TENDER DETAILS TENDER DOCUMENTS - SeTS SUK

Company Name : SHIVAJI UNIVERSITY, KOLHAPURUnit Name : SHIVAJI UNIVERSITY KOLHAPURKindly go through the details, In case of any problems/ issues related to the reported data email [email protected]

TENDER DETAILS Tender Code 289(Amendment - 1) Mode Quantity Contract Is Over All No Tender Type Open Tender Category Type PURCHASE Section STORES Type Of Bid Two Bid Material Description Software for Examination Management System (End-to-End).

( Dept. of : Examination Section ) Estimated Cost [In Rupees] NA Submission Date Monday, 27 March, 2017 5:00:00 PM Tender Validity 90 Days Delivery Period 30 Days Tender Fees [In Rupees] 50000.0 EMD [In Rupees] 200000 Contact Email Id [email protected] Commencement Period 30 days from 'RECEIPT OF PO' Basis Of Prices Firm Price Sample Required Not Required Deviation No

BID OPENING DETAILS Techno-Commercial Bid Will be declared later Price bid Will be declared later

TENDER DOCUMENTSTotal Number of documents : 1

TENDER-289/AMENDMENT-1/20-Mar-2017 12:06:42 PM

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Shivaji University, Kolhapur

Online Tender Document for Exam Management Solution

(End-to-End Examination System)

VidyaNagar, Kolhapur, Maharashtra 416 004.

www.unishivaji.ac.in

Online Tender No. : _______________________ Dated: ______________

Issuing Authority

Finance & Accounts Officer,

Shivaji University, Kolhapur (SUK).

SHIVAJI UNIVERSITY Vidyanagar, Kolhapur- 416 004. Maharashtra, INDIA.

Telephone (EPABX) No.: + 91 - 0231- 2609000

Web Site - www.unishivaji.ac.in


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SHIVAJI UNIVERSITY, KOLHAPUR

(STORE SECTION)

TENDER DOCUMENT

(Please credit tender form fee, Earnest Money Deposit (EMD) either in cash, Demand draft drawn

in favor of “Finance & Accounts Officer, Shivaji University, Kolhapur” or online payment through

payment gateway.)

1. Nature of Job : Software for Examination Management System (End-to-

End)

2. For the Deptt. of : Examination Section

3. Cost of Blank Tender Form (Non-refundable) : Rs. 50,000/-

4. Amount of E.M.D. (Refundable) : Rs. 2,00,000/-

Important Instructions –

Vendor will be eligible for online submission of tender after getting their firm’s name

registered.

1) Only online tenders will be accepted. However, vendor should send a broachers of the

equipment and the documents mentioned in the Check-Lists (enclosed in the tender

document), in a technical bid envelope by post in the name of “Finance & Accounts officer,

Shivaji University Vidyanagar Kolhapur. It is necessary to mentioned on the sealed

envelope that “Technical Bid for Examination Management System“ .

2) In case of vendors remitting tender form fee & EMD in the form of cash receipt or demand

draft, he should scan copy of demand draft/receipt and upload the same.

3) Vendor should send/upload the following documents in the technical bid section such as

1. Audited balance sheet 2. IT Clearance certificate as 31/3/2016,

3. Performance certificate, 4. Sales tax certificate,

5. Registration/Shop act ( with update renewal ),

6. List of reputed customers and Govt., Semi Govt., Academic Institutions, R & D

Organizations, Corporate Houses,

7. LBT Registration Certificate,

8. Latest M Vat return filed as 30/9/2015, Authorized dealer etc.

9. ISO 9001 – 2008 and ISO 27001:2013 or CMMi LEVEL


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10. Minimum of 10 years of existence

11. Average turnover of minimum Rs. 25 (Rupees Twenty Five) crores in the last three

(3) financial years i.e., cumulative turnover in the last three financial year should be

above Rs. 75 crores with the minimum turnover of each year being 25 Cr (i.e., FY

2013-14, 2014-15 & 2015-16). Bidder should have a minimum positive net worth of

5 Cr in last audited Financial Years i.e., 2015-16

12 Should have executed at least 2 project pertaining to Pre & Post Examination (as per

this bid document scope of work, pilot work/projects delivered will not be

considered). The projects should have been implemented for a state level affiliating

University and minimum Lakh students should have been processed. The projects

should have been executed between financial year 2013-14, 2014-15 & 2015-16.

Experience of executing onscreen evaluation of minimum 15 Lakh answer books

(pilot work/projects delivered will not be considered). The onscreen evaluation

solution should have implemented for answer books scanned using book scanners

(without cutting/de-threading the answer book). The bidder should have done

onscreen evaluation

13 1. Question wise onscreen evaluation for a minimum of 10 Lakh answer books

where the marking was done on segmented question paper i.e., only question

items were pushed to evaluators

2. Whole book onscreen evaluation for a minimum of 3 Lakh answer books were

Experience of during any of the last three financial years i.e., 2013-14, 2014-15 &

2015-16 only will be considered.

14 Experience of executing at least (2) two projects where Pre & Post Exam

Automation along with onscreen evaluation was delivered (pilot will not be

considered). Projects executed between FY 2013-14, 2014-15 & 2015-16 will only

be considered; At least (1) one project needs to be in force as on FY date.

15 Should be a active partner with a national level industry association to conduct

online assessments continuously since the last three financial year i.e., 2013-14,

2014-15 & 2015-16

16 Experience of delivering ICT based solution to a minimum of (2) two state

Universities where the beneficiaries are students of the affiliated colleges.

17. Maximum (1) one consortium partner is permitted but the primary partner in the

consortium only will be singularly responsible for delivering the complete scope

sought through Exam Management Solution.

18 Development facility and in-house team strength a minimum of 100 employee for

Software Development/Services

19. The bidder should not have been blacklisted by any central and/or state government

department in India.

4) The financial bid shall be opened only if the EMD and other documents as specified are

submitted in the technical bid is qualified.

5) The University Authorities shall have the right to decide whether to open or not to open the

commercial bid of any supplier & give no objection from any supplier shall be entertained

on any grounds whatsoever regarding this.


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6) The rates quoted should be inclusive of all taxes, LBT, freight, transit insurance,

Forwarding and other charges. Delivery FOR Department, University Campus and should

be inclusive of pre-requisites (if any) for installation and commissioning.

7) The supplier should provide installation and commissioning of specified scientific

equipment / material in the concerned specialized department at their cost.

8) The supplier should provide on-site training of operation and routine maintenance of the

specified scientific equipment to concerned end users at their cost.

9) The supplier should supply the equipment of the specification mentioned the tender form.

10) The successful renderer is required to deposit an amount of 3% of the tender value as a

security deposit within a period of 8 days after receiving the firm order. The security

deposit won’t carry any interest.

11) If the security deposit is not received within the stipulated period, it will be presumed that

the successful renderer is not interested to supply and the EMD will be forfeited.

12) The amount of security deposit will be refunded after the guarantee period is over, after

submission of the original receipt.

13) For claiming the refund of the EMD amount the original receipt should be produced by the

renderer.

14) The University is registered with the deptt. of Scientific & Industrial Research (DSIR) for

the purpose of availing the custom duty exemption vide Govt. Notification No.51/96

Customs dated 23rd July 1996 and Central Excise Duty Exemption vide Govt. Notification

No.10/97 Central Excise dated 1st March 1997. Hence rates should be quoted accordingly.

15) The delivery of Material and its installation and commissioning of the Examination

Management System should be completed within 30 days from the date of receipt of

purchase order. In case of non performance within specified dates the University reserves

the right, without liability, to cancel the order for undelivered material not yet shipped or

tendered, and to purchase the same from another vendor and to charge the defaulting

Vendor for any loss incurred in this transaction.

16) Inspection And Acceptance :

All Material covered by this order may be inspected and tested by the University or

its designee at vendors cost. If deemed necessary by the University, the Vendor shall

provide without charge, all reasonable facilities and assistance for such inspection and

test. Any inspection records relating to Material covered by this agreement shall be made

available to the University during the performance of the order.


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If any Material covered by this agreement is defective or otherwise not conforming to

the requirements of this agreement, the University may, by written notice to the

Vendor :

(a) rescind the purchase/supply order as to such non-conforming Material;

(b) accept such material at an equitable reduction in price;

(c) reject such non-conforming material and require the delivery of suitable

replacements.

(d) If the vendor fails to deliver suitable replacements promptly, the university, with

notice of seven business days, may replace or correct such material and charge the

vendor the additional cost occasioned thereby, or terminate this order for default.

No inspection (including source inspection) test, approval (including design

approval) or acceptance of material shall relieve the Vendor from responsibility for

defects or other failures to meet the requirements of this order. Rights granted to the

University in this article entitled INSPECTION are in addition to any other rights or

remedies provided elsewhere in this order or in Law.

18) Term of payment :

i) 25% amount on supply, installation & testing at the concerned department/section.

ii) 25% amount on live run on Examination cycle.

iii) 50% amount given on due certification & commissioning.

iv) Earnest Money Deposit credited along with tender shall be converted as a security

deposit & first party shall have to credit balance amount of security deposit either in cash

or in the form of Bank Guarantee of Nationalized Bank while submitting agreement. The

amount of security deposit shall be released after expiry of warranty.

iv) In case of substandard material the first party shall have to replace same within 7

days otherwise penalty of Rs. 200/- per day will be charged and 2% penalty at the cost

of material due to substandard supply.

v) Payment to be made to the first party will subject to the deduction of taxes

applicable at source at the rate in force from time to time.

19) Selection of the Bidder :

For the purpose of selection of the bidder, a two-stage bidding process will be followed.

The response to the tender should be submitted in two parts viz. Technical Bid &

Commercial Bid & must be submitted.

It is only when the information about the company in technical bid is found

satisfactory; the commercial part will be opened. Commercial bid should contain price

of the material required to be supplied as per Schedule as supplied by the University

along with the Tender form, duly filled and signed by the authorized person.

While the above procedures lay down the overall guidelines, Shivaji University

reserves the right to select the vendor based on other parameters at its discretion.

The successful Bidder shall provide preventive maintenance as per the frequency

mentioned in this document during the warranty period. The Bidder shall attend any

number of breakdown/repair calls as and when informed by the University.

Upon receipt of notice for repair/ breakdown from the concern Section, the

successful Bidder shall, within the period as may be specified, and with all reasonable

speed, repair or replace the defective goods or parts thereof, without cost to the University.


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The successful Bidder shall maintain a register for the routine instructions. The

successful bidder will furnish the full particulars ( Brief resume ) of the staff engaged by

him for installation / testing of Examination Management System from the award of tender.

The successful bidder shall provide identity cards to his workers within one month

from the date of commencement of work. The worker shall always posses the identity card

while at work and produce the same on demand.

20) Delivery of Tender :

The completed tender should be submitted through URL http://unishivaji.sets.co.in as

per the last submission date and time declared through the system.

21) Warranty :

Warranty period will be for 5 years from the date of successful installation and testing

of the EMS software for all exams. The second party shall notify in writing a claim

arising under the warranty and first party shall have to repair and replace goods within a

period of warranty. If second party fails to do so, a penalty of Rs. 100/- per day shall be

charged & cost of difference shall be recovered from security deposit.

The Vendor warrants that any Material supplied hereunder shall conform to the

generally recognized manufacturing and safety standards of the Vendor’s industry as per

Indian Standard Institution (ISI) or similar standard. The Vendor’s specifications on

performance as detailed in the Vendor’s brochures, sales literature and other specifications

as may be available to the university.

Any items corrected or furnished in replacement are subject to all the provisions of

this article entitled WARRANTIES to the same extent as items initially furnished or

originally ordered.

22) Compliance with Laws :

By acceptance of this agreement, the successful bidder agrees to comply with the

requirements of all the existing laws. The successful bidder also agrees to comply with the

Fair Labor Standards Act and the Occupational Safety and Health Act, and all other

applicable laws, ordinances, regulations and codes in the successful bidder's performance

hereunder. The successful bidder further agrees to indemnify and hold the University and

its customers harmless from any loss or damage that may be sustained by the

University, by reason of the Vendor's failure to comply with any laws, ordinance,

regulations and codes.

23) Law of the Contract :

This agreement shall be governed by and interpreted in accordance with the laws in

existence and the Jurisdiction of Kolhapur.

24) Liquidated damages for delayed supply :

If successful bidder fails to deliver any of or all products or does not perform the services

within the period specified in the contract, the second party shall, without prejudice to its

other remedies under the contract, deduct from the bill, a sum equivalent to 0.5% of the price

of undelivered stores at the agreed price for each week to maximum limit of 10 % of the

value of stores so undelivered for material up to rupees 2 Lakhs. and purchase amount above


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2 Lakhs for which maximum limit of amount is 5% . Once maximum is reached, the second

party may consider termination of contract.

25) The successful bidder shall be liable to pay compensation for any loss or damage caused

to the property of the University under the contract.

26) The successful bidder shall comply with all instructions/direction/rules and regulations

of any statutory authority and discharge all obligations, imposed upon him by the statutory

authority or under any law and shall indemnity the University and officers/employees from

any claim or consequences/damages for any lapse or non compliance thereof.

27) The successful bidder and his worker shall abide by the rules and regulations of the

University as well as directions/instructions issued by the University authority or the officer

on its behalf from time to time and violation of which may result in cancellation of the

contract.

28) In the event of infringement of any law by any of the workers engaged by the successful

Bidder, Bidder shall be under obligation to change the worker immediately on the instruction

of the University authority.

29) The successful renderer is required to execute an agreement for supply, installation and

commissioning of the items as per the tender.

30) In case University’s authority during the course of tendering process, considers that the

process is not in the best interest of the University may declare the process as null and void

and may retender the process. The University reserves its right to amend any or all the terms

and conditions of the tender.

31) University reserves the right to withdraw from the process advertised in the press,

prior, during or after the acceptance of any tender without assigning any reason/reasons.

32)University Authority conducting the process reserves the right to ask the firm/renderer to

submit their details of assets/Liabilities, Bank Balance, Litigations, debarment, information

as to black listing etc., if any. The firm shall be bound to furnish the details within stipulated

time, failing which the firm may cease the right of future tendering/participation or

cancellation of the said tender or imposition of penalties.

33) Tenders will be accepted on the University terms and conditions only. Conditional

tenders from the renderer will not be accepted.

34) Performance Security : On receipt of notification of award from the University, the

successful Bidder shall furnish the performance security at 5 % of the cost of the tender to be

ordered in the form of DD in favor of The Finance & Account Officer, Shivaji University

Kolhapur or in the form of Bank Guarantee or in another form acceptable to the University.

Failure of the successful bidder shall constitute sufficient grounds for the annulment of the


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award and forfeiture of the bid security, in which event the University may make the award

to the next lowest evaluated bidder or call for new bids.

I/We have read all the enclosed Terms and Conditions carefully and ready to accept and

according to that I/We are submitting herewith the tender.

Online Tender NO. : ______________ : Dated ______________

Bids (i.e., Eligibility, Technical and Financial) are invited for delivering Exam Management System (EMS)

for Shivaji University Kolhapur from the interested bidders.

Tender

No Scope of Work

Estimated

Project Cost

Earnest

Money Deposit

(EMD)

Cost of tender

Form

Time Line For

tender

Submission

Examination

Management System

(End to End Solution)

2,00,000 10,000/-

As Per tender

Process

Schedule

Given

Tender Processing Schedule

Sr. No. University Stage Vendor Stage Start Date &

Time

Expiry Date

& Time Envelopes

1 Release of tender Document - 10:00 HRS --

2 Pre-Bid Meeting Exam Buildg-1 15:00 HRS

3 - Purchase of

tender 10:00 HRS 12:00 NOON

4 - Tender

Submission 10:00 HRS 12:00 NOON

Eligibility, Technical

and Commercial Bids

5 Opening Eligibility Tender - 11:00 HRS 16:00 HRS Eligibility Bid Cover

6 Opening Technical Tender - 11:00 HRS 16:00 HRS Technical Bid Cover

7 Presentation

Presentation at the

University

(COE Building)

11:00 HRS 16:00 HRS

8 Opening Financial Bids - 15:00 HRS Financial Bid Cover

Note:

Bidders should submit their bids along with the Demand Draft for the Bid Document Fee and EMD in the

‘Eligibility Cover’, bids received without DD will be rejected.

The bidder must submit their bid both in hard copy and two sets of soft copies on CD either in person or

should mail their bids in sealed envelopes through registered post, speed post or courier the envelop must be

addressed to “Finance & Accounts Officer, Shivaji University (SUK), Kolhapur Vidyanagar, Kolhapur- 416

004. Maharashtra, INDIA.” within the last date and time of submission.

The envelope containing the bids should be super scribed as “Bid for Exam Management System” and the

reference number of the tender should super-scribed on the submission envelop.


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Bid Document Contents

1. Instructions for Tender Submission .........................................................................................10

2. Shivaji University Kolhapur (SUK) .........................................................................................10

3. Examination System ................................................................................................................11

4. Disclaimer ................................................................................................................................11

5. Scope of Work .........................................................................................................................11

Data Integration from existing systems to the new system ......................................................13

Pre-Examination Automation ..................................................................................................14

a. Master Data Capture ...................................................................................................14

b. Student Profile / Enrolment / Admission ...............................................................14

c. Mandatory Features Sought .....................................................................................14

d. Question Bank Management and Secured Question Paper Delivery: ...................15

Answer book Scanning and Question-wise Segmentation ......................................................18

Onscreen Evaluation ................................................................................................................18

Post Examination Module ........................................................................................................20

De-Materialization of Certificates ...........................................................................................21

6. Consortium ...............................................................................................................................24

7. Mandatory Eligibility Criteria ..................................................................................................24

8. Technical Evaluation ................................................................................................................27

9. Process of Selection:- ...............................................................................................................29

a) Technical Criteria Evaluation .........................................................................................29

b) Financial Bid ...................................................................................................................29

c) Overall Assessment for calculation of Successful Bidder ..............................................29

10. Bid Submission ........................................................................................................................30

11. Bid Evaluation process.............................................................................................................30

12. Annexure 1 (Bid Response form) ............................................................................................30

13. Annexure 2 (Undertaking) .......................................................................................................31

14. Annexure-3 (Financial Bid Format) .........................................................................................33


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1. Instructions for Bid Submission

• In case of any guidelines issued by State Govt., University may withdraw the tender

process at any stage.

• The bidder must read the Bid document carefully and submit bids in strict conformity with

the requirements as given in the document.

• The bidder is advised to understand carefully the entire scope of work and allied activities.

They may also acquaint themselves with all information indicating risk, responsibilities etc.,

and are advised to visit the web site of SUK. If any clarification is required it should be

obtained from SUK before filling the bid document.

• Bidders who do not fulfill all or any of the conditions of bid, or if their response/proposal to

the bid is incomplete in any respect their bids will be rejected.

• SUK is not bound to accept any of the Bid response or bid

.

• SUK is not responsible for any delay / loss of document in transit.

• Proposals should be legible and should be neatly typed; all overwriting and corrections shall

be duly attested before submitting the same. All handwritten proposals will be rejected.

• SUK reserves the right to accept or reject all the response received in part or full without

assigning any reason thereof.

• The bid process shall be considered valid by SUK even if there is one responsive bid,

provided that the bid is technically qualified, the price quoted by the bidder is assessed to be

reasonable and the bid is unconditional and complete in all respects; and the bidder is

qualified as per the provisions of eligibility criteria in the bidding document

• Any description/elaboration of items of work not given in the ‘Scope of Work’ shall not be a

ground for claiming additional fee or remuneration.

• It is only when the information about the company and proposed exam system in

technical bid is found satisfactory; then only the commercial part will be opened.

• The offer expressed through the bid must remain valid for 120 days from the date of

presentation, which may be extended if necessary with the consent of the bidders.

2. Shivaji University Kolhapur (SUK)

Shivaji University, established in 1962, is named after the Great Maratha Warrior and founder of

the Maratha empire Chhatrapati Shivaji. It was inaugurated on 18th November, 1962 by Dr.

Radhakrishnan, the then President of India. One of the major objectives behind foundation of this

University is to cater to the regional needs of South Maharashtra.


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The jurisdiction of the University is spread over three districts viz. Kolhapur, Sangli and Satara

with strength of about 3 Lakh students in 280 affiliated colleges and recognized institutes. The

University imparts education in 10 major faculties i.e., Arts, Social Science, Science, Commerce,

Education, Fine Arts, Law, Medicine, Ayurvedic Medicine, Engineering and Technology.

3. Examination System

SUK has more than 280 affiliated colleges under its jurisdiction. SUK is conducting examinations

of almost 3 lakhs students from different streams in different subjects leading to evaluation of more

than 30 lakhs answers books in one academic term (i.e., twice a year). The University does work of

admission, exam registration, question paper delivery, answer book collection, evaluation, result

processing and certificate printing on a priority basis with a high level of confidentiality.

SUK since over a decade has been using technology in the examination processing and wishes to

further enhance exam management system by adopting digital evaluation, dematerialization of

certificates etc., and hence wishes to migrate its system to latest and robust technology system

under a single platform for better administration and usage as it will enable us to achieve more

better governance, efficiency, transparency and accountability.

This is imperative in light of the increasing number of examination and the volume of transactions

and records to be maintained has increased multifold with the increase in admissions in this

scenario the University is looking for more robust technology systems as it will help SUK take

informed decisions and for disbursing information to the students, colleges and other stakeholders.

4. Disclaimer

This document has been prepared on the basis of information that is presently available with SUK

and which is publicly available. While this document has been prepared in good faith, no

representation or warranty, expressed or implied, is or will be made, and no responsibility or

liability will be accepted by SUK or any of its employees, advisors or committee appointed by

SUK as to or in relation to the accuracy or completeness of this document and any liability thereof

is hereby expressly disclaimed. Interested Parties may carry out their own study, analysis, and

investigation as required before submitting their bids. The technical/implementation

solution/Functional requirements information provided in this bid notice is only indicative in all

respects. This document does not constitute or solicitation of an offer, nor does this document or

anything contained herein, form a basis of any contract or commitment whatsoever by SUK.

5. Scope of Work

Apart from providing quality education, University wishes to achieve excellence by bringing all

the examination processing currently on different systems followed for admission, pre-examination

and post examination under one platform and also wishes to incorporate onscreen evaluation and

certificate de-materialization that will enable the University to exercise better governance and

transparency in examination; and also will be vital for timely result declaration. The number of

students undergoing various courses is approximately 3 Lakhs and the possible number of answer

books will be approximately 30 Lakhs per year (i.e., for 2 semesters).


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On reviewing the existing systems, the University feels that there are still some traditional human

driven systems in answer book evaluation and certificate printing which is not conducive to present

day scenario with the growing number of examination taker and the changing statutory government

compliance which is leading to adaption of faulty process and raising scope to malpractices etc.

To address the above concerns and changing scenario, the University wishes to use technology to

bring about the existing technology systems and further automate critical examination processes.

On reviewing the various activities pertaining to examination, the University has identified the

following as major scope of work to be delivered by prospective bidders:

→→→→ Data migration from existing system and integrating the same with the new system as a part

of Pre Exam System Automation

→→→→ Student Registration and Pre-Examination Automation

→→→→ Question Paper Generation and Management

→→→→ Secured Question Paper Delivery

→→→→ Onscreen Evaluation

→→→→ Post Examination Automation

→→→→ Certificate De-Materialization

All the above has been is currently being sought through this bid invitation ‘Exam Management

Automation’

SCOPE OF THE PROJECT:

(1) Data Integration from existing systems to the new system as a part of Pre Exam System

Automation.

(2) Pre and Post Examination Automation

i. Student Registration, Exam Registration, Hall Ticket Generation, etc.

ii. Question Bank Management and Generation, Secured Question Paper Delivery, etc.,

iii. Center Management and Examiner Appointments

iv. Onscreen Evaluation and Mark Output

v. Post Examination Automation like Result Processing, Tabulation, Marks sheet printing,

Redressal queries and Certificate De-Materialization etc.,


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vi. Payment Gateway, SMS Gateway and Email Gateway Integration

(3) To carry out the entire support activities related to existing Exam Management System

(EMS) on a turn-key basis such as deploying onsite manpower, hardware, modifying existing

forms / processes / reports, adding new forms / processes / reports / modules as per requirement

of Examination Section, SUK, in pre-defined time schedule.

Bidders need to carry out the detailed system study of Exam Management Software already

implemented at the SUK.

The modules / activities desired to be implemented by SUK are as follows:

• Basic Information module

• Academics Information module

• Student Registration module

• Student Admission/Enrolment module

• Pre-Exam Management module

• Centre Management module

• Question Bank Management and Generation

• Secured Question Paper Delivery

• Examiner Appointments module

• Internal marks Management module

• CAP center Management module

• Onscreen Evaluation Module

• Examination Portal

• Post-Exam Management module

• Verification, Photocopy, Revaluation &

Re-verification Management module.

• Unfair Means module

• Convocation Management module.

• Student Portal module

• Certificate De-materialization Module

• Distance Education student Management

module

• Godown Management module

• System Administration module

• Integration with SMS, Email and Payment

gateways as per module requirements

• Online Examination Module

Data Integration from existing systems to the new system

a. Understanding the nature of information that is maintained in the Master data tables.

b. Understanding rules governing conducting of examination and student result processing.

c. Understanding student transaction data maintained in the master data tables


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d. Understanding logic of the procedures.

e. Data Import / Export facility for new / other modules related to Finance and Account

department, Board of College and University Development, Library, Hostel etc.

f. Database level modifications / additions and normalization. Database tuning at regular interval.

g. Data migration of all students from old Exam systems and MKCL system.

Pre-Examination Automation

a. Master Data Capture

Setup of Generic Master Data

i. Setup of Courses, Subjects, Branches, Syllabus (regular and CBCS pattern) Masters

ii. Setup of Teachers, Examiners, Question Setters, Moderators, Tabulators, BOS Members,

SRC Members Master etc

iii. Setup of College, Center, Study centers, Block, Grade, Carry over rules / Grace, Class

Masters and GPA / SGPA rules

iv. Setup of Roll No./Code No. Master

b. Student Profile / Enrolment / Admission

Setup of Students Enrolment Data

i. Online registration and enrolment of students

ii. One time data load for existing students

iii. Mapping of students to relevant Courses, Patterns (Regular/External) and Subjects, College

and Study Center

iv. Notification to students for their login credentials for future updates / facilities

v. Approval & review process (Eligibility) for students registration and enrolments

vi. Generation of Registration no. (PRN) / Roll no. / Enrolment No. per University standards

c. Mandatory Features Sought

i. Setup of Examination schedules (Time Table).

ii. Preparation and print of cut list and check list for eligible students for Examination.

iii. Online examination form and fee collection via payment gateways / Challan.

iv. Allocation / Generation of Examination Seat no. to eligible students by Course.

v. Preparation of question paper statement.

vi. Download and issuance of Admit cards with student photograph and signature.

vii. Generation of candidate list report by Colleges / Centers / Study centers and counts.

viii. Setup and allocation of question papers (admission batch wise).

ix. Generation of subject wise question paper reports.

x. Preparation of student signature charts for attendance capture with photo.

xi. Generation of answer book requirement reports.

xii. Generation of answer book bundle dispatch report.

xiii. Generation of candidate exam appearing report-subject wise and counts.


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xiv. Allotment of exam duties (Appointments); Superintendent, Examiners and Supervisors.

xv. Preparation and generation of various analytical and statistical reports by Colleges / Centers

/ Subjects and counts.

xvi. SMS module to update student on current status of their various activities. SMS to

faculty/paper setters/CAP Directors/etc to remind their exam related work schedule.

d. Question Bank Management and Secured Question Paper Delivery:

The University wishes to implement a robust Question Bank Management and Secured Question

Paper Delivery System that will take care of the Question Bank development, Question Paper

Generation, Mark Schema Generation and Secured Question Paper Delivery to each exam center /

college. Secured code (via SMS) to open question paper at each exam Center. Daily report to

University Exam Section / CoE office about QP Delivery process.

i. Question Bank Development and Question Paper Generation

The proposed system should make provision for entering Questions/Items using and application

should capture the following while question bank development:

1. Program/Course/Subject/Unit/Chapters/Credits/Theory/Practical categorization. And data entry

module need to have the following features:

→→→→ Facility to categorize questions based on subject, topic, sub-topic etc.,

→→→→ Set difficulty levels/marks for each of the question authored as desired by the University

→→→→ Provision to upload sketches, tables, signs, charts and images

→→→→ Facility of window for Long answer, short answer, very short answer, objectives items and

Multiple Choice Questions

→→→→ Marking scheme of answer as required by the University

→→→→ Facility to modify Item/Question and approve by University authorized person

→→→→ Facility of search of Item, course code, program, subject and difficulty level

→→→→ Provision for hierarchy wise approval/rejection of question

→→→→ Provision to add question from anywhere using authorized login credentials.

2. Question/Items serial number should be generated atomically capturing in excel format.

3. Various reports should be generated i.e. Data entry check list, statement of item, course wise

and program wise items, types of question wise, difficulty wise Items, Marks wise, Unit wise

items, Expert wise developed item, synoptic answer

4. Facility of Blue print should be appeared. (Unit wise, Type of Question wise and Difficulty

wise total Items.

5. Facility/option to make a copy of previous blue print to use for multiple exams and option to

edit this blue print (if required)


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ii. Course Wise Question Paper Generation:

1. Question paper should be generated as per number of items classified by the University

2. Total number of compulsory items with optional items in Question paper along with the

allotted marks should appear.

3. Multi-question should be generated in the question paper. i.e., Long Answer, Short Answer,

Very short Answer, Multiple choices and other type of Questions with marks wise.

4. Question Paper should be made in Section-I, II or III, as per requirement.

5. Program code, course code and date, Total Marks and time for Answer, Suggestion, Items,

Footer, and this facility should in the Question Paper.

6. Question paper and Marking scheme should be generated same time.

7. Multiple question paper should be generated.

8. Question Paper should be generated in PDF format and should be password protected.

9. Facility to maintain a log of the year the question was published

iii. Editing of Question Paper and design the test by University’s authorized personnel’s

1. Authorized person(‘s) shall be in a position to edit the generated question paper and the

marking schema before the final publishing

2. Define test : Max time, max marks, no. of sections, no. of questions in each section, criteria of

selection of questions for each section i.e., category and difficulty level of questions, etc.

3. Select questions from the question bank to suit University requirement.

4. Software should be able to select questions at random based on the test design configured.

5. Provision to generate multiple tests for a single subject

iv. Secured Question Paper Delivery

Delivery of Question Paper (QP) to the University’s examination centres is very critical in the

examination process. To ensure secure delivery of the QP, SUK wishes to implement secured

online QP transmission system.

Broad features sought by SUK:

→→→→ Portal for the QP transmission with features to


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o Provision for the University to upload all the QPs for that day or for the entire

examination schedule

o If multiple QP sets, university should be able to select one of them for upload just

before the stipulated exam

o Report to view the list of papers each college need to download on a particular day.

→→→→ QP should be highly secure and within the control of the University’s authorized officials

→→→→ QP should be made available to the exam centers at the time specified by the University

o University should be able to decide how much time prior to the exam time, center is to

be provided the access to the QP (e.g., 15 min or 30 min before the exam etc.,)

o QP is to be secured through encryption

→→→→ Exam centre should be able to login only from an authenticated computer using their user

id and password

→→→→ Provide dynamic water mark and center code printed on QP downloaded to identify the

exam center that has downloaded the QP

→→→→ Question paper should be encrypted while it is being uploaded using 128 bit AES algorithm

→→→→ Question papers should only be able to decrypted using two layer security i.e., both public

and private keys for additional security

After successful login, the authorized personnel need to be provided access to download the QP in

the following pattern:

→→→→ Download the QPs for that day’s exam (based on the schedule) and

→→→→ The QP downloaded should be decrypted through a secure key and print to take multiple

copies based on the requirement

→→→→ The exam centre needs to be provided the list to view the QP to download on a particular

exam date.

The University needs to have a dashboard view of the list of the exam centre where the QP was

downloaded, time of download, centres were the QP has not been downloaded etc.,. The entire

records/log of the QP download activities need to be captured.

The bidder needs to be provided a helpline during the exams schedule to resolve any issues faced

by exam centres with regards to the QP download and decryption.


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Application provided to the exam centres should be menu driven and user-friendly.

Answer book Scanning and Question-wise Segmentation

The University is looking at bidders who have experience onscreen evaluation of minimum 30

Lakh answer books; the onscreen evaluation process should have been done on answer books

scanned without de-threading using book scanners; also as the university wishes to go in for

question-wise evaluation it is expected that the bidder needs to have experience in segmenting the

answers books question wise to prepare them for onscreen evaluation; the bidder should have

provided the onscreen evaluation solution (full fledge projects) to at least two state level University

till date. It is mandatory that the bidder needs to have experience of providing onscreen evaluation

solution on answer books scanned through book scanners.

The below is some of the major mandatory compliance the University is seeking with regards to

the scanning of answer books:

→→→→ Scanning to be done without tampering answer books i.e., without cutting the answer

booklets / de-threading of answer book.

→→→→ Post scanning the answers need to be segmented digitally to be pushed for evaluation.

→→→→ A unique ID (Dummy number) for each answer booklet shall be assigned automatically

during scanning process

→→→→ Student anonymity is maintained throughout the system.

Onscreen Evaluation

The university is looking to implement the onscreen evaluation solution to evaluate answer books

scanned using book scanners. The onscreen evaluation software needs to be in a position to handle

the following minimum tasks:

a. Ability for supporting multiple evaluation centers connected through Internet.

b. Question-wise segmentation of answer books should be possible to facilitate true Item Level

evaluation with built in exception handling

→→→→ Question-wise segment the student responses in the answer book

→→→→ Ability to render only the segmented question (not whole book ) on the screen for evaluator

to view and mark the question

→→→→ Quality control (work flow) for testing segmentation

→→→→ Ability to assign select question number(s) and daily quota (no of questions) to evaluators

→→→→ Allow evaluator to escalate incorrectly segmented responses for rectification


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c. The software should also have the ability for evaluation full answer book or segmented if the

University so decides in future to do so.

d. Escalation to senior evaluator or administrator

e. Exception handling processes via a single user interface.

f. Maximized space on-screen for candidate answer

g. Thumbnail navigation feature

h. Ability to display evaluation guidance

i. Evaluator privileges can be added or removed by an administrator in real-time

j. Evaluation is independent of candidate’s identity

k. Flexibility to change allocation settings based on the rate of evaluation by individual evaluator

l. Annotation based evaluation possibilities or Direct entry evaluation

m. Administrator privileges to add or remove evaluators based on their performance

n. Possibility for evaluator to review their past evaluation

o. Vendor should provide adequate training and change management process to make the

evaluators comfortable with new technology

p. Adequate technical support personnel to be deployed by the vendor to take care of any

technical issues during valuation

q. Apart from the above main feature that On-Screen Evaluation Solution need to follow a

stringent and much needed quality control features to enable the University for better

evaluation of answer books, proper audit and better administration of the on-screen evaluation

system to ensure excellence and transparency in the evaluation of answer-books and error free

report/mark/grade generation.

Quality Control Features Sought in On Screen Evaluation

a. Integrated QA process with options like (percentage) double evaluation/seeding/etc

b. Quality control (work flow) for testing segmentation

c. Real time monitoring of evaluator performance

d. Ability to sample (automatically) marked books for sr. Evaluator to check

e. Ability to configure quality control (QC) parameters throughout evaluation

f. Stop evaluators whose evaluation quality is below the set threshold

g. Allow sr. Evaluators to manage erring evaluators by stopping them temporarily/permanently

h. Automated report on quality of evaluation

i. Senior evaluators can review work of other evaluators

j. Evaluation progress reports.


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k. Administrators can be set up for differing levels of access.

Post Examination Automation

a. Student Marks entry: Capturing student marks on all heads / categories by barcode and/or

system generated unique ID (Dummy Number) / seat number.

b. Capture of candidate absentees statement from examination centers

c. Reminder for valuation: Generation of list of subjects of which marks are not received at all

and can be sent to concerned Evaluators / Examiners by providing dash board facility.

d. Setup and generation of Gracing / Hard cases and Grading list as per rule.

e. Result processing and tabulation.

f. Calculation, Scrutiny & Corrections of results: After completion of marks entry, as per defined

exam. rules course wise results calculation. After calculations, options for printing of first

tabulation register, verification and final correction.

g. Awarding grades as per CBCS. Marks shall be converted to grades, and every semester results

will be declared with semester grade point average (SGPA) and Cumulative Grade Point

Average (CGPA). The CGPA will be calculated every semester, except the first semester.

h. Number of attempts taken to clear a subject/s shall be displayed.

i. The SGPA and CGPA shall be rounded off to 2 decimal places and reported in the tranbooks.

j. Setup and capture of Un-fair Means, malfunction details and preparing a student case.

k. Security feature: Once marks are entered and checked, the marks can be locked so that there is

no accidental change. Facility for unlocking these marks by higher authority using a special

login credentials

l. Finalization of result; provisional mark sheet followed by final mark sheet

m. Publishing of results online / SMS or as applicable.

n. Preparation of various post examination reports

o. Preparation of reports like Marks Ledger (TR), Result Sheet, Rank List, Merit List, Toppers

List, Statistical reports, Bonafide / Rank Certificates etc.

p. Printing of Marks Card and Ledger as per given formats.

q. Feature for Rechecking of Answer books of students (online application facility)

r. Feature for Providing scanned copy of Answer books to students (online application facility)


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s. All the reports / statistical reports are to be provided as per the requirement of university.

t. Godown stock / inventory statements and procurement list

De-Materialization of Certificates

SUK is looking at de-metallization of certificate to curb fake certificate issues. The electronic

repository of certificates should enable easy verification of certificate from any third party be it a

company, Indian or foreign University and the same needs to also help in maintaining the

authenticity of the certificates by exploring the electronic distribution channels.

Broad features of the solution sought by the University:

� Seamless data extraction from various source applications from various institutions

� Intelligent creation of relevant certificates through GUI based template designer

� Security ensured by digital signatures and PKI encryptions

� On demand generation of duplicate certificates

� Validation and Authentication of Certificates

� Multi-lingual capability to send mark-sheets in regional languages

� Demographic based reports and analytics

� Automated e-Delivery through email and web hosting

� Dedicated portal for electronic presentment and payment

� Upload of student data to National Academic Depository (NAD) as per MHRD / UGC

directives via CSDL or NSDL.

Digital Signatures

� Universities should be able to encrypt the mark-sheets, & certificates with digital signature

� Provision should be provided for external agencies to login and verify and validate these

signatures using public key to verify the authenticity of these certificates and increases the

operational efficiency

Following are the Self-Care Functionality sought in the application by the University

� Registering students and allowing authentic students to log in

� Displaying student summary – Subjects taken, marks, etc

� Graphical representation of marks semester –wise

� View mark-sheets in PDF

� Registering complaint requests and complaint request tracker

� Complaint registration

� University information corner

� Integrating with 3rd party payment gateways

� Integration with university portals

� All types of the data (student data, masters, images, etc) in the End-to-end Examination

System will be the property of the Shivaji University and the selected bidder should

provide the data as and when required by university (in given format) without any extra

cost. Every year, the selected bidder has to handover backup of all data in back-up media

(suitable to both parties) in given format to IT Cell of the Examination Section.


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Other Requirements

a. Development / modifications for all activities related to Examination Management. Secured

Remote Question Paper Distribution facility to be provided to all courses.

b. Conduct Training / workshops for University and College users for handling the software from

time to time.

c. The bidder shall maintain confidentiality in all matters relating to his assignment and necessary

precaution shall be taken in this regard.

d. All work shall be carried out at the Examination Section of the University only. University has

state of art Data Center with IBM Blade Servers. Approx. 3 lacs students will appear for each

exam instance. Approx. 280 affiliated colleges, 34 academic departments on campus and

approx 250 various courses are covered in EMS.

e. Service activities expected

� One software programmer / engineer should be posted at Exam Section to solve all urgent

software problems. Who should be having rights and knowledge of full exam system.

� Telephone support.

� Email support.

� Remote assistance.

� Full time Onsite assistance by engineers as per work load (even on holidays).

� Deploy Additional manpower at the time of result processing.

� Monthly system functionality check.

� Security Deposit:

Successful bidder should have to deposit 5% of annual project value as Security Deposit

within specific /stipulated period prescribed by University in the form of Demand Draft /

BG in favour of Finance & Accounts Officer, Shivaji University, Kolhapur.

� Penalty Clause:

The successful bidder has to sign an agreement on non-judicial stamp paper which shall

contain clause related to liquidated damages on account of delays, errors, cost and time

over runs. In case the bidder fails to execute the contract, the university shall have liberty to

get it done through any other service provider with full cost recoverable from the bidder in

addition to damages and penalty. Penalty will be levied to a max of up to 10% of the total

annual order value.

If the selected bidder fails to deliver the required services due to reasons attributable to him

like non-functioning of the hardware / software system, non-accessibility of the web portal

/ application, non availability / attrition of the technical personnel / operational manpower,

etc. the cumulative penalty, as applicable, would be imposed as mentioned below while

processing the payment for respective milestone,

• Penalty for downtime :

1. 0-4 hours No penalty.


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2. 4-8 hours 0.25% of cost of End-to-end Examination Solution.

3. 8-12 hours 0.50% of cost of End-to-end Examination Solution.

4. 12-24 hours 1% of the cost of End-to-end Examination Solution.

5. 24-48 hours 1.5% of the cost of End-to-end Examination Solution.

6. 48 hours 2 % of the cost of End-to-end Examination Solution.

In case the non-availability of End-to-end Examination Solution in any quarter is

greater than 48 hours, it may be treated as breach of Service Level Standards, which

may lead to termination on default.

• Penalty for non-timely performing software support during conduct of examination

:

i) Up to 2 hours 2% of the cost of customization for each exam as per the

departments requirements

ii) >2 hours additional 1.5% of cost of customization for each exam every hour

in case the problem is not resolved.

� Confidential Information : a. The selected bidder shall keep confidentiality and shall not, without the written consent

of the other party hereto, divulge to any third party any drawings, documents, data or

other information furnished directly or indirectly by the other party hereto in connection

with the contract, whether such information has been furnished prior to, during or

following completion or termination of the contract.

b. The selected bidder shall not use such documents, data and other information received

from the Purchaser for any purpose other than the design, procurement or other work

and services required for the performance of the contract.

c. The above provisions shall not in any way modify any undertaking of confidentiality

given by either of the parties hereto prior to the date of the contract in respect of the

supply or any part thereof.

d. The provisions of this clause shall survive completion or termination, for whatever

reason, of the contract.

� Time is essence of contract : The time specified for delivery in the bidding document shall be deemed to be the essence

of the contract and the supplier / selected bidder shall arrange services, goods supply and

related services within the specified period.

� Disaster & Recovery System :

Appropriate Disaster Recovery and business continuity systems to be implemented by vendor.

BID EVALUATION SYSTEM:

An Expert Committee will be constituted for bid valuation :

a. Only fulfilled eligibility criteria valid bids will be considered for financial comparison

b. Price is not sole criteria for determination of lowest bidder

c. Manpower and Expertise possessed by the firm

d. Past experience,

e. Financial stability, track record of the firm.


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f. Service support and other relevant criteria.

SUK is looking to implement the “Exam Management System” by inviting reputed companies

with proven experience in providing similar examination solutions to leading state Universities and

national level associations and it also wishes to avail the services of the shortlisted bidder to realise

its objective of achieving excellence in question wise segmentation, onscreen evaluation and result

processing by automating these methods and mechanisms.

6. Consortium

The university is looking at primarily a single bidder / primary bidder to frontend the bid. The

primary bidder should be an Indian company with strong experience and existence in the education

service sector however SUK permits consortium of maximum one (1) partner only for undertaking

the scanning activity. SUK expects the primary bidder to provide all documentary evidence of

partnership between them and non-compete certificate for having tied up with the secondary bidder

along with the bid document. The primary bidder needs to satisfy all the mandatory criteria and

will only be the one point contact to provide the solution and services as required by SUK. The

bidder will also provide SUK the total solution and will also be responsible to ensure quality

delivery of the solution and mandatory services (if any) from its partner.

7. Mandatory Eligibility Criteria

The below mentioned are the mandatory eligibility criteria to be fulfilled by the primary bidder,

providing on screen evaluation solution/services and for being consider for the further bidding process.

Sl.

No Eligibility Criteria for the Bidder

Documentary Evidence to

be Attached with the Bid Compliance

1

ISO 9001 – 2008 and

ISO 27001:2013 or CMMi LEVEL 3

Certificate copy Yes / No

2 Minimum of 10 years of existence Letter of incorporation Yes / No

3

Average turnover of minimum Rs. 25 (Rupees

Twenty Five) crores in the last three (3) financial

years i.e., cumulative turnover in the last three

financial year should be above Rs. 75 crores with

the minimum turnover of each year being 25 Cr

(i.e., FY 2013-14, 2014-15 & 2015-16). Bidder

should have a minimum positive net worth of 5

Cr in last audited Financial Years i.e., 2015-16

1) Auditor certificate

2) Copies of Audited

Balance Sheet.

Provisional Balance

Sheet will be considered

only for FY 2015-16.

Yes / No


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4

Should have executed at least 2 project pertaining

to Pre & Post Examination (as per this bid

document scope of work, pilot work/projects

delivered will not be considered). The projects

should have been implemented for a state level

affiliating University and minimum 1 Lakh

students should have been processed. The

projects should have been executed between

financial year 2013-14, 2014-15 & 2015-16.

1) PO or MOU

2) Self Declaration Yes / No

5

Experience of executing onscreen evaluation of

minimum 15 Lakh answer books (pilot

work/projects delivered will not be considered).

The onscreen evaluation solution should have

implemented for answer books scanned using

book scanners (without cutting/de-threading the

answer book). The bidder should have done

onscreen evaluation

1) Question wise onscreen evaluation for a

minimum of 10 Lakh answer books where the

marking was done on segmented question

paper i.e., only question items were pushed to

evaluators

2) Whole book onscreen evaluation for a

minimum of 3 Lakh answer books were

Experience of during any of the last three

financial years i.e., 2013-14, 2014-15 & 2015-16

only will be considered.

1) PO or MOU

2) Completion letter from

client

3) Contact information of

key contact

Yes / No

6

Experience of executing examination solution

(pilot work/projects delivered will not be

considered) involving question bank preparation

and online exam for a minimum of (3) three state

Universities in each of the last 3 financial years

i.e., 2013-14, 2014-15 & 2015-16.

Purchase Orders or MOU Yes / No


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7

Experience of executing at least (2) two projects

where Pre & Post Exam Automation along with

onscreen evaluation was delivered (pilot will not

be considered). Projects executed between FY

2013-14, 2014-15 & 2015-16 will only be

considered; At least (1) one project needs to be in

force as on FY date.

PO or MOU copies Yes / No

8

Should be a active partner with a national level

industry association to conduct online

assessments continuously since the last three

financial year i.e., 2013-14, 2014-15 & 2015-16

Authorization letters or

MOU Yes / No

9

Experience of delivering ICT based solution to a

minimum of (2) two state Universities where the

beneficiaries are students of the affiliated

colleges. Among the projects worked by the

bidder at least one order should have been for a

minimum value of 8 Cr. and must have been

executed under a single PO or MoU issued by the

University. Only order (’s) issued in FY 2013-14,

2014-15 & 2015-16 will be considered

PO or MOU Yes / No

10

Maximum (1) one consortium partner is

permitted but the primary partner in the

consortium only will be singularly responsible for

delivering the complete scope sought through

Exam Management Solution.

1) Partnership Letter, OEM

authorization certificate

or Agreement between

partners

2) Non-Compete

Certificate between

Consortium partner

3) Self-Declaration for by

lead partner accepting

the responsibility

singularly for the work

(if allotted)

Yes / No

11

Development facility and in-house team strength

a minimum of 100 employee for Software

Development/Services

EPF Document or

Professional Tax or Form

16 clearly specifying the

number of employees on

payroll with minimum 3

years’ experience

Yes / No


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12

The bidder should not have been blacklisted by

any central and/or state government department

in India.

Self-Declaration of not

being black listed to be

submitted

Yes / No

8. Technical Evaluation

Experience

Max 10 Points

Minimum 5 Years experience in

providing exam solutions to state level

Universities (Documents to be enclosed).

Total experience in exam solution

1-2 years – not eligible

5 years - 3

5-10 years - 6

10+ years – 10

Experience of

working with

Universities

Max 10 Points

Experience of delivering ICT based

solution to a minimum of (2) two state

Universities where the beneficiaries are

students of the affiliated colleges. Among

the projects worked by the bidder at least

one order should have been for a

minimum value of 8 Cr. and must have

been executed under a single PO or MoU

issued by the University. Only order (’s)

issued in FY 2013-14, 2014-15 & 2015-16

will be considered

ICT Experience

Max 4 2 universities – 1

3 universities – 2

4 universities – 3

>=5 universities –4

Single Order Value (In Rs)

Max 6 >8 - 10 Crores – 2

>10 - 15 Crores – 4

> 15 Crores – 6

Experience of

providing Pre &

Post

Examination

Solution to a

state level

affiliating

University

Max 10 Points

Should have executed at least (1) one

project pertaining to Pre & Post

Examination and the project should have

been implemented for a state level

affiliating University and over 1 Lakh

students should have been processed.

Projects executed between FY 2013-14,

2014-15 & 2015-16 will only be

considered

Max 10 Points

Experience

1 University – 2

>=2 Universities – 5

No of Students Processed

Min 1 Lakh Students – 2

>=1 Lakh Students – 5

Scanning and

Onscreen

Evaluation

Capability and

Experience

Scanning with Onscreen Evaluation

1) Experience of delivering onscreen

evaluation for minimum of 15 Lakh

answer books that are scanned without

tampering the answer books

Max: 10 Points

For Answer booklet Scanning

experience using book scanner

15 – 18 Lakh Answer-books – 6

>= 18 Lakh Answer-books – 10


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Max 20 Points

2) Should have delivered item/question

wise onscreen evaluation solution for a

university for minimum 10 Lakh

answer books

Max: 5 Points

Question Wise Onscreen

Evaluation of Scanned and

Segmented Answer-book

10 – 12 Lakh Answer-books – 2


3) Should have delivered whole-book

onscreen evaluation solution for a

University for minimum 3 Lakh

answer books


2014-15 & 2015-16 will only be considered;

Pilot work will not be considered.

Max: 5 Points

Whole Book Onscreen

Evaluation of Scanned Answer

Book

3 Lakh Answer-books – 2


Onscreen

Evaluation

Project

Experience

Max 10 Points

Experience of executing at least (2) two

projects where Pre & Post Exam

Automation along with onscreen evaluation

was delivered (pilot will not be considered).


2014-15 & 2015-16 will only be considered

Max: 10 Points

Onscreen Evaluation

1 Project – 5

>1 Projects – 10

Infrastructure

and Manpower

Max 5 Points

Development facility and in-house team

strength a minimum of 100 employee for

Software Development/Services

Max 5

1-50 Employees – 2

51-100 Employees – 5

Implementation

Methodology

Max 25 Points

Salient features of the software

Presentation of implementation

methodology and manpower capability

with a case study of a client (‘s) where the

same has been implemented

Knowledge

Transfer

Program

Max 10 Points

Suitability of training program to

university exam dept and evaluators


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9. Process of Selection

Technical Bid-

Minimum cut off points – 75 to qualify for further processes of the bid

Weight age ratio

Technical – 75%

Financial – 25%

The objective of evolving this evaluation methodology is to facilitate the selection of the most

efficient bidder and effective solution that appropriately meets the Board requirements. The bid

would be first evaluated on technical soundness and then on the financials.

All bids shall be evaluated by an Evaluation Committee set up for this purpose by the university.

The evaluation shall be on the basis of competence and the price quoted. The technical criteria and

the financial criteria shall have the weightage of 75% and 25% respectively for evaluation, and

these weightages shall be taken into consideration for arriving at the Successful Bidder. The

assessment methodology vis-à-vis the weightages are as under: Arithmetical errors will be rectified

on the following basis: - If there is a discrepancy between words and figures, the amount in words

will prevail. If the Successful Bidder does not accept the correction of the errors, its Bid will be

rejected, and its Bid Security may be forfeited.

a) Technical Criteria Evaluation

Technical score (ts) is assigned based on the above technical evaluation criterion

Those who score 75 points and above in technical bid evaluation will be qualified for the financial

bid opening.

Technical criteria evaluation would carry 75% weightage.

b) Financial Bid

Full marks i.e. 100 marks will be awarded to the bidder quoting the lowest price. Marks to the

other bidder will be awarded in proportion to the price quoted vis–a–vis the lowest bidder.

For example if prices quoted are “X” and “Y” and if price “X” is lowest, bidder quoting price “X”

shall be awarded full points, i.e., 100. .

For bidder quoting price “Y”, financial score (fs) will be X*100/Y.

Financial criteria evaluation would carry 25% weightage.

c) Overall Assessment for calculation of Successful Bidder

Combined score Cs is calculated as 0.75 * ts + 0.25 * fs and a bidder securing highest marks will

be declared as the successful bidder.


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10. Bid Submission

The applicant must submit a Demand Draft (DD) for the value of INR 10,000/- (Rupees Ten

Thousand Only) as non-refundable bid fee and Rs.2,00,000/- as EMD along with the Bid

Response. The DD should be drawn favoring ‘Finance & Accounts Officer, Shivaji University

Kolhapur payable at Kolhapur”. Bids without bid document fee and EMD will be considered void

and will be rejected

11. Bid Evaluation process

All responses including the proposed solution(s) received by SUK shall be evaluated by an

evaluation committee duly constituted by SUK, on the basis of eligibility criteria mentioned in this

document. The responders may be called to present the solution proposed by them to the said

committee at their own cost at a specified date, time and venue to be communicated to them at

least seven days in advance. Only bidders shortlisted by the bidders will be informed and their

commercial bids only will be opened. Commercial bids of bidders not shortlisted will not be

opened however their EMD’s will be refunded once the bid process is completed. SUK shall have

the right to accept or reject any bids received from any company or consortium in response to the

bid invitation.

12. Annexure 1 (Bid Response Form)

(To be submitted with bid response)

Note: Details filled in this form must be accompanied by sufficient documentary evidence, in order

to verify the authenticity and correctness of the information.

S. No Description Details (To be filled in by the

responder to the Bid)

1 Name of the Company

2 Official address

3 Phone No. and Fax No.

4 Corporate Headquarters Address

5 Phone No. and Fax No.

6 E-Mail address of contact person

7 Web Site Address

8 Details of Company’s Registration

(Please enclose attested copies of the documents)

9 Name of Registration Authority

10 Registration

Registration Number and Year of Registration

11 Product/Service for which Registered with validity period

12 EPF Document or Professional Tax or Form 16

13 CST/LST/VAT registration No.

14 Service Tax Registration No

15 Permanent Account Number (PAN)

16 Whether the company complies with the Requirement

under the Contract Labor (Regulation and Abolition) Act

17 Name of Bankers along with Branch(as appearing

in MICR Cheque) & Account No.


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18 Name of the Authorized Signatory, who is authorized to

respond to the Bid

19 Other documents provided

The following notes offer guidance to proposing responders in the form of a model outline for their

response document. All the headings indicated below must be addressed in the sequence shown,

providing as much relevant detail as possible. (Conformance to this outline will assist the

subsequent evaluation and selection activities, and any variations should be documented).

Additional headings and information may be provided by the proposing responder where they are

required to include additional details or explanations.

13. Annexure 2 (Undertaking)

(To be submitted by the responder on the responder’s letter head)

I/We hereby undertake that I/we have studied and understood the tender document completely.

I/We hereby undertake that I/We understand that the Section Scope of Work and Requirement of

this tender is indicative only and not exhaustive in any manner and that the final scope of work and

technical specification will be decided by the SUK at their discretion.

I/We hereby undertake that I/We understand that the SUK reserves the right to finalize the scope of

work and requirements at its discretion, which may be based on my proposed solution and/or any

other responder’s proposed solution and/or as decided by the SUK. I/We hereby indemnify the

SUK from using our proposed solution and or technical specifications and I/We hereby declare that

I/We shall not be having any claim and/or right for the said usage. I/We hereby undertake to

provide the requisite OEM authorization as and when required and/or asked for by SUK, as per the

solution and/or requirements, as decided by SUK at their discretion.

I/We hereby undertake that I/We understand that the SUK reserves the right to float a separate

tender for the scope of work and requirements as mentioned above of this Bid irrespective of the

outcome of this Bid. I/We understand that in such a case I/We shall bid separately for that bid and

in no case our response to this Bid shall be deemed as a bid for the said bid.

I/We hereby undertake that I/We understand that the SUK reserves the right to short list

responder(s) for further bidding process of this Bid and in case of my/our response being rejected

I/We shall have no claim of any sort in the further bidding process. Further SUK shall be at liberty

to allow any company to respond in the bid process at any stage before the end date and time of

accepting bids.

I/We hereby undertake that we shall comply with the Scope of work and requirements and there

are no deviations of any manner in this regard from my/our side.

I/We hereby undertake that in case my/our response to this Bid is short listed, I/We agree to bid for

the further bid as and when asked for by the SUK based on the terms and conditions and technical

specifications and scope of work as finalized and decided by the SUK at their discretion.


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I/We undertake to be the single point of contact for SUK and shall be solely responsible for all

warranties, upgrades, and guarantees etc, offered by the OEM, and system integration and facilities

management and for the entire scope of work and requirements as per the service levels defined in

the subsequent bid document.

I/We here by affirm that our response is valid for a period of 120 days from the date of Bid

submission.


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14. Annexure-3 (Financial Bid Format)

Shivaji University, Kolhapur.

End-to-end Examination Management System.

To,

The Finance & Accounts Officer,

Shivaji University, Kolhapur

Vidyanagar, Kolhapur- 416 004.

Maharashtra, INDIA

Sr.

No. Description

Rate per student

year (in Rs.)

Rate Per Answer

Book (in Rs.)

1 Pre-Examination Automation --

2 Answer book Scanning and Question-wise Segmentation --

3 Onscreen Evaluation (including manpower and hardware

at CAP Centers) --

4 Post Examination Automation --

5 De-Materialization of Certificates --

6

Other (if any) with details

Note: Rates shall be quoted inclusive of all taxes for – both in figures and words.

Signature

Name of the Company:

Address of the company:

Contact Number Authorized Signatory (Mobile):

Date:

Place:


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TECHNO-COMMERCIAL BID

BID DOCUMENTSS No. Document Name Document Details

1 PAN * Attach PAN card

2 Annual Turnover *

Average turnover of minimum Rs. 25 (RupeesTwenty Five) crores in the last three (3) financialyears i.e., cumulative turnover in the last threefinancial year should be above Rs. 75 crores withthe minimum turnover of each year being 25 Cr(i.e., FY 2013

3 Certificate * ISO 9001 - 2008 and ISO 27001:2013 or CMMiLEVEL 3

4 Incorporation Certificate * Minimum of 10 years of existence ( Letter ofincorporation )

5 Should have executed at least 2 project pertainingto Pre & Post Examination *

Should have executed at least 2 project pertainingto Pre & Post Examination (as per this biddocument scope of work, pilot work/projectsdelivered will not be considered). The projectsshould have been implemented for a state levelaffiliating University

6 Experience of executing onscreen evaluation ofminimum 15 Lakh answer books *

Experience of executing onscreen evaluation ofminimum 15 Lakh answer books (pilotwork/projects delivered will not be considered). Theonscreen evaluation solution should haveimplemented for answer books scanned using bookscanners (without cutting/de-t

7 Experience of executing examination solution *

Experience of executing examination solution (pilotwork/projects delivered will not be considered)involving question bank preparation and onlineexam for a minimum of (3) three state Universitiesin each of the last 3 financial years i.e., 2013-14,2014

8Experience of executing at least (2) two projectswhere Pre & Post Exam Automation along withonscreen evaluation was delivered *

Experience of executing at least (2) two projectswhere Pre & Post Exam Automation along withonscreen evaluation was delivered (pilot will not beconsidered). Projects executed between FY 2013-14, 2014-15 & 2015-16 will only be considered; Atleast (1) o

9 Authorization letters or MOU *Should be a active partner with a national levelindustry association to conduct online assessmentscontinuously since the last three financial year i.e.,2013-14, 2014-15 & 2015-16

10Experience of delivering ICT based solution to aminimum of (2) two state Universities where thebeneficiaries are students of the affiliated colleges *

Experience of delivering ICT based solution to aminimum of (2) two state Universities where thebeneficiaries are students of the affiliated colleges.Among the projects worked by the bidder at leastone order should have been for a minimum valueof 8 Cr

11 EPF Document or Professional Tax or Form 16 *EPF Document or Professional Tax or Form 16clearly specifying the number of employees onpayroll with minimum 3 years experience

12 List of Clients *List of reputed customers and Govt., Semi Govt.,Academic Institutions, R & D Organizations,Corporate Houses

13 Previous performance Certificate * Performance Certificates from clients

14 EMD * Attach EMD Receipt of Cash / DD / OnlinePayment.

15 SPECIFICATION *Instead of uploading the entire broucher, the pageswhere specification of instrument has been stated,should be scanned and uploaded in the systemwith seal and signature


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16 Self Declaration of acceptance of all Terms andConditions *

Attach Self Declaration of acceptance of all Termsand Conditions on your letter head

17 Quotation of Items * Attach you Blank Quotation without price on yourletter head with all details.

18 VAT * Attach Latest M Vat return filed as 30/9/2015

19 LBT Registration Certificate *Attach LBT Registration Certificate. If you donthave this certificate then mention on your letterhead.

20 Registration Certificate * Attach Registration/Shop act ( with update renewal)

21 IT Clearance certificate * Attach IT Clearance certificate as 31/3/201522 Audited Balance Sheet * Attach Latest Audited Balance Sheet23 Sales Tax Report * Attach Sales tax certificate

24 Self-Declaration of not being black listed * Self-Declaration of not being black listed to besubmitted

* - Indicates Mandatory Document to Fill (to participate in tender)

ITEM DETAILS

S. N

o.

Item Code Item Name Category

Qty

. Req

.

Uni

t

Ver

sion

Spe

cific

atio

n

Dra

win

g DocumentsReq. fromVendors

Com

men

ts

1 003-038-0001 *

COMPUTER ANDPERIPHERAL<>SOFTWARE FOREXAMINATION MANAGEMENT SYSTEM(END-TO-END)<>PRE-EXAMINATIONAUTOMATION ( RATE PER STUDENTYEAR )

PURCHASE 01.00 NO 0 No No No Documents

Selected N.A.

2 003-038-0002 *

COMPUTER ANDPERIPHERAL<>SOFTWARE FOREXAMINATION MANAGEMENT SYSTEM(END-TO-END)<>PRE-EXAMINATIONAUTOMATION ( RATE PER ANSWERBOOK )


Selected N.A.

3 003-038-0003 *

COMPUTER ANDPERIPHERAL<>SOFTWARE FOREXAMINATION MANAGEMENT SYSTEM(END-TO-END)<>ANSWER BOOKSCANNING AND QUESTION-WISESEGMENTATION ( RATE PER STUDENTYEAR )


Selected N.A.

4 003-038-0004 *

COMPUTER ANDPERIPHERAL<>SOFTWARE FOREXAMINATION MANAGEMENT SYSTEM(END-TO-END)<>ANSWER BOOKSCANNING AND QUESTION-WISESEGMENTATION ( RATE PER ANSWERBOOK )


Selected N.A.

5 003-038-0005 *

COMPUTER ANDPERIPHERAL<>SOFTWARE FOREXAMINATION MANAGEMENT SYSTEM(END-TO-END)<>ONSCREENEVALUATION (INCLUDING MANPOWERAND HARDWARE AT CAP CENTERS) (RATE PER STUDENT YEAR )


Selected N.A.

6 003-038-0006 *

COMPUTER ANDPERIPHERAL<>SOFTWARE FOREXAMINATION MANAGEMENT SYSTEM(END-TO-END)<>ONSCREENEVALUATION (INCLUDING MANPOWERAND HARDWARE AT CAP CENTERS) (RATE PER ANSWER BOOK )


Selected N.A.

7 003-038-0007 *

COMPUTER ANDPERIPHERAL<>SOFTWARE FOREXAMINATION MANAGEMENT SYSTEM(END-TO-END)<>POST EXAMINATIONAUTOMATION ( RATE PER STUDENTYEAR )


Selected N.A.


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8 003-038-0008 *

COMPUTER ANDPERIPHERAL<>SOFTWARE FOREXAMINATION MANAGEMENT SYSTEM(END-TO-END)<>POST EXAMINATIONAUTOMATION ( RATE PER ANSWERBOOK )


Selected N.A.

9 003-038-0009 *

COMPUTER ANDPERIPHERAL<>SOFTWARE FOREXAMINATION MANAGEMENT SYSTEM(END-TO-END)<>DE-MATERIALIZATIONOF CERTIFICATES ( RATE PERSTUDENT YEAR )


Selected N.A.

10 003-038-0010 *

COMPUTER ANDPERIPHERAL<>SOFTWARE FOREXAMINATION MANAGEMENT SYSTEM(END-TO-END)<>DE-MATERIALIZATIONOF CERTIFICATES ( RATE PERANSWER BOOK )


Selected N.A.

11 003-038-0011 *

COMPUTER ANDPERIPHERAL<>SOFTWARE FOREXAMINATION MANAGEMENT SYSTEM(END-TO-END)<>OTHER (IF ANY) WITHDETAILS ( RATE PER STUDENT YEAR )


Selected N.A.

12 003-038-0012 *

COMPUTER ANDPERIPHERAL<>SOFTWARE FOREXAMINATION MANAGEMENT SYSTEM(END-TO-END)<>OTHER (IF ANY) WITHDETAILS ( RATE PER ANSWER BOOK )


Selected N.A.

* - Indicates Mandatory Item to Quote (or to participate in tender)


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PRICE BID

BID DOCUMENTSNOT REQUIRED

FORMULA DETAILSCategory Name Formula

PURCHASE RATEINRS


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Price Schedule : PURCHASES No. Item Code RATE IN RS (in Rupees) Total

field19

1 [COMPUTER AND PERIPHERAL<>SOFTWARE FOR EXAMINATION MANAGEMENT SYSTEM (END-TO-END)<>PRE-EXAMINATION AUTOMATION (RATE PER STUDENT YEAR )]

003-038-0001 *

2 [COMPUTER AND PERIPHERAL<>SOFTWARE FOR EXAMINATION MANAGEMENT SYSTEM (END-TO-END)<>PRE-EXAMINATION AUTOMATION (RATE PER ANSWER BOOK )]

003-038-0002 *

3 [COMPUTER AND PERIPHERAL<>SOFTWARE FOR EXAMINATION MANAGEMENT SYSTEM (END-TO-END)<>ANSWER BOOK SCANNING ANDQUESTION-WISE SEGMENTATION ( RATE PER STUDENT YEAR )]

003-038-0003 *

4 [COMPUTER AND PERIPHERAL<>SOFTWARE FOR EXAMINATION MANAGEMENT SYSTEM (END-TO-END)<>ANSWER BOOK SCANNING ANDQUESTION-WISE SEGMENTATION ( RATE PER ANSWER BOOK )]

003-038-0004 *

5 [COMPUTER AND PERIPHERAL<>SOFTWARE FOR EXAMINATION MANAGEMENT SYSTEM (END-TO-END)<>ONSCREEN EVALUATION (INCLUDINGMANPOWER AND HARDWARE AT CAP CENTERS) ( RATE PER STUDENT YEAR )]

003-038-0005 *

6 [COMPUTER AND PERIPHERAL<>SOFTWARE FOR EXAMINATION MANAGEMENT SYSTEM (END-TO-END)<>ONSCREEN EVALUATION (INCLUDINGMANPOWER AND HARDWARE AT CAP CENTERS) ( RATE PER ANSWER BOOK )]

003-038-0006 *

7 [COMPUTER AND PERIPHERAL<>SOFTWARE FOR EXAMINATION MANAGEMENT SYSTEM (END-TO-END)<>POST EXAMINATION AUTOMATION (RATE PER STUDENT YEAR )]

003-038-0007 *

8 [COMPUTER AND PERIPHERAL<>SOFTWARE FOR EXAMINATION MANAGEMENT SYSTEM (END-TO-END)<>POST EXAMINATION AUTOMATION (RATE PER ANSWER BOOK )]

003-038-0008 *

9 [COMPUTER AND PERIPHERAL<>SOFTWARE FOR EXAMINATION MANAGEMENT SYSTEM (END-TO-END)<>DE-MATERIALIZATION OFCERTIFICATES ( RATE PER STUDENT YEAR )]

003-038-0009 *

10 [COMPUTER AND PERIPHERAL<>SOFTWARE FOR EXAMINATION MANAGEMENT SYSTEM (END-TO-END)<>DE-MATERIALIZATION OFCERTIFICATES ( RATE PER ANSWER BOOK )]

003-038-0010 *

11 [COMPUTER AND PERIPHERAL<>SOFTWARE FOR EXAMINATION MANAGEMENT SYSTEM (END-TO-END)<>OTHER (IF ANY) WITH DETAILS ( RATEPER STUDENT YEAR )]

003-038-0011 *

12 [COMPUTER AND PERIPHERAL<>SOFTWARE FOR EXAMINATION MANAGEMENT SYSTEM (END-TO-END)<>OTHER (IF ANY) WITH DETAILS ( RATEPER ANSWER BOOK )]

003-038-0012 * * - Indicate Price required for this item.


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