections & follow up: Whenever a dispute arises in a contract/transaction, and the
details of follow up actions taken by staff officials to the defaulting parties are captured
like follow-up Type, Officer, Designation, Inspection Date, Location of
Items/Consideration, Description of items/Consideration, Available Records, Unfavorable
Features, Brief Contents of Communication, Actions/Explanations Received
Memorandum of Legal Action: Proposal submission for Legal actions to controlling
authorities
Memorandum of Write off: Proposal submission for write off to controlling authorities
Staff Accountability: Case wise ascertainment of Staff Accountability & generation of its
report
Suit file checklist: Case type wise checklist before entering into Legal Suit
Suit Progress & Hearing Details: Maintenance of Suit Progress details right from serving
of legal notice to the execution of judgment order & hearing details history in
chronological order.
Monitoring of legal expenses: Maintenance & monitoring of case-wise historical records
of legal expenses under various Heads
Compromise checklist: Case-type wise checklist before entering in to compromise/out of
court settlement
Memorandum of Compromise: Submission of Compromise Proposal to higher authorities
Decree & Execution Details: Facility to capture decree details and Execution proceeding
details like Party Name, Name Of Advocate, Address of Advocate, Execution Petition
Filed Date, Name of owner of Asset, Particulars of Assets, Name of Appointed Receiver,
Receiver Appointed Date, Attachment order obtained, Attachment Order Details, Date
Auction Amount Realized Position of Execution Proceedings Remarks.
Recovery Records: Maintenance of Case wise recovery records with appropriation of
recovery amount to the party‘s account, legal expenses account, and suspense account.
Send mail utility: Utility to send emails online from system to various parties, advocates
etc.
Reports: A host of reports be generated & alerts flashed on users‘ screens to make the
process flawless and efficient.
Masters: A host of masters to store basic data like-Party details, follow-up Types,
Staff/officials‘ Accountability, Suite filed Checklist, Compromise Checklist, Advocate
Details, Advocates‘ Specialization, Court Master, Case Type Master, Case Status, Basis
of compromise etc.
Tender Document: Management Information and Decision Support System Page 18
Features required:
The Legal Process System should involve the processes integrated in its order of incidence &
well equipped with its various user friendly features & tool to help reduce the time
consumption & tiresome procedures in performance of various tasks.
The key features required are:
Case Type wise Formation of Cases along with Case Status
Document Attachment to the Case (Word, Excel, PDF, JPG, HTML, TXT, etc)
Case Type wise Process Classification
User-defined Process Template Creation
Mapping of Process with Case Type
Display of Views: Case Type wise/Party wise
Different Case wise Details
Defaulters Masters Details
Different types of Legal Document Details
Memorandum of Legal Action
Storing of Suit Progress & Hearing Details
Monitoring of Legal expenses
Facility for Memorandum of Compromise
Decree and Execution Details
Every Process wise, Mapping table wise & different Masters Reports & Registers.
Judges Calendar & time schedule arrangement
Court & Judge bench wise Mapping procedure
Audit Log
User and Data Security
Scalability and Customization
File Tracking and Work flow management System
File Tracking System should deals with 'Creation of files to Completion of files' through the
embedded softcopy of files evading stationery use and, in sequence; zero in 'piles of files'
situation.
Files to be routed through the predefined respective Bureaus in accordance with the workflow
pattern depending upon the subject matter.
The authority should have access and get status of any file at any time just by inserting the
file number.
Should provide smooth procedure for tracking the files and Work flow.
Major Functionalities to be supported
Back Office (System Administration)
MASTERS
Tender Document: Management Information and Decision Support System Page 19
Some of the common inputs File Tracking System should use and Store in Database for
Global Access are:
Bureau (Authority)
Bureau Subject
Bureau Position
Designation
File Subject
District
Taluka
City
Category
Mode of Communication
Rules
Condition
Inward Mode
Promotion
Disposal Type
USERS
New Users Creation
Allocation of Rights to Users for Back Office & Front Office
Modification / Deletion of Users or Details
Listing of Existing Users with their Positions
FRONT OFFICE
System should maintain the Entire Task Related To Login User;
User should have access and view his pending files at any point of the time and start work
on it by selecting from here itself
To view the received Inward assigned to User
To view the detail of outward of User
To view the task assigned and received by the User
To view the status of pending and executed Inwards
To View the details of Own Bureau
To view the pending files under User‘s hierarchy
To View, Write & Send Mails
Reminder of Task To Be Executed on defined date & time
INWARD
Inward Receive through Different Mode of Communications
Assignment of Received Inward to Concerned Bureau or User
Attachment of Documents & Images in Inward
Attachment of Received Inward Itself to Existing File
Tracking of Inward with Details
Tender Document: Management Information and Decision Support System Page 20
OUTWARD
Outward of Documents within the Bureau or Outside through different mode of
Communications
Tracking of Outward with Details
DRAFT
Draft Creation while working on file and sending for approval
Approval of Draft from Higher Authorities with their Remarks
Tracking of Draft with Details
FILE
File Initiation On The Basis of Inward or Without Inward
Attachment of multiple Documents & Images in File
Define of Work Flow for Particular File(s) According to Its Subject
Identification of the File for assignment to concerned User
Appropriate Action On File within Defined Work Flow
Modification of Existing Workflow During Action on File when required
Sending File for Reference to Other Bureau(s) or User(s)
Multiple Assignments of Existing File to Users & its Compliance
Movement of File according to Work Flow (Revert/Forward)
Tracking of File Movement with status and other details
Disposal of File through different mode of communications
CONTENT QUERY
To Search and View the relevant Documents or Previous Files based on the File Subject
for Reference to take appropriate action on working file.
The Result of Searched Files and Documents to be added into User‘s Favorite Folder for
Future references
QUERIES & SEARCH
System should provide the full details of Complete or Incomplete Files and search based on
the following;
Bureau Name
Bureau Subject
File Subject
File Name
Purpose
Range of File Nos.
Range of Dates
BATCH WORKS
System should provide different types of Batch Works as:
Attachment of Document in File taken into place without opening it
Single Document attachment into Multiple Files in one stroke
Allow the Disposal of Multiple Files in one root through desired mode of
communications
Tender Document: Management Information and Decision Support System Page 21
Provide the Scanning & storage of relevant Documents & Files
SUMMARISED VIEW
System should provide the Statistical Data to Analyze the Progress of Work.
Summary of Total Task received in different Bureaus and Number(s) of Completed,
Pending & Disposed out of them with percentage
File Subject wise filtration of received task & its Summarized view
Features to be supported:
A three-tier access
1. User Interface
2. Business Logic - Application Server
3. Database Server
Cover five core functionalities:
1. Data Entry - Modification
2. Collection of Charges.
3. MIS Module.
4. Executive e-Desk for higher officers for the day- to- day monitoring
The solution/product should have following salient features:
Web Enabled using XML on standard RDBMS on Microsoft.
Robust & Highly Scalable
User friendly
Integration with smart cards and biometric devices
Integration with digital signature
Solution/product to have push and pull points that should be flexible (user configurable)
for automated or event driven flow of information in the network.
Extensive MIS reports
Key Characteristics
Data capturing in on-line mode from various source documents with a view to create and
maintain the databases.
Interaction with one or more databases at the time of data capturing
Interaction with one or more databases at different stages of processing.
Generation of various periodic reports/registers.
Intensive interactive instant information retrieval from one or more databases. This
should include data downloading through mobile wireless devices.
High degree of in built security features to ensure access of information at only defined
levels of security
High dynamic application systems Large number of ad hoc queries/reports
Tender Document: Management Information and Decision Support System Page 22
Right to Information
Should support 2 layered structures for RTI Applications. (i.e. Government
Departments, HODs, PSUs, Board corporations and Collector Offices)
1. PIO, Public Information Officer.
2. Appellate officer
The RTI application first time goes to PIO requesting information related issues. The
information should be provided by PIO within 30 days of the receipt on acceptance of RTI
application.
If the applicant is not satisfied by given answer of requested information then he can re-apply
for RTI application with Appellate officer for the same information.
Again if applicant is not satisfied by given answer of requested information then he can
again apply to RTI Commissioner for the same.
Rights to Information Framework
The solution offered should effectively address ―Rights to Information‖ service in Corporate
Style. Browser-based system to enable fast and effective information dissemination with
proper checks and balances for accountability. It should support centralized RTI cell for
multiple departments.
The solution offered should be multi-lingual, multi-user based on the ASP.NET architecture.
A) Grievance Processing System
Grievances can be registered with relevant papers attached to it. It will be routed
automatically to the concerned Bureau/person. The following options should be provided to
effectively aid grievance redressal process. The module should have following major
functionalities.
Grievance Registration
A unique ID to be generated for every grievance registered to enable easy tracking of the any
grievance.
Grievance Receipt
A grievance Receipt to be given to the aggrieved as a physical proof of having received the
grievance.
Intimation of the Action Taken & Status
Real-time details of Status, Action Taken, and Officer Remarks etc to be made available.
Grievance Redressal
By auto-escalating the pending grievances, the system should make sure that no grievance
goes unnoticed and help reduce grievance redressal time.
Tender Document: Management Information and Decision Support System Page 23
Complaints Monitoring
Various MIS reports &views should be created to monitor the status of Grievances.
Different Communication Modes to be Supported
By Fax
By Phone
By Post
By e-Mail
Through website
In Physical Form (In Person)
B) Application Redressal System
Applications of any Bureau/subject should be accepted through this system and routed to
concerned officer for reply. Their scrutiny remarks/replies should be stored with the
application with date & time stamp. Real-time information of the applications status to be
made available to all parties concerned.
For example, RID Bureau can accept online applications. Process these applications and reply
online to the applicant for applications like
Scholarship to Students
Sanction of project under various schemes etc.
The module should have following major functionalities:
Application Registration
Application Receipt
Intimation of the Action Taken & Status
Application Redressal (Work flow)
Application Monitoring
The applicant should have access and can keep track of his/her application online anytime
from anywhere.
Applications should be handled with a pre-defined workflow.
Application Submission at the Centralized Cell
Application Acceptance Receipt by the Centralized Cell
Application Automatically Routed to the concern bureau.
C) Assignment Tracking System
Intra-Bureau or Inter-Bureau Assignments to be given for a particular
Grievance/Application/Query and details of assignment should be captured with approximate
completion date.
Grievance / Application Specific Assignments should also be given and linked with them in
such a manner that, unless the assignment is complete the application cannot be passed on to
the next officer.
Tender Document: Management Information and Decision Support System Page 24
The following major functionalities should be covered under the Assignment Tracking
System:
Assignment Allocation / Waiver / Completion
Action on Assignment
Assignment Status Monitoring
Sub-Assignment / Assignment Division
All the tasks should be assigned a deadline.
D) Query & Content
All organizational circulars, memos, reference manuals etc should be stored digitally for a
quick and easy referral.
Ready Reference Library of All Type of Content
Easy Parametric & Text based Search
Content Secrecy is maintained
Download / Print Documents
Common features to be provided
Work Flow Management: Grievance / Application should be handled through a
Predefined (Automated) or Dynamic Workflow as per the organizational hierarchy.
Auto-Escalation to the higher level should be supported to ensure timely redressal
Action Taken, Officer Remarks, and Status for every Grievance / Application should be
easily tracked using their Unique ID using any communication modes
MIS Reports & Top Level Management Views to Track Employee Efficiency
Bar-coded Receipt of Grievance / Application
Communication Modes Supported (Fax, Phone, e-Mail, Post…)
Attach n-number of Documents to a Grievance or an Application
All Standard Types of Attachments Supported (DOC., PDF, XLS, JPG, BMP…)
Multi-Lingual
User Friendly and Uniform User Interface Across Delivery Channels
Training:
The training program should be conducted for all the officers and employees of AICTE
located at all the locations of AICTE.
Vendor shall provide training free of charge for AICTE end users, whenever required to so by
AICTE.
PLANNING AND IMPLEMENTATION
Provide the necessary resources: services, consulting, and software to Implement and
Maintain a Management Information and Decision Support System. The plan shall
include total solution for Management Information and Decision Support System
At all the locations, the vendor should provide necessary application software and
shall ensure 99% uptime for the entire system.
Tender Document: Management Information and Decision Support System Page 25
The vendor shall provide specifications for Central servers, Storage devices,
Communication & networking equipments & bandwidth to be procured by AICTE, for
implementing the system
The vendor should separately provide detailed Phase wise implementation plan
including time schedule for the proposed solution.
GENERAL REQUIREMENTS
The tender offer must be valid for a period of 90 days from the date of submission. Any
offer falling short of the validity period is liable for rejection.
PRODUCT UPDATES / MAINTENANCE / WARRANTY REQUIREMENTS
Proposal shall include a system maintenance proposal for vendor provided
components/system/applications. Clearly indicate what level of support is available,
such as 7 x 24, 5 x 24, 5 x 8, etc. coverage is proposed, and the associated costs for each
level of service.
The vendor shall provide latest upgraded version of the system, application software as
and when offered in the market.
PRODUCT CUSTOMIZATION REQUIREMENTS
AICTE already has Oracle‘s Siebel solution, integration of the proposed Management
Information and Decision Support System would be critical.
Similarly for any other products that AICTE has or plans to procure, implement, appropriate
integration of Management Information and Decision Support System may be required. The
vendor should provide the Quote for the effort involved in such integration, in terms of PER
MAN HOUR unit.
The total Man-hours effort required to carry out such integration shall be calculated by
mutual agreement between the AICTE & Vendor, on case to case basis and the total Man-
hours effort shall be paid on the basis of PER MAN HOUR rate quoted in this tender.
SYSTEM DOCUMENTATION
The selected Bidder shall provide complete documentation of the following:
a. Administrator‘s Manual:
This manual shall provide an overview and implementation instructions for the
disaster recovery plan.
b. Operator Manual:
This manual shall provide a basic operational description of the software as well as
other pertinent operational details. The manual shall be short, simple, and shall
include pictures showing the various operator procedures.
c. Installation Manual and Documentation:
The installation manual shall consist of a printed section that describes the proper
installation procedures. It shall also include those details that are unique to the AICTE
Tender Document: Management Information and Decision Support System Page 26
system, such as the server operating system and server setup parameters. This manual
shall include clear illustrations of all system connections.
d. On-line Help:
Every option in the software should have context sensitive help available for the user
while the software is in use.
Manuals shall address the issue of alternate recovery sites.
SITE PREPARATION
Vendor shall provide detailed guidelines for site preparation. Details of infrastructure
available as given in the tender. (Only that infrastructure is mentioned that may be
physically interfaced / connected to the equipment supplied by the vendor). It shall be
AICTE‘s responsibility to ensure proper environment with suitable power and air
conditioning.
SPECIFICATION OF EQUIPMENTS AND SERVICES
The technical specifications specified in Annexure-A are the minimum requirements of
the Purchaser. The vendors are at liberty to indicate higher specifications than the
minimum levels. The Purchaser reserves the right to place orders at the higher
specifications offered by the vendors. Similarly the warranty period is the minimum
required. The vendors are at liberty to offer a higher warranty period and the Purchaser /
Indenter reserves the right to avail of the longer warranty period offered.
MAINTENANCE AND SUPPORT
As a part of maintenance strategy, vendor shall provide services for the hardware,
software supplied by the vendor for AICTE, during the period of warranty. The service
engineer, support engineer should have sufficient technical qualification and experience
to handle hardware, software, communications issues that may arise during the usage of
system.
The vendors shall furnish the details of their centers to support and shall deploy only
trained service personnel to resolve the issues which may arise. Maximum time to repair
(resolve & recover) a reported break down should be 4 hours. Time for this purpose
shall be measured as interval between the time of reporting the problem and the time
when the problem is fully solved making the faulty components/functions fully
operational.
Vendor and OEM support strategy should have a 24 X 7 support. Support from vendor
(and OEM if applicable) should be on site whenever a fault is to be recovered
Bidder shall not be responsible for damage to the systems due to external circumstances
such as earthquakes, floods, fires, riots, electrical anomalies, as well as rats cutting etc.
Even if the goods are shifted to any other location of AICTE during the warranty period,
the warranty should continue.
All the Hardware and Software should carry 3 years of warranty from Manufacturer and
additional 2 years warranty from the vendor.
The vendor should provide on-site residential support engineer for both Hardware and
Software for 5 years.
Tender Document: Management Information and Decision Support System Page 27
UPTIME GUARANTEE
Vendor shall have to guarantee a continuous high availability of the all the services and
equipments supplied by them and should achieve 99 % uptime on 24 X 7 basis.
In case of failure occurs during the warranty period and the same has not been set right
by the vendor within 4 hours from the time of intimation to the Vendor, the warranty
period will also be extended proportionately.
SPARES
Vendor shall maintain the sufficient Spares for maintaining required uptime guarantee.
B) INSTRUCTIONS TO TENDERERS
DEFINITIONS
In this Contract, the following terms shall be interpreted as indicated below:
1. ―Vendor or Contractor or Service Provider‖ shall mean the successful bidder to whom
the contract has been awarded and with whom the Tendering Authority signs the
contract for rendering of goods and services.
2. ―Contract‖ means the agreement entered into between the Tendering Authority and the Vendor,
as recorded in the document signed by the parties, including all the attachments and appendices
thereto, and all documents incorporated by reference therein;
3. "Bidder‖ means any firm having proper legal Agreement between the parties with the
lead firm taking the full responsibility of managing the project as required in the
tender. The word ―Bidder‖ when used in the pre award period shall be synonymous
with ―Vendor‖ which shall be used after award of the contract.
4. ―The Contract Price‖ means the price payable/receivable to the Successful Bidder
under the Contract for the full and proper performance of its contractual obligations;
5. ―The Goods‖ means all the all the material/ services, which the Vendor is required to
supply to the Tendering Authority under the Contract;
6. ―Services‖ means services ancillary to the supply of the Goods, such as transportation
and insurance and any other incidental services and other obligations of the Vendor
covered under the Contract;
7. ―Day‖ means a working day.
8. ―Tendering Authority‖ means The Member Secretary, AICTE, New Delhi.
9. ―Council‖ means All India Council for Technical Education
10. ―AICTE‖ means All India Council for Technical Education
LOCATION FOR SUPPLY OF GOODS AND SERVICES AND INSTALLATION
Delivery, Installation of hardware, consumables and application software should be at
the Sites/Locations as per Annexure-J at the risk and cost of successful bidder.
Tender Document: Management Information and Decision Support System Page 28
SPECIFICATIONS
The technical specifications are the minimum requirements of the purchaser. The
Tenderer is at liberty to indicate higher specifications than the minimum level. The
purchaser reserves the right to place order at the higher specifications offered by the
Tenderer. Similarly the warranty period is the minimum required. The Tenderer is at
liberty to offer a higher warranty period and the Purchaser / Indenter reserves the right
to avail of the longer warranty period offered.
Intending Tenderer will be allowed to suggest suitable modifications in the Technical
Speciation. So that AICTE can take the benefit of the latest advances in the
technology. The Purchaser will communicate such changes in specifications that are
accepted to all the intending Tenderer who have attended the pre-bid meeting. Only
such changes that have been communicated will become binding on all the Tenderer.
COST OF TENDER DOCUMENT
Tender/RFP document may be down loaded from the website www.aicte-india.org.
COST OF TENDER
It may be noted that Council will not pay any amount / expenses / charges / fees /
traveling expenses / boarding expenses / lodging expenses / conveyance expenses /
out of pocket expenses, regardless of the conduct or outcome of the Tendering
process.
NON TRANSFERABLE TENDER
Neither the contract nor any rights granted under the contract may be sold,
leased/sublet, assigned, or otherwise transferred, in whole or in part, by the vendor,
and any such attempted sale, lease, assignment or otherwise transfer shall be void and
of no effect without the advance written consent of the Council.
QUALIFICATION CRITERION
a. The respondent may be a Government Organization / PSU / PSE / partnership firm or
a limited Company under Indian Laws.
b. The respondent should be in existence for minimum 5 years .
c. The respondent should have a minimum turnover of at least Rs. 1000 Crores in the
past three years for Indian operations.
d. It should be profit making firm / company / organization.
e. An affidavit to the effect that the firm or any of its partner, director, Board Member
of any firm has not been black listed by any Government /Semi Government
Organization/statuary body.
f. The bidder should be a system integrator with proven skills and experience in
designing, setting up and maintaining Management Information and Decision
Support System
g. The firm must have 1000 technically qualified software developers, 50 network
engineers, 50 system integrators and should have a prior experience in providing IT
Tender Document: Management Information and Decision Support System Page 29
infrastructure maintenance services. The responding must have expert manpower for
Seibel database (should be supported by necessary certificate)
h. Bidder should provide an outline of recent experience of programs and projects
undertaken of same size and nature.
i. The vendor should have completed at least three packaged application
implementation projects.
j. Should be a CMM Level 5 & ISO 9001:2008 organization.
k. Should have executed similar project in Government and Private sector
l. Should have support network at AICTE Regional Offices locations
m. Should have qualified team of Software Professionals.
n. Should offer full-fledged total solution for Management Information and Decision
Support System of AICTE.
o. Only those Tenderer who attend the pr-bid meeting will be allowed to submit the
Tender offer and further eligible for participation in the Tender process.
OFFER VALIDITY PERIOD
Tender should remain valid for 90 days
COMPLETENESS OF TENDER OFFER
The Tenderer is expected to examine all instructions, forms, terms, conditions, and
specifications in the Tender document. Failure to furnish all information required by
the Tender document or submission of a tender offer not substantially responsive in
every respect to the tender documents will be at the Tenderer‘s risk and may result in
rejection of its tender offer. The tender offer is liable to be rejected outright without
any intimation to the Tenderer if complete information as called for in the tender
document is not given therein, or if particulars asked for in the Forms / Performa in
the tender are not fully furnished.
TWO BID SYSTEMS TENDER
The offer shall be in two separate parts. One Envelop containing Technical offer in
duplicate along with EMD and Commercial offers in second envelop. These Two
separate sealed envelopes containing the Technical and Commercial offers separately
should be enclosed together in a large envelop, sealed and superscripted with the
Tender Reference Number, Name and address of the Tenderer. Tender Offer without
separate envelops for technical offer and commercial offer will be rejected outright.
All pages in technical and commercial bid shall be numbered, stamped with the
official company seal and duly signed by the authorized signatory.
The bidders should use the formats prescribed by the Council for submitting both
technical and commercial bids.
All the attachments should be in a sequence specified in tender offer form (Annexure-
C) and flagged.
All two inside envelops should be separately sealed and stamped. The sealed envelops
must be super-scribed with the following information:
Type of offer (Technical or Commercial):
Tender Reference Number:
Tender Document: Management Information and Decision Support System Page 30
Name and address of Tenderer:
Date of submission of Tender Offer and Time:
ENVELOP-I (TECHNICAL OFFER)
The technical offer shall be submitted in Duplicate.
The technical bid should not contain any price information.
The Technical offer should include all items asked for in Annexure-A.
The Technical bid should be complete in all respects with all the
columns filled in including “Accepted / Deviations”. The Technical offer should be complete to indicate that all products and services
asked for are quoted and should give all required information including technical
brochure, manuals, technical specifications, data sheet of the quoted products in an
organized and neat manner. No documents, brochures, leaflets, etc. should be
submitted in loose form. (Submit hard copy and soft copy in CD)
The technical specifications are the minimum requirements of the purchaser. The
Tenderer is at liberty to indicate higher specifications than the minimum level. The
purchaser reserves the right to place order at the higher specifications offered by the
Tenderer.
Filling up of the Technical Detail Form using terms such as ―ok‖, ―acceptable‖,
―noted‖, ―as given in brochure / manual‖ is not acceptable. The Purchaser may treat
offers not adhering to this guideline as unacceptable.
One tender should contain only one product option.
Any additional accessories, services for Hardware and Software which can be
supplied should be included separately indicating their need/use. Those additional
accessories, services which are essential for basic functional use of the equipment in
the overall system should be marked as essential and others as optional.
EARNEST MONEY DEPOSIT
Subject to compliance of Response Submission Process the intending bidders should
pay along with bids an Earnest Money Deposit of Rs 5,00,000/- (Rupees Five Lakh
only). The EMD shall be paid by Demand Draft in favour of ‗‘ Member Secretary,
AICTE, New Delhi‘, payable at New Delhi. The EMD will not carry any interest.
The EMD made by the bidder will be forfeited if:
The bidder withdraws his tender before processing of the same.
The bidder withdraws his tender after processing but before acceptance of ―Letter of
appointment‖ issued by Council.
The selected bidder withdraws his tender before furnishing an unconditional and
irrevocable Performance Bank Guarantee.
The bidder violates any of the provisions of the terms and conditions of this tender
specification.
The EMD will be refunded to:
The successful bidder, 3 months after successful installation, commissioning and
testing of Goods and services.
Tender Document: Management Information and Decision Support System Page 31
The successful bidder, only after furnishing an unconditional and irrevocable
Performance Bank Guarantee for 10% of the contract value.
The unsuccessful bidders, only after acceptance of the ―Letter of Appointment‖ by the
selected bidder.
ENVELOP-II (COMMERCIAL OFFER)
Commercial Offer as per Annexure –B shall be submitted. It should give all relevant price information and should not contradict the Technical
Offer in any manner.
The prices quoted in the commercial bid should be without any conditions.
The bidder should submit an undertaking that there are no deviations to the
specifications mentioned in the tender either with the technical or commercial bids
submitted.
The price schedule must be filled in completely, without any error, erasures or
alterations.
Tenderer should quote only all-inclusive Price inclusive of Supply, Installation,
commissioning, Transportation, Forwarding, Insurance, Training, Warranty, taxes and
duties etc except Octroi.
The commercial offer shall be on a fixed price basis, inclusive of all taxes, no price
variation should be asked for relating to increase in customs duty, excise tax, dollar
price variation, etc.
Price quotation accompanied by vague and conditional expression such as ―subject to
immediate acceptance‖, ―subject to confirmation before sales‖, etc will be treated as
being at variance and shall be liable for rejection.
The envelop consisting of Commercial Offer shall be marked as “Commercial
Envelop”
Prices quoted will be firm for the entire period of Contract. All prices to be quoted in
Indian Rupees, and must clearly state all applicable taxes which must be included in
quoted price.
It is the responsibility of the Vendor to clearly identify all costs associated with any
item or series of items in this tender. The Vendor must include and complete all parts
of the cost Proposal in a clear and accurate manner. Omissions, errors,
misrepresentations, or inadequate details in the Vendor‘s cost proposal will be
considered as valid ground for rejection of the Vendor‘s proposal. Costs that are not
clearly identified will be borne by the Vendor.
Tenderer should indicate separately the cost of additional accessories, services of
essential and optional nature.
The commercial offer should include cost of up gradation of system and application
software for total duration of contract.
The commercial offer should include incidental charges and customization charges if
any.
AUTHORISED SIGNATORY
The selected bidder shall indicate the authorized signatories who can discuss and
correspond with the Council, with regard to the obligations under the contract. The
Tender Document: Management Information and Decision Support System Page 32
selected bidder shall submit at the time of signing the contract, a certified copy of the
extract of the resolution of their Board, authenticated by Board Secretary, authorizing
an official or officials of the bidder or a Power of Attorney copy, to discuss, sign
agreements / contracts with the Council. The bidder shall furnish proof of signature
identification for above purposes as required by the Council.
ONLY ONE SUBMISSION PERMITTED
Only one submission of response to tender by each Vendor will be permitted. In case
of partnerships / consortium, only one submission is permitted through the lead
vendor / consultant. The purchase order in such case will be placed in the name of
Principal bidder only and the principal bidder will be responsible for non commitment
to terms and conditions as per this tender document. All submissions, including any
Banking documents, will become the property of Council. Recipients shall be deemed
to license, and grant all rights to, Council to reproduce the whole or any portion of
their submission for the purpose of evaluation, to disclose the contents of the
submission to other Recipients who have registered a submission and to disclose
and/or use the contents of the submission as the basis for any resulting process,
notwithstanding any copyright or other intellectual property right that may subsist in
the submission or Banking documents.
SUBMISSION OF TENDER OFFER
Sealed tender offers shall be received by the ―Member Secretary, AICTE, New Delhi‖
at the address specified above not later than the time and date specified in the
invitation of Tender offer. In the event of the specified date for the submission of
tender offers being declared a holiday, the offers will be received up to the appointed
time on the next working day.
Tender Offer submitted without Application Fee, sent by fax or e-mail will not be
considered for evaluation.
Tender Offer received late will be rejected and / or returned unopened to the
Tenderer.
OPENING OF TENDER OFFER
Tender offers received within the prescribed closing date and time will be opened in
the presence of bidders‘ representatives who choose to attend the opening of the
tender on the specified date and time as mentioned earlier in the tender document.
The bidder‘s representatives present shall sign a register of attendance and minutes
and they should be authorized by their respective companies to do so.
A copy of the authorization letter should be brought for verification.
PRELIMINARY SCRUTINY
Prior to the detailed evaluation, the Purchaser will determine the substantial
responsiveness of each offer to the tender document. For purpose to these clauses, a
substantially responsive bid is one which confirms to all the terms and conditions of
the Tender Document without material deviations. The purchaser‘s determination of
Tender Document: Management Information and Decision Support System Page 33
an offer‘s responsiveness is to be based on the contents of the Tender Offer itself
without recourses to extrinsic evidence.
The Purchaser will scrutinize the offer to determine whether the offer is complete,
whether required technical documentation have been furnished, whether the
documents have been properly signed, and whether the offer is in order.
All the prospective vendors will have to present the proposed solution as per schedule
in the tender. Substantially responsiveness of the technical offer in the tender will be
decided based on the proposed solution.
A tender offer determined as not substantially responsive will be rejected by the
purchaser and the commercial bid for such Tenderer will not be opened.
The Purchase may waive any minor infirmity or irregularity in a Tender offer, which
does not constitute a material deviation. This shall be binding on all Tenderers and the
Purchaser reserves the right of such waivers.
CLARIFICATION OF OFFER
To assist in the scrutiny, evaluation and comparison of offer, the Purchaser may, at its
discretion, ask some or all Tenderers for technical clarification of their offer. The
request for such clarification and the response shall be in writing. To speed up the
response process, the Purchaser, at its discretion, may ask for any technical
clarification to be submitted by means of facsimile by the Tenderer. In such cases,
original copy of the document describing the technical clarification must be sent to
the Purchaser by means of courier / in person.
SHORT LISTING OF TENDERERS
The Purchaser will short list technically qualifying Tenderers and commercial offers
of only these Tenderers will be opened.
COMPLETION OF COMPLIANCE OF TENDER CONDITIONS AND
STIPULATIONS AND PRICE COMPARISION
The Purchaser will evaluate the commercial offers of Tenderers previously short-
listed and determined to be substantially responsive.
After opening of the commercial offers of the short-listed Tenderers, if there is a
discrepancy between words and figures, the amount indicated in words will prevail.
AWARD CRITERIA
Contract will be awarded to the Tenderer who‘s technical offer is substantively
responsive and commercial offer has been determined to be lowest evaluated offer.
Contract may be awarded even if only one bidder qualifies technical/commercial
offer. However, AICTE reserves the right to take appropriate decisions in such case
and shall not be binding on the AICTE to award the contract.
Tender Document: Management Information and Decision Support System Page 34
RIGHT TO ALTER ITEMS
The Purchaser reserves the right to delete items from the schedule of requirements
specified in the tender. The Purchaser also reserves the right to alter the quantity.
The purchaser reserves the right to vary specifications.
NO COMMITMENT TO ACCEPT LOWEST OR ANY TENDER
AICTE shall be under no obligation to accept the lowest or any other offer, including
those received late or incomplete offers, without assigning any reason whatsoever.
AICTE reserves the right to make any changes in the terms and conditions of the
tender.
AICTE will not be obliged to meet and have discussions with any bidder, and or to
listen to any representations.
CORRUPT AND FRAUDENT PRACTICES
The Purchaser will reject a proposal for award if it determines that Tenderer
recommended for award has engaged in corrupt or fraudulent practices in competing
for the contract in question.
SIGNING OF CONTRACT AGREEMENT
Within seven days of receipt of Purchase order, the successful Tenderer shall sign and
date the contract and return it to the Purchaser.
C) TERMS AND CONDITIONS OF CONTRACT
PAYMENT TERMS
Payment terms:
a. 25% of the total contract should be given as Mobilization advance against first phase
against submission of bank Guaranty of same amount up to final sign off.
b. Remaining 75 % to be equally distributed in remaining phases and paid on successful
completion of respective phase as per SLA.
c. Payment against on-site Hardware and Software support will be made on quarterly
basis against the Bills raised after the completion of each quarter subject to
satisfactory performance as per committed SLA.
d. Payment of taxes and other applicable Government levies will be made according to
the rules and regulations as existing on the date of the payment.
e. In case there is price reduction in service components during the contract period then
the vendor will pass on all such benefits to AICTE without claiming by the Council.
f. Payment against Software AMC (Including Licenses) will be paid in advance against
the request from the vendor.
In all above phases, the payments shall be made against bill and satisfactory report
from the concerned AICTE official.
Tender Document: Management Information and Decision Support System Page 35
LIQUIDATED DAMAGES
For any delay in Installation and Commissioning, the AICTE will charge penalty as under:
0.5% of the order value/week or part thereof, subject to the cost not exceeding 10% of
the total cost.
PERFORMANCE GUARANTEE
Performance Bank Guarantee of 10 % of the contract value valid for contract period
(60 Months) plus 6 months claim period shall be submitted within 7 days from
acceptance of the purchase order.
The contract period shall be of 60 months from the date of signing of contract.
WARRANTY AND ANNUAL MAINTENANCE CONTRACT (AMC)
The successful Bidders shall warrant the software, equipment and its components to
be free from any sort of defects in material and workmanship for a minimum period
of 5 year from date of completed installation and shall repair or replace on a timely
basis any defective component, assembly or portion free of cost.
A Service Level Agreement (SLA) will be required to establish appropriate level of
support for speed repair and replacement.
Each and every call will be attended by competent staff of the Bidder within 3-4 hours
of its notification either on phone or in writing during business hours (9am -6pm).
Delay in attending the call and delay in rectification of fault will lead to consequential
financial damages to the Vendor/Bidder.
The Tenderer should separately indicate the cost of onsite service (AMC) for 5
years for all the procured items and services. Proposal without mention of AMC
charges will be treated as incomplete and will be rejected.
AMC charges will be paid after every six months against valid claim and satisfactory
report from the concern authority.
TIME FRAME
Project is to be completed within 6 months (24 weeks) in all respects i.e. deliveries
and all kind of installations and two (02) weeks for testing. Liquidated Damages at the
rates referred in this document shall be imposed in case of any delays due to any
reason whatsoever C
EXECUTION OF SLA / NDA
The vender should execute:
a. A Service Level Agreement, which would include all the services and terms and
conditions of the services to be extended as detailed herein and as maybe prescribed
by the Council and
b. Non-disclosure Agreement. The vendor should execute the SLA and NDA within 15
days from the date of acceptance of Letter of Appointment.
Tender Document: Management Information and Decision Support System Page 36
OPERATIONAL TRAINING
A comprehensive Training Plan is to be submitted along with the Technical Proposal.
Bid price shall include training on the system for the AICTE staff who will be the end
users of the system.
The training will be as per the satisfaction of the client / end user.
CANCELLATION OF CONTRACT AND COPMENSATION
The Council reserves the right to cancel the contract of the selected bidder and
recover expenditure incurred by the Council on the following circumstances:
The selected bidder commits a breach of any of the terms and conditions of the
bid/contract.
The bidder goes into liquidation voluntarily or otherwise.
The progress regarding execution of the contract, made by the selected bidder is found
to be unsatisfactory.
If deductions on account of liquidated Damages exceeds more than 10% of the total
contract price.
After the award of the contract, if the selected bidder does not perform satisfactorily
or delays execution of the contract, the Council reserves the right to get the balance
contract executed by another party of its choice by giving one months notice for the
same. In this event, the selected bidder is bound to make good the additional
expenditure, which the Council may have to incur to carry out bidding process for the
execution of the balance of the contract. This clause is applicable, if for any reason,
the contract is cancelled.
The Council reserves the right to recover any dues payable by the selected bidder
from any amount outstanding to the credit of the selected bidder, including the
pending bills and/or invoking Bank Guarantee, if any, under this contract or any other
contract/order.
The purchaser shall be entitled and it shall be lawful on his part to forfeit the amount
of Performance Bank Guarantee in whole or in part in the event of any default, failure
or neglect on part of the contractor in fulfillment or performance of the contract under
reference in all respects satisfaction of the purchaser. The purchaser shall be entitled
to deduct from the amount of Performance Bank Guarantee any loss or damage which
the purchaser may suffer or be put by any reason of or due to any act or other default
recoverable by the purchaser from the contract. The losses recoverable by the
purchaser from the Performance Bank Guarantee shall include all losses incurred by
the purchaser during the warranty period on account of failure of equipment or delay
in attending the equipment by the contractor during the warranty period as per
stipulations of the contract.
The Performance Bank Guarantee will be returned to the contractor without any
interest on performance and completion of the contract which shall include
installation, commissioning of complete equipment to be supplied under the contract
and fulfillment of warranty obligations for the complete terms of the contract.
Tender Document: Management Information and Decision Support System Page 37
ASSIGNMENT
Neither the contract nor any rights granted under the contract may be sold, leased,
assigned, or otherwise transferred, in whole or in part, by the vendor, and any such
attempted sale, lease, assignment or otherwise transfer shall be void and of no effect
without the advance written consent of the Council.
SUBCONTRACTING
The vendor shall not subcontract or permit anyone other than its personnel to perform
any of the work, service or other performance required of the vendor under the
contract without the prior written consent of the Council.
APPLICABLE LAW AND JURIDICTION OF COURT
The Contract with the selected bidder shall be governed in accordance with the Laws
of India and will be subject to the exclusive jurisdiction of Courts at Delhi (with the
exclusion of all other Courts).
NO LEGAL RELATIONSHIP
No binding legal relationship will exist between any of the Recipients / Respondents
and Council until execution of a contractual agreement.
DISQUALIFICATION
Any non confirmation to above tender details can be treated disqualification. Any
form of canvassing/lobbying/influence/query regarding short listing, status etc will be
a disqualification.
If the bid is received after the due date & time.
Submitted more than one bid, either as single firm/ primary bidder / consortium
member
ANNEXURES TO THE TENDERS The tender comprises of following schedules / Annexure:
Annexure-A Specifications For Technical Offer
Annexure-B Price Schedule
Annexure-C Tender Offer Form
Annexure-D Self-Declaration (Notarized Affidavit)
Annexure-E Details Of Bidder
Annexure-F Details Of Manpower Exclusively Associated With This Project
Annexure-G Performance Statement
Annexure-H Contract Form
Annexure-I Performance Security Form
Annexure-J Locations of AICTE Offices
Annexure-K Checklist
Annexure-L SLA
Tender Document: Management Information and Decision Support System Page 38
Annexure-A
Specifications for Technical Offer
Technical Evaluation Parameters
Sr.
No.
Modules
required
Detailed Scope of work as per the
tender
Offered
specifications
Deviation
(if any)
1 Academic
Management
System
Student Information System with MIS.
2 HRMS HRMS should provide comprehensive
solution for HR department‘s functional
needs. It should cover personal details as
well as all important landmark details
during tenure of the employee with
organization.
3 Financial
Accounting
System:
Complete management of Budgeting,
Grants, Scholarships, Accounting as a
centralized system hosted at AICTE and
centralized accounting system
4 Fixed Asset
Management
System
Complete asset management system
comprising of Depreciation Calculation,
AMC maintenance, Insurance
maintenance, Asset Location up to
Branch - Bureau level.
5 Legal
Process
System:
Complete Legal Case monitoring system
and Case details MIS at a single click
with all the details of Advocates,
Witnesses, Hearings, and references of
other cases.
6 File
Tracking
and Work
flow
management
System:
Complete File Automation system with
Content Management & Integrated Work
flow
7 Right to
Information
Framework:
Right to Information Framework
Comprises of RTI Application
processing system, PG Processing
system and Assignment Tracking System
Tender Document: Management Information and Decision Support System Page 39
ANNEXURE-B
PRICE SCHEDULE (PS)
Tender Reference:
Last date and time for submission of Tender :
The Member Secretary,
AICTE,
7th
Floor, Chandralok Building,
Janpath, New Delhi
110001.
SUBJECT: TENDER DOCUMENT FOR PARTICIPATION IN THE TENDER
PROCESS FOR MANAGEMENT INFORMATION AND DECISION SUPPORT
SYSTEM
That we are sole owner/authorized agents/ of
…………………………………………………………..
……..………………………………………………..
That we/the undersigned agency is equipped with adequate hardware/software and other
facilities required for providing services and our establishment is open for inspection by the
representatives of AICTE
We hereby offer to provide Services at the prices and rates mentioned in the financial bid (as
per financial template).
We do hereby undertake, that,
In the event of acceptance of our bid, the Services shall be provided as stipulated in the work
order and the tender terms and conditions to the Bid and that we shall perform the entire
incidental services.
The prices quoted are inclusive of all charges inclusive of traveling, hardware/software/
manpower etc. for providing the desired services.
We agree to abide by our offer a period of 90 days from the date fixed for opening of the
tenders and what we shall remain bound by a communication within that time.
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender and we do hereby undertake to provide the
services as per these terms and condition.
We do hereby undertake, that, until a formal contract is prepared and executed, this bid,
together with your written acceptance thereof, the tender document and placement of letter of
intent awarding the contract, shall constitute a binding contract between us.
Tender Document: Management Information and Decision Support System Page 40
Financial Bid
Format for submitting Commercial Offer
S. No
Item description Units Total
Quantity
Basic Unit Rate
Other charges
including freight/ Octroi/
insurance etc. as %
Other charges
including freight/ Octroi/
insurance etc. as Amount
Taxes as %
Taxes as
Amount Discount Total
(1) (2) (3) (4) (5) (6) (7)=
[(4)*(5)]*(6) (8)
(9) = [(4)*(5)+7]*
(8) (10)
(11) =[(4)*(5)] +(7)+(9)-
(10)
1 Academic
Management System
2 HRMS
3 Financial Accounting
System:
4 Fixed Asset
Management System
5 Legal Process
System:
6 File Tracking and
Work flow
management System:
7 Right to Information
Framework:
8 Installation and
commissioning charges
Tender Document: Management Information and Decision Support System Page 41
9
Comprehensive
Annual Maintenance
Charges for all
Software(s) and
Licenses for 5 years
10
System Integrator
support charges for 5
years (per man –hour)
11
On-site residential
support for Software,
Applications, OS,
Antivirous etc.
12 Any other service(pl
specify)
13 Taxes (if any)
TOTAL
Tender Document: Management Information and Decision Support System Page 42
Note:
1. ANY INCREASE IN QUANTITY will be ON PRO-RATA BASIS. However,
AICTE shall place the order for required additional items/services as and when
required by giving a written request to the Tenderer.
2. OEM support for Software and Hardware should be quoted for 5 years. All Software
licenses have to be perpetual.
3. The financial bid scrutiny for evaluation of the bid will be based on the GRAND
TOTAL of all schedules.
4. In case of extension in the supply of service, the differential cost will be paid to the
vendor for the extended contract period.
5. All the costs should be quoted in Indian Rupees and should be fixed on lump-sum
basis, no escalation of cost will be allowed under any circumstances.
6. AICTE shall not pay separately any specific statutory taxes / service charges to any
authority.
7. No hidden charges will be allowed, if any.
8. Bills should be raised in the name and will be paid Competent Authority, as specified
in the tender.
I/We, hereby, undertake that we shall not ask for any other charges other than the charges
specified above. We also confirm that we will make our own arrangements at our own cost
for traveling, boarding, lodging, communication etc. for successful implementation of the
project at site.
Dated: Signature:
Name of Agency:
Company Seal Full Address:
Tender Document: Management Information and Decision Support System Page 43
ANNEXURE-C
TENDER OFFER FORM (TOF)
Date: _________
Tender Reference No.:
To
The Member Secretary,
Member Secretary, AICTE, 7th
floor, Chandralok Bulding, Janpath, New Delhi, 110001
SUBJECT: TENDER DOCUMENT FOR PARTICIPATION IN THE TENDER
PROCESS FOR MANAGEMENT INFORMATION AND DECISION SUPPORT
SYSTEM
Gentlemen:
Having examined the tender documents including all Annexure the receipt of which is hereby
duly acknowledged, we, the undersigned, offer to work as Vendor as mentioned in the Scope
of the work as required by AICTE in conformity with the said tender documents.
I/We declare that we are an established service Provider in the area of IT service Provider
under the name and style of…………………………………
We declare that we are equipped with adequate machinery/technology for providing the
services as per the parameters laid down in the Tender Document and we are prepared for
live demonstration of our capability and preparedness before the representatives of the
AICTE office.
I/ We undertake that the Prices are in conformity with the specifications prescribed. The
quote is inclusive of all costs likely to be incurred for executing this work.
I/ we undertake, in the event of acceptance of our bid, the services shall be provided as
stipulated in the schedule to the Bid Document and that we shall perform all the incidental
services.
If our Bid is accepted we shall submit the performance guarantee of bank as specified in the
Tender document for the due performance of the Contract during the Contract period at the
time of signing of Agreement in the Form prescribed by the Tendering Authority.
I / We agree to abide by this Bid for the period of 90 days after the date fixed for Bid opening
and it shall remain binding upon us and may be accepted at any time before the expiry of that
period.
Until a formal contract is prepared and executed, this Bid offers, together with your written
acceptance thereof and your notification of award shall constitute a binding contract between
us.
We understand that you are not bound to accept the lowest or any offer you may receive.
We agree to the terms and conditions mentioned in the Tender Document.
Dated this ____ day of ________________Signature: _______________________________
(In the Capacity of :) ____________________________
Duly authorized to sign the tender offer for and on behalf of
Encl.: - (A) Envelope-1 (Original Technical Bid)
1. Index
2. Tender offer form duly filled in. (Annexure C)
3. Bidders Authorization Certificate.
Tender Document: Management Information and Decision Support System Page 44
4. Self Declaration for unblemished record
5. Details of Bidder
6. Performance statement along with necessary Documents
7. VAT Registration Certificate along with VAT Clearance Certificate or VAT payment
Challan from concerned Government Department as on 1st May,2011.
8. Downloaded Tender Document where all the annexure are
completely filled and every page of the tender document including
annexure, duly signed and stamped with the authorized company
seal.
9. Copies of Certificate of incorporation of the firm (e.g. Registration as Partnership
Firm, Proprietary concern, Company etc.)
10. Copy of the CMM and ISO certification
11. Copy of the PAN Card
12. Proof in support of having experience of minimum of 5 years of existence in the field
of Software Development and IT related activities as on 1st May, 2011. Work-orders
along with Completion Certificates / Client's Testimonial given by concerned
organisations or whom work is done should be submitted.
13. Proof in support of experience in development of software and providing IT related
services to the Government / Public Sector Organizations / Undertaking /
Corporations, Banks, Universities / State level Board. Work-orders along with
Completion Certificates / Client's Testimonial given by concerned organisations or
whom work is done should be submitted
14. Proof in support of minimum 3 clients (present and / or past) who are Public Sector
Organizations / Corporations with total order volume of Rs 2cr for last 2 years out of
which one assignment should have successfully executed with order value of
minimum Rs 2cr. from single Public Sector Client. Work-orders along with
Completion Certificates / Client's Testimonial given by concerned organisations or
whom work is done should be submitted
15. Proof in support of proven track record of having successfully provided on-going
training, maintenance of and handholding support for its developed applications.
16. Proof in support of prominent presence at all the regional office locations and Delhi
17. Technical proposal
18. Hardware resources proposed for deployment.
19. Problem Escalation Mechanism with name, designation and contact details at each
level up to the level of CEO
20. Proposed Quality Plan.
21. Proposed Software Change Management Methodology.
22. Proposed Methodology to complete this project.
23. Details regarding proposed infrastructure for desired services.
24. Details regarding miscellaneous / Add-on technical services.
25. Copies of its audited financial statements for past three years (i.e. 2010-11, 2009-10,
2009-08).
26. The firm must have 1000 technically qualified software developers, 50 network
engineers, 50 system integrators and should have a prior experience in providing IT
infrastructure maintenance services. The responding must have expert manpower for
Tender Document: Management Information and Decision Support System Page 45
Seibel database (should be supported by necessary certificate)
27. Bidder should provide an outline of recent experience of programs and projects
undertaken of same size and nature.
(B) Envelope-2 (Duplicate technical bid along with all attachments)
(C) Envelope-3 (Sealed Commercial Bid)
1. Price Schedule, duly stamped and signed
(D) Envelope-4 (Earnest Money Deposit, EMD)
Tender Document: Management Information and Decision Support System Page 46
ANNEXURE-D
SELF-DECLARATION (NOTARIZED AFFIDAVIT)
Ref.............. Date: -
To,
The Member Secretary,
AICTE,
7th
Floor, Chandralok Building,
Janpath, New Delhi
110001.
In response to the tender No………………………………………….Dated…………………. as a owner/partner / Director of ………………………… I / We hereby declare that our Agency …………………………….. is having unblemished past record and was not declared ineligible for corrupt and fraudulent practices either indefinitely or for a particular period of time.
I/ We M/s___________________ (Name of the Company) are not blacklisted in any Department of Government of India or any State Government
I/We further undertake that our partner M/s ______________________ (Name of Vendor) having office are also not blacklisted in any Department of Government of India or any State Government
I/We hereby declare that there are no pending cases against M/s______________________
(Name & Address of Bidder) with Department of Government of India or any State Government or any other court of law
I/We hereby declare that Bidder‘s company or Director/Owner of the company have not been
declared by any Court or Competent Authorities in solvent or involved in any fraudulent
mean(Economical & Criminal) as on 1st May,2011
Name of the Bidder: -
Signature: -
Seal of the Organization: -
Tender Document: Management Information and Decision Support System Page 47
ANNEXURE-E
DETAILS OF BIDDER
Please ensure that your response clearly answers all the questions. If you use additional
schedules or documentation to support your response, make sure that they are clearly cross-
referenced to the relevant question.
General Profile of the Company/Firm:-
Name and Address of the Company / Firm
With Telephone Nos., Fax, E-mail and
Website
Date of Incorporation
Offices situated at different locations
Infrastructure facilities
Turn over for last three years (Audited
Annual Accounts and Annual Reports of
three accounting years to be submitted)
Executive Profile
Service Tax Registration Number
VAT Registration Number
PAN No.
Premises / space available in square feet
Details of Manpower:-
Technical Personnel available:
Number of Operators:
Number of Supervisors:
Number of Managers:
List of Clients (For a period of last Five years):
S.N.
Name and Address
of the client with
Tel. No.
Contact Person and
Contact Number
Nature of
Job
Total Value of
the Contract
(In Rs.)
(Separate pages may be taken to elaborate the projects undertaken).
Tender Document: Management Information and Decision Support System Page 48
Quality Certificate, if any:
S.N. Name of the
Certificate Certified By Year of getting
Certification
Whether Certificate is
valid
as on date
Awards for products/Services, if any:
S.N. Name of the
Certificate Certified By Year of getting
Certification
Field of Award
(S/W development
Consultancy etc.)
Name, address and Telephone Number [Office, Residence, Mobile] of the Contact Person to
whom all References shall be made regarding this tender:
Telephone: Office - Residence –
Mobile - Fax No.: E-mail:
Place: Signature:
Date: Name:
Company Seal
Note:
1. In-adequate information could lead to disqualification of the bid.
2. All items should be supported by proper documents.
Tender Document: Management Information and Decision Support System Page 49
ANNEXURE-F
DETAILS OF MANPOWER EXCLUSIVELY ASSOCIATED WITH THIS PROJECT
(To be furnished on a separate sheet for each employee)
NAME OF THE FIRM:
_______________________________________________________________________
Name of the staff and Designation:-
Date of Birth:-
Professional Qualification :-
Service in the firm from :-
Present Salary :-
Previous employment record :-
Sr.
No Organization
From
to
Total
Salary
1
2
3
4
Details of Key assignments handled in the past three years
Organization
Month & Year
Details of assignment done
1
2
3
4
Date: -------------- Name of the Bidder: -
Place: ------------- Signature: -
Seal of the Organisation
Note:-No change of any kind should be made in this format. In-adequate information or change in format could lead to disqualification of the bid.
Tender Document: Management Information and Decision Support System Page 50
ANNEXURE-G
PERFORMANCE STATEMENT
Bid No. ……………………………………. Date of opening…………………………….
Name of the Firm--------------------------------
Details of Past Contract similar to this Contract (for a period of last Five years)
S.N.
Name and
Address of the
client with
Tel. No.
Contact
Person
and
Contact
Number
Nature
of Job
Number
of
Sites
Total
Value of
the
Contract
(In Rs.)
Date of
completion of
contract
Penalty
imposed
by
clients
if any As per
Contract Actual
(Separate pages may be taken to elaborate the projects undertaken).
Note: - Please enclose Work-orders along with Completion Certificates / Client's Testimonial given by concerned organisations or whom work is done.
Date: -------------- Name of the Bidder: -
Place: ------------- Signature: -
Seal of the Organisation: -
Tender Document: Management Information and Decision Support System Page 51
ANNEXURE-H
CONTRACT FORM (CF)
AGREEMENT MADE this _____ ____ day _________________ of Two thousand
________ _______ _________ _________ _____ Between________ ________ ________
________ ________ _______ ______________ _______ ____(hereinafter called "the
Contractor") of the one part and the Member Secretary, AICTE of the other part.
WHEREAS the contractor has tendered for providing Total solution for Management
Information and Decision Support System to the AICTE (hereinafter called "The Tendering
Authority ") as per the terms and conditions mentioned in the tender document. Whereas such
tender has been accepted and the contractor has deposited with the Tendering Authority the
sum of Rs. __________(Rupees _________________________________only) as security for
the fulfillment of this Agreement.
NOW IT IS HEREBY AGREED between the parties hereto as follows:
The contractor has accepted the contract on the terms and conditions set out in the tender
notice no. ______________ dated ___________ as well in the acceptance of tender no.
______________ dated__________, which shall hold good during period of this agreement.
Upon breach by the contractor of any of the conditions of the agreement, the Tendering
Authority may issue a notice in writing, determine and put an end to this agreement without
prejudice to the right of the AICTE to claim damages for antecedent breaches thereof on the
part of the contractor and also to reasonable compensation for the loss occasioned by the
failure of the contractor to fulfill the agreement as certified in writing by the Tendering
Authority which certificate shall be conclusive evidence of the amount of such compensation
payable by the contractor to the AICTE.
Upon the determination of this agreement whether by efflux ion of time or otherwise the said
deposit shall after the expiration of __________ months from the date of such determination
be returned to the contractor but without interest and after deducting there from any sum due
by the contractor to the Government under the terms and conditions of this agreement.
This agreement shall remain in force until the expiry of 60 months from the date of entering
into the contract but the Tendering Authority may cancel the contract at any time upon giving
one months notice in writing without compensating the contractor.
The Tendering Authority may give notices in connection with the contract.
In consideration of the payments to be made by the Tendering Authority to the Bidder as
hereinafter mentioned the Bidder hereby covenants with the Tendering Authority to provide
the Services and to remedy defects therein conformity in all respects with the provisions of
the Contract.
The Tendering Authority hereby covenants to pay the Bidder in consideration of the
provision of the Services and the remedying of defects therein, the Contract Price or such
other sum as may become payable under the provisions of the contract at the times and in the
manner prescribed by the contract.
If subject to circumstances beyond control (Force Majeure) the contract fails to deliver the
services in accordance with the conditions mentioned in the tender, the Tendering Authority
shall be entitled to render services from else other organization after giving due notice to the
Bidder on the amount and at the risk of the Bidder without canceling the contract in respect
of the consignment not yet due for delivery, or to cancel the contract.
Tender Document: Management Information and Decision Support System Page 52
In the event of action to be taken, the contractor shall be liable for any losses, which the
Tendering Authority, may sustain on that account. The recovery by way of penalty shall be
made by deducting the amount from the bills be made good by a credit note within the
stipulated period for the purpose.
CONTRACTOR
Member Secretary, AICTE
Witnesses
1
2
Tender Document: Management Information and Decision Support System Page 53
ANNEXURE-I
PERFORMANCE SECURITY FORM (PSF)
To:
(Name of Indenter)
WHEREAS _____________________________________________________(Name of
Bidder) hereinafter called "the Bidder " has undertaken Contract
No.________________________ dated, __________________2010 to render services
hereinafter called "the Contract".
AND WHEREAS it has been stipulated by you in the said Contract that the Bidder shall
furnish you with a bank Guarantee by a recognized bank for the sum specified therein as
security for compliance with the Bidder's performance obligations in accordance with the
Contract.
AND WHEREAS we have agreed to give the Bidder a guarantee:
THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of
the Bidder, up to a total of _________________________________(Amount of the guarantee
in Words and Figures) and we undertake to pay you, upon your first written demand
declaring the Bidder to be in default under the contract and without cavil or argument, any
sum or sums within the limit of ___________________________ as aforesaid, without your
needing to prove or to show this grounds or reasons for your demand or the sum specified
therein.
This guarantee is valid until the ___________ day of ______________ 20
Signature and Seal of Guarantors
_____________________________________
_____________________________________
_____________________________________
Date _________________________________
Address: ______________________________
Tender Document: Management Information and Decision Support System Page 54
ANNEXURE-J
LOCATION OF AICTE OFFICES
Offices of
AICTE
Location
1 Head Office 7th Floor, Chandralok Building, Janpath, New Delhi
2 NBCC Lodhi Road, New Delhi
3 Eastern L B Block Sector-III, College of Leather Technology Campus, Salt
Lake City, Kolkata – 700091
4 Northern Govt. Polytechnic Campus Adjoining Directorate of Tech. Edu.
Office, Vikas Nagar, Zoo Road, Kanpur – 208024
5 Southern Shashtri Bhawan, 26, Haddows Road, Chennai – 600006
6 Western 2nd floor, Industrial Assurance Building V.N.Road, Opp.
Churchgate Rly. Station Churchgate, Mumbai – 400020
7 Central Tagore Hostel 2, Shamla Hills Bhopal – 462002
8 South Central First Floor, Old Bicard Building Jawaharlal Nehru Technological
University, Massab Tank, Hyderabad – 500076
9 South Western Health Centre Building, Bangalore University Campus, Bangalore
– 560009
10 North West Plot No.1, 5th Floor, DTE Punjab Building, Sector 36-A,
Chandigarh – 160036
11 Guwahati Camp
office
c/o Department of Electronics and Communications, Guwahati
University, Gopinath Bardolai Nagar, Guwahati
12 Gurgaon Camp
office
3rd
and 7th
Floor, UDYOG MINAR, Haryana State Industrial
Infrastructure Development Corp. Ltd, Gurgaon.
Tender Document: Management Information and Decision Support System Page 55
Annexure-K
Checklist
Sr No Description Yes/No/NA Page
Number
1. Annexure-A Specifications For Technical Offer
2. Annexure-B Price Schedule
3. Annexure-C Tender Offer Form
4. Annexure-D Self-Declaration (Notarized Affidavit)
5. Annexure-E Details Of Bidder
6. Annexure-F Details Of Manpower Exclusively
Associated With This Project
7. Annexure-G Performance Statement
8. Annexure-H Contract Form
9. Annexure-I Performance Security Form
10. Annexure-J Locations of AICTE Offices
11. Annexure-K Checklist
12. Annexure-L SLA
13. Authorization letter from OEM attached
14. Technical/Commercial offers duly signed
15. EMD
Vendors are requested to arrange support documents as per checklist.
(Signature of the representative)
Name:
Designation:
Name of the Company
Date: