REQUEST FOR PROPOSAL - Jamia Hamdard Integrated University... · REQUEST FOR PROPOSAL FOR Development / Customization / Deployment & Implementation of “Integrated UNIVERSITY MANAGEMENT

REQUEST FOR PROPOSAL FOR

Development / Customization / Deployment & Implementation of

“Integrated UNIVERSITY MANAGEMENT SYSTEM”

(IUMS) FOR

JAMIA HAMDARD DEEMED UNIVERSITY, ACCREDITED BY NAAC IN ‘A’ GRADE

Jamia Hamdard

Jamia Hamdard IUMS RFP Page 2

Table of Contents:

S.NO. PARTICULARS PAGE 1 ABOUT THE UNIVERSITY 3 2 CHECKLIST & ABBREVATIONS 4 3 INVITATION TO BIDS 5 4 TERMS AND CONDITIONS OF TENDER 8 5 TECHNICAL BID EVALUATION TABLE 17 6 TECHNICAL BID EVALUATION SCORE 19

7 ANNEXURE 1: PROPOSED MODULES, SCOPE OF

WORK, FUNCTIONAL SPECIFICATIONS AND SCHEDULE OF IMPLEMENTATION

21

8 REPORTS AND ADDITIONAL REQUIREMENTS 44 9 SCHEDULE OF IMPLEMENTATION PLAN 52 10 RISK AND MITIGATION PLAN 52 11 CHANGE DURING PROJECTS AND AMC 52 12 PROJECT REPORTING AND DASHBOARDS 53 13 PROGRAM MANAGEMENT METHODOLOGY 53 14 TRAINING 53 15 DOCUMENTATION DURING SDLC LIFE CYCLE 54

16 DOCUMENTATION DURING RELEASE AND DEPLOYMENT PHASE 54

17 ENTERPRISE ARCHITECTURE PRINCIPLES 55 18 ROLE AND RESPONSIBILITY 56 19 CONTINUOUS IMPROVEMENTS 56 20 ANNEXURE 2: FINANCIAL BID 57 21 ANNEXURE 3: DECLARATION 58 22 ANNEXURE 4: ANNUAL TURNOVER 59

23 ANNEXURE 5- FORMAT FOR SUBMISSION OF

PROJECT REFERENCES FOR TECHNICAL EVALUATION

60

24 ANNEXURE 6: FORMAT FOR CVS OF EMPLOYEE, WHO WOULD BE INVOLVED IN THIS PROJECT 61

25 ANNEXURE-7 - FINANCIAL BID COVERING LETTER 62

26 ANNEXURE 8 - SELF-DECLARATION – NO BLACKLISTING 64

27 ANNEXURE 9: COVERING LETTER FOR THE BID 66

Jamia Hamdard


About the University:

The history of Jamia Hamdard begins with the establishment of a small Unani clinic in the year 1906 by Hakeem Hafiz Abdul Majeed, one of the well-known practitioners of Unani System of Medicine of his time. Hakeem Hafiz Abdul Majeed had a vision of making the practice of Unani Medicine into a scientific discipline so that Unani medicines could be dispensed in a more efficacious manner to patients. He gave the name “Hamdard” to his venture which means “sympathy for all and sharing of pain”. His illustrious son, Hakeem Abdul Hameed, carried forward the philosophy and objectives of Hamdard in independent India. Even at the time of partition of India in 1947, Hakeem Abdul Hameed was dreaming of setting up a complex of educational institutions.

In 1962, Hakeem Abdul Hameed set up the Institute of History of Medicine and Medical Research with the objective of promoting education and research in the history of medicine, besides appraising the principles of medicine.

In 1963, Hakeem Abdul Hameed and his associates set up Indian Institute of Islamic Studies with a view to promote the study of Islamic Culture and Civilization especially its contribution to Indian society and culture.

In 1963, Hamdard Tibbi College was set up Old Delhi. It was later shifted to Jamia Hamdard Campus in 1980 to provide education in Unani Medicine to students so that the heritage of Unani Medicine is passed on to the students of next generation.

In 1972, Hamdard College of Pharmacy was set up with the objective of providing education and training in all branches of pharmacy. The year 1989 saw the fulfillment of the dream of Hakeem Abdul Hameed when Jamia Hamdard was given the status of Deemed to be University by the Ministry of Human Resource Development on 10th May, 1989. All the above named institutions set up by Hakeem Abdul Hameed were amalgamated into Jamia Hamdard. In a brief period 25 years, Jamia Hamdard has evolved into an institution fulfilling the objects of HNF, which has funded it.

Jamia Hamdard was conceived as a seat of higher learning in Unani Medicine, Islamic Studies, Biosciences, Pharmacy, Nursing and other areas of knowledge by its founder as a means of fulfilling the needs of his community. Over a period of 25 years, Jamia Hamdard has emerged as an outstanding institution of higher learning with distinct and focused academic programmes. Graduate Programme in Information Technology and Computer Applications and Post-graduate programmes in Information Technology, Computer Applications, Business Management, Physiotherapy and Occupational Therapy have introduced. Undergraduate programmes in Modern Medicine (MBBS), Physiotherapy and Occupational Therapy are being introduced in it. Jamia Hamdard in the recent past offers postgraduate and doctoral programmes in several disciplines for which advanced facilities are available.

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CHECKLIST Ensure that you have enclosed the following before submitting the Tender:

1. Separate envelope consisting of Demand Draft for Rs. 5000/- towards Tender Document Fee and Demand Draft of Rs. 1 Lac for EMD

2. Technical bid documents in a separate sealed envelope.

3. Financial bid in a separate sealed envelope.

4. All the documents as per the Annexure

5. Please study the conditions given and submit the tender in accordance with those.

ABBREVATIONS

INI: Institutes of National Importance

JH: Jamia Hamdard

JHU: Jamia Hamdard University

IUMS: Integrated University Management System

Supplier: Bidder who shall supply the IUMS

SDLC: Software Development Life Cycle

ERP: Enterprise Resource Planning

HLD: High Level Diagram

LLD: Low Level Diagram

SRS: System requirement Specification

BRS: Business requirement Specification

IIT: Indian Institute of Technology

IIIT: Indian Institute of Information Technology

Jamia Hamdard


Invitation of Bids

1. Jamia Hamdard is now in phase of Integrated University Management System RFP. The following selected bidders from our Expression of Interest dated 10 January 2015. Upon assessment, by Jamia Hamdard, the following bidders who have participated in the EOI are shortlisted to participate in further RFP Process:

a) Kalinga Software Pvt. Limited

b) Libsys.

c) JIL Information Technology Limited

d) Focuz Infotech ( Division if Focuz Innovations Pvt. Ltd)

e) Master’s Software Group

f) Nysa Communications (P) Limited

2. Jamia Hamdard University invites Proposal from above shortlisted firms for Integrated University Management System. This invitation to the Bidders is for carrying out following tasks for the University.

a. Process study and Gap Analysis; developing System Requirement & Specifications

b. System Design, Development, testing, installation & maintenance c. Training d. Post installation support services

2. Bidders are advised to study the Tender Document carefully. Submission of Tender shall be deemed to have been done after careful study and examination of the Tender Document with full understanding of its implications.

3. Bidders must submit Technical and Financial Bid in separate sealed envelopes.

4. All bids must be accompanied by an Earnest Money of Rs.1,00,000/- in the form of Bank Draft in favour of Registrar, Jamia Hamdard.

5. This Tender document is not transferable.

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6. Schedule for Invitation to Tender & Key Points: Cost of the Tender form non-refundable ( Separate DD may be raised in the name of Registrar, Jamia Hamdard University payable at New Delhi)

Rs.5000/-

Earnest Money Deposit (Separate DD may be raised in the name of Registrar, Jamia Hamdard University payable at New Delhi)

Rs.1,00,000/-

Withdrawal of tender within validity period Attracts forfeiture of 20% of the EMD

Date and Time of receiving Bid 5th October 2015 upto 3:00 PM

Date and Time of opening of Technical Bid To be notified later Date and Time for Onsite Client Visit / LIVE Product Demonstration & Visit for Bidders Capability Assessment

To be notified later

Validity of bids 90 Days

Mode of bid Submission Hard copies – At the below mentioned address

Contact Person & Address

The Registrar, Jamia Hamdard, Hamdard Nagar, New Delhi - 110062

Note:

1) Bidder (authorized signatory) shall submit their offer in Hard copy formats both for technical and financial proposal.

2) In case, any of the bidders fails to submit the DD for Tender Fee and Bid Security along with the Technical & Financial Proposal, its Bid shall not be accepted. The Instrument should be drawn in favor of “Registrar, Jamia Hamdard University” and payable at “New Delhi” from any Scheduled Commercial Bank.

3) University will not be responsible for delay in bid submission due to any reason.

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Final Bid document must consist the following

1. Technical Bid (Sealed Envelope – Marked as ‘Technical Bid’)

2. Financial Bid (Sealed Envelope – Marked as ‘Financial Bid’)

3. EMD & Tender Fees (Without EMD and Tender Fees ‘Technical bids’ would not be evaluated)

Technical Bid shall consist of the following:

i) Covering Letter (Annexure 9)

ii) Self Declaration of Not – Blacklisting (Annexure – 8)

iii) Self Declaration (Annexure – 3)

iv) Conformity to the Functional Requirements on Company’s Letter head (Annexure 1)

v) Proposed solution with detail functionalities. It should cover all aspects on Approach & Methodology, Software solution - platform, design & Architecture, Support & Maintenance Plan, Proposed Time schedule for implementation. Hardware requirement, if any, shall also be specified. Hardware Virtualization support by ERP shall be an advantage to both parties.

vi) Work Orders and Testimonials of the Past projects and AMC Contracts along with the details in Annexure – 5)

vii) Details of all the technical staff to be involved in this project (Annexure 6)

viii) Annual Turn Over certified by CA for last three years. (Annexure 4)

ix) Technical Deviations if any from the terms and conditions and specifications as specified in the bidding documents.

Financial Bid consisting of the following:

i) Covering Letter for Financial Bid(Annexure 7)

ii) The Bidder shall indicate the firm price for indicated Tasks / scope of work, the Terms of reference of which are given in the Technical specifications.

iii) The Bidder shall be required to give ltem-wise/ activity/ wise Prices wherever applicable ( Annexure 2 )

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TERMS AND CONDITIONS OF THE TENDER 1.0 BIDDER'S QUALIFICATION: 1. The Bidder should be OEM (Original Software Developer) of

national/international repute directly providing software development services for which the bid is quoted in the tender form. The bidder must have requisite infrastructure and resources to successfully execute the project and provide services in India. Bidder should have own development facility.

2. The Bidder must have developed & implemented software (compulsorily Academic & Examination modules) at any of the Universities or Institutes of National Importance (IITs/IIITs, NITs, Universities …etc.) in India. Minimum 3 Institutes in last 3 Years.

3. Should be maintaining or maintained similar management system in at

least Three Institutions of repute in the Three years out of which one must be a Government Institution.

4. Copy of Purchase Order and project progress/completion report from the concerned Institutions mentioned in Points 2 & 3 above to be attached.

2.0 ELIGIBLE BIDDER:

The bidding is open to all Bidders selected in the EOI who fully accept the following:-

1. The Bidder should have all modules of total campus solution (integration of Admission, Examinations, Establishment, Personal, Academic, Finance and Fees, inventory, Guest House, Hostels, IQAC, Purchase and Store etc.) for Institutes in India. These modules should be LIVE Demonstrated to University Expert Technical Team at relevant Client Site as depends upon University to choose any client site. The University committee may also decide to remotely check the system and its modules incase it decides not to visit the site physically.

2. The Bidder should give an acceptance to carry out the capability assessment of the Bidder by the Evaluation Committee of the University by onsite visit to the development center and its existing clients where the solutions is deployed and running. The University committee may also decide to remotely check the system and its modules incase it decides not to visit the site physically.

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3. Marks for the Points 1 & 2 above will be given as per the Criteria detailed further in the document. The decision of the Committee shall be final & binding to all in this regard.

4. The IUMS shall be installed at the Computer Centre of the University at the cost of the supplier.

5. Bidder must agree to provide minimum two dedicated onsite manpower for the project as detailed in the Technical Bid Evaluation table.

6. The bound copies of Documentation of System Study, System Requirement Specifications (SRS), System Design Documentation (SDD), Users Manuals and Source Code with complete working are to be handed over to the Registrar or duly authorized representative after its completion at respective stages along with its soft copies.

7. Bidder must enclose audited statements and IT returns for the last three financial years, VAT, CST/ BST Nos. etc.

3.0 DELIVERY PERIOD & INSTALLATION:

The Bidder shall clearly indicate the period of completion of the modules separately.

The successful completion period of the said tasks should be adhered to as shall be mentioned in the Award of Contract. The supply shall actually be deemed to have been complete on the actual date of successful installation.

4.0 DELAYS IN THE TENDER PERFORMANCE & PENALTY:

1. Delivery of the items shall be made or the contract Services shall be completed/ provided by the Bidder in accordance with the time schedule specified in agreement.

2. An unexcused delay by the bidder in the performance of his delivery obligations shall render him liable to all of the following penalties:

3. In case of non/partial Supply of the material/performance within a stipulated period, penalty @ 0.5% per week of the total cost of the supply order shall be charged. Thereafter, the tender shall be liable for the imposition of liquidated damage, which shall be decided by the Registrar of University.

5.0 TIME LIMIT FOR COMPLETION OF THE TASK:

1. The University's requirement for the completion schedule of different tasks under the contract as given in Schedule of implementation plan given on checklist no 9 of Table of contents.

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Bidder should submit how much time they shall take to complete the project as per Jamia Hamdard mentioned Technical requirements.

The mentioned time limit however may be fine tuned in consultation with the bidder at the time of Award of Contract depending upon the nature/ scope of the contract. 6.0 USES OF CONTRACT DOCUMENTS AND INFORMATION:

1. The bidder shall not, without the University's prior written consent, disclose the contract or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of University in connection therewith to any person other than a person employed by the bidder in the performance of the contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance.

2. The bidder shall not without the University's prior written consent, make use of any document or information.

3. Any document other than the contract itself shall remain the property of the University and shall be returned (in all copies) to the University on completion of the bidder's performance under the contract if so required by the University.

7.0 EARNEST MONEY, PERFORMANCE GUARANTEE & SECURITYDEPOSIT:

1. Bidder shall submit the Earnest Money Deposit (EMD) of Rs. 1,00,000/- along with tender document in the form of Bank Demand Draft in favour of Registrar, Jamia Hamdard University payable at New Delhi. The EMD of the unsuccessful Bidder will be returned not later than 60 days from the date of award of the work order to the successful Bidder. The EMD of the Successful Bidder will be adjusted against the Security Deposit.

2. The successful Bidder shall agree to furnish a Performance Guarantee of an amount equivalent to 5% of the order value. Failure of the successful Bidder to comply with this requirement can constitute sufficient ground for the annulment of the award and forfeiture of the EMD in which event the University may make the award to the next evaluated Bidder or call for new bids.

3. Performance Guarantee submitted shall be from a Nationalized Bank only. The performance guarantee shall be returned as soon as the IUMS is implemented successfully and running for the period of contract.

Jamia Hamdard


8.0 SCHEDULE OF PAYMENT:

9.0 Payment shall be made by the University as defined in the Service Level Agreement to be mutually discussed with the successful bidder upon award of contract. However all payment shall be made after successful delivery of project.

9.1 9.0 SERVICE PERIOD

1. The total initial contract period will be of three years in case university decides so with 365 days a year. The initial Implementation time will be of one year (SRS, Design & customizations, installation, training, approvals) and additional service support time will be of two years. During these three years, the Bidder shall extend all support free of cost to attend to all complaints and fix them successfully 365 days a year.

2. After these initial three years, the Bidder shall be responsible for providing further Technical support for successful running of the Application Software for minimum next two years under Annual Maintenance / Support Contract. So in all bidder must ensure a Technical support with two on-site manpower for a period of five years.

3. The bidder shall do preventive maintenance for upkeep of the Application running during service period.

4. Bidder needs to ensure uptime of all IUMS applications with correct data from 8:00 AM to 9:30 PM and all preventive maintenance shall happen in the night hours post 10:00 PM to 7:00 AM. Even incase of a day where maintenance is not happening then bidder needs to ensure that IUMS is working 24*7 with correct data.

10.0 PRICES:

The prices quoted for the Items/Services shall be firm throughout the period of contract; this contract shall be valid up to the date of final payment to the supplier and shall not be subject to any upward modification whatsoever. The rates should be quoted inclusive of supply, installation, commissioning, acceptance & warranty during service period and delivery as per schedule specified in the Award of Contract.

11.0 TAXES AND DUTIES :

The prices without Taxes & Taxes should be quote separately. University agrees to pay All the prevailing applicable Taxes as per law of the land.

Jamia Hamdard


12.0 LIQUIDATED DAMAGES:

In the event of the failure of the bidder to secure acceptance of the software by the University within 90 days after delivery, the University reserves the option to recover from the bidder as liquidated damages and not by way of penalty for the period after the said 90 days, until acceptance a sum equivalent to 2% of the contract value for each month of the failure of bidder up to a maximum deduction of 10%, to secure acceptance or part thereof without prejudice to the University's other remedies under the contract.

13.0 TERMINATIONS FOR DEFAULT:

The University may, without prejudice, to any other remedy for breach of contract and conditions specified herein, by written notice of default sent to the bidder, terminate the contract in whole or in part and forfeit the performance security if:

11.1 The bidder fails to deliver any or all of the obligations within the time period(s) specified in the contract, or any extension thereof granted by the University.

11.2 The bidder fails to perform any other obligation(s) under the contract.

11.3 The university may also terminate the contract without giving a reason thereof. Participating in this tender would mean to accept this and all clauses of the Tender document.

14.0 TERMINATIONS FOR INSOLVENCY:

The University may at any time terminate the contract by giving written notice to the bidder without compensation to the bidder, if the bidder becomes bankrupt or otherwise insolvent, provided that such termination shall not prejudice or effect any right of action or remedy which has accrued thereafter to the University.

15.0 TERMINATIONS FOR CONVENIENCE:

1. The University may by written notice sent to the bidder, terminate the contract, in whole or part at any time for its convenience. The notice of termination shall specify that termination is for University's convenience, the extent to which performance of work under the contract is terminated, and the date on which such termination becomes effective.

Jamia Hamdard


16.0 SUSPENSION:

The University may by a written notice of suspension to the bidder, suspend all payments to the bidder under the contract, if the bidder failed to perform any of his obligation under this contract, (including the carrying out of the services) provided that such notice of suspension :

Shall request the bidder to remedy such failure within a specified period from the date of receipt of such notice of suspension by the bidder.

17.0 DOCUMENTS PREPARED BY THE BIDDER TO BE THE PROPERTY OF THE UNIVERSITY:

All application software with complete source code of this JH IUMS, plans, drawings, specifications, designs, reports and other documents prepared by the bidder in the execution of the contract shall become and remain the property of the University, and before termination or expiration of this contract, the bidder shall deliver all such documents to the University under the contract. Bidder shall share all the documents after successful installation of the project. Bidder shall also share BRS, SRS, HLD, LLD before starting development.

18.0 CONFIDENTIALITY:

The bidder shall not, either during the term or after expiration of this contract, disclose any proprietary or confidential information relating to the services, contract or the University's business or operations without the prior written consent of the University.

19.0 PASSING OF PROPERTY:

Ownership of the software, documentation and any other assets created during the initial stage or service period under the work order shall pass to the University immediately. The Bidder shall transfer the ownership of the entire solution in a functional state without any cost to the university at any stage.

20.0 FORCE MAJEURE:

1. Notwithstanding the provisions of the tender, the bidder shall not be liable for forfeiture of its performance security, liquidated damages or termination for default, if and to the extent that, its delay in performance are other failure to perform its obligations under the contract is the result of an event of Force Majeure.

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2. For purposes of this Clause, "Force Majeure" means an event beyond the control of the bidder and not involving the bidder and not involving the bidder's fault or negligence and not foreseeable. Such events may include, but are not restricted to, acts of the University either in its sovereign or contractual capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.

3. If a Force Majeure situation arises, the bidder shall promptly notify the University in writing of such conditions and the cause thereof. Unless otherwise directed by the University in writing, the bidder shall continue to perform its obligations under the contract as far as reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. The University may terminate this contract, by giving a written notice of minimum 30 days to the bidder, if as a result of Force Majeure, the bidder being unable to perform a material portion of the services for a period of more than 60 days.

21.0 Software Requirement Specification (SRS)

Selected bidder shall conduct a detailed System Study of business processes

of University.

Under this section, the Selected Bidder is required to thoroughly understand

the function and operational process of University by -

• Interacting with various Department heads/ faculty/ student/ staff etc.

• Reviewing the existing systems, applications, and their websites

• Detailed study of requirements of Examination Management, HRMS, Establishment, Fees and Finance sections for the First phase

• Understanding / assessing data migration / digitization requirement and strategy

• Understanding / assessing data inputs and outputs requirements

• Collecting input forms, registers and reports formats of Colleges/

Universities and administrative departments

The Selected Bidder shall be responsible for preparation of Software

Requirement Specification (SRS) to be developed based on an independent

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assessment of the requirements of the University. The indicative functional

requirements are as specified in this RFP document (Annexure 1) which shall

be further detailed and finalized during SRS stage.

The Selected Bidder shall obtain sign-off of SRS from the designated authority of ‘Jamia Hamdard’.

22.0 OTHER CONDITIONS:

1. When some latest technology or equivalent is introduced on these systems by the Bidder, the same shall have to be offered to the University, if needed, on actually agreed charges.

2. All disputes, differences, claims and demands arising under or pursuant to or touching the contract shall be referred to the sole arbitrator who shall be appointed by the Vice Chancellor of the University. Such arbitration shall be held at New Delhi.

3. In all matters and disputes arising there under, area of jurisdiction is limited to New Delhi Jurisdiction only.

4. The University reserves the right to release the order for whole or part of the quantities as shown in the Tentative Bill or material.

5. The university and the successful bidder will sign the Service Level agreement (SLA) incorporating all the terms & conditions agreed between the two parties. This will be completed within 15 days of issue of the work order. However Bidder needs to ensure 99 % uptime of its IUMS solution. Bidder needs to submit appropriate reports for SLA.

6. The University may, at any time during the period of implementation by written order to the Service provider, make changes within the general scope of the work order/agreement.

7. Selected Bidder shall deliver below listed design documents

• SRS • BRS • HLD • LLD • Software Design Document containing: • Brief Description of Module/Screen/functionality

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• Description of database objects—tables, stored procedures , functions etc

• Other Misc objects/business rules involved

• Database design document 8. User Acceptance Testing (UAT):

Selected Bidder shall give a demonstration of different module-wise

functionalities of developed Higher education portal/ platform to ‘Jamia

Hamdard’ after deploying the solution.

Jamia Hamdard


Technical bids Evaluation Table

S.N. Criteria Max.

Points

A Previous Experience

A.1

Successfully Developed, Installed and commissioned MIS in three INIs/Universities/Autonomous Institutions having minimum of Finance, HRMS, Stores & Purchase, Examination module in last three years

3

Successfully Developed, Installed and commissioned MIS in five INIs/Universities/Autonomous Institutions having minimum of Finance, HRMS, Stores & Purchase, Examination module in last three years

5

Successfully Developed, Installed and commissioned in more than five or more INIs/Universities/Autonomous Institutions having minimum of Finance, HRMS, Stores & Purchase, Examination module in last three years

10

A.2

Successfully Maintaining / Maintained Institute Management System in three INIs/Universities/Autonomous Institutions having minimum of Finance, HRMS, Stores & Purchase, Examination module from last three years

3

Maintaining / Maintained Institute Management System in five INIs/Universities/Autonomous Institutions having minimum of Finance, HRMS, Stores & Purchase, Examination module from last three years

5

Maintaining / Maintained Institute Management System in more than five INIs/Universities/Autonomous Institutions having minimum of Finance, HRMS, Stores & Purchase, Examination module from last three years

10

Total maximum Points for item A 20

B Proposed Project implementation B.1 Proposed technical approach and methodology. 5 B.2 Proposed work plan for the current project 5 B.3 A description of system / module design for the project 5

B.4 Proposed curriculum (technical and functional) for knowledge transfer in the current assignment 5

Total maximum Points for item B 20

C Availability of key professional staff and competence for the assignment (Attach one Page CVs along with latest -

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PF Statement)

C.1 Employee Strength of Company >= 20 2 Employee Strength of Company >= 40 3 Employee Strength of Company >= 80 5

C.2

Project Manager (Min. 1 required, Min. 3 Yrs. Experience) 1

Project Manager (Min. 1 required, Min. 5 Yrs. Experience) 2

C.3

System Architect (Min. 1 required, Min. 5 Yrs. Experience) 1

System Architect ( Min. 1 required, Min. 8 Yrs. Experience) 2

C.4 Database specialist ( Min. 1 required, Min. 5 Yrs. Experience) 2

C.5 Software Developers (1 point per person - Max 4 persons) ( Min. 5 Yrs. Experience) 4

C.6 Testing Engineers ( Min. 1 required, Minimum 3 Yrs Experience) 1

C.7 Deployment Engineers (Min 2 Engineers, Min. 3 Yrs. Experience) 4

Total maximum Points for item C 20

D Live Working of the requisite modules

D.1 Live Demonstration of the working version of the software with at least 70% functioning of Examination module requirements specified in the proposed IUMS

10

Live Demonstration of the working version of the software with at least 70% functioning of HRMS module requirements specified in the proposed IUMS

10

D.2

Live Demonstration of the working version of the software with at least 70% functioning of Finance & Accounting, Fee and Collection, Payroll module requirements specified in the proposed IUMS

10

D.3

Live Demonstration of the working version of the software with at least 70% functioning of Stores and Purchase and overall Admin Module and work flow of complete system with fully Dynamic Web Portal integrated with proposed IUMS

10

Total maximum Points for item D 40

Grand Total of Points for Technical Evaluation 100

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Technical bids Evaluation Score

NOTE: The bidder(s) who scores at least 70 points in the Technical Evaluation will be qualified for the opening of financial bid

COMPUTATION OF TECHNICAL, FINANCIAL SCORE and TOTAL Score

þ Technical Score of the Bidder (TSB) is the score awarded to the bidder by the Technical Evaluation Committee of the Institute as per the Technical Evaluation Table.

þ The Financial bid amount is inclusive of cost of design and development of software, warranty for three years support as per the price bid Table.

þ Financial Score of the Bidder (FSB) is obtained using the price of the concerned bidder and that of the lowest bidder. This is computed by the evaluation committee as per the formula.

FINAL SCORE þ The final Evaluated Score (ES) of the bidder is based on both the technical

evaluation score and financial bid score. þ The Technical score would be given 60% weight-age and financial score would

be given 40% weight-age in the final score

University will evaluate and compare the bids that have been determined to be substantially responsive by using the following formula:

ES = [0.60xTSB+0.40xFSB]

FSB = [Bid Amount of Lowest Bidder/Bid Amount of Concerned Bidder] x 100

TSB = [Technical Score of the concerned Bidder/Maximum

Technical score of any Bidder] x 100

ES -- Evaluated Score TSB -- Technical Score of the Evaluated Bidder FSB – Financial Score of the Evaluated Bidder

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Award of Contract

þ The Evaluation will be performed assuming that the contract will be awarded to the bidder whose Evaluated Score (ES) stands highest and is eligible for the award of the contract.

þ In case of a tie on ES, bidder will be decided on TSB. þ The total cost of the implementation will be calculated taking into

consideration all the components mentioned in the financial bid and for the block of 3 years.

þ The bid security of the bidders who’s Bids could not be accepted shall be refunded soon after the contract with the successful bidder is signed and its performance security is obtained.

Exclusion of the bids/Disqualification A procuring entity shall exclude/ disqualify a Bid, if: -

þ the information submitted, concerning the qualifications of the bidder,

was false or constituted a misrepresentation; or

þ the information submitted, concerning the qualifications of the

bidder, was materially inaccurate or incomplete; and

þ the bidder is not qualified as per eligibility criteria mentioned in the

bidding document;

þ the Bid materially departs from the requirements specified in the

bidding document or it contains false information;

þ the bidder, submitting the Bid, his agent or any one acting on his

behalf, gave or agreed to give, to any officer or employee of the

procuring entity or other governmental authority a gratification in any

form, or any other thing of value, so as to unduly influence the

procurement process;

þ a bidder, in the opinion of the procuring entity, has a conflict of interest

materially affecting fair competition.

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Annexure 1: PROPOSED MODULES, SCOPE OF WORK, FUNCTIONAL SPECIFICATIONS and

SCHEDULE OF IMPLEMENTATION

The functional requirement specifications stated below are the minimum

features that the solution suggested for Higher Education Portal/ platform

should have. This indicative functional requirement has been provided here to

be used by the bidder. The bidder shall develop the System Requirement

Specifications (SRS) documents where all the processes, procedures and

existing templates should be studied in detail by the bidder. Bidder should

independently design the solutions as may be required to support the

business operations. The bidder shall be required to coordinate with ‘Jamia

Hamdard’ for the detailed system study and interact with the different users

of the department for preparation of SRS and related design documents.

Integrated University Management System shall have the following modules to be deployed in the Phase – 1(This RFP), as also mentioned in EOI document

• Examination Assessment & Evaluation Management System

• Finance, Accounting, Fees Collection, Payroll Management System

• Purchase and Store Management System

• HRMS (Establishment)

General Requirements of the ‘University Management System’:

• Role based access to Students/ Faculties/ Administrators with single

sign on /Unique Id. Higher Education Portal / Platform shall be a

single unified solution which may require integration of multiple

applications through Single-sign on.

• Availability of audit trails for each individual user including administrator

• Can be deployed in a load balancing (hardware/ software)

environment and cab be scaled based on the load

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• Shall have a customizable dashboard for each type of users i.e.

(Students/ Faculties/ Administrators/ Department Users etc.)

• Personalized and customizable login screen for different users viz.,

student, teacher, Faculty, Administrator/principal etc.

• Provision for Integration with Biometric machines, Bar Code Scanners, Bar Coded I-Cards/ Library Cards, SMS and Payment Gateway.

The proposed modules for IUMS shall be implemented in phased manner and the total time limit for the successful implementation of the solution shall be 12 months from the date of issue of contract.

Given below is a detail of the Functionalities expected in a ‘ Integrated University Management System’. Though the scope of this RFP is limited to the 5 modules (mentioned as Phase -1), the bidder is expected to have all the modules with them as it would be easy going forward to integrate and implement other modules, as and when notified by the university.

Bidder need to take a printout of the below table on their letter heads and put their remark as ‘Yes’ or ‘No’, in-front of the mentioned functionalities and submit it along with the ‘Technical bid document’ Mandatory Requirements, Technical Specs and Compliance: 1. The below are all desired features are indicative and not exhaustive and the actual implementation will be customized as per the University needs at the time of implementation and thereafter. The system should be 100 % customizable.

2. INTELLIGENT DOCUMENT FLOW (IDF)

This module automates the movements of Indents like Purchase Indent, Repair Indent, leave Indent, Contingent advance Indent, TA Indent, tour Indent, advance settlement etc. All commonly used Performa is provided in the intranet so it is available anywhere in the network. Select the form fill and submit .The system will automatically find the next point where the form has to be forwarded.

Each department head will be provided a module for accepting document and verify it then forward to the next point this process is similar to inbox facility in Email server. The route for each document is predefined. There are facilities to

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create, edit, and delete the node, route. Since the route is predefined there won’t be wrong submission of forms.

The other facility is finding the current position of the document or any file. Since it a web module the user can easily search the current location of the document or file from any were in the network.

The intelligent document flow will apply to every individual in the University. Even for students, if they raise any request as per University process, from their login, it will move automatically to the destination for action. For example, incase a student applies for NOC while graduating from the University, then it will move automatically from his Login to his Dean and all associated node points for their comments and come back to the Department or the NOC Incharge for the final grant of NOC.

2. The Entire IUMS should be self-manageable by a self-definable module.

INDICATIVE BUT NOT EXHAUSITIVE REQUIREMENTS

Module Sr. No. Functionalities

Implementation phases

Bidder's Response

- (Yes/No)

Remarks

Examination

1

Should have the provision for Uploading Student's data related to Examination, Admission list, Examination list entry/upload

Phase - 1

(Current RFP)

2

System should have functionality for online Generation of Admission list basis enrolment form. University Examination Deptt shall define the Enrolment form to be filled by Candidate. Access to enrollment list shall be given to Controller/Dean/HOD and any other as required by the University.

3 System should have functionality for online Admit Card Generation

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4

Generation of Final list of candidates to appear for Semester exam, course wise, class wise/subject wise, Deptt/center wise

5

Provision for Defining Question types, structures, topic wise questions, sections, Question paper generation its encryption, and randomization of question

6

Option for Question paper date time scheduling, Facility of Date sheet upload by the Dean or designated person.

7

System should have facility to define coding of all papers/answer sheet Generation using QR code and Bar Code or any other Code as being asked from University

8

System should have the facility to create the seating plan based on the room's capacity

9

Define panel of Paper Setters, Moderators, Evaluators & Examiners -Approval of panel of Paper Setter, Moderators, Evaluators & Examiners and other resources involved in the examination

10

Online upload of details related to date sheets, details of Deptt’s as exam centers, all the staff members, examiners, Superintendent of exam, attendance details of the students, Flying squads, invigilators etc

11

All types of Communications with the panel member and all the people involved in the examination process through mails, SMS’s reminder - Entry of Received Question paper set

12

Roll number generation, Exam seat allotments, Time table entry, Hall ticket generation/printing, Course-wise attendance sheet, Exam roll list generation

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13

Student should be able to take the printout of hall tickets. Mark slips (On results declaration), and Online exam fee payment

14

System should have functionality for Degree Generations/Marks Sheet Transcripts Printing on Specific designated Printer.

15 Various reports related to exam like student wise student count, Foil/counter/Foil report

16

System should have functionality to process online request for Degree/Duplicate Degree/Migration etc with Fee that should be integrated with Finance and Fee module. This should be automated workflow to all notes and finally to Finance and Controller Examinations.

17

System should have the facility to create date-sheets for the exam based on the University rules

18

System shall have the functionality for creation of invigilator and all the functionalities related to their management

19

Unfair means entry including the explanations, Absent student entry, Committee decision making and inputs online with work flow.

20

System shall have the functionality for registering the student attendance during the exam

21

Online entry of marks of answer books, Allocation of bundles based on the pre-defined criteria, evaluation schedule, coordinator allotment, generation of Examiner proforma invoice and bills which shall be verified by Committee and send to Finance for approval and process for payment.

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22 Internal /External, Theory paper Marks, Grace marks entry - Lock/Unlock marks entry

23

Result processing, Absolute & Relative grading, Result preparation, Consolidated result statements, Provision for result with-hel/ design shall be provided by Controller or Examination of University.

24

Provision of student class/theory exam/practical exam attendance system – RFID card / Biometric / manual/excel sheet upload.

25

System shall have the functionality for checking the totaling the marks obtained by the candidate

26

System shall have the functionality for pushing/publishing of the marks on the Website. Design shall be provided by Controller of examination and later published accordingly.

27

System shall have the functionality for generation of mark-sheets and other transcripts for the students

28

System shall have the functionality for applying for re-evaluation - complete process. This should be likned with Finance Accounting and Fee module. The request should come first to Controller Office and then as per workflow decided can go to Deptt first for verification and then back to Controller and then to Finance.

29

Every Student should have uniqie Enrollment no and it should be the primary key for accessing all details of the student. Student should also have username as its enrollment no and password should be secretly sent to him over mobile to email to manually given by University

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Administration. On a Single Click Univeristy management should be able to open the compete history of Student.

30

System shall have the functionality for correction of marks and generation of new mark-sheets and certificated after re-evaluation with audit trial. On request of Dean/HOD any correction post submission of marks from HOD/Dean to Examination controller shall be done by Controller Examination with audit trial and information to Dean/HOD. This can also have Customization Deptt Wise.

31

System will be functionality for student to fill online examination form and it shall be submitted to HOD/Dean of the Department. Any remarks by such as Absentism, disciplinary action, fee issue etc, shortage fo attendence etc shall be provided by by HOD/Dean. Then post verification from HOD/Dean it shall flow to Controller Examination by due date.

32 There should be provision for reconsideration for extra classes, re-exam etc.

33

Student should have option to attach documents whereever necessary and required and its should go as per required work flow to HOD/Deptt and then to Examination dealing Asst for verification.

34

System shall have the provision for authenticating the identity of the faculty who is going to enter the marks

35

System must maintain the audit trail of Mark entry/correction/changes in the marks entered at all the levels for Internal and external assessment with time stamp.

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36

System should have functionality request for certificates / duplicate certificates/ mark sheets/id cards etc. from the university

37 System should allow tracking of particular requisition made by the student

38

System should be integrated with Fee module for submission of fees and other modules of this IUMS.

39

Bar code/QR Code generation for smooth conduct of examination at relevent points like answer papers

40

System should be able to define Lab exams and add marks as per the attendence and performance in Lab exam.

HRMS (Establishme

nt)

41

Establishment is responsible for human resource management activities such as recruitment, orientation, training, transfer, increment, promotions, leave etc. It maintain all such records including Service Book. List of expected workflows: Joining of service, Application and Appointment Management. Pay Fixation Appraisal Performance HR Information City Class Department Category Division Section Selection Committee Pay mode etc Reports of Employees with Customization based on Male, Female, Age, Religion, Caste, etc.

Phase - 1

(Current RFP)

42

Create Vacancy by concerned Department for required Posts, Publish Online Advertisement and give to Newspaper as per University rules, track the

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status of vacancies.

43

Online job applications, Generating databases of applicant Profile Applications, provision for the applicants to review their application status, Online publishing of Appointment Letters, Online payment of applications from Candidates and integration with Payment gateway and Linked to Finance Deptt.

44

Online Application by interested candidates by registration and providing their detailed information like Qualification, Experience, Achievements, Publications, …

45 Short listing of Candidates, Uploading Selected List of Candidates

46 Leave management, Promotions, Perks/Incentives, benefits management

47

Entry and Reporting of all Service book entries such as : Entry & reporting of all the service book entries such as –

Personnel memoranda Appointment details Family details, Employee Family declaration, and approval for dependent family Qualification Previous qualifying services Nomination details Disciplinary action details Pay revisions and linked to Payroll Yearly increments and linked to Payroll Promotion & transfer and linked to Payroll Change of pay scale and linked to Payroll LTC, Entitlement of LTC Training Programme etc.

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Scanning, storage & retrieval of original documents of Employee’s personal file.

48

Work Flow of Service details: Pay scale Nominee Details Employee Personal Details Join Details Contact Details Qualification Category & Family Details Leave Transfer in Transfer out Promotion and Pay Fixation / MACPS/CAS Based Promotions/Self Appraisal and Appraisal management System. Pension and Family pension fixation Retirement Deputation Death Caste report ACR

49

Work Flow of Service details: LTC Register TS (Temporary staff ) TS Abstract Monthly Attendance Consolidated Statements Any other to be discussed at the time of System Requirement Study

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50

Leave Workflow: Earned Leave/ Vacation Leave Half Pay Leave Commutated Leave Maternity Leave Paternity Leave Leave encashment Vacation Leave Casual Leave Child Care Leave Special Casual Leave Extra Ordinary Leave Leave on Foreign Service (Faculty) Short Leave on Foreign Service (Faculty) Long Leave on Foreign Service (Faculty) Sabbatical Leave (Faculty) etc Leave Credit Leave Applied/ Sanctioned Leave Balance Increment during Leave Leave Salary

Finance & Accounting

& Fee & Payroll

51 Creation of companies accounts heads and sub accounts heads as per institute book.

Phase - 1

(Current RFP)

52 Classification of accounts heads, Classification of Parties like Institutions, Vendors etc

53 Implementation of Financial Code system.

54 Implementation of Cost Center and data entry in different Cost Center at same time.

55 Accounting and cost Control

56 Integration with 3rd Party Software’s and Databases.

57 Budget Allocation.

58 Budget details for different financial period at the same time.

59 Revised Budget Allocation.

60 Receipt and Payment Entries with budgetary control.

61 Depreciation setting for Asset &

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automatic calculation.

62 Validation and Verification process, Checker and maker Concept.

63 Exporting of existing Data to the current system.

64 Integrated entry of Receipt & Payment posting from different modules.

65 Bill By Bill accounts settlements in receipt and payments.

66 Bank Reconciliation process.

67

Various types of accounts reports like Ledger, Trial Balance, Income and Expenditure, Balance Sheet, Subsidary ledger, party ledger, different balance sheet schedules, balance sheet with integration of current and future liability/asset Etc

68 Year end Processing.

69 The System should pass through various security level

70 Raw data / Report printing process should be through an application of hi-‐tech technology

71 Auto generation of record number

72 Detection of double/ negative entries

73 Modification of entered records only after authentication with audit trail.

74 Multiple Cash/ Bank books

75 Multiple Debit/ Credit entries through same voucher

76 Single/ Multiple Cost Centre entries through same voucher

77

Bill-wise/ on account payment adjustment of sundry debtors/ creditors from vouchers.

78

Automatic TDS/Service Tax/VAT/works Tax etc calculation facility during voucher entry

79 Project/cost centre wise Accounting/ Trial Balance/ Receipts & Payments

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80 Simultaneous Cash-Contra entry

81 Bank Pass Book updation 82 Journal entries

83 TDS Certificate & Annual Return Forms generation from system

84 Group/ Sub-Group wise Trail Balance

85

Balance Sheet, Profit & Loss Account, Manufacturing Account, Trading Account, Fixed Assets Schedule with depreciation calculations as per Schedule VI of Companies Act, 1956

86 Receipt & Payments as per format of our organization

87 Cash/ Fund flow statement

88 Ageing analysis of sundry debtors/creditors

89 Cheque Printing facility

90 Monthly analysis of all account heads

91 Accounts Confirmation Letters in Customized/ Normal format

92 Customized Voucher Printing

93 Audit Reports on Receipt/ Payments/ Sales/ Purchases exceeding user defined limits

94 Provision for instalment tracking of Sundry Debtors

95

Data Zooming facility from Trial Balance/ Balance Sheet to Vouchers and facility to modify vouchers

96 Graphical representation of any ledger accounts

97 Narration search facility

98 Any other to be discussed at the time of System Requirement Study

99

Cost center (Units): System should have a provision to create the main and sub units. It includes Unit Code, Unit Name & position in Hierarchy of Cost center etc

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100

Account Group The details included in account group are Group Code, Group Name & position in Hierarchy of Group etc

101

Account Heads It includes Account Code, Account Name, Account Group, Sub Account Entry (Option), Budget Quantity Entry (Option) and Bill by Bill Settlement (Option), etc.

102

Sub Account Group Creation of sub account group. It includes Sub Account Group Code, Sub Account Group Name etc

103

Sub Account Creation of sub account for individual ledger, vehicles. It includes Sub Account Code, Sub Account Name and Sub Account Group etc

104

Budget Allocation: While doing budget allocation system should capture the following details: Account Heads, Budget amount, Sub Account Group, Sub Accounts Name and Amounts, Financial Period and Cost center etc.

105

Revised Budget This is used to enter the revise amount of selected account heads in current financial period. It includes Account Head, amount, with effect date, Sub Account Group, Sub Accounts, Amounts, Financial Period and Cost center etc.

106

Schedule Creation: Grouping of Account Groups for getting schedule wise Balance Sheet and Income & Expenditure Reports. It contains Schedule No, Schedule Name, Type

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(Assets, Liability, Income and Expense), Account Groups and Method of Calculation (Add/ Less) etc.

107

Opening Depreciation Balance of Fixed Assets: Set the opening depreciation of account head under the fixed assets groups. It includes Account Head, Amounts, Sub Account Group, Sub Account, Amount, Financial Period and Cost center etc.

108

Opening Balance of Accounts Set the opening balance amounts of all assets and liabilities (with Individual Ledger). It includes Account Head, Amount, Transaction Type (Dr/ Cr), Sub Account Group, Sub Account, Amount, Financial Period and Cost center etc.

109

Account, Amount, Financial Period and Cost center. Depreciation Percentage of Fixed Assets For entering the depreciation percentage account groups which includes Vehicle, Computers, Fixed Assets, Land and Building etc. It includes With effect Date, Account Group and Percentage of Depreciation etc. Asset Purchase during the year, disposed during the year, depreciation for the year and cummulative.

110

Bank Reconciliation It is used to capture the posted details of bank vouchers as per bank statements. It includes Bank Name, Clearance Date and display the non reflected vouchers in selected bank (Option), uploading of bank statement without editing it for all the banks, etc.

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111

Voucher Entries For creating vouchers It includes Voucher Types, Voucher Date, Voucher No, Financial Period, Cost center, Reference Number, Reference Date, DD / Cheque No, DD/Cheque Date, reference/remarks, Account Heads and Amounts Voucher Types 1. Receipts (Cash and Bank) 2. Payments (Cash and Bank) 3. Journal 4. Contra 5. Copy of Voucher 6. Reversal of Voucher Note: Each Voucher should have provision for debit and credit.

112

Voucher should have indication which user group has created/posted it with timestamp and its workflow trail.

113

Printing User Defined: 1. Voucher Printing 2. Cheque Printing facility with different Bank different cheque size 3. Money Receipt Printing 4. Utilization Certificate 5. Statement of Expenditure 6. Encashment of Increment Advice 7. Renewal of Increment Advice 8. Increment Advice ( **) 9. Acknowledgement generation for receipt of each externally funded project

114

To maintain accounts for Grants and entire grants management like cash book, expenditure, salaries under various projects, maintain heads and sub heads

115 Defining and preparation of budgets, Approvals, Allocations,

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Purchase proposals, Payment processing etc.

116 Fund based accounting system and allocation and Fund expenditure control

117 Accounts payable/receivable, creditors, debtors, bills receivable etc.

118 Preparation and passing of various bills like TA/DA, LTC, Medical, Consultancy bills etc.

119

Preparation of Cash books, ledgers, Final Accounts, Depreciation register : Provision for integrating with stores & Purchase

120

Should be able to integrate Finance modules with all kind of money transactions like Fees, Mess fees, Hostel fees, Fines, Late fees, library fines etc.

121

All the accounting reports like Cash book, bank book, JV book, ledgers, Trial balance, balance sheets, Receipts and payments, Income and Expenditure statement

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122

Project Management: • MASTER • Project Creation • Project Details , Particulars • Instruments • Team Category • SETTINGS • Experiment Component Usage • Yearly Action Plan • Project Team , Project Progress • Estimated Man Power • Other Expense • REPORT • Project Status-‐Technical • Project Details • Project Summary • Voucher Entry • Cash Payment , Cash Receipt, Bank Payment , Bank Receipt • Journal • Contra • Project Reports • Abstract Payment, Abstract Receipts , Statement of Expenditure • Statement of Expenditure Consolidated • Implementation of Research Project , Project Running Status • Funding Agency Summary , Breakup Of Closing Balance • Expenditure Details Under Funding Agents • Receipt & Payment-‐Funding Agency Wise, Running Scheme Details • Account wise Scheme closing balance • Outlay of Sponsored Projects

123

System should have functionality to integrate with Payment Gateways and Finance/Accounting System. Student should be able to pay fee online. Should be able to integrate with existing Tally accounting system.

124

should have the provision to generate Examination fee demand based on the university rules like caste/category/religion/Economic conditions etc.

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125

Must be integrated with Examination module and student should be able to see the fees demand and pay using their logins online.

126 Provision for all the Fees related Reports based on various parameters

127

System should be integrated with SMS gateway and email server and website for notifications to students/ parents about the fees paid and pending

128

System should have functionality to enter the fee details submitted by different types of students and collecting all type of fees

129 Refund of fees based on different criteria’s

130 Should be able to generate receipts/ vouchers etc.for bank reconciliation by the university

131

• Fees Collection - Challan /counter receipt /on line payment • Issue of Admission Slip • Late Fees Collection • Refund of Fees • Receipt cancellation & reprinting of receipts • Daily Collection Register, Fees Head Report etc. Demand Creation Report • Lock Fee Collection • Complete end to end online any kind of fee payment and integration to exam module. All kinds of integration available especially latest payment gateway for credit card/Net banking/debit card payment online. Third party integration if any like mobile wallet etc to be proivided incase University required it in future.

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132

DEFINING FEES COLLECTION PRE-REQUISITES • Fee Type – Define Fee Types such as General fee, various Fee Concessions, UGC Tuition fee, Fee Waiver Scheme 100%....... • Fee Receipt types – Define different types of Fee Receipts like Tuition fee, Exam fee, Hostel fee, Prospectus fee. In each Fee Receipt type, 30 different Fees Heads can be defined. • Fees heads – Define fee heads like Admission fee, Development fee, Identity Card etc. in each Fee Receipt Type defined. • Standard fees – Define standard fees according to Fee receipt type, Degree, Branch, Admission batch, and Fee type for each semester. • Demand Creation – Create demand for single student as well as in bulk. Demand can be created for current as well as next semesters. • Receipt type modes for fees collection – Bank Challan, Counter Collection , on line • Create counter for specific Users

133

System should have facility for entering the student details in the during admission to Deptt / university or capture online

134

Salary Management, Salary computation, pay slips, pension, Gratuity, arrears calculation though their logins

135 Tax Management, Generation of various forms, Provident funds

136 PF (GPF / CPF) Calculations

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137 Integration with Bio-metric Attendance system

138

Bill section handles Payroll , bill preparation related to various sections. Payroll is automatic and integrated with Accounting System. Payroll systems will take care off salary, loans, and leave management. User-friendly masters has been adopted in order to reduce the complexity of transactions entry. Customized salary and schedules printing is available with salary register. Payroll and other related SMS & E-Mails

139

Payroll Work flow should have pay slips generated for all employees as per University needs with complete customization. Pay slips should be available online

140 GPF Loan & advances details

141 Medical Bill report

142 Online Genration of all parametes required in pay slip for all employees of all types.

Store & Purchase

143

Planning for procurement of various items related to keeping in stock with their life cycle management. Stock Status (Consumable/Dead Stock wise), Item In / Out Status.

Phase 1

144

Inventory records and its evaluations with reporting. Record and track the quantity and value of all materials, perform physical inventory, and optimize all warehouse resources. Plan, enter, and document warehouse-internal stock movements by managing goods receipts, goods issues, storage,

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picking and packing, physical stock transfers, and transfer postings

145

Perform the complete procure-to-pay process, including requisitioning, purchase-order management, and invoice verification. Manage catalog content and enable employee self-service procurement of material and services. Integrate all business partners, including designers, suppliers, manufacturers, and customers. Collaborate efficiently with suppliers on product development, purchase-order management; invoice processing, and payment management

146

Input transactions such as Gate Entry, Material Requirement Note (MRN), Material Requisition Entry (Internal), Material Issue, Store return, Gate pass etc.

147 Quotations calling / Tender publishing

148 Vendor quotation / Tender received data Entry

149 Preparation of Comparative statement

150 Recommendation of vendor

151

Purchase / work orders to Vendors and marking CC to Finance Deptt for earmarking budget.

152

Receipt, verification & acceptance of goods (material reciept to be amrked to Finance)

153 Stock entry & Pass-Order

154 Issue of goods to sections / departments and their updation in their indent book.

155 Invoice entry transfer to accounts

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156

Requisition Of Items,Issue Of Items Against Requisition Item Return Details, Rejection of Items.

157 Auction of Rejected Items.

158 Issue of Items for Job Work, Direct Issue of Items.

159 Stock Transfer Cancellation

160 Purchase Order Change / Purchase Order Cancellation

161 Codification of all Items with Bifurcation like Furniture’s, computers etc

162 Inspection, Reciept and Rejection Handling and thereafter payment process

163 Empanelment of Selected Suppliers for Purchasing Selected Items

164 Handling of Rate Contracts and its facilitation for Purchase of regular Items

165

Incoming Store and Central Store Entry Mechanism for Incomming materlal and after acceptance respectively

166 Gate Entry Automation and then forward to Incoming Store

167 AMC

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REPORTS & ADDITIONAL REUIREMENTS MIS Reports: Bidder shall develop a minimum (Below given list is Indicative only) of

following reports in the University Management System. Reports may be data

reports/ graphical reports as per the requirement of ‘Jamia Hamdard’ finalized during

SRS stage.

• Fee related reports :

o Date wise fee collections

o Daily fees collections

o Head wise fee collections

o Item wise fee collections

o Branch wise fee collections

o Caste-Category wise fees collections

o Student wise fee collections

o Semester wise fee collections

o Fees collected through various modes i.e. Drafts/Cheques/Online/Cash

o Outstanding Fees Report, Refund Reports

• Examination related Reports :

o Attendance sheets

o Data Control sheets

o Absentee Statements

o UFM reports

o Marks entry status report

o Grade Cards

o Mark sheets

o Tabulation Registers

o Subject wise statistical reports

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o Grade/Marks change reports

o Failed students report

o Student Backlog list

o Branch/Department Toppers Subject Wise/Over All Topper/Branch Result/Percentile scores

o Result summary Reports

o CGPA/SGPA statistical reports

o Transcripts

o Convocation related reports

o Degrees, TC, Migration Certificates etc.

• Finance related Reports:

o Balance Sheet as per common format of accounts

o Income and Expenditure Report as per common format of accounts

o Balance Sheet – Schedule Detailed Report as per common format of accounts

o Income and Expenditure – Schedule Detailed Report as per common format of accounts

o Trail Balance

o Journal Report

o Balance sheet

o Ledger Report

o Individual Ledger Report

o Receipt and Payment account as per common format of accounts

o Schedule of Receipt account as per common format of accounts

o Schedule of Payment account as per common format of accounts

o Day Book

o Details of Remittance Received from Funding Source o Running account Party Payment Calculation Reports

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o Works Tax Calculation FORM 405 & Form 402 o Status of Unspent Balance o Utilization Certificate for MHRD o STDS Return o STDS Challan Entry o TDS Return 26Q o TDS Challan Entry Form 281 o Labour Welfare Cess Report o Security Deposit Paid – Party wise and as a whole o Earnest Money Received – Party wise and as a whole o Security Money Received – Party wise and as a whole o Generation of Form 16 A o Caution Money Received from Student (Student wise and as a whole) o i) Library o ii) Institute o iii) Hostel o Cumulative Professional Development Allowance Register (Faculty wise

and as a whole) o Start up Grant Register (Faculty wise and as a whole) o Matching Grant Register (Faculty wise and as a whole) o Department wise Expenditure o Register Monthly and Yearly o Increment Register o Grant-in-Aid Register o Bill Register Party wise o Bill Register Expenditure wise o Cost centre wise Report for each externally funded project o Utilization certificate & statement of Expenditure for each externally

funded project o Transfer of fixed Assets from Project Account to Central JAMIA

HAMDARD New Delhi Account on completion of Project/Term/Approval of Funding Agency

o • Advance Register

ü Staff advance ü LTC Advance ü TA Advance ü Any other to be discussed at the time of System Requirement Study

Advance Register – Party wise and as a whole - Monthly / Yearly imprest Register – Employee wise and as a whole – Monthly /

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Yearly ü Any other requirements to be discussed at the time of SRS study

• HRMS & Payroll related Reports:

o Payslips

o Salary Slips

o Bank Reports

o Salary Register

o Salary Abstracts

o PF loan schedule

o Bank wise Reconciliation Statement (Monthly and Yearly) o Outstanding Liability for Revenue Expenditure Statement o Outstanding Liability for Capital Expenditure Statement o Letter of Credit/ Margin Money Statement o Increment list

o P.T. schedule

o Selected field reports

o Customized employee list

o Personal Record of employees

o Various reports based on Department, Caste, Salary, Pay-Scale etc,

o Advances/bonuses/Premiums to be paid

o Annual reports : Single employee, All employees, Single head all employees

o Salary budgets

o Service book

o Income Tax related reports

o Income Tax papers like Form 16, Form 12 BA, Form 24 Q

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o Payroll reports:

o Pay Register (Location & Department Wise [80 Col and 132 Col]) Cumulative Pay Slip (Vertical)

o Cumulative Pay Register (Cash, Bank, & Both) o Bank Advice o Leave Status o Deduction Register o Advance & Recovery o Leave Encashment Register o Overtime Register o Other Payments Register o Used defined Pay Slip o Used defined Pay Register o Increment Register as per 6th Pay Commission o NPS Register – individually and as a whole o Monthly o Yearly o NPS Lien Register – individually and as a whole o Monthly o Yearly o CPF Lien Register – individually and as a whole o Monthly o Yearly o GPF Lien Register – individually and as a whole o Monthly o Yearly

o Loan Recovery Register – individually and as a whole o Advance Register – individually and as a whole o Festival advance etc o Automatic Upgradation reports

Purchase and Store Reports:

o Department /FacultyWise products of value, item etc o Department /Faculty wise spending report Week/lyMonthly/Yealy o Goods Return Reports. o Issue Report. o Loss Report.

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o Stock Report. Etc Additional Requirements:

o System Wide Functionalities o System Management and User Management Requirements o Logs o Security Requirements o Legal and Regulatory Requirements o Interface Requirements o Common Technical Requirements

Integration Requirements:

o Payment Gate Way o SMS Gate Way o E Mail Solution o Integration with Website o Online Fees of Students

Role based Dashboards for all the users like Students, Faculty members, Administration, Management, Staff etc.

System Management and User Management:

Access: The University Management System should be accessible to

o Employees/ faculties/ students in the ‘Jamia Hamdard’ etc. o Parents for information

User Management:

o The system should allow (admin user) creation and management of user with relevant details

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o The system should allow to create unique user name only o The system should provide feature to search a valid user name o The system shall prevent unauthorized users from accessing the system. o Registered users in the University management system shall be allowed to log-‐on

only to those functions which they are authorized to access and use. o The password management system shall require the use of quality (i.e. difficult to

guess) passwords

System Wide Functionalities

o University Management System shall be modular in design and shall be designed using modular and reusable programming techniques for ease of maintenance

o University Management System shall have the capability to format output to support HTML, XML, text , excel, csv etc for data exchange/integration with various entities involved in the process

o The entire IUMS system should have API’s for integrations to various external systems without any additional cost from day one of its implementation.

o University Management System shall have the capability to complete all requests (e.g., store, retrieve, update, etc.) without any data loss.

o University Management System shall maintain an audit log in of each transaction o University Management System shall have the capability to define and modify

access privileges. o Data inputs to the University Management System shall be validated prior to

being processed o Input data shall be validated for out of range values, missing or incomplete data,

unauthorized or inconsistent control data. o AI’s should be available for any third party Ingegration. o Tally integration and other related software in Finance should be integrated.

1. INTEGRATION, SECURITY & BACKUP

o A fully integrated system with all modules interlinked. o No duplication of the work / data. o Encrypted password for User login optional SSL integration. o OTP – One time password at Marks entry. o Optional IP address authentication for User login for critical applications. o Password protected database. No direct access to the User to the Database. o Optional Separate web application & Data server.

Jamia Hamdard


o Role based access to various Users. o Automatic monitoring + Log file creation of all critical transactions o Backup through disk mirroring, backup via LAN, WAN, Backup server scheduling

& manual backup on other machines & CD.

Jamia Hamdard


SCHEDULE OF IMPLEMENTATION POST RELEASE OF PO:

1. System Study and GAP analysis with requirement gathering: 20 days

2. Design: 10 days

3. Coding and Unit Testing: 30 days

4. Comprehensive Testing and documentation: 15 days

5. Release and deployment with bug fixing: 15 days

6. Production and Go Live with onsite Support

The Supplier shall provide a detailed project plan in MPP or Excel format for all handled by the Supplier.

RISK AND MITIGATION PLAN

Managing of dependencies and risks/issues are critical to the success of the delivering on target schedule.

Risk identification and assessment: The Supplier shall identify risks during various phases of the Project. The Supplier shall be obliged to ensure early identification of risks during the SDLC to ensure schedule overruns. The high-‐level risks will be identified during the requirement prioritization and approval stage and will be presented to Jamia Hamdard.

Risk tracking: The Supplier shall maintain the detailed risk & issue register. The risks & issues will be discussed in the weekly governance meeting.

Risk impact analysis: The category of risk will be based on the impact of the risk on the schedule when the risk becomes an issue.

Risk mitigation: The Supplier shall plan for the mitigation or contingency of the high priority & high impact risks .

CHANGE DURING PROJECTS AND AMC

Any change in the functional or non-‐functional requirements post sign off of the requirement specification document shall be deemed as a Change Request and shall be free of cost during warranty period of first year and free of cost as a part of AMC for next 2 years. Such changes during the SDLC may have an impact on the effort & schedule of the projects, which will be communicated to and agreed with the Jamia Hamdard.

Jamia Hamdard


PROJECT REPORTING AND DASHBOARDS The Supplier shall provide Jamia Hamdard with the following reports and dashboards at the frequency set out in the table below:

Report Duration

Overall Program Status Weekly

Highlights & Lowlights Weekly

Project Status - Planned vs. Actual Performance Weekly

Risks & Issues Weekly

Consolidated development tracker Weekly

Detailed project status report Weekly

PROGRAM MANAGEMENT METHODOLOGY

The Supplier will bring in best practices from its experience and make them part of delivery methodology used for providing Services to the Purchaser / Customer

• The Supplier will work with Jamia Hamdard to define and document the methodologies to be used during various phases of the delivery, which will be approved by the Purchaser. Some of the methodologies are mentioned below:

o Requirement gathering methodology o Architecture development and assessment o Project and steady state documentation policy o Test strategy o Release management methodology

TRAINING

• The Supplier shall provide onsite training for the Solution to Jamia Hamdard. • The Supplier shall conduct such trainings session in classroom and will be based on train

the trainer methodology for users (which includes training materials in English language) and intensive training includes skill transfer for technical/operation/system/administers.

• The Supplier shall also conduct live demos as required during the training sessions. • Jamia Hamdard shall work with the Supplier to identify such training needs during the

project delivery lifecycle.

Jamia Hamdard


DOCUMENTATION DURING SDLC PHASE The key document will be produced during this phase are listed below:

Document Name Owner

BRS Document Supplier

HLD Document Supplier

LLD Document Supplier

SRS Documents Supplier

SIT Test case Documents Supplier

UAT Test Case Document Supplier

Requirement Traceability Matrix Supplier

Performance Test Case Report Supplier

DOCUMENTATION DURING RELEASE AND DEPLOYMENT PHASE The following document will be produced during the release and deployment phase:

Document Name Owner

Standard Operating Procedure Document Supplier

Release & Documentation Supplier

User Manuals Supplier

Jamia Hamdard


ENTERPRISE ARCHITECTURE PRINCIPLES

Architecture Principles in Projects

The Supplier will have architects who shall take care of solution in the Scope and also the Solution within systems or domains. The Supplier shall cover following architectural services during the project phases.

Requirement Analysis

Requirement analysis and solution risk assessment will be done by Supplier in accordance with Jamia Hamdard Business requiremnts

Design Phase

Solution assessment in the agreed template

High level design to be documented in the agreed template

Coding and Unit Testing Phase

Solution assurance is conducted

Testing

Support for performance testing

Architecture Guidelines

The solution being delivered should meet the solution quality criteria’s. The solution should be developed as per the architecture development methodology and framework. Following shall be the high level guiding principles for architecting the solution:

1. Flexibility and scalability

2. Easy to use, operate and manage

3. Exception handling

4. Minimal customization but open to it

5. Service oriented architecture

6. Business process driven architecture

7. Information security

8. High availability

9. Cost effectiveness

10. Unique data mastering

11. Avoid overlap

12. Avoid marginal integrations

13. Remove replaced solutions


• The Supplier shall perform solution risk assessment during the requirement phase • The Supplier shall review the solution based on agreed checklist in design phase • The Supplier shall review the developed solution against the agreed design post cut

phase

ROLE AND RESPONSIBILITY

The supplier shall share role and responsibility matrix of persons involved in this project.

CONTINUOUS IMPROVEMENTS

The Supplier will continuously work with the Purchaser to simplify the architecture and business processes to improve the operational efficiencies.

The Supplier will undertake periodic exercise to review architecture and business processes and come up with proposals for improvements.


Format for Financial Bid

To be enclosed in a separate envelope and shall be sealed. The Words 'FINANCIAL BID'

shall be annotated on the envelope

Annexure 2 : FINANCIAL BID

Name & Description of the Item & Firm:

S.N. Component Cost Sales Tax

Service Tax

Other Taxes if

any Total

Cost for immediate Consideration of

Financial Score (FSB)

1

Cost of System Study, Gap Analysis, design, development and deployment of software with one-year warranty & system handover including SOURCE CODE. (Two Dedicated Software Developer Manpower with 5 years of experience for onsite service support is Compulsory in this Phase of 12 months)

2

Two Years Comprehensive warranty & system handover including SOURCE CODE. (Two Dedicated Software Developer Manpower with 3 years of experience for onsite service support is Compulsory in this Phase of next 24 months after completion of One year). This shall include all changes required by University.

3 Cost for other related components including database software licensing, if any (attach with details as annexure)

4 Any Other Costs (Pl. mention and details)

Total Order Value (BID Amount) Future Costs

1

Cost of ANNUAL TECHNICAL SUPPORT (AMC) for 4th Year with all changes if any required by the University with Service support by 2 dedicated Engineers as per the Eligibility of Engineers on Technical Bid Tender.

3

Cost of ANNUAL TECHNICAL SUPPORT (AMC) for 5th Year with all changes if any required by the University with Service support by 2 dedicated Engineers as per the Eligibility of Engineers on Technical Bid Tender.

Total Cost of Future Costs

Taxes to be declared separately for each of above as mentioned.


Annexure 3: DECLARATION

(To be furnished by the supplier on company's Letter Head) I/we hereby solemnly declare and affirm that the all documentary

evidence/declarations shared in this RFP by our Company are true and correct to the best of my knowledge and belief. No part of it is false and nothing has been concealed therein.

Date & Seal Name and Signature of the competent Authority of the firm


Format for Annual Turnover

ANNEXURE 4- ANNUAL TURNOVER

SI. No.

Annual turnover with respect to the item quoted

Remarks if any

2012-13 2013-14 2014-15 (1) (2) (3) (4) (5)

Signature of the Chartered Account with seal

Signature of the tenderer with Seal

Note: (i) Documentary evidence shall be submitted along with the format,

(ii) Certified copies of ITRs of the above years shall be enclosed


ANNEXURE 5 - FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR TECHNICAL EVALUATION

Date:

Authorized

Signatory: Seal of

the Organization:

Name:

Designation:

FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR TECHNICAL EVALUATION

Name of the Purchaser

Description of Purchase Order Value of Purchase Order

No of Modules and Name of modules in Purchase order (inclusive of Finance, HRMS, Examination, Stores and Purchase)

Successful Completion (Yes or No)

Time taken to Complete the Project in months.

Completion Certificate

Proof of all of the above information in the form of attachments for evaluation as per Technical Evaluation criteria.


Annexure 6 : FORMAT FOR CVs OF EMPLOYEE, WHO WOULD BE INVOLVED IN THIS PROJECT

Date:

Authorized

Signatory: Seal of

the Organization:

Name:

Designation:

Format for the Profiles

Name of the person

Current Designation / Job Title

Current job responsibilities

Proposed Role in the Project

Proposed Responsibilities in the Project

Academic Qualifications:

• Degree

• Academic institution graduated from

• Year of graduation

• Specialization (if any)

• Key achievements and other relevant information

(if any)

Professional Certifications (if any) Total number of years of experience

Number of years with the current company

Summary of the Professional / Domain Experience

Number of complete life cycle implementations carried out

The names of customers (Please provide the relevant

names)

Past assignment details (For each assignment provide details regarding name of the organization worked for, designation, responsibilities, tenure etc.

details regarding name of organizations worked for, designation, responsibilities, tenure)

Prior Professional Experience covering:

• Organizations worked for in the past

• Organization name

• Duration and dates of entry and exit

• Designation

• Location(s)

• Key responsibilities


ANNEXURE 7 : FINANCIAL BID COVERING LETTER

(To be filled and submitted by the bidder along with the financial bid on their Letter head)

To The Registrar, Jamia Hamdard, New Delhi

Sir,

We, the undersigned bidder, Having read & examined in detail, the Bidding

Document, the receipt of which is hereby duly acknowledged, I/ we, the

undersigned, offer to work as “Selected Bidder” as per the defined Scope of

the work, Requirement specifications, Service Level Standards & in

conformity with the said bidding document for the same. We hereby offer our

best price as per the details below and would be valid as per the details

mentioned in the NIT.

I/ We undertake that the prices are in conformity with the specifications/

requirements prescribed. The prices are inclusive of all type of govt. taxes/

duties as asked in the financial bid

I/ We undertake, if our bid is accepted, to deliver the goods and services in

accordance with the requirements of ‘Jamia Hamdard’ mentioned in the

bidding document.

I/ We hereby declare that, in case, the contract is awarded to us, we will

submit the performance security for the due performance of contract and

in the form prescribed by Jamia Hamdard

I/ We agree to abide by this bid for a period of days specified in NIT, after

the last date fixed for bid submission and it shall remain binding upon us and

may be accepted at any time before the expiry of that period.

I/ We confirm we deliver the required functionalities in 3 months from the date

of release of PO failing which University can cancel our Bid and forfeit the EMD

amount.

Until a formal contract is prepared and executed, this bid, together with your

written acceptance thereof and your notification of award shall

constitute a binding Contract between us.


I/ We hereby declare that our bid is made in good faith, without collusion

or fraud and the information contained in the bid is true and correct to the

best of our knowledge and belief.

We understand that you are not bound to accept the lowest or any bid you

may receive. We agree to all the terms & conditions as mentioned in the

bidding document and submit that we have not submitted any deviations

in this regard.

Date:

Authorized Signatory:

Seal of the

Organization: Name:

Designation:


ANNEXURE 8 : SELF-DECLARATION – NO BLACKLISTING

To,

The Registrar,

Jamia Hamdard, New Delhi

In response to the Tender Ref. No. dated for {Project Title}, as an Owner/ Partner/ Director/ Auth. Sign. Of , I/ We hereby declare that presently our Company/ firm , at the time of bidding: -

a. possess the necessary professional, technical, financial and managerial

resources and competence required by the Bidding Document issued by the

Procuring Entity;

b. have fulfilled my/ our obligation to pay such of the taxes payable to the

Union and the State Government or any local authority as specified in the

Bidding Document;

c. is having unblemished record and is not declared ineligible for corrupt

& fraudulent practices either indefinitely or for a particular period of time

by any State Government/ Central Government/ PSU/ UT/any University.

d. does not have any previous transgressions with any entity in India or any

other country during the last three years

e. does not have any debarment by any other procuring entity

f. is not insolvent in receivership, bankrupt or being wound up, not

have its affairs administered by a court or a judicial officer, not have its

business activities suspended and is not the subject of legal proceedings

for any of the foregoing reasons;

g. does not have, and our directors and officers not have been convicted of

any criminal offence related to their professional conduct or the making of

false statements or misrepresentations as to their qualifications to enter

into a procurement contract within a period of three years preceding the

commencement of the procurement process, or not have been otherwise

disqualified pursuant to debarment proceedings;


h. does not have a conflict of interest as mentioned in the bidding

document which materially affects the fair competition.

i. will comply with the code of integrity as specified in the bidding

document.

If this declaration is found to be incorrect then without prejudice to any other

action that may be taken as per the provisions of the applicable Act and

Rules thereto prescribed by Jamia Hamdard or GoI, my/ our security may be

forfeited in full and our bid, to the extent accepted, may be cancelled

Thanking you,

Name of the Bidder: -

Authorized Signatory: -

Seal of the Organization: -

Date:

Place:


ANNEXURE 9 : COVERING LETTER FOR THE BID

(To be submitted on Company’s Letter head along with the ‘Technical bid’)

To

The Registrar,

Jamia Hamdard, New Delhi

Reference No.

Dear Sir,

Ref: Request for Proposal (RFP) Notification dated............... No..........

1. I/We, the undersigned bidder, Having read & examined in detail, the Bid

Document, the receipt of which is hereby duly acknowledged, I/ we, the

undersigned, offer to work as mentioned in the Scope of the work,

Functional requirements, Service Level Standards & in conformity with the

said bidding document for the same.

2. I/ We hereby declare that our bid is made in good faith, without collusion

or fraud and the information contained in the bid is true and correct to

the best of our knowledge and belief.

3. I/ we hereby submit our token of acceptance to all the tender terms &

conditions without any deviations. Hence, we are hereby submitting our

Bid and offer to provide services to Purchaser for carrying out the project

in accordance with your RFP.

4. I/We agree to abide by this RFP for a period of days as specified in the

‘Tender Document’ from the closing date fixed for submission of bid as

stipulated in the RFP document.

5. I/We understand that the Purchaser is not bound to accept any bid

received in response to this RFP.

7. In case we are engaged by the Purchaser, we shall provide any

assistance/cooperation required by Purchaser, appointed auditing

agencies (if any), officials and Other Stakeholders of the project for


performing their duties with respect to this project. We understand

that our non-cooperation for the same shall be grounds for

termination of service.

6. I / We agree that Jamia Hamdard can cancel the bid or bidder anytime

during the Tender process and not liable to give any explanation thereof.

Signature………………………………………………………

In the Capacity of …………………………………………

Duly Authorized to sign proposal on behalf of ……………………….

Seal of the Organization………….

Date…………………………………………………………. Place…………………………………………….