(A central university established by an Act of Parliament of India, 2007)

6th Mile, Samdur, Sikkim

E-NIT Notice: SU/ET/2016-17/14

Date: 24th Sept, 2016

E-NOTICE INVITING TENDER

Online Technical and Financial bids are invited (www.epr ocur e.gov.i n ) from the el i gi ble
fi r ms/compani es w o r k i ng in the field of w e b - b a s e d ERP for providing University ERP
(University Automation Solution) to Sikkim University till 5 : 0 0 pm on 2 8 t h O c t o b e r , 2016.
Please visit website www.cus.ac.in for further details.

Registrar

E-NOTICE INVITING TENDER

For
Web-based- University ERP

E-NIT NO. S U / E T / 2 0 1 6 - 1 7 / 1 4

Date of Issue of E-NIT

Last Date of submission E-NIT

: 24th Sept., 2016

: 28th Oct, 2016 (By 5:00 P.M.)

(A central university established by an Act of Parliament of India, 2007)

6th Mile, Samdur, Sikkim

E- NOTICE INVITING TENDER

The E-NIT includes the following documents:

Chapter I Notice Inviting Tender and other details
Chapter II - Information to Bidder (including Data Sheet)
Chapter III - Terms of Reference
Chapter IV - Technical Proposal - Standard Forms
Chapter V - Financial Proposal - Standard Forms for Part I & Part II

CHAPTER I
Selection of Consultant-cum-Implementation Partner for design,

development, testing,

implementation and integration of web based Campus ERP (University Automation Solution)
in Sikkim University, 6th Mile, Tadong, Samdur, Sikkim.
Online Technical and Financial bids are invited (www.eprocure.gov.in)
firms/companies working in the field of web-based-ERP

from the eligible

for selection of Consultant-cum-

Implementation Partner for the design, development, testing, implementation and integration of
web based University ERP (University Automation Solution) in Sikkim University as detailed in
the enclosed Terms of Reference.
The Details of the RFP and key calendar events is as follows:
E-NIT No.

SU/ET/2016-17/07

Tender Cost

Rs. 2000 (non-refundable)

Tender Inviting Authority

Registrar, Sikkim University, 6th Mile, Tadong, Samdur,

Sikkim

Selection of Consultant-cum-Implementation Partner for

the design,

development, testing, implementation and

integration of web based ERP (University Automation

Name of the Work

Solution) for its geographically distributed buildings.

The

objectives,

description of

and
the

As per ToR in Chapter III

assignment
The method of selection

Quality and Cost Based Selection (QCBS)

Last date & Time for

28th October 2016 (by 5:00 pm)

submission of bids
Pre-Bid query

Query, if any, can be sent by email till 5 th Oct, 2016(AN)

Portal for submission of

https://eprocure.gov.in

proposal

(Link will also be available in www.cus.ac.in )

Date for Opening of

Technical Proposal

31st Oct, 2016 at 3.30 P.M.

Only qualified bidders shall be requested to make

Presentation by the

presentation. The date and time of presentation shall be

qualified bidders

informed separately through fax/email.

Financial bids of only firms qualifying the technical bid shall

Opening of Financial

be opened. Date for opening of Financial Proposal shall be

Proposal

communicated separately.

Earnest Money Deposit

Rs. 1,00,000/- (refundable)

(DD/BG/FDR)
Contact Person and

The A s s i s t a nt Registrar,

Designation

Sikkim University, 6th Mile, Samdur, Sikkim

Ph: 03592-250228, email: cbchhetri@cus.ac.in

CHAPTER II INFORMATION TO BIDDERS

(This section provides all the necessary information required for responding to the ENIT)
About Sikkim University:
Sikkim University is a central university established by an Act of Parliament in July 2007. It
commenced with its academic journey from the Academic Year 2008-09. Accredited B by NAAC
in the year 2015, this university is ranked 61 st by the National Institutional Ranking Framework,
Ministry of Human Resource Development, Government of India. Aiming to emerge as hub of
higher education in the eastern Himalayas, the university is focused on enhancing access to higher
education with uncompromised quality at an affordable cost for the generally poor but deserving
students of the region in general and Sikkim in particular.
With 29 academic departments and 12 affiliated colleges under its ambit, the University operates
from 30 plus rented buildings scattered across the city of Gangtok catering to the higher
educational aspirations of about 10000 students. All the buildings under occupation of the
university are currently networked via Optical Fiber cable. The permanent campus of the university
is coming up at Yangyang, South Sikkim.
At present, the University uses few standalone system software to manage its library, examination
and few other administrative sectors. The university expects the entire data captured till date
through these standalone modules be integrated in the new ERP/IUMS. To a large extent University
shall provide the data to the selected vendor in an electronic form.

Bidding Process:

The I n t e r e s t e d Bidders s h a l l submit Technical and financial proposal/bid online

(www.eprocure.gov.in) for the

design,

development, testing, implementation

and

integration of web based ERP (University Automation Solution) at Sikkim University, 6th
Mile, Samdur, Gangtok, Sikkim. The proposal will be treated as the basis for award of
the contract to be executed with the selected firm.

The E-NIT document can be downloaded either from University website www.cus.ac.in or

from e-procurement portal www.eprocure.gov.in

Both the Technical and the Financial Proposals/Bids shall have to be uploaded in
www.eprocure.gov.in the manner prescribed hereinafter. Hard copy of DD for Cost of
Tender and DD/BG for EMD along with the copy of technical documents may be sent to the
office of the Registrar, Sikkim University on before the last date of submission of the online
bid.

The university reserves the right to choose modules as per its convenience and
preference.

The performance of the Vendor shall be monitored at each stage if the assignment
stretches to multiple phases and a satisfactory performance at each stage is
essential to proceed with the work in the next phase.

The University reserves the right to accept or reject any bid, to annul the bidding process
and to reject all bids at any point of time prior to the award of the contract and in
doing so, would neither incur any liability to the affected Bidder or Bidders nor any
obligation to inform the affected Bidder or Bidders.

The University ex p ect s that t h e i n t e r e s t e d Bidders shall provide professional,

objective and impartial advice/service and, at all times,

hold the University interests

paramount, without any consideration for future work, and strictly avoid conflicts with
other assignments or their own corporate interests.

All legal matters too be addressed by and between the university and the awardee bidder
shall be under the jurisdiction of the Court of Sikkim.

Pre-qualifications: (Form TECH-1)

1.

The Bidder should b e f i n a n c i a l l y s o u n d a n d c a p a b l e o f e x e c u t i n g t h e p r o j e c t

a n d m u s t h a v e a n a v e r a g e a n n u a l t u r n o v e r o f n o t l e s s t h a n Rs. 1 0 crores
during the last three financial years a n d t h i s s h o u l d b e e v i d e n t i n its Audited Annual
Financial Statements. Copy of Audited Balance Sheet and Income Tax Returns of the last

three years shall have to be uploaded in the e-procurement portal. Consortium shall not
be allowed.
2.

The bidder shall be a Registered Company in India with valid VAT/ LST/ CST, Service Tax
Registration and PAN number allotted by the respective authorities. Supporting documents
should be submitted.

3.

The bidder should be a certified enterprise with rating of ISO 9001:2008 or above. Supporting

documents should be submitted.

4.

The bidder should be a national level I.T. Organization with experience in the field of ERP
software

conceptualization,

design,

development,

deployment,

customization

and

maintenance for at least last three years as on 31st March, 2016. Company Registration
document & MOA/AOA should be submitted.
5.

The bidder must have successfully implemented similar ERP projects and the details of such
job carried out by the bidder shall have to be furnished with copy of work order. Certificate
from the clients indicating successful implementation of the package IS REQUIRED TO BE
ATTACHED. Self-declaration of the work done shall not be considered.

6.

The bidder if black listed by any State or Central Government in India or abroad shall not be
considered. An undertaking in this regard shall have to be furnished by the bidder.

7.

The bidder shall have software work force of minimum 100 persons in India.

8.

The bidder should have support center in Eastern India (Address and Contact No. must be
mentioned). Firms not having the support centre at the time of submitting bids may submit
an undertaking in the prescribed format.

9.

Preferably the software must be certified by credible national agencies like STQC for security
features.

Clarification to E-NIT Document/ Pre-bid querry: Clarification to be obtained, if any, may

be requested by email latest upto 5th October, 2016. Reply to pre-bid query shall be furnished
by 8th Oct, 2016 by the University through email. Pre-bid query can be sent in the following
format.
Sl.
No.

Query
[Please write your query
here]

Query Category
[Technical / Financial / General ]
**

Query in
reference to NIQ
clause no.

Amendment/Cancellation of E-NIT:
Sikkim Univerity reserves the right to cancel this E-NIT a t any time without assigning any
reason thereof and without any obligation to the Bidders.

Sikkim University may, if required, amend the E-NIT by issuing corrigendum/ addendum in
writing using s t a n d a r d e l e c t r o n i c means at any time prior to exp i r y o f the deadline for
submission of proposals. The corrigendum/addendum so issued shall be b i n d i n g o n a l l t h e
Bidders.
Validity of the Proposal:
The Proposal and price offered therein shall have to be valid for 90 days from the last date
for submission of the Proposal. Bids with shorter validity period would be treated as nonresponsive.
Language of the E-NIT:
Proposals shall be submitted in English only.
Earnest Money Deposit (EMD)

The Bidder shall furnish, as part of the Technical Proposal, an earnest money deposit of
Rs. 1 , 0 0 , 0 0 0 / - o n l y . EMD can be made either by Demand Draft d r a w n in favour
of Sikkim University payable at Gangtok or through Bank Guarantee (BG).

EMD, if through BG, should be valid for a period of 180 days from the last date for
submission of Proposal.

Unsuccessful Bidders EMD will be refunded without any interest after finalization of the
tender and award of contract.

EMD of the successful Bidder will be released once the bidder signs the agreement and
furnishes the performance guarantee.

EMD will be forfeited on account of any or more of the following:

1. If the successful Bidder fails to sign the agreement within the stipulated time
2. If the successful Bidder fails to furnish the

performance guarantee within the

stipulated time
Performance Security:

The successful Bidder shall have to execute an agreement on Non-Judicial Stamp Paper
of appropriate value and provide Performance Security amounting to 5% of the total
order value at the time of signing of the agreement.

Performance Security shall be furnished in the form of Bank Draft / Bank Guarantee

duly discharged in favour of Sikkim University, Gangtok, Sikkim 737102

The Bank Guarantee shall have to remain valid for a period of three months post
completion of the work.

No interest will be paid by the University on the performance security.

Performance Security may be forfeited in full or part in the following cases:

1. If the terms and conditions of contract are breached.
2. If the Bidder fails to provide service satisfactorily.
3. If contract is being terminated due to non-performance of the Bidder.

Notice of a reasonable time will be given in case of forfeiture of security deposit. The
decision of the University shall be final in this regard.

Failure of the successful Bidder to comply with the requirement of furnishing the required
Performance Security in time shall constitute sufficient grounds for the annulment of
the award, in which c a s e , the University reserves the right to award the work to the
next best ranked Bidder or may call for fresh bids/Proposals.

The

Performance

Security

will

be

released

months

after University certifies

successful execution/implementation of the awarded work.

Proposal Preparation and submission:

The Proposal to be submitted shall have to be signed by the authorized signatories.

Bidders shall submit only one proposal and would stand disqualified if it takes part in more
than one proposal.

Bidders should familiarize themselves with local conditions and take into account these
conditions while preparing their Proposal.

Bidders shall bear all costs associated with the preparation and submission of their Proposal
including cost of site visits if necessary.

Technical Proposal:
While preparing the Technical Proposal, Bidders are expected to examine the documents
constituting this E-NIT in detail. Providing inaccurate and incomplete information shall lead
to rejection of a proposal.
The Technical Proposal shall include all the information sought in format TECH-1 to TECH-6
along with the necessary documents.

FINANCIAL PROPOSAL:
While preparing the financial bid, Bidders should strictly follow instructions provided for the
same. Bidders must also take into account the requirements and conditions outlined in this
E-NIT document.
The Financial bid s u b m i t t e d only in the online mode shall be accepted. Financial bid should
provide module wise cost covering all taxes, duties, fees, levies, and any other charges.
The rates given by the bidder must remain valid for the specified number of days
mentioned in this E-NIT. In case the University wishes to extend the validity period of the
proposal, so shall be done through mutual consultation.
Submission, Receipt and Opening of Proposals:
The Technical Proposal shall be shall be uploaded in the folder marked as TECHNICAL BID i n
t h e e - p r o c u r e m e n t p o r t a l and the Financial Proposal in a folder marked FINANCIAL
BID/BoQ.
The submission of the Technical and Financial Proposal must be on or before the time and
date stated in Chapter I.
Modification and Withdrawal of Proposal:
The Bidder may modify or withdraw their submitted Proposal a n y t i m e prior to the l a s t
d a t e o f s u b m i s s i o n o f p r o p o s a l . While modifying the proposal, the bidder should
ensure to delete the earlier uploaded files and replace the same with the modified one. Such
withdrawal/modification, must however, conform to the terms and conditions specified for
submission of the original Proposal.
No Proposal can be modified or withdrawn post expiry of the deadline prescribed for the
purpose.
Opening of Technical and Financial Proposals:
On expiry of the deadline for submission of proposals, the Technical Proposal shall be opened

10

online as per schedule mentioned in Chapter I.

From the time the bids are opened to the time the contract is awarded, if any Bidder wishes
to contact the University on any matter related to its Proposal, i t s h o u l d o n l y b e
d o n e in writing in the manner indicated in the Chapter I. Any effort by a firm to influence
the University in the process of evaluation and/or, comparison of its proposal or

contract

award decisions would result in rejection of the concerned Bidders proposal.

Evaluation of Proposal:
A two-stage procedure will be adopted f o r evaluating the Proposals r e c e i v e d . viz. a
technical evaluation and a financial evaluation. The technical evaluation will have a weightage
of 70% and the financial evaluation will have a weightage of 30%.
The Bidder(s) will be evaluated on a scale of 100. The technical offer TEO (TEO=TS+PS) will
have a maximum weightage of 70 {70% of above stated QCBS (Quality cum Cost Basis Selection)
System} and financial offer will have a maximum weightage of 30.
Firms will be ranked using a combined technical cum financial score. Under Technical Evaluation,
Maximum 60 marks shall be for technical proposal/parameters and 40 marks will be for
presentation cum Proof of Concept.
Financial bid of only those firms securing the minimum qualifying marks of 70 out of a total
of 100 in the technical bid evaluation (including presentation) shall be opened.
The Scoring methodology is as below:
a.

Each responsive proposal will be given a technical score (TS). A proposal shall be rejected
at this stage if it does not respond to important aspects of the Terms of Reference or if
it fails to achieve the minimum technical score indicated in this E-NIT.

b.

The organization that are called for presentation/POC shall be given marks out of 40
towards presentation. The committee e n t r u s t e d w i t h t h e r e s p o n s i b i l i t y t o
e v a l u a t e t h e p r e s e n t a t i o n s w o u l d m a r k t h e m a c c o r d i n g l y . The Committee
would have the right not to declare the criteria used by it in marking the presentations.

c.

Total marks of TS and PS will be calculated.

The lowest financial Proposal (LF) will be given a financial score (FS) of 100 points i.e. 30 marks.
11

The Bidder(s) will be evaluated on a scale of 100. The technical offer TEO (TEO=TS+PS) will have
a maximum weightage of 70 {70% of above stated QCBS (Quality cum Cost Basis Selection)
System} and financial offer will have a maximum weightage of 30.
The financial score (FS) of proposals will be determined using the formula: FS = 30 x LB/PB,
where LB is the lowest financial bid & PB is the financial bid of the particular bidder. Financial
score (FS) obtained will be added to the scores on technical offer (TEO) to arrive at a
consolidated score (CS). The bidder with the highest Consolidated Score (CS) will be selected.
If there is a tie in the CS, the vendor having a higher score on the technical offer (TS) will be
selected.
Example (1):- If a firm B scores 45 marks in technical bid and 34 marks in a presentation, then
total marks of the firm shall be 45+34 i.e. (TS+PS) = 79. It means when we take 70% of 79
marks, it comes to 55.3 marks which shall be TEO of the firm. Now, after opening the financial
bid, if the firm has not quoted the lowest rates, say it has quoted Rs. 25 Lacs (as mentioned
in above example where Rs. 20 Lacs were quoted lowest by one firm) then that firm will get
30X20/25 i.e. 24

marks towards FS. Then, consolidated score (CS) of the firm shall be

55.3+24=79.3 as per above formula of FS = 30 x LB/PB.

In this situation, the firm A shall qualify for the purchase order which shall be given by the
university to them as firm A has secured more consolidated marks.
EVALUATION OF TECHNICAL PROPOSAL:
The

Tendering

Authority

will

first undertake

preliminary evaluation of the technical

Proposals to check compliance with the s t i p u l a t e d eligibility criteria a s l a i d o u t i n

t h i s d o c u m e n t . I n d o i n g s o , i t w o u l d e x a m i n e the completeness of the
Proposals and verify, if it is duly signed or not and also whether or not the Proposal is generally
in order. Proposals found to be non-responsive or falling short of meeting the minimum
eligibility criteria shall be

summarily

rejected.

Technical scoring would be

undertaken for participants meeting the Pre-Qualification Criteria only.

Criteria, sub-criteria, and point system for the evaluation of Technical Proposals is in the next
page:

12

Quality cum Cost Basis Selection (QCBS)

Sl No.

3
4
5

Technical Evaluation Parameters

Financial Capability: Average annual turnover during FY 2012-13; 1314; and 14-15 => 10 Crores for last three years
INR =10 Crores
INR >10-20 Crores
INR > 20 Crores
Similar ERP projects successfully implemented during the preceding
3 years (2013-14 to 2015-16) for a large University/Institute.

Score

Maximum

5
7
10

10

One of these MUST BE a Central University/ state level

with a Project Cost of not Less than 25 lakhs per project.
3 University/Institute
3-6 University/Institute
6 University/Institute
CBCS (Choice Based Credit/Grade System) in Examination
implemented
ISO 9001:2008 Certification
Yes
(Copy of valid ISO certificate to be enclosed)
No
STQC Certification
Yes
No
Experience of ERP software conceptualization, design,
development, deployment, maintenance, customization and
hosting of Application in any large Organizations with a Project
Cost of not Less than 50 lakhs for last three years (201314 to 2015-16).

20
10
15
20
5
5
0
5
0

Minimum of 2 projects

2 - 4 projects

>5 projects

10

5
5
5

10

Employee strength
7

Employees employed in Software design, development,

implementation, Procurement, installation, testing, services and
support upto >=100

>150

> 200

Demo & Presentation of the system

8

Technical Architecture

Scope of Work

Module Integration

Implementation process

40

13

OPENING AND EVALUATION OF FINANCIAL PROPOSAL:

Financial Proposals of only those firms qualifying the technical evaluation shall be opened online
and the date of opening of Finical Proposal shall be communicated separately. The final result
based on technical evaluation and financial evaluation will be uploaded in the e-procurement
portal.
DISQUALIFICATION OF PROPOSALS:
The Tendering Authority, at its sole discretion, and at any time during the processing of the
Proposal, may disqualify any Bidder from the Bidding process if the Bidder has:
Made misleading or false representations.
Have not submitted amount of EMD (Earnest Money Deposit).
Violated any of the terms.
If found to have a record of poor performance.
Submitted Proposal document which is nonresponsive or not accompanied by

required documentation as specified in this RFP.

Failed to provide clarification, when sought.
Submitted more than one Proposal.
Failed to submit a proposal in accordance with the terms and conditions of this RFP.
Failed to submit a Proposal where the validity of rate is not in compliance.
Any other reasons that the University deems and sufficient to reject the proposal.

AWARD OF CONTRACT
After computing the marks, the University shall award the Contract to the selected Bidder. The
work must have to be commenced within a fortnight of the signing of the Contract. Decision of
the University in matters relating to award of contract shall be final and binding.
PAYMENT TERMS:

Successful bidders need to deposit 5% of the project value as a security deposit which
will be released after the warranty period is over.

80% of the payment will be released after successful installation and training. University will
issue a completion certificate in this regard.

20 % of the payment will be released after 6 months of successful running of the system.
14

The bidders may, however, propose d e s i r e d payment n o r m s i n t h e f i n a n c i a l b i d t h a t

t h e y w o u l d l i k e t o a d h e r e t o . The university shall discuss in detail about the payment
terms and might, if required, propose amendment of the s a m e in order to enable it comply
with General Financial Rules (GFR) 2005 and such other relevant rules as are applicable to any
central government funded institutions. To the extent feasible, such amendments may
be carried out on terms mutually agreed upon.
CONFIDENTIALITY
Information relating to evaluation of Proposals and recommendations concerning awards shall
not be disclosed to a n y Bidder or to any other person person(s) not officially concerned with
the process or even under RTI A c t until such time the winning bidder has been notified.

15

CHAPTER III - TERMS OF REFERENCE

SCOPE OF WORK - KEY TASKS
The scope of work involves providing SIKKIM UNIVERSITY, a robust software system which shall
envisage automate the under mentioned functionalities:

Counseling & Student Master Data Creation

Student Information System

Student Fees Management

Examination Module for handling all examination related works

Student Feedback

Student & Employee portal

Alumni

Training & Placement

HRMS & Payroll

Financial Accounting System

Purchase/Receiving/Inventory

Fixed Assets Modules

Transport Management

The system must result in faster information flow, reduce duplication of work and ensure instant
information availability. It must be of proven benefit to the Institute in its day-to-day operations,
control and management.
Sl
No

Modules

Sub Modules

Features
Pre-Admission Enquiry
Student Application Data (On Line/Off Line)
Student Counselling Based on Rank

Counselling &
Student Master
Data Creation

Counselling

Verification of Admission Criteria

Application of Program/Batch based on the choices given by the
student
Hostel Allocation
Up gradation of student in case of vacancy in the higher branch
On-line seat status display
Integrated Fees Collection
Admission letter generation with student's photograph

17

Upgradation/Import of Short listed student data into database along

with
A. Branch Awarded
Student Master
Data Creation

B. Personal Details
C. Qualification
D. Category (General/SC/ST Etc).
Integrated Fees Collection
Admission Letter Generation with Student Photograph.
Student Master Data
Hostel Management
Room and Exam Centre Management.
Formation of Programs/Branch/Section/Sub-Section
Enrolment Number Generation
Pre-Registration/Registration
A. Core Subject Allocation

Student
Information
System

SIS - Student
Database
Management

B. Department wise Elective/free Elective Offering.

C. Elective/free elective choice collection from student.
D. Faculty Subject Choice with rooms , day & time preference.
E. Teacher Load Distribution.
F. Registration Slip Printing.
G Add/Drop Regular/Back Paper Subject
H. Integrated Fees Collection
Time Table Generation.
Student Attendance.
Student In or Out Details
Student Disciplinary Records.
Dynamic Fees Heads
Multiple Currency Supports
Fees Structure.
A. Academic wise / Program Wise Fees
B. Individual Fees Structure and also Quota Wise.
Fees Waiver or Fees Discount
Special Approval in case of Delay in Payment
Fees Collection.

Student Fees
Management

Fees Management

A. cash
B. Bank /Cheque/Draft/ECS.
C. Online Payment Gateway
Fine Collection.
Fees Refund or Fees Settlement.
Payment List or Due List.
Student Fees transfer.
Various MIS related Reports.
Integration with Finance Module.

18

Question Paper Setting

Date Sheet Generation.
Setting Plan
Invigilation Duty with Faculty load distribution/No duty request/Time
Preference.
Attendance / Absentee list generation.
4

Examination
Modules

Marks Entry System by faculty Member with approval from HOD

Examination.

Result Entry System and Processing

A. percentile
B. Grading System
C. CGPA or SGPA
Tabulation of Grade Sheet.
Printing of Grade Sheet ,Marks Sheets, Transcript and Various MIS
reports.
Published of Results in the Web Kiosk after approval.
Addition of Fixed Assets
Value addition to existing assets
Fixed Assets Register

Fixed Assets
Modules

Assets

Allocation/Re-allocation of fixed assets

Assets Transfer
Assets Insurance details /AMC
Depreciation of Scrap/Sales of Scrap or assets
Depreciation Calculation.
Raising of Purchase requisition
Store indent generation
Placing of Enquiry to various parties
Comparative statement generation.
Purchase order through approved quotation
Amendment of approved purchase order

Purchase/Receiv
ing/Inventory

Purchase/Receivin
g/Inventory

Goods received and material inspection

Purchase return
Bill Passing with FAS Integration
Material issue / receipts
Material Transfer in/out to other stores/Location
Physical stock verification and adjustment voucher
Items repair
Store valuation on weighted average methodology.

19

Online job Application

Archiving of all employee data
Employee Database.
A. Personal Information
B. professional Information

HRMS

HRM & Payroll

C. Dependent Details
D. Journals/Publications/Conference/Seminar etc.
E. Salary/Perks/reimbursement Details
Promotion /Increment
Visiting Professor or Guest Faculty Details
Leave Management
Salary Computation and generation of salary bills and pay slip
Arrear Calculation and Generation of Arrear reports.
Generation of TDS and income Tax Statement
Advance/Loan Payment/recovery
Income Tax Calculation.
Maintaining corporate recruitment

Training &
Placement

Training &
Placement

managing various placement events

checking selection criteria
web enrolment for placement event
Maintain Campus requirement

Alumni

Alumni

Maintaining the alumni database- contact details work details

mailing facility - institute to alumni , alumni to alumni secured web
access (approval based)
Graffiti wall - Alumni Forum
News event
search engine(Optional) & Online Registration
Chart of Accounts
Financial Statement Groupings / Grouping of Chart of Accounts
Dynamic Sub Ledger
Cheque Book Management
User Defined Voucher Numbering Patterns

10

Financial
Accounting
System

Financial
Accounting System

Voucher configuration for designing vouchers

Cash Receipts and Payments
Bank Receipts and Payments with Inter Bank Transaction option
Journal Voucher
Purchase Journal
Subcontractor Journal(Optional)
Journal Voucher
Dr./Cr. Note

20

Vouchers, Books, Ledgers, Trial Balances,

Bank Reconciliation
Ledger / Sub Ledger Credit Limit check
Budget
TDS Deducted v/s Deposited
Bill Passing with Age Report(Optional)
GL Zoom Drill Down feature
Automated year end entry passing (Optional)
Various MIS Reports
Project / Grant Management.
Personal Information-view/edit
Academic information
- pre registration/registration-record subject choice
- class time table
- class attendance
Student

- class test / mid semester test marks details

- exam date sheet with seating plan
- marks obtain CGPA/SGPA details
- disciplinary records
fees details which include
- fees/fine payment , dues details
- debit / credit advice
personal information
- contact information view/edit
- leave and salary records

11

- debit/.credit advice

Student &
Employee portal

- income tax declaration and deduction

work flow for ( leave/LTA/medical/advance/no dues
Academic information
- subject/room/day/time preference for time table
- time table entire (employee wise)
Employee

- student attendance
- day/time preference/no dues request for invigilator duty
- employee wise data sheet/invigilator duty
- view seating plan
- marks entry of class test/mid semester test
- grade calculation
- booking/cancellation of room for special activity/extra class
- view result of student recreation survey (Self)
- administration user option
- student information
- employee information
- security information

21

Director/VP/Top management page to maintain information related

to student/employee
mass mailing (e-mail) facility

Student
Feedback

12

Feedback /
Reaction Survey

Event declaration with IP based Security

Type / sub type question preparation with weight age
filtration of abusive words
feedback collection through web kiosk with approval
processing, publishing & analysis of MIS(Optional)
Institute/Vendor- Vehicle Management
Vehicle Master Database
Route Management

13

Transport

Transport

Pick & Drop Points

Student Seat Allotment
Vehicle Log Book Management
Vehicle Maintenance

University reserves the right to procure any one or combination of modules.

The bidder should mention clearly the functionalities that it would provide for each of the modules
mentioned under Scope of Work for which the quotation is being provided. Anything over and
above that would be through a formal change control mechanism with additional effort and cost,
which may be mutually agreed upon by the University and the bidder.
Requirement of Features
Fully web-based campus automation software with accessibility from anywhere in the world. The
system will be hosted on-premises at SIKKIM UNIVERSITY Campus of the university.
The system should also ensure that in case Internet connectivity is affected, major functions of the
university should not get disrupted and can be accessed through LAN.
The solution will be hosted on campus. Providing recommended hardware shall be the
responsibility of the University.
Security
Secure single sign login
Role and responsibility based access
Ability to define access levels to the level of menus/sub-menus screens
22

 Data level access depending upon the role

Password encryption
Scalability
Easy to make changes during maintenance phase
Easy to add new features/ functional areas
Activities in scope
Gap Analysis
Customization and Implementation training of the software.
In house comprehensive training of concerned staff members and administrators
Facilitating backlog Data entry
Backup and restoration guidelines for system and data
Technical Architecture
The Campus Automation Solution must translate the existing business processes and procedures
through fit/gap analysis to conform to the standard processes delivered with the application. The
application should be state-of-art technology to improve the delivery of services through workflow
and web-enabled access. The application should:
Be completely compatible with Operating System of different flavors
Be fully web-enabled,
Be capable of supporting decentralized as well as centralized processing,
Provide user oriented self-service capabilities,
Support multiple currencies ,
Have a robust set of communication and reporting tools,
Utilize modern workflow capabilities in streamlining interactions among functional processes,
Import/Export Data
University will provide data in the specified format for legacy data
Extract data in various formats.
Import and Export to the archived files.
Produce reports on all areas of data that can be exported to standard office suites.
Facilitate the cut-copy-paste function from the application to standard office suites.
In case university wants to have manual data entry in the system, it can ask for assistance from the
successful bidder in terms of manpower at additional cost as may mutually be agreed upon.
23

The application should

Provide a Data Archival utility as a part of the standard offering.
Facilitate the query and reporting on archived data.
The application should
Allow only authorized users to have access to the system. As such, the system must have the ability
for setting the specification as to who will have access to which functions. Where appropriate,
further discrimination at the data level (e.g. Respective departments may only have access/update
to data related to their own departments) is required. In this regard, the capability to support multirole differentiation based on a single user sign-on will be essential.
The proposed system(s) must support a comprehensive access and authorization mechanism,
including;

Single sign-on for all system components

Support for a central authentication scheme

Ability to define multiple level authorities, comprehensive set of user roles and permission
lists, and flexible segmentation of data

Ability to manage access to authorized functions based on the roles represented in the
account

Ability to manage access to different segments of data depending on the role

Single and minimal data entry

Data should be entered and validated at source only once and be used throughout the system(s).
There should be provisions to facilitate and minimize data input (e.g. use of intelligent default
values, inheritance from previous entries, etc.) System must have facility to strictly avoid any
duplication of data. Search/match facility required that can help restrict the entry of duplicate data
by providing interactive alert messages.
Interfacing provisions / Interoperability with other key systems
The proposed system should have the ability:
To interface with external systems, either through import/export facilities or batch programs.
To support callable functions to access internal data or invoke internal functions should also
be available, via services that conform to industry standards.
To support bar-coded, bio-metric, Internet Banking and/or smart card based inputs.
To minimize the need/impact of customization, the proposed system should, wherever
24

appropriate, support;
Flexible customization capabilities
Flexible data structures with user-definable fields
Callable functions to access data/functions with application conforming to industry standards
Ability to extend/change existing pages without much impact on the application
Ability to add/modify the existing workflows
System Administrator
Vendor shall have to provide qualified and experienced System Administrator for running &
maintenance of the ERP solution. The vendor must help resolve other related issues including
assistance to data entry and use of data entered for relevant purposes. The vendor must manage
associated servers etc. for at least one year to begin with which might be extended thereafter if
deemed necessary on mutually agreeable terms.

25

Chapter IV - TECHNICAL PROPOSAL - STANDARD FORMS

(Comments in brackets [ ] provide guidance to the Bidders for the preparation of their
Technical Proposals; they should be deleted from the Technical Proposals to be
submitted)
The following standard forms are enclosed here.
Form TECH 1:
Form TECH 2 A:

Format for providing Pre-qualification credentials

T e ch ni c al B i d For m at.

Form TECH 2 B:

Bidders experience in similar projects.

Form TECH 3:

CV for proposed key professional staff.

Form TECH 5:

Work Schedule.

Form TECH 6:

Technical Compliance.

26

Form TECH-1- Format for providing pre-qualification credentials

Sl.
no.

Particulars

Yes/No

Average annual turnover of not less than Rs. 10 crores during

1

the last three financial years (Consortium shall not be allowed).

The bidder shall be a Registered Company in India with valid
VAT/ LST/ CST, Service Tax Registration and PAN number
allotted by the respective authorities. Supporting documents

should be submitted.

If yes, provide exact

details
Please provide annual
turnover figure of last 3
years in Rupees.
Provide VAT No., LST
no./CST No., Service Tax
no., Registration no. & PAN
no. (whichever applicable)

The bidder should have been certified enterprise-wide at ISO

9001:2008
3

or

above.

Supporting

documents

should

be

ISO certification details

submitted.
The bidder should be a national level I.T. Organization with
experience in the field of ERP software conceptualization,
design,

development,

deployment,

customization

and

maintenance for at least last three years as on 31st March, 2016.

Firm's registration month

& year and registration no.
to be provided.

Company Registration document & MOA/AOA should be

4

submitted.
The bidder must have successfully implemented similar ERP
projects and the details of such job shall be furnished with copy
of work order and certificate from the clients indicating
successful implementation of the package. Self-declaration of

the work done shall not be considered.

The bidder shall not have been black listed by any State or

Central Government in India or abroad.

The bidder shall have software work force of minimum 100 in

India.

Name of the relevant

institutions/organisations
with value of work order
(Further details on
experience should be
provided in TECH-2B)
Self-declaration

No. of workforce

The bidder should have support center in Eastern India (Address

and Contact No. must be mentioned). Firms not having the
support centre at the time of submitting bids may submit an
8

undertaking in the prescribed format.

Preferably the software must be certified by credible national

Details of the support

centre or an undertaking

agencies like STQC for security features.

STQC certification details

27

Form TECH-2A- Technical Bid Format

Sl No
DESCRIPTION
1.
NAME OF THE FIRM
2.
CONTACT DETAILS (Head Office & Branch
Office Addresses, Phone, e-mail ID)
3.

4.
5.
6.
7.
8.
9.

10.

11.
12.

13.
14.
15.
16.
17.
18.
19.
20.

DETAILS

CONTACT PERSON (Name, email ID, Phone

No)
ISO Certification Attached
(Yes/No.)
MOA / AOA Attached (YES/NO)
CST/VAT/Service Tax Registration/PAN Copy
Attached (YES/NO)
Balance Sheet and Profit & Loss Account for
Last three years Attached (YES/NO)
Contact Details of Office and service centre.
Experience
of
ERP
software
conceptualization,
design, development,
deployment, customization and maintenance
(At least three years as on 31st March,
2013)
Experience
of
Similar
works in
Universities/Institute
(Order copies
Attached) (YES/NO)
Declaration on Company Letterhead on
no. of Technically qualified employee
Confirmation that the company has never
been blacklisted (Declaration on Company
letterhead) (YES/NO)
Technical Architecture Diagram Attached
(YES/NO)
Implementation Timeline Attached (YES/NO)
Functionalities of Modules mentioned in Art
4 attached (YES/NO)
Product Brochure Attached (YES/NO)
Technology Used Front End
Technology Used Back End
Proposal Validity of 90 days ( YES/NO)
STQC Certification ( Yes/No)

28

Form TECH-2B
Bidders experience in similar projects,
specifically for State/Central
universities & Other big Organisations
The bidder should provide details of the organization where they have provided such services
earlier with the name of the project, period, the organization where services provided and
other details as necessary. Name, address, contact detail of such organization should also be
provided.
Bidders Experience specifically in Universities/Educational Institutions:
Sl No

Name & Address

of the Institution

Status (Central
Univ/State
Univ/IIT/NIT/IIM/
Autonomous /
Affiliated College etc)

Value of work
already completed
(IN Rs.)

Details of contact
person with official
designation,
department, phone
number & email ID

1
2
3
Bidders Experience specifically in Universities/Educational Institutions:
Sl No

Name & Address

of the Organisation

Status (Central
Govt./State
State Govt./
Autonomous /
Private)

Value of work
already completed
(IN Rs.)

Details of contact
person with official
designation,
department, phone
number & email ID

1
2
3

Address should be clearly specified.

Contact person should be preferably the project-in-charge of the reference institute and/or
having full knowledge of the existing status of the project.

E-mail IDs should be preferably the official IDs and preferably belong to the institute mail
domain.

29

Form TECH-3. Curriculum Vitae (CV) for Key Professional Staff

The CV of key staff proposed to be deployed in this project (Not more than 5 key
staff details).

30

Form TECH-5. Work

Schedule
(Please provide breakdown of work schedule. The Reports mentioned should be in
conformance with the Deliverables mentioned in Chapter III - Terms of
Reference)
Sl
N

Months

Activity
1

31

FORM TECH 6-TECHNICAL COMPLIANCE (Module-wise)

Sl
No

Modules

Sub Modules

Features

Compliance
(YES/NO)

Pre-Admission Enquiry
Student Application Data (On Line/Off Line)
Student Counselling Based on Rank

Counselling

Counselling &
Student Master
Data Creation

Verification of Admission Criteria

Application of Program/Batch based on the choices given
by the student
Hostel Allocation
Up gradation of student in case of vacancy in the higher
branch
On-line seat status display
Integrated Fees Collection
Admission letter generation with student's photograph
Upgradation/Import of Short listed student data into
database along with
A. Branch Awarded

Student Master
Data Creation

B. Personal Details
C. Qualification
D. Category (General/SC/ST Etc).
Integrated Fees Collection
Admission Letter Generation with Student Photograph.
Student Master Data
Hostel Management
Room and Exam Centre Management.
Formation of Programs/Branch/Section/Sub-Section
Enrolment Number Generation

Student
Information
System

SIS - Student
Database
Management

Pre-Registration/Registration
A. Core Subject Allocation
B. Department wise Elective/free Elective Offering.
C. Elective/free elective choice collection from student.
D. Faculty Subject Choice with rooms , day & time
preference.
E. Teacher Load Distribution.
F. Registration Slip Printing.
G Add/Drop Regular/Back Paper Subject
H. Integrated Fees Collection
Time Table Generation.
Student Attendance.
Student In or Out Details

32

Student Disciplinary Records.

Dynamic Fees Heads
Multiple Currency Supports
Fees Structure.
A. Academic wise / Program Wise Fees
B. Individual Fees Structure and also Quota Wise.
Fees Waiver or Fees Discount
Special Approval in case of Delay in Payment
Fees Collection.
3

Student Fees
Management

Fees
Management

A. cash
B. Bank /Cheque/Draft/ECS.
C. Online Payment Gateway
Fine Collection.
Fees Refund or Fees Settlement.
Payment List or Due List.
Student Fees transfer.
Various MIS related Reports.
Integration with Finance Module.
Question Paper Setting
Date Sheet Generation.

Examination
Modules

Examination.

Setting Plan
Invigilation Duty with Faculty load distribution/No duty
request/Time Preference.
Attendance / Absentee list generation.
Marks Entry System by faculty Member with approval from
HOD
Result Entry System and Processing
A. percentile
B. Grading System
C. CGPA or SGPA
Tabulation of Grade Sheet.
Printing of Grade Sheet ,Marks Sheets, Transcript and
Various MIS reports.
Published of Results in the Web Kiosk after approval.
Addition of Fixed Assets
Value addition to existing assets

Fixed Assets
Modules

Fixed Assets Register

Assets

Allocation/Re-allocation of fixed assets

Assets Transfer
Assets Insurance details /AMC
Depreciation of Scrap/Sales of Scrap or assets

33

Depreciation Calculation.
Raising of Purchase requisition
Store indent generation
Placing of Enquiry to various parties
Comparative statement generation.
Purchase order through approved quotation
Amendment of approved purchase order
6

Purchase/Receivi
ng/Inventory

Purchase/Recei
ving/Inventory

Goods received and material inspection

Purchase return
Bill Passing with FAS Integration
Material issue / receipts
Material Transfer in/out to other stores/Location
Physical stock verification and adjustment voucher
Items repair
Store valuation on weighted average methodology.
Online Job Applications
Archiving of all employee data
Employee Database.
A. Personal Information
B. professional Information
C. Dependent Details
D. Journals/Publications/Conference/Seminar etc.
E. Salary/Perks/reimbursement Details

HRMS

HRM & Payroll

Promotion /Increment
Visiting Professor or Guest Faculty Details
Leave Management
Salary Computation and generation of salary bills and pay
slip
Arrear Calculation and Generation of Arrear reports.
Generation of TDS and income Tax Statement
Advance/Loan Payment/recovery
Income Tax Calculation.
Maintaining corporate recruitment

Training &
Placement

Training &
Placement

managing various placement events

checking selection criteria
web enrolment for placement event
Maintain Campus requirement

Alumni

Alumni

Maintaining the alumni database- contact details work

details

34

mailing facility - institute to alumni , alumni to alumni

secured web access (approval based)
Graffiti wall - Alumni Forum
News event
search engine(Optional)
Chart of Accounts
Financial Statement Groupings / Grouping of Chart of
Accounts
Dynamic Sub Ledger
Cheque Book Management
User Defined Voucher Numbering Patterns
Voucher configuration for designing vouchers
Cash Receipts and Payments
Bank Receipts and Payments with Inter Bank Transaction
option
Journal Voucher

10

Financial
Accounting
System

Financial
Accounting
System

Purchase Journal
Subcontractor Journal(Optional)
Journal Voucher
Dr./Cr. Note
Vouchers, Books, Ledgers, Trial Balances,
Bank Reconciliation
Ledger / Sub Ledger Credit Limit check
Budget
TDS Deducted v/s Deposited
Bill Passing with Age Report(Optional)
GL Zoom Drill Down feature
Automated year end entry passing (Optional)
Various MIS Reports
Project / Grant Management.
Personal Information-view/edit
Academic information
- hostel information
- pre registration/registration-record subject choice

11

Student &
Employee portal

- class time table

Student

- class attendance
- class test / mid semester test marks details
- exam date sheet with seating plan
- marks obtain CGPA/SGPA details
- disciplinary records
fees details which include

35

- fees/fine payment , dues details

- debit / credit advice
personal information
- contact information view/edit
- leave and salary records
- debit/.credit advice
- income tax declaration and deduction
work flow for ( leave/LTA/medical/advance/no dues
Academic information
- subject/room/day/time preference for time table
- time table entire (employee wise)
- student attendance
- day/time preference/no dues request for invigilator duty
- employee wise data sheet/invigilator duty
Employee

- view seating plan

- marks entry of class test/mid semester test
- grade calculation
- booking/cancellation of room for special activity/extra
class
- view result of student recreation survey (Self)
- administration user option
- student information
- employee information
- security information
Director/VP/Top management page to maintain information
related to student/employee
mass mailing (e-mail) facility
Event declaration with IP based Security
Type / sub type question preparation with weight age

12

Student
Feedback

Feedback /
Reaction Survey

filtration of abusive words

feedback collection through web kiosk with approval
processing, publishing & analysis of MIS(Optional)
Institute/Vendor- Vehicle Management
Vehicle Master Database
Route Management

13

Transport

Transport

Pick & Drop Points

Student Seat Allotment
Vehicle Log Book Management
Vehicle Maintenance

36

CHAPTER V - FINANCIAL PROPOSAL - STANDARD FORMS

(Comments in brackets [ ] provide guidance to the Bidders for the preparation of their
Financial Proposals; they should be deleted from the Financial Proposals to be submitted)
The standard forms include:
Form FIN-1

: Financial Bid

37

Form FIN-1. Financial Proposal ERP SOFTWARE / LICENSE COST

The financial bid should include the Software cost (inclusive of all taxes) including licensing cost,
training, warranty and maintenance of the entire installed packages for 1 year and AMC cost for
subsequent years (AMC cost shall also be taken into consideration while selecting the lowest
bidder).
Price Bid Format
Sl Description

Amount (Rs)

Software cost (Including Licensing cost, Installation, Training, warranty &

maintenance for 1 year)
(Specify Front End/Back End
:
A. Modules:

Counseling & Student Master Data Creation

Student Information System

Student Fees Management

Examination Module for handling all examination related works

Student & Faculty Protal

B. Modules :

Financial Accounting System

Purchase/Receiving/Inventory

Fixed Assets Modules

HRMS & Payroll

Staff Portal
C. Modules

Student Feedback

Alumni

Training & Placement

Transport Management
D. Applicable taxes
GRAND TOTAL GT=A+B+C+D

TOTAL IN WORDS_______________________________________________________________
*No further cost over and above the quoted price will be paid by the university under any circumstances.
*University reserves the right to take any one or combination of any modules.

38

AMC Cost after warranty without stationed dedicated technical manpower (if any)
Sl.

Description

No.

Amount (Rs.)
Modules in A

Modules in A

Modules in A, B &

&B

1. AMC cost for year 1 including taxes

2. AMC cost for year 2 including taxes
3. AMC cost for year 3 including taxes
4. AMC cost for year 4 including taxes
5. AMC cost for year 5 including taxes
Grand Total

AMC Cost after warranty with stationed dedicated technical manpower (if any)
Sl.

Description

No.

Amount (Rs.)
Modules in A

Modules in A

Modules in A, B &

&B

1. AMC cost for year 1 including taxes

2. AMC cost for year 2 including taxes
3. AMC cost for year 3 including taxes
4. AMC cost for year 4 including taxes
5. AMC cost for year 5 including taxes
Grand Total

AMC price quoted should cover the comprehensive maintenance of the installed packages.

AMC cost shall also be taken into consideration while deciding the L1.

Signature Not Verified

39

Digitally signed by CHANDRA BAHADUR

CHHETRI
Date: 2016.09.23 15:46:27 IST
Location: India