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.
Registrar
1
E-NOTICE INVITING TENDER
For
E-NIT NO. S U / E T / 2 0 1 6 - 1 7 / 1 4
2
E- NOTICE INVITING TENDER
CHAPTER I
Online Technical and Financial bids are invited (www.eprocure.gov.in) from the eligible
firms/companies working in the field of web-based-ERP 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.
Tender Inviting Authority Registrar, Sikkim University, 6th Mile, Tadong, Samdur,
Sikkim
3
Selection of Consultant-cum-Implementation Partner for
the design, development, testing, implementation and
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)
4
CHAPTER II INFORMATION TO BIDDERS
(This section provides all the necessary information required for responding to the E-
NIT)
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
5
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.
6
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.
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.
7
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.
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
8
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 3 months after University certifies
successful execution/implementation of the awarded work.
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.
9
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.
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.
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:
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.
at this stage if it does not respond to important aspects of the Terms of Reference or if
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.
12
Quality cum Cost Basis Selection (QCBS)
2 - 4 projects 6
>5 projects 10
Employee strength
Employees employed in Software design, development,
7 implementation, Procurement, installation, testing, services and 2
support upto >=100 5
>150 3
> 200 5
Demo & Presentation of the system
Technical Architecture
8 Scope of Work 40
Module Integration
Implementation process
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.
Failed to submit a proposal in accordance with the terms and conditions of this RFP.
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
The scope of work involves providing SIKKIM UNIVERSITY, a robust software system which shall
envisage automate the under mentioned functionalities:
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
Modules Sub Modules Features
No
Pre-Admission Enquiry
Student Application Data (On Line/Off Line)
Student Counselling Based on Rank
Verification of Admission Criteria
Counselling & Application of Program/Batch based on the choices given by the
1 Student Master Counselling student
Data Creation 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 B. Personal Details
Data Creation C. Qualification
D. Category (General/SC/ST Etc).
Integrated Fees Collection
Admission Letter Generation with Student Photograph.
19
Online job Application
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
7 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.
Chart of Accounts
Financial Statement Groupings / Grouping of Chart of Accounts
Dynamic Sub Ledger
Cheque Book Management
User Defined Voucher Numbering Patterns
Financial Voucher configuration for designing vouchers
Financial
10 Accounting Cash Receipts and Payments
Accounting System
System 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
- class test / mid semester test marks details
Student
- 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
- debit/.credit advice
Student &
11 - income tax declaration and deduction
Employee portal
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
Employee - 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
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:
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 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
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)
26
Form TECH-1- Format for providing pre-qualification credentials
Average annual turnover of not less than Rs. 10 crores during Please provide annual
the last three financial years (Consortium shall not be allowed). turnover figure of last 3
1 years in Rupees.
27
Form TECH-2A- Technical Bid Format
Sl No DESCRIPTION DETAILS
1. NAME OF THE FIRM
2. CONTACT DETAILS (Head Office & Branch
Office Addresses, Phone, e-mail ID)
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 Status (Central Value of work Details of contact
of the Institution Univ/State already completed person with official
Univ/IIT/NIT/IIM/ designation,
Autonomous / (IN Rs.) department, phone
Affiliated College etc) number & email ID
1
2
3
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
Sl Activity Months
N 1 2 3 4 5 6 7 8 9 n
31
FORM TECH 6-TECHNICAL COMPLIANCE (Module-wise)
Sl Compliance
Modules Sub Modules Features
No (YES/NO)
Pre-Admission Enquiry
Student Application Data (On Line/Off Line)
Student Counselling Based on Rank
Verification of Admission Criteria
Application of Program/Batch based on the choices given
by the student
Counselling Hostel Allocation
Up gradation of student in case of vacancy in the higher
branch
Counselling & On-line seat status display
1 Student Master Integrated Fees Collection
Data Creation
Admission letter generation with student's photograph
Upgradation/Import of Short listed student data into
database along with
A. Branch Awarded
32
Student Disciplinary Records.
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
Purchase Journal
Financial Financial
Subcontractor Journal(Optional)
10 Accounting Accounting
System System 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
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)
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).
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)
Grand Total
AMC Cost after warranty with stationed dedicated technical manpower (if any)
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.