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Request for Tender
for
Implementation of Software Solution for NAAC Processes
(Design, Development, Deployment, Hosting and Maintenance of Web-based Software Solution for NAAC Processes including Migration of Data)
Tender Reference No.: NAAC/Admin/ICT/EPR/2016
Date: 05.08.2016
National Assessment and Accreditation Council (An Autonomous Institution of the University Grants Commission)
Jnana Bharathi Road, Nagarbhavi, Bengaluru -560072, Karnataka, India.
Phone. +91-80-23005122
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Table of Contents
1. ABBREVIATIONS ............................................................................................................... 4
2. INTERPRETATIONS ............................................................................................................ 5
3. INVITATION TO BIDDERS ................................................................................................... 6
4. INTRODUCTION .............................................................................................................. 10
5. NAAC ORGANISATION AND FUNCTIONS .......................................................................... 11
6. NAAC CURRENT BUSINESS PROCESSES ............................................................................ 14
7. SCOPE OF WORKS ........................................................................................................... 18
8. DELIVERABLES & MILESTONES ........................................................................................ 18
9. PRE-BID MEETING ........................................................................................................... 19
10. BID SUBMISSION ............................................................................................................. 20
11. BID EVALUATION ............................................................................................................ 22
12. AWARD OF CONTRACT .................................................................................................... 24
13. PAYMENT SCHEDULE ...................................................................................................... 25
14. TERMS AND CONDITIONS ................................................................................................ 25
15. INDEX OF ANNEXURE ...................................................................................................... 33
16. ANNEXURE-1: Summary .................................................................................................. 35
17. ANNEXURE-2: Scope of Works ......................................................................................... 37
18. ANNEXURE-3: Payment Schedule .................................................................................... 58
19. ANNEXURE-4: Constitution of Team ................................................................................ 59
20. ANNEXURE-5: Validity of Bid, Rates, etc. ......................................................................... 65
21. ANNEXURE-6: Current Applications at NAAC ................................................................... 66
22. ANNEXURE-7: Eligibility Criteria ...................................................................................... 68
23. ANNEXURE-8: PQ Form 1: Bidder’s Profile ....................................................................... 72
24. ANNEXURE-9: PQ Form 2: Financial Information .............................................................. 73
25. ANNEXURE-10: PQ Form 3: Number of Professionals ....................................................... 74
26. ANNEXURE-11: PQ Form 4: Project Experience ................................................................ 75
27. ANNEXUR-12: PQ Form 5: Details of Ineligibility for corrupt or fraudulent practices /
Blacklisted with any of the Central Government/State Government/Quasi-Government
Agencies/ Conflict of Interest ................................................................................................. 76
28. ANNEXURE-13: Technical Form 1: Technical Bid Letter ..................................................... 78
29. ANNEXURE-14: Technical Form 2: Technical & Functional Compliance ............................. 80
30. ANNEXURE-15: Technical Form 3: Methodology for Manpower Deployment and Training
103
31. ANNEXURE-16: Technical Form 4: Technology Solution & Maintenance Plan ................. 105
32. ANNEXURE-17: Technical Form 5: Declaration by OEM [Applicable for COTS Product] ... 106
33. ANNEXURE-18: Technical Form 6: Work Plan ................................................................. 108
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34. ANNEXURE-19: Copy of Financial Bid with the price column of the price bid format blanked
out 109
35. ANNEXURE-20: Technical Form 7: Statement of Deviation ............................................. 110
36. ANNEXURE-21: Financial Form 1 – Financial Bid Letter................................................... 112
37. ANNEXURE-22: Financial Form 2 – Break up Cost Components ...................................... 114
38. ANNEXURE-23: Financial Form 3 – Gross Total Value ..................................................... 118
39. ANNEXURE-24: Service Level Agreement ....................................................................... 120
40. ANNEXURE-25: Change Control Note ............................................................................. 123
41. ANNEXURE-26: Proforma for Performance Security Deposit for Contract Performance .. 126
42. ANNEXURE-27: Functional Requirements of the Software Solution ................................ 129
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1. ABBREVIATIONS
As used in the document Description
NAAC National Assessment & Accreditation Council, herein also referred to as ‘Purchaser’/’Buyer’.
Bidder/Agency
The organization submitting the proposal who will also be the single point of contact for the NAAC and single point responsibility for execution of scope and deliverables as required by this Tender.
TIA Tender Inviting Authority
SI System Integrator
Implementation Partner Successful Bidder
A&A Assessment & Accreditation
AQAR Annual Quality Assurance Report
BG Bank Guarantee
BPR Business Process Re-engineering
COTS Commercially available Off-The-Shelf
DC Data Center
DD Demand Draft
DR Disaster Recovery
DSC Digital Signature Certificate
DMS Document Management System
EMD Earnest Money Deposit
E-mail Electronic Mail
TEC Technical Evaluation Committee
FEC Financial Evaluation Committee
FRS Functional Requirement Specification
IEQA Institutional Eligibility for Quality Assessment
IQAC Institutional Quality Assurance Cell
LOI Letter of Intent
NEFT National Electronic Funds Transfer
RTGS Real Time Gross Settlement
GTV Gross Total Value
GFR General Financial Rules
UAT User Acceptance Test
OEM Original Equipment Manufacturer
O&M Operation & Maintenance
RFT Request for Tender
RAR Re-accreditation Report
SAR Self-Appraisal Report
SLA Service Level Agreement
SMS Short Messaging Service
SSR Self Study Report
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SRS Software Requirement Specifications
IDC International Data Corporation
SOA Service Oriented Architecture
PAC Provisional Acceptance Certificate
POC Proof of Concept
PT Peer Team
TA/DA Travelling Allowance/ Dearness Allowance
UAT User Acceptance Test
2. INTERPRETATIONS
2.1 RFT or ‘Request for Tender’ means a formal, structured invitation to suppliers to bid to supply
products or services.
2.2 Bid shall mean the set of Bid documents submitted by a Bidder as a Competitive quotation for
the execution of ‘Works- Design, Development, Deployment, Hosting and Maintenance of
Web-based Software Solution for NAAC Processes including Migration of Data and provide
warranty support services’ in accordance with the Conditions of Tender, Technical
Specifications and the essential details of Requirements/Services.
2.3 Buyer/Purchaser means NAAC, Jnana Bharathi Road, Nagarbhavi, Bengaluru -560072,
Karnataka, India.
2.4 Bidder means the entity who has purchased the Bid documents for the said ‘Works’ with the
intention of submitting a Competitive quotation for the execution of Works in accordance with
the Conditions of Contract, Technical Specifications and the essential details of
Requirements/Services and fulfill the warranty obligations as specified in clause 17.11 under
the ‘Contract’
2.5 Works means the essential details of Requirements/Services specified under Annexure -2 to
be carried out at the Project Site.
2.6 Project Site means NAAC, Jnana Bharathi Road, Nagarbhavi, Bengaluru, Karnataka, India-
560072.
2.7 Contract shall mean the Contract entered into between the Buyer and the Contractor upon
award of Contract for Works.
2.8 Successful Bidder or the Supplier or the Solution Provider (SP) means the Bidder whose Bid
is accepted by the Buyer and selected for the award of the Contract of Works.
2.9 Contractor means the ‘Successful Bidder or the Supplier or selected bidder’ who shall execute
the works as per the terms and conditions of the RFT.
2.10 Letter of Intent (LOI) w.r.t. this Tender document is the intent placed on the successful bidder
by the Buyer for the execution of works/Schedule of Requirements as per RFT.
2.11 Letter of Intent (LOI) w.r.t. NAAC Processes as specified in Annexure-2: Scope of Works.
2.12 Tender Inviting Authority (TIA) means Director, NAAC, Bengaluru.
2.13 COTS means Commercially available Off-The-Shelf
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Definition of COTS:
It is a global solution (having customers in multiple countries), which is ready made & available
for license to be sold & implemented by multiple organizations. It should support each of the
following Operating Systems i.e. Microsoft Windows, UNIX & Linux. Commercially available
Off-The-Shelf (COTS) is software application listed in reputed analyst reports like Gartner and
IDC which is readily deployable with or without configuration to suit the customer’s specific
process requirements and does not involve developing the application from scratch. COTS
software shall be implementable or deployable and maintainable by more than one partner
other than the manufacturer or agency developed the COTS software. Proposed COTS
software solution shall also be available with complete transparency including operation
manuals, help documents and source code.
3. INVITATION TO BIDDERS
3.1 National Assessment and Accreditation Council (NAAC) invites bid from the eligible bidders
through e-procurement (only online mode) open Tender under Two Bid Systems (Technical Bid
& Financial Bid) for Design, Development, Deployment, hosting and Maintenance of Web-based
Software Solution for NAAC Processes including Data Migration. The Solution should be
implemented on a single platform to ensure data integrity, security & control, reporting,
compliance, scalability, Business intelligence and ease of use.
3.2 Objective of the RFT
Online Bids, valid for a period of 180 days from the date of opening of financial bids, are invited
from eligible bidders for selection of Software Solution Provider for Design, Development,
Deployment, hosting and Maintenance of Web-based Software Solution for NAAC Processes
including Migration of Data at NAAC. The scope of the project envisages which includes
Design, Development, Deployment, hosting and Maintenance of Web-based Software
Solution for NAAC Processes.
Re-design of NAAC website
Annual Operations & Maintenance (O&M) for 3 years
Training to NAAC’s designated personnel.
The O&M contract will be for THREE years post warranty period of the system. The selected
bidder will be bound by scope of work as provided in Annexure-2: Scope of Works of this tender.
3.3 Earnest Money Deposit (EMD):
Rs. 15 Lakhs (Rupees Fifteen Lakhs) only shall be submitted.
3.4 Tender Document Fee:
The Tender document fee is Rs. 5,000.00 (Rupee Five Thousand) only.
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3.5 The address and contact numbers for seeking clarifications regarding this RFT are given below:
Bids to be addressed to : The Director, NAAC : Jnana Bharathi Road, Nagarbhavi, Bengaluru -560072,
Name/designation of the contact personnel : Administrative Officer, NAAC
Telephone numbers of the contact personnel : +91-80-23005122
E-mail ids of contact personnel : [email protected],
Fax number : +91-80-23210268
3.6 The important dates of the RFT is as follows:-
Published on https://eprocure.gov.in/eprocure
05.08.2016
Bid Document download Date 05.08.2016 at 10:00 Hrs(IST)
Clarification Start Date 08.08.2016 at 10:00 Hrs(IST)
Clarification End Date 17.08.2016 at 18:00 Hrs(IST)
Pre-bid meeting Date 18.08.2016 at 11:00 Hrs(IST)
Bid Submission Start Date 31.08.2016 at 10:00 Hrs(IST)
Bid Submission End Date & Time 09.09.2016 at 14:00 Hrs(IST)
Technical Bid Opening Date & Time 09.09.2016 at 15:00 Hrs(IST)
Financial Bid Opening Date Shall be intimated after technical evaluation
Note: - a. All details, regarding the subject tender are available on the website www.naac.gov.in and
https://eprocure.gov.in/eprocure. Any change / modification in the tender enquiry will be
intimated through above websites only. Bidder are therefore, requested to visit these websites
regularly to keep themselves updated.
b. Manual bids will not be accepted.
c. For submission of E-bid, bidders are required to get themselves registered with
https://eprocure.gov.in website along with class II or III digital signature certificates issued by
CCS under IT Act – 2003. The detailed procedure is available in the website under the tab ‘Help
for Contractors’, ‘Information about DSC’, ‘Bidders manual kit’ etc.
d. The original DD towards the Tender Document Fee and Earnest Money Deposit (EMD) should
reach NAAC, Jnana Bharathi Road, Nagarbhavi, Bengaluru -560072, before the last date for
submission of bids failing which offer will be liable for rejection. Bidders shall attach scanned
copies of Earnest Money Deposit and Tender Fee documents while submitting bids online.
e. Any queries relating to the process of online bid submission or queries relating to CPP Portal are
available at https://eprocure.gov.in. Further, any clarifications, the bidders may contact
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on 24x7 Help Desk Number 0120-4200462, 0120-4001002 or Mobile No 91 8826246593 or
Mail to : [email protected].
3.7 This RFT is being issued with no financial commitment and the Buyer reserves the right to change or vary any part thereof at any stage. Buyer reserves the right to withdraw the RFT, should it become necessary at any stage.
3.8 Special Instructions to the Contractors/Bidders for the e-submission of the bids online through eProcurement Portal
a. Bidder should do Online Enrolment in this Portal using the option Click Here to Enroll
available in the Home Page. Then the Digital Signature enrollment has to be done with the
e-token, after logging into the portal. The e-token may be obtained from one of the
authorized Certifying Authorities such as eMudhraCA/ GNFC/ IDRBT/ MtnlTrustline/
SafeScrpt/TCS.
b. Bidder then logs into the portal giving user id / password chosen during enrollment.
c. The e-token that is registered should be used by the bidder and should not be misused by
others.
d. DSC once mapped to an account cannot be remapped to any other account. It can only be
Inactivated.
e. The Bidders can update well in advance, the documents such as certificates, purchase order
details etc., under My Documents option and these can be selected as per tender
requirements and then attached along with bid documents during bid submission. This will
ensure lesser upload of bid documents.
f. After downloading / getting the tender schedules, the Bidder should go through them
carefully and then submit the documents as per the tender document, otherwise, the bid
will be rejected.
g. The BOQ template must not be modified/replaced by the bidder and the same should be
uploaded after filling the relevant coulmns, else the bidder is liable to be rejected for that
tender. Bidders are allowed to enter the Bidder Name and Values only.
h. If there are any clarifications, this may be obtained online through the eProcurement Portal,
or through the contact details given in the tender document. Bidder should take into
account of the corrigendum published before submitting the bids online.
i. Bidder, in advance, should prepare the bid documents to be submitted as indicated in the
tender schedule and they should be in PDF/XLS/RAR/DWF formats. If there is more than
one document, they can be clubbed together.
j. Bidder should arrage for the EMD as specified in the tender. The original should be
posted/couriered/given in person to the Tender Inviting Authority, within the bid
submission date and time for the tender.
k. The bidder reads the terms and conditions and accepts the same to proceed further to
submit the bids
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l. The bidder has to submit the tender document(s) online well in advance before the
prescribed time to avoid any delay or problem during the bid submission process.
m. There is no limit on the size of the file uploaded at the server end. However, the upload is
decided on the Memory available at the Client System as well as the Network bandwidth
available at the client side at that point of time. In order to reduce the file size, bidders are
suggested to scan the documents in 75-100 DPI so that the clarity is maintained and also
the size of file also gets reduced. This will help in quick uploading even at very low
bandwidth speeds.
n. It is important to note that, the bidder has to Click on the Freeze Bid Button, to ensure
that he/she completes the Bid Submission Process. Bids Which are not Frozen are
considered as Incomplete/Invalid bids and are not considered for evaluation purposes.
o. In case of Offline payments, the details of the Earnest Money Deposit(EMD) document
submitted physically to the Department and the scanned copies furnished at the time of
bid submission online should be the same otherwise the Tender will be summarily rejected
p. The Tender Inviting Authority (TIA) will not be held responsible for any sort of delay or the
difficulties faced during the submission of bids online by the bidders due to local issues.
q. The bidder may submit the bid documents online mode only, through this portal. Offline
documents will not be handled through this system.
r. At the time of freezing the bid, the eProcurement system will give a successful bid updation
message after uploading all the bid documents submitted and then a bid summary will be
shown with the bid no, date & time of submission of the bid with all other relevant details.
The documents submitted by the bidders will be digitally signed using the e-token of the
bidder and then submitted.
s. After the bid submission, the bid summary has to be printed and kept as an
acknowledgement as a token of the submission of the bid. The bid summary will act as a
proof of bid submission for a tender floated and will also act as an entry point to participate
in the bid opening event.
t. Successful bid submission from the system means, the bids as uploaded by the bidder is
received and stored in the system. System does not certify for its correctness.
u. The bidder should see that the bid documents submitted should be free from virus and if
the documents could not be opened, due to virus, during tender opening, the bid is liable
to be rejected
v. The time that is displayed from the server clock at the top of the tender Portal, will be valid
for all actions of requesting bid submission, bid opening etc., in the e-Procurement portal.
The Time followed in this portal is as per Indian Standard Time (IST) which is GMT+5:30.
The bidders should adhere to this time during bid submission.
w. All the data being entered by the bidders would be encrypted at the client end, and the
software uses PKI encryption techniques to ensure the secrecy of the data. The data
entered will not be viewable by unauthorized persons during bid submission and not
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viewable by any one until the time of bid opening. Overall, the submitted bid documents
become readable only after the tender opening by the authorized individual.
x. During transamission of bid document, the confidentiality of the bids is maintained since
the data is transferred over secured Socket Layer (SSL) with 256 bit encryption technology.
Data encryption of sensitive fields is also done.
y. The bidders are requested to submit the bids through online eProcurement system to the
TIA well before the bid submission end date and time (as per Server System Clock).
4. INTRODUCTION
The NATIONAL ASSESSMENT AND ACCREDITATION COUNCIL (NAAC) is an autonomous body
established by the University Grants Commission (UGC) of India to assess and accredit institutions
of higher education in the country. It is an outcome of the recommendations of the National Policy
in Education (1986) which laid special emphasis on upholding the quality of higher education in
India. To address the issues of quality, the National Policy on Education and the Plan of Action (POA-
1992) advocated the establishment of an independent national accreditation body. Consequently,
the NAAC was established in 1994 with headquarter at Bengaluru.
The process of Assessment and Accreditation ( A&A) have sub-activities such as Letter of Intent
(LOI), Institutional Eligibility for Quality Assessment (IEQA), Self-Study Report (SSR), Formation of
Peer Team, Visit Schedule, Peer Team Report, Executive Committee’s (EC) approval for
Accreditation and post accreditation subsystems (Internal Quality Assurance Cell, Annual Quality
Assurance Report and Appeals processing) - Interactions with Internal Quality Assurance Cell at the
Institutions, Annual Quality Assurance Report and managing post accreditation grievances. In an
effort to automate the process of A&A, NAAC have deployed three online modules for processing
LOI, IEQA and SSR. It has developed Assessors database and Selection Module also. The data for
public view has been hosted on NAAC website which is being maintained by NIC. The rest of the
process of A&A and associated activities of NAAC are being carried out manually.
NAAC has been managing the accreditation process for all the HEIs spread across India. In order to
manage the operations, NAAC has created four zones such as North, South, East and West. Each of
these zones are being managed by the zonal coordinators.
At present there are about 650 universities and 35000 HEIs in India and in coming years this number
may likely to go beyond 1000 and 50,000 respectively. So far, NAAC have accredited around 250
universities and around 8000 HEIs. NAAC have been receiving more number of applications year on
year from the HEIs for accreditation. NAAC is expecting for accreditation of the remaining HEIs in
about next five years. In order to address this capacity and to overcome the existing manual
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processing of the applications, NAAC is planning to implement end to end ICT solutions for
automation of the processes.
Given these large numbers for accreditation, NAAC would like to develop comprehensive IT solution
to tackle the numbers efficiently in terms in time, quality and costs. Moreover, it would like to
improve uniformity in evaluation, reducing person dependencies etc would mean building of e-
assessors (machine learning based) and e-assessment systems as well. E-assessment systems would
easily be deployed for subsequent rounds of accreditations once AQAR, IQAC, and SSRs are online.
A centralized web solution has been envisioned to build a single platform based solution to address
complete process requirements of NAAC and make available comprehensive, accurate and real-time
data for decision making. It is expected that complete all day to day transactions and processes of
NAAC would be executed only through the system which should have an inbuilt mechanism to
ensure compliance to the NAAC working principles. NAAC is planning to implement end to end ICT
solutions for automation of the processes to provide a web solution for an improved information
system and a decision support system for the entire organization.
5. NAAC ORGANISATION AND FUNCTIONS
5.1 About NAAC
The NATIONAL ASSESSMENT AND ACCREDITATION COUNCIL (NAAC) is an autonomous body
established by the University Grants Commission (UGC) of India to assess and accredit institutions of
higher education in the country. It is an outcome of the recommendations of the National Policy on
Education (1986) which laid special emphasis on upholding the quality of higher education in India.
To address the issues of quality, the National Policy on Education (1986) and the Programme of
Action (POA-1992) advocated the establishment of an independent national accreditation body.
Consequently, the NAAC was established in 1994 with ICT headquarters at Bengaluru.
Governance Structure NAAC’s working is governed by the General Council (GC) and the Executive Committee (EC) on which
University Grants Commission (UGC), All India Council for Technical Education (AICTE), Ministry of
Human Resource Development (MHRD), Association of Indian Universities (AIU), Universities,
Colleges and other professional institutions are represented. Senior academics and educational
administrators are nominated as members on these two bodies.
There are five regions set up by NAAC for covering all the states pan India. These five regions are
being managed by respective regional coordinators of NAAC. The regions and the mapping of states
is as given in the table below:
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Table: Regions of NAAC
Region States Covered
South Andaman & Nicobar Islands, Andhra Pradesh, Karnataka, Kerala, Lakshadweep and Pondicherry, Tamilnadu and Telengana
North Chandigarh, Delhi, Haryana, Himachal Pradesh, Jammu & Kashmir, Punjab, Rajasthan, Uttar Pradesh and Uttarakhand
East Bihar, Chhattisgarh, Jharkhand, Odisha and West Bengal
North East
Arunachal Pradesh, Assam, Manipur, Meghalaya, Mizoram, Nagaland, Sikkim and Tripura
West Dadra & Nagar Haveli, Daman & Diu, Goa, Gujarat, Madhya Pradesh and Maharashtra
5.2 Functions of NAAC
The key functions of the NAAC are:
Publications of manuals and guidelines for institutions for obtaining NAAC accreditation.
Processing HEI’s applications for assessment & accreditation
Scrutinizing the applications
Formation of the Peer Team for visiting the institutions
Accreditation the institutions
Management of grievances of the institutions
Post Accreditation performance monitoring
Processing application for Re-accreditation
Conducting periodical workshops and trainings both for HEIs and Peer Team Members
5.3 Services Offered by NAAC
i. Assessment & Accreditation: Assessment and Accreditation is broadly used for understanding
the “Quality Status” of an institution. In the context of Higher Education, the accreditation status
indicates that the particular Higher Educational Institutions (HEI)–a College, a University, or any
other recognized Unit therein, meets the standards of quality as set by the Accreditation Agency,
in terms of ICT performance, related to the educational processes and outcomes, covering the
curriculum, teaching-learning, evaluation, faculty, research, infrastructure, learning resources,
organization, governance, financial well-being and student services.
NAAC has made significant strides in quality assurance in higher education. With the mandatory
accreditation regulations of UGC, NAAC is gearing to scale up assessment and accreditation of a
gamut of Higher Education Institutions (HEIs). This is really an uphill task. To undertake
assessment and accreditation of such huge numbers, NAAC has so far initiated the process
establishing Regional Centers and strengthening ICT human resources.
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On the use of Information Communication and Technology (ICT) front NAAC is planning to
deploy the latest technology and introduce end to end online processes starting from
submission of Letter of Intent (LOI) to Accreditation.
At present the initial processes of LoI and Institutional Eligibility for Quality Assessment (IEQA)
submission have already been made online with the help of NIC and a third party.
To make it more robust and user friendly application NAAC is planning to automate the complete
process of A&A.
ii. Training for the Peer Team: The NAAC seeks to make the process of assessment a holistic,
systematic, and transparent experience, based on data, which can contribute to institutional
improvement. It is an exercise based on mutual trust. Guided by this philosophy of NAAC, the
peer team has to carry out an objective assessment of the quality of education offered by the
Higher Education Institution (HEI). To facilitate the assessment process to be executed in a
holistic, systematic and professional manner, the NAAC has been conducting training
Programmes periodically to the Peer Team members.
iii. Post Accreditation Process: The Higher Education institutions which are accredited should
submit the Annual Quality Assurance Report (AQAR) yearly online as per the NAAC format.
The NAAC would be reviewing the AQAR reports as per the guidelines and providing the
feedback to HEIs for improvement.
iv. Continuous improvement: In pursuance of its Action Plan for performance evaluation,
assessment and accreditation and quality up-gradation of institutions of higher education, the
NAAC Bengaluru proposes that every accredited institution should establish an Internal Quality
Assurance Cell (IQAC) as a post-accreditation quality sustenance measure. Since quality
enhancement is a continual process, the IQAC will become a part of the institution’s system and
work towards realization of the goals of quality enhancement and sustenance. The prime task
of the IQAC is to develop a system for conscious, consistent and catalytic improvement in the
overall performance of institutions. For this, during the post-accreditation period, it will
channelize all efforts and measures of the institution towards promoting its holistic academic
excellence.
5.4 Present applications in use.
At present NAAC has been using the software applications for processing A&A applications
covering initial stages i.e. LOI, IEQA and SSR only. The HEIs have been using these modules for
submission of LOI, IEQA and SSR. The web based software applications are hosted at NAAC,
Bengaluru and being maintained by NIC & a third party.
5.5 Objectives of this Tender Work
The following objectives are envisaged for the project:
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a. To automate all the process of NAAC end to end which will have following capabilities:
Instant access to information related to A&A application status, Peer Team visiting
schedules, Peer Team reports, database of HEIs, payment details, etc. through internet
and also on SMS.
Instant tracking of LOI, IEQA, SRS, RAR, AQAR documents.
Facilitate timely management of Appeal or grievances.
Obtaining on-line real time information about A&A.
Effective monitoring of A&A applications and the related information.
Building Peer Team database and update the same from time to time.
Effective Capacity Management
Monitoring validity of the NAAC Certification.
Alerting about the timelines of accreditation and re-accreditation.
Building e-Assessors and e-Assessment & accreditation system for advisory and for 2nd &
subsequent rounds of accreditations.
b. To build MIS for effective management through a Decision Support system by collecting, collating and storing information on real time basis.
c. Re-design of NAAC website.
d. To Provision in the system to accept legacy/old data (digital form) available with NAAC such as SSR DB, Assessors (PT) Reports & Results DB to new system for building MIS.
e. To provide scalable support to the assessors on 24X7 basis and training to assessor, intelligent machine learning based e-Assistant could be useful though not mandatory (can be quoted separately). e-Assistant is a conversational system (Bot based).
f. To provide application maintenance support services and DB Administration for a period of
three years.
6. NAAC CURRENT BUSINESS PROCESSES
The process of NAAC assessment and accreditation broadly consists of:
Preparation of Self-study Report (SSR), and uploading on the institution website prior
to submission of LOI.
On-line submission of the Letter of Intent (LOI).
On-line submission of Institutional Eligibility for Quality Assessment (IEQA) for
applicable institutions.
Submission of Hard Copies of SSR
Peer team visit to the institution.
Final decision by NAAC.
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Procedure along with timelines for A&A is given below:
a. The Higher Education Institutions (HEIs) to submit the Letter of Intent (LOI) only after uploading
the Self-study Report (SSR) on the institutional website.
b. LOI will be processed by NAAC and the decision in this regard shall be communicated within 15
days. The institutions will submit the registration fee (demand draft) so as to reach NAAC within
10 days of submission of LOI.
c. The Institutional Eligibility for Quality Assessment (IEQA) to be submitted within the one week
of acceptance of LOI.
d. The institution will submit the SSR within two weeks of acceptance of LOI / IEQA.
e. NAAC will decide on the dates of visit and constitute the teams to visit the institutions within
three weeks of receipt of SSR.
f. The visit should ordinarily be completed within one month.
In case the NAAC finds a deficiency in the LOI, the same will be rejected and the institutions will
have to resubmit the LOI along with the registration charges again. The fee already submitted will
not be returned by NAAC.
Re-assessment:
Institutions, which would like to make an improvement in the accredited status, may volunteer for
Re-assessment, after completing at least one year but not after the completion of three years.
The manual to be followed for re-assessment is the same as that for the Assessment and
Accreditation. However, the institution shall make specific responses based on the
recommendations made by the peer team in the first assessment and accreditation report, as well
as the specific quality improvements made by the institution. The fee structure would be the same
as that for Assessment and Accreditation.
Cycles of Accreditation:
An institution undergoes the accreditation process for the first time, it is referred to as Cycle 1 and
the consecutive five year periods as Cycles 2, 3, etc.
For Cycle 1, please refer ‘Fig-1: Assessment & Accreditation Process’
For Cycles 2, 3, etc. the following are essential:
IQAC to be functional.
Timely submission of AQARs annually.
Institutions to submit LOI, six months before the expiry of the accreditation status.
Other steps remain the same as first cycle.
The details of each of the processes of Assessment & Accreditation (A&A) are given below:
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Start
(Step-1): HEI Registration
(Step-4): Does HEI falls under Autonomous,
CPE & Universities/PC(Medical, Dental, etc.)?
(Step-6): Submission of SSR (PD-003)
(Step-7): Constitution of Peer Team, Onsite Visit &
Submission of PT Report (PD-004)
(Step-8): EC Meeting & It’s decision
(Step-9): Communication of EC’s decision to HEI
about Accreditation Status
Yes
(Step-10): Issue of Certificate
End
(Step-5):Submission of IEQA
(PD-002)
No
Assessment & Accreditation Process: Main Process Diagram (MPD)
(Step-3): Submission of LoI (PD-001)
Whether HEI is meeting
eligibility criteria?
No
(Step-11): Creating repository of Certificates at
NAAC
Any Appeal from HEI?
Go To Appeal Process (PD-005)
Yes
NAAC Activities
HEI Activities
(Step-2): Filling of SSR Details and download the
same to host on HEIs website
Is HEI Accredited?
No
Yes
Yes
No
No
Whether HEI is applying for (A&A/Cycle1) or
(Cycle 2 Onwards/RAR & Re-assessment)?
A&A/Cycle1
A
Cycle 2 Onwards/
RAR
& Re-assessment
Fig-1: Assessment and Accreditation Process
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A
(Step-6): Submission of SSR (PD-003)
(Step-7): Constitution of Peer Team, Onsite Visit &
Submission of PT Report (PD-004)
(Step-8): EC Meeting & It’s decision
(Step-9): Communication of EC’s decision to HEI
about Accreditation Status
Yes
(Step-10): Issue of Certificate
End
Assessment & Accreditation Process: Cycle 2 Onwards/RAR & Re-assessment
(Step-3): Submission of LoI (PD-001)
(Step-11): Creating repository of Certificates at
NAAC
Any Appeal from HEI?
Go To Appeal Process (PD-005)
Yes
NAAC Activities
HEI Activities
(Step-2): Filling of SSR Details and download the
same to host on HEIs website
Is HEI Accredited?
No
Yes
No
No
Fig-1 (a): Cycle 2 Onwards/RAR & Re-assessment
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7. SCOPE OF WORKS
The success of the Assessment & Accreditation (A&A) will largely depend on how good are
implementations which reduce subjectivity in every selection process and in every assessment
process of NAAC, improve integrity of the information & system, and how well they provide
environment of learning processes and systems (configurable, parameter driven, benchmark
comparisons, machine intelligence). The SSR, Assessors Selection, AQAR & E-Assessment (machine
learning based), and Intelligent and scalable training systems are the key modules of the A&A
system. The bidder is encouraged to study the existing systems (or systems under trial runs) to
understand the complexity or simplicity of the systems. It is a national project and would be pride
of the country. It is expected from the bidder to provide quotation for comprehensive and
intelligent system yet competitive in pricing. Other module such as Document Management
System, could be simple popular ones satisfying the listed requirements including open source one
used by NIC, remaining are simple IT implementations.
Going forward serving large number of universities & colleges, bidders will be encouraged to use
tools such as chatbot (optional) in addition to the basic chat i.e. English language to address the
issues/queries effectively.
7.1 The successful bidder shall provide a suitable software solution which includes:
Design, Development, Deployment, Hosting and Maintenance of Web-based Software
Solution for Process Automation.
Migration of existing basic Data.
Re-design of NAAC website.
Training to NAAC’s designated personnel.
User Acceptance Testing & Declaring Go-live.
Annual Operations & Maintenance.
7.2 The successful bidder shall provide Operations & Maintenance support for the implemented
Software solution for a period of THREE YEAR from the date of declaring go-live. The successful
bidder shall have binding with the Scope of works as covered in Annexure – 2: Scope of Works
of this tender.
8. DELIVERABLES & MILESTONES
8.1 Successful Bidder is expected to follow the schedule as mentioned in Annexure - 2, Clause 17.9.
8.2 Each of the deliverables should be accompanied with a presentation on the deliverable by the
Successful Bidder. The submission of deliverable will be deemed complete after the submission
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of the hard copy, soft copy of the deliverable and presentation by the bidder. The “Date of
Submission” is the date by which the deliverable shall be submitted to the NAAC.
9. PRE-BID MEETING
9.1 A prospective Bidder requiring any clarification on the tender document may submit the queries
at the Purchaser's email address as per schedule indicated in Clause 3.6. The queries must be
submitted in the following format in MS Word / MS Excel format:
BIDDER’s REQUEST FOR CLARIFICATION
Name and Address of the Organization submitting request
Name and Position of Person submitting request
Contact Details of the Organization / Authorized Representative
Tel:
Fax:
E-mail:
Sl. No.
RFT Reference(s) (Section, Page)
Content of RFT requiring clarification
Points of clarification required
9.2 NAAC shall hold a Pre-Bid meeting with the prospective bidders as per schedule provided in
Clause 3.6 of this tender. Queries received from the bidders as per the schedule in Clause 3.6
shall be addressed. No queries would be addressed post Pre-Bid meeting.
9.3 The purpose of the Pre-Bid meeting is to provide bidders with the information regarding the
tender and the proposed solution requirements in reference to the tender.
9.4 At any time prior to the last date for receipt of bids, the Purchaser, may, for any reason, whether
at its own initiative or in response to a clarification requested by a prospective Bidder, modify
the RFT Document by corrigendum. It shall not be mandatory for the Purchaser to disclose the
reasons for this change.
9.5 The corrigendum will be notified through website www.naac.gov.in and https://eprocure.gov.in/eprocure and would be binding on all Bidders.
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10. BID SUBMISSION
10.1 Online Bid Submission
10.1.1 The Online bids (complete in all respects) must be uploaded on https://eprocure.gov.in/eprocure latest by 14:00 Hrs on 09.09.2016.
10.1.2 The Online bids should be submitted as under:
a. Bank Drafts towards TENDER FEE and EMD in one cover sealed and superscripted “EMD and
Tender Fee - NAAC tender for Implementation of Software Solution for NAAC Processes”. A
letter specifying the draft details should be submitted physically. However the scanned copy
of Bank drafts towards Tender Fee and EMD must be uploaded (PDF format) electronically on
https://eprocure.gov.in/eprocure .
b. The PDF file, containing the following information, should be titled as “Eligibility Criteria –
NAAC tender for Implementation of Software Solution for NAAC Processes”
• Compliance sheet as per Annexure-7 and the supporting documents.
• All the documents asked for eligibility criteria
• Formats for Pre-Qualification provided in Annexure 8 – 12
c. The PDF file, containing the following information, should be titled as “Technical Bid- NAAC
tender for Implementation of Software Solution for NAAC Processes”
• Technical formats as per Annexure 13 – 20
This PDF file not containing the above required documents or containing the financial bid in explicit/implicit form will lead to rejection of the bid.
10.2 The XLS file titled as ‘Financial Bid- NAAC tender for Implementation of Software Solution for
NAAC Processes” and should contain the Financial Bid as per Annexure 21 – 23 {Annexure-21,
Annexure- 22(Detailed Financial) and Annexure-23(Abridged Financial) bids must be separate
envelope duly sealed and superscripting the names of enclosures. These entire three envelopes
must be kept in covering envelope duly sealed.
10.3 Earnest Money Deposit
10.3.1 Earnest Money Deposit (EMD) of Rs 15,00,000/- (Rupees Fifteen Lakhs only) has to be submitted. The EMD is to be submitted in the form of Demand Draft (DD) of any commercial bank (drawn in favour of Director, NAAC Bengaluru) physically before 14:00 Hrs on 09.09.2016. Otherwise bids will be rejected.
10.3.2 The scanned copy of DD towards EMD must be uploaded (PDF format) electronically on https://eprocure.gov.in/eprocure.
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10.3.3 In the case of Bidder whose tender bid is accepted for Implementation of Software
Solution for NAAC Processes, EMD of that bidder will be returned and they shall be
required to give Performance Security Deposit as mentioned in the Annexure 26:
Proforma for Performance Security Deposit for contract performance” along with
acceptance of contract as per the clause 12.4.
10.4 All the bid documents should be digitally signed by the authorized signatory or legal officer of
company. In case the bid is signed by other than legal officer of company, the bidder should
enclose Board Resolution of the company for the officer, who signed the bid.
10.5 The Bids prepared by the Bidder and all correspondence and documents relating to the bids
exchanged by the Bidder and the Purchaser, shall be written in English language, provided that
any printed literature furnished by the Bidder may be written in another language so long the
same is accompanied by an English translation in which case, for purposes of interpretation of
the bid, the English translation shall govern. All documents submitted by bidder should be
legible.
10.6 All pages of the bid being submitted must be sequentially numbered by the bidder.
10.7 NAAC will not be responsible for any delay on the part of the bidder in obtaining the terms and conditions of the tender notice or submission of the online bids.
10.8 The bids submitted by telex/ telegram/ fax/ E-mail / manually etc. shall not be considered. No correspondence will be entertained on this matter.
10.9 In case, the day of bid submission is declared Holiday by Govt. of India, the next working day will be treated as day for submission of bids. There will be no change in the timings
10.10 The rates are to be quoted in strict compliance to the financial bid otherwise the bid is liable to be rejected.
10.11 Percentage (%) of taxes etc. if any, to be claimed shall be indicated in the Price bid, otherwise it will be presumed that rates are inclusive of all taxes and no plea would be accepted in this regard after opening of the tenders and during the validity of the contract.
10.12 The basic prices in Indian rupees should be quoted separately for each set of items given in Annexure-22: Break up of cost components.
10.13 The rates are to be quoted by the bidders in Indian Currency and payment shall be made to successful bidders in Indian currency only.
10.14 Conditional tenders shall not be accepted on any ground and shall be rejected straightway. If any clarification is required, the same should be obtained before submission of the bids during the pre-bid meeting.
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10.15 The limitation of liability on any default of bidders will not be more than the purchase order value of this tender.
10.16 Online bids (complete in all respect) received along with Demand Draft of tender fee & EMD (Physically) will be opened at 15:00 Hrs on 09.09.2016 in presence of bidders representative if available. Bid received without tender fee & EMD will be rejected.
10.17 Rejection Criteria
Bids in following forms will be outrightly rejected:
a. Bids NOT submitted as per the specified format and nomenclature.
b. Ambiguous bids.
c. The offers submitted by telegram/ fax/ E-mail/ manually etc. shall NOT be considered.
No correspondence will be entertained on this matter.
d. Bids which do not qualify pre-qualification criteria.
e. Bids not qualifying in technical evaluation.
f. Bids not quoted as per the format given by NAAC.
g. Any bid delivered after the submission deadline.
h. Any bid not in the standard format of this Tender.
11. BID EVALUATION
11.1 Eligibility criteria
11.1.1 The NAAC will open the Pre-Qualification and Technical Bids in the presence of the
representatives of the Bidders who choose to attend, at the time, date and place, as
mentioned in Clause 3.6 of this tender.
11.1.2 The technical bid will be evaluated only for the Bidders qualifying the pre-qualification
conditions provided in Annexure-7: Eligibility Criteria. Bidder must fulfil the Pre-
Qualification criteria and must individually provide the Pre-Qualification documents as
documentary evidence.
11.1.3 NAAC at any time can ask for clarification on the information already received from the
Bidders. Bidder needs to furnish the same in stipulated time. Under no circumstance,
bidder will be allowed to submit any missing information.
11.2 Technical evaluation
11.2.1 A duly constituted Technical Evaluation Committee (TEC) will first select Bidders on the
basis of eligibility criteria of this tender. The Bids conforming to the eligibility criterion will
be considered for further technical evaluation.
11.2.2 Bidders shall respond to the requirements as explained in Annexure 13 - 20: Technical
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Formats, for their evaluation. Also, Bidder shall refer and respond to ALL Technical &
Functional requirements in Annexure-14: Technical & Functional Compliance as
mentioned in the tender document.
11.2.3 All the eligible bidders will be required to make the presentations to TEC to supplement
their bids which includes the following:
Showcase overall solution proposed
Methodology and its integration with work plan
Demonstration of product/solution
Understanding of Requirements
Operations & Maintenance Support Plan
Challenges & Mitigation Plan
Project Work Plan which includes Timelines, Resources assignment, Dependencies
& Milestones
NAAC will schedule the presentations and the time and location will be communicated to
the bidders. Failure of a bidder to complete a schedule presentations to the NAAC may
result in rejection of the proposal.
11.2.4 Technical bid of the bidder shall be opened and evaluated for acceptability of Technical
requirements, deviations and technical suitability.
11.2.5 TEC will review the technical bid for determining the eligibility of the Bidder for the Project
and to ascertain Compliance of the Technical bids with the Tender terms and conditions,
technical requirements and scope of work as defined in this tender.
11.2.6 Bidder can be asked to submit additional information for clarification with regards to
technical bid. In case of no response by the Bidder to any of the requirements with regard
to the contents of the Technical Bid, the bid shall be summarily rejected.
11.2.7 TEC will assess the bidder’s responses against each Technical & Functional Requirements
and TEC will give score to the bidder based on the compliance as given below and this
score will be final.
Assessment by NAAC Score
‘F’ – Full Compliance 5
‘P’ – Partial Compliance 3
‘N’ – No Compliance 0
11.2.8 In case, bidder for any requirement (Technical & Functional) in Annexure-14: Technical &
Functional Compliance has responded as ‘Yes’ and is not demonstrated or explained by
the bidder to satisfy TEC, then corresponding response would be changes to ‘P’ or ‘N’ by
the TEC before calculating score.
11.2.9 Bidder has to score minimum 80% in Technical and Functional requirements to qualify for
financial bid evaluation.
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11.3 Financial evaluation
a. The Financial Bids of only technically qualified bidders will be opened electronically in the
presence of their representatives on a specified date and time duly notified. The financial bids
will then be passed on to a duly constituted Financial Evaluation Committee (FEC) for
evaluation.
b. There will be NO NEGOTIATION regarding the financial bid.
c. Bidder who quotes lowest will be selected as per the lowest Gross Total Value (GTV),
designated as L1, quoted in Annexure-23: Gross Total Value (GTV) for signing of the contract.
d. In the event the L1 bidder does not accept the contract, EMD of the bidder will be forfeited,
bidder may be blacklisted & debarred from participating in future Tenders of NAAC and
tender will be processed as per rules.
e. No enquiry shall be made by the bidder(s) during the course of evaluation of the tender, after
opening of bid, till final decision is conveyed to the successful bidder(s). However, the
Committee/its authorized representative and office of NAAC can make any enquiry/seek
clarification from the bidders, which the bidders must furnish within the stipulated time else
bid of such defaulting bidders will be rejected.
f. The financial bids shall be evaluated by the Purchaser for completeness and accuracy.
Arithmetical errors will be rectified on the following basis. If there is a discrepancy between
the unit price and the total price that is obtained by multiplying the unit price and quantity,
the unit price shall prevail and the total price shall be corrected. If there is a discrepancy
between words and figures, the amount in words will prevail.
12. AWARD OF CONTRACT
12.1 NAAC will notify the successful Bidder in writing that its bid has been accepted. The Bidder
shall provide his acceptance within 3 working days of such notification.
12.2 The notification of award will constitute the confirmation of the Contract
12.3 Upon the successful Bidder's furnishing of performance security deposit, the Purchaser may
notify each unsuccessful Bidder and will discharge their EMD as per clause 14.1 of the tender.
12.4 Within 10 working days of the receipt of notification of award from the Purchaser, the
successful Bidder shall furnish the performance security deposit of amount equivalent to 10%
of the contract value in form of Bank Guarantee (BG) of any commercial bank drawn in the
favour of Director, NAAC Bengaluru, valid for contract period. Format for performance security
deposit is provided in Annexure-26: Proforma for Performance Security Deposit for Contract
Performance.
12.5 Failure of the successful Bidder to comply with the requirement of above clause shall result in
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forfeiture of EMD, the bidder may be blacklisted & debarred from participating in future
Tenders of NAAC and the tender will be processed as per rules.
12.6 The successful Bidder shall sign the contract within 5 working days of submission of
Performance Security Deposit.
13. PAYMENT SCHEDULE
13.1 Purchaser shall make payments to the Bidder at the times and in the manner set out in the
Payment schedule as specified in Annexure - 3: Payment Schedule. Purchaser will make all
efforts to make payments to the Bidder within 30 days of receipt of invoice(s) and all
necessary supporting documents.
13.2 All payments agreed to be made by Purchaser to the Bidder in accordance with the Bid shall
be inclusive of all statutory levies, duties, taxes and other charges whenever levied/applicable,
if any, and Purchaser shall not be liable to pay any such levies/ other charges under or in
relation to this Contract.
13.3 In the event of Purchaser noticing at any time that any amount has been disbursed wrongly to
the Bidder or any other amount is due from the Bidder to the Purchaser, the Purchaser may
without prejudice to its rights recover such amounts by other means after notifying the Bidder
or deduct such amount from any payment falling due to the Bidder. The details of such
recovery, if any, will be intimated to the Bidder. The Bidder shall receive the payment of
undisputed amount under subsequent invoice for any amount that has been omitted in
previous invoice by mistake on the part of the Purchaser or the Bidder.
13.4 All payments to the Bidder shall be subject to the deductions of tax at source under Income
Tax Act, and other taxes and deductions as provided for under any law, rule or regulation. All
costs, damages or expenses which Purchaser may have paid or incurred, for which under the
provisions of the Contract, the Bidder is liable, the same shall be deducted by Purchaser from
any dues to the Bidder. All payments to the Bidder shall be made after making necessary
deductions as per terms of the Contract and recoveries towards facilities, if any, provided by
the Purchaser to the Bidder on chargeable basis
13.5 All payments to the successful bidder will be made through RTGS/NEFT only.
14. TERMS AND CONDITIONS
14.1 Refund of EMD & Performance Security Deposit
The Earnest Money Deposit (EMD) will be refunded as follows.
a. In the case of unsuccessful bidder, the Earnest Money Deposit (EMD) will be refunded without
any interest after placing Work Order to the successful bidder.
b. In case of selected bidder whose tender bid is accepted for the implementation, EMD will be
refunded on receipt of Performance Security Deposit, as mentioned in the Clause 12.4.
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Performance Security Deposit shall be in the form of Bank Guarantee (BG) drawn in the
favour of Director, NAAC Bengaluru valid for Term of Contract as specified in Annexure-5 and
shall be renewed by the bidder till contract lasts. No interest will be payable for the
Performance Security Deposit.
c. On completion of the Implementation of Software Solution for NAAC Processes project, the
Performance Security Deposit without any interest shall be released after ascertaining that
satisfactory support has been provided during the execution period. In case, it is found
that appropriate satisfactory support has not been provided by the Successful Bidder,
NAAC will ensure that the prescribed penalty for the default in service has been realized or
shall be recovered from the successful Bidder out of already due payments.
14.2 Transition Management
a. Post the contract period, the successful bidder is expected to provide a smooth handover of
all the knowledge material and assets to NAAC.
b. Post the contract period, if a new agency is selected by NAAC for the next contract, the
successful bidder is expected to provide adequate knowledge transfer and training to the new
agency for a period of three months. The knowledge transfer/training should necessarily cover
details on i) NAAC Software Application, ii) nature and type of queries arriving at the helpdesk,
iii) FAQ’s, manuals, documentation and other reference material prepared for issue resolution
and any other.
14.3 Intellectual Property Rights
a. NAAC shall own and have a right in perpetuity to use all Intellectual Property Rights which have
arisen out of or in connection with the implementation of this Contract, including all
processes, products, software, specifications, reports, drawings and other documents
which have been developed by the agency during the performance of Services and for the
purposes of inter-alia use or sub-license of such Services under this Contract. The agency
undertakes to disclose all Intellectual Property Rights arising out of or in connection with
the performance of the Services to NAAC and execute all such agreements/documents and
file all relevant applications, effect transfers and obtain all permits and approvals that may
be necessary in this regard to effectively transfer and conserve the Intellectual Property
Rights of NAAC.
b. The bidder shall ensure that while it uses any software, hardware, processes or material in
the course of performing the Services, it does not infringe the Intellectual Property Rights
of any person and the bidder shall keep N A A C indemnified against all costs, expenses
and liabilities howsoever, arising out of any illegal or unauthorized use (piracy) or in
connection with any claim or proceedings relating to any breach or violation of any
permission/license terms or infringement of any Intellectual Property Rights by the bidder
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during the course of performance of the contract.
14.4 Liquidated Damages
a. The Bidder shall execute the implementation with due diligence and expedition, keeping to
the approved time schedule. Should bidder refuse or neglect to comply with any
reasonable orders given in writing by NAAC in connection with the work or contravene the
provision of the Contract or the progress of work lags persistently behind the time schedule
due to bidder’s neglect, the Purchaser shall be at liberty to give seven days’ notice in
writing to the Bidder require to make good the neglect or contravention complained of and
should the Bidder fail to comply with the requisitions made in the notice within seven
days from the receipt thereof, it shall be lawful for the purchaser to take the work wholly
or in part out of the Bidder's hands without any further reference and get the work or any
part thereof, as the case may be, completed by other agencies without prejudice to any
other right or remedy of the Purchaser.
b. If the Bidder fails to deliver all the Milestones (described in Annexure-2: Scope of Works),
within the time period(s) specified in the Contract, the Purchaser without prejudice to its
other rights and remedies under the Contract, deduct from the Contract price, as liquidated
damages, a sum equivalent to 0.5% per week or part thereof of Contract value.
c. The deduction shall not in any case exceed 10% of the contract value.
d. The Purchaser may without prejudice to its right to effect recovery by any other method,
deduct the amount of liquidated damages from any money belonging to the Bidder in its
hands (which includes the Purchaser’s right to claim such amount against the Bidder’s Bank
Guarantee) or which may become due to the Bidder. Any such recovery or liquidated
damages shall not in any way relieve the Bidder from any of its obligations to complete the
Work or from any other obligations and liabilities under the Contract.
e. Delay not attributable to the Bidder will be considered for exclusion for the purpose of
computing liquidated damages.
f. Whenever the Bidder is unable to complete the work and contract is cancelled, the
performance security deposit shall be forfeited and the balance work shall be got done
independently at the cost & risk of the failed Bidder. The failed Bidder shall be debarred
from participating in the Tender for executing the balance work.
g. The work shall be treated as completed when the Acceptance Certificate (AC) have been
issued for the work under consideration.
14.5 Information Security
a. The bidder shall not carry and/or transmit any material, information, application details,
equipment or any other goods/material in physical or electronic form, which are proprietary
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to or owned by NAAC, out of NAAC premises without prior written permission from NAAC.
b. Bidder acknowledges that NAAC’s business data and other NAAC proprietary information or
materials, whether developed by NAAC or being used by NAAC pursuant to a license
agreement with a third party (the foregoing collectively referred to herein as “proprietary
information”) are confidential and proprietary to NAAC; and bidder agrees to use reasonable
care to safeguard the proprietary information and to prevent the unauthorized use or
disclosure thereof, which care shall not be less than that used by bidder to protect its own
proprietary information. Bidder recognizes that the goodwill of NAAC depends, among
other things, upon bidder keeping such proprietary information confidential and that
unauthorized disclosure of the same by bidder could damage NAAC and that by reason
of bidder’s duties hereunder. Bidder may come into possession of such proprietary
information, even though Bidder does not take any direct part in or furnish the services
performed for the creation of said proprietary information and shall limit access thereto to
employees with a need to such access to perform the services required by this agreement.
Bidder shall use such information only for the purpose of performing the said services.
c. Bidder shall, upon termination of this agreement for any reason, or upon demand by
NAAC, whichever is earliest, return any and all information provided to Bidder by NAAC,
including any copies or reproductions, both hardcopy and electronic.
14.6 Conflict of Interest
The selected bidder shall disclose to NAAC in writing that;
Bidder have no involvement with NAAC, directly or indirectly through my close relatives,
in the past or at present, as either an employee or a member of any official bodies, or
even a consultant.
All actual and potential conflicts of interest that exist, arise or may arise (either for the
Vendor or the Bidder’s team) in the course of performing the Service(s) as soon as
practical after it becomes aware of that conflict.
14.7 Ownership and Retention of Documents
a. NAAC shall own the Documents, prepared by or for the Bidder arising out of or in
connection with this Contract.
b. Forthwith upon expiry or earlier termination of this Contract and at any other time on
demand by NAAC, the Bidder shall deliver to NAAC all documents provided by or originating
from NAAC and all documents produced by or from or for the Bidder in the course of
performing the Services, unless otherwise directed in writing by NAAC at no additional
cost. The Bidder shall not, without the prior written consent of NAAC store, copy, distribute
or retain any such Documents.
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14.8 Confidentiality
a. The Bidder shall not use Confidential Information, the name or the logo of NAAC except for
the purposes of providing the Service as specified under this contract;
b. The Bidder may only disclose Confidential Information in the following circumstances:
i. with the prior written consent of NAAC;
ii. to a member of the Bidder’s Team (“Authorized Person”) if:
the Authorized Person needs the Confidential Information for the performance of obligations
under this contract.
the Authorized Person is aware of the confidentiality of the Confidential Information
and is obliged to use it only for the performance of obligations under this contract.
c. The Bidder shall do everything reasonably possible to preserve the confidentiality of the
Confidential Information to the satisfaction of NAAC.
d. The Bidder shall notify NAAC promptly if it is aware of any disclosure of the Confidential
Information otherwise than as permitted by this Contract or with the authority of NAAC.
e. The Bidder shall be liable to fully recompense NAAC for any loss of revenue arising from
breach of confidentiality. NAAC reserves the right to adopt legal proceedings, civil or
criminal, against the Bidder in relation to a dispute arising out of breach of obligation by the
Bidder under this clause.
14.9 Indemnity
a. The selected vendor shall indemnify NAAC against all third party claims of infringement of
patent, trademark/copyright or industrial design rights arising from the use of the supplied
items and related services or any part thereof.
b. NAAC stands indemnified from any claims that the Bidder’s manpower may opt to have
towards the discharge of their duties in the fulfilment of the contract.
c. NAAC also stands indemnified from any compensation arising out of accidental loss of life or
injury sustained by the Bidder’s manpower while discharging their duty towards fulfilment of
the contract.
14.10 Force majeure
a. If at any time, during the continuance of the contract, the performance in whole or in part by
either party of any obligation under the contract is prevented or delayed by reasons of any
war, hostility, acts of public enemy, civil commotion, sabotage, fires, floods, explosions,
epidemics quarantine restrictions, strikes, lockouts or acts of God (hereinafter referred to as
"events"), provided notice of happenings of any such event is duly endorsed by the
appropriate authorities/chamber of commerce in the country of the party giving notice, is
RFT for Implementation of Software Solution for NAAC Processes P a g e 30 | 141
given by party seeking concession to the other as soon as practicable, but within 21 days from
the date of occurrence and termination thereof and satisfies the party adequately of the
measures taken by it, neither party shall, by reason of such event, be entitled to terminate
the contract, nor shall either party have any claim for damages against the other in respect
of such non-performance or delay in performance, and deliveries under the contract shall be
resumed as soon as practicable after such event has come to an end or ceased to exist and
the decision of the purchaser as to whether the deliveries have so resumed or not, shall be
final and conclusive, provided further, that if the performance in whole or in part or any
obligation under the contract is prevented or delayed by reason of any such event for a period
exceeding 60 days, the purchaser may at his option, terminate the contract.
14.11 Termination for default
a. Default is said to have occurred
If the bidder fails to deliver any or all of the services within the time period(s) specified
in the purchase order or any extension thereof granted by NAAC.
If the bidder fails to perform any other obligation(s) under the contract.
b. If the bidder, in either of the above circumstances, does not take remedial steps within a
period of 30 days after receipt of the default notice from NAAC (or takes longer period
inspite of what NAAC may authorize in writing), NAAC may terminate the contract in whole or
in part. In addition to above, NAAC may at its discretion also take the following actions:
NAAC may procure, upon such terms and in such manner, as it deems appropriate,
services similar to the undelivered services and the defaulting bidder shall be liable
to compensate NAAC for any extra expenditure involved towards goods and services
to complete the scope of work in totality or 10% of the total value of contract as
cancellation charges whichever is higher.
c. NAAC may at any time terminate the contract by giving one month written notice to the
bidder, without any compensation to the bidder, if the bidder becomes bankrupt or
otherwise insolvent
14.12 Arbitration
a. In case any dispute or difference arises out of or in connection with or the carrying out of
works (whether during the progress of the works or after their completion & whether
before or after the termination, abandonments or breach of contact) except as any of the
accepted matters, provided hereunder, the parties hereto, shall first endeavour to settle
such disputes of differences amicably.
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b. If both the parties fail to reach such amicable settlement, then either party (The Purchaser or
Contractor) may (within 20 days of such failure) give a written notice to the other party
requiring that all matter in dispute or difference be arbitrated upon. Such written notice
shall specify the matters which are in difference or differences of which such written
notice has been given and no other shall be reoffered to the arbitration of a single
arbitrator, to be appointed by both the parties or in case of disagreement as to the
appointment of a single arbitrator, to that of two arbitrators, one to be appointed by each
party or in case of said arbitrators not agreeing then, to the umpire to be appointed by the
arbitrators in writing before entering upon the references. Provisions of Indian Arbitration &
Conciliations Act, 1996 or any statutory modification or re-enactment thereof and rules
framed there under from time to time shall apply to such arbitration.
c. Venue of arbitration shall be Bengaluru.
d. The arbitrators or arbitrators appointed under this Article shall have the power to extend
the time to make the award with the consent of parties.
e. Pending reference to arbitration, the parties shall make all endeavours to complete the
work in all respect. Disputes, if any, will finally be settled in the arbitration.
f. Upon every or any such references to the arbitration, as provided herein the cost of and
incidental to the reference and Award respectively shall at the discretion of the arbitrator, or
the umpire, as case may be.
g. The award of arbitrator or arbitrators, as the case may be, Shall be final and binding on the
parties. It is agreed that the Contractor shall not delay the carrying out of the works by reason
of any such matter, question or dispute being referred to arbitration, but shall proceed
with the works with all due diligence. The Purchaser and the Contractor hereby also agree
that arbitration under this clause shall be the condition precedent to any right of action under
the contract except for as provided for in the Tender.
14.13 Applicable law
a. The bidder shall be governed by the laws and procedures established by Govt. of India, within
the framework of applicable legislation and enactment made from time to time concerning
such commercial dealings/processing.
b. All disputes in this connection shall be settled in Bengaluru jurisdiction only.
c. NAAC reserves the right to cancel this tender or modify the requirement without assigning any
reasons. NAAC will not be under obligation to give clarifications for doing the aforementioned.
d. NAAC reserves the right that the work can be allocated to any other bidder in case
Assigned bidder fails to perform the task with in the stipulated time frame.
e. NAAC also reserves the right to modify/relax any of the terms & conditions of the tender.
f. NAAC, without assigning any further reason can reject any tender(s), in which any
prescribed condition(s) is/are found incomplete in any respect.
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g. NAAC also reserves the right to award works/supply order on quality/technical basis,
which depends on quality/capability of the system and infrastructure of the firm. Bidder(s)
are, therefore, directed to submit the tender carefully along with complete technical
features of the application as well as other documents required to access the capability of the
firm.
h. All procedure for the purchase of stores laid down in GFR shall be adhered-to strictly by the
NAAC and Bidders are bound to respect the same.
14.14 Miscellaneous
a. The selection under this tender is not assignable by the selected bidder. The selected bidder
shall not assign its contractual authority to any other third party.
b. The decision of NAAC arrived at as above will be final and no representation of any kind will
be entertained on the above. Any attempt by any Bidder to bring pressure of any kind, may
disqualify the Bidder for the present tender and the Bidder may also be liable to be debarred
from bidding for NAAC tenders in future for a period of at least three years.
c. Any conditions mentioned in their tender bids by the bidders which are not in conformity to
the conditions set forth in the tender will not be accepted by NAAC. All the terms and
conditions for the supply, testing and acceptance, payment terms penalty etc. will be as
those mentioned herein and no change in the terms and conditions set by the bidders will be
acceptable. Alterations, if any, in the tender bid should be attested properly by the bidders,
failing which the bid will be rejected.
d. In addition to the supporting technical documents, the enclosures as mentioned in List of
Enclosure are required to be submitted with the technical bid.
e. NAAC reserves the right to modify and amend any of the above-stipulated
condition/criterion depending upon Project priorities vis-à-vis urgent commitments. NAAC
also reserves the right to accept /reject any bid, to cancel / abort tender process and / or
reject all bids at any time prior to award of contract, without thereby incurring any liability
to the affected agencies on the grounds of such action taken by the NAAC.
f. Any default by the bidders in respect of tender terms & conditions will lead to rejection of
the bid & forfeiture of EMD/Performance Security Deposit.
g. No change in system/process will be implemented unless change notice is approved by NAAC
as given in Annexure-25: Change Control Note.
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15. INDEX OF ANNEXURE
Annexure No.
Description
A Scope of work and Conditions for Participation in Tender
1. Summary
2. Scope of Work 3. Payment Schedule 4. Constitution of Team 5. Validity of bid, rates etc. 6. Current Applications at NAAC B Pre-Qualification Formats
7. Eligibility Criteria 8. PQ Form 1: Bidder’s Profile
9. PQ Form 2: Financial Information 10. PQ Form 3: Number of Professionals 11. PQ Form 4: Project Experience 12. PQ Form 5: Details of Ineligibility/Blacklisting / Conflict of interest C Technical Formats
13. Technical Form 1: Technical Bid Letter
14. Technical Form 2: Technical & Functional Compliance
15. Technical Form 3: Methodology for Manpower Deployment and Training 16. Technical Form 4: Technology Solution and Maintenance Plan 17. Technical Form 5: Declaration of OEM 18. Technical Form 6: Work Plan 19. Copy of Financial Bid with the price column of the price bid format blanked out 20. Technical Form 7: Statement of Deviation D Financial Formats
21. Financial Form 1: Financial Bid Letter
22. Financial Form 2: Breakup of Cost Components 23. Financial Form 3: Gross Total Value (GTV) E Service Level Agreement
24. Service Level Agreement 25. Change Control Note
F Additional Requirements/Proforma 26. Proforma for Performance Security Deposit for Contract Performance G Enclosure
27. Functional Requirement Specification
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A General Information & Scope of Work
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16. ANNEXURE-1: Summary
Sl. No. Item Description
1 File No. -
2 Tender No. NAAC/Admin/ICT/EPR/2016
3 (a)
Title
Request for Tender for Implementation of Software Solution for NAAC Processes (Design, Development, Deployment, Hosting and Maintenance of web-based software solution for NAAC Processes including Migration of Data)
3 (b) Scope of Works 1: Project Planning
Project Plan
Study of scope of work and Observation Report from bidder
Prepare SRS covering all the modules and submit for approval of NAAC.
2: Initiation & customization
Identify the customization requirements
Post business requirement gathering bidder shall
prepare business design report
Prepare detailed deployment architecture
3: Implementation Bidder shall prepare functional and technical design
documents
Procurement of license and installation
Data migration using standard tools and techniques
4: Acceptance of the System
Configure and commission for the entire module and
designing data template to be uploaded
Carry out comprehensive tests (unit testing,
integration testing, user acceptance testing) of all the
modules and sub modules
Go-Live of Software System
Bidder shall prepare standard operating procedure
manuals
Prepare a detailed user manual for each module in
adequate details
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Sl. No. Item Description
3 (b) Scope of Works 5: Change Management
Design training curriculums/modules
Conduct training
6: Post Stabilization
Shall provide hand holding services during the
stabilization period of 2 months from the date of
successful Go- live operational acceptance
Will provide and implement updates and upgrades for
installed Software System, free of cost during warranty
period of ONE year.
7: Annual Operations & Maintenance (THREE years post
warranty)
Operations and Maintenance Support 4 One time Procurement YES
5 (i) Multiple Technical
Annexure(s) YES
(ii)Quoting for all Main Technical Annexure is compulsory
YES
6 Tender Fee Rs. 5,000/- (Rupees Five Thousand only)
7 Earnest Money Deposit Rs. 15,00,000/- (Rupees Fifteen Lakhs only)
8 Contact Address
Administrative Officer
NAAC, Jnana Bharathi Road, Nagarbhavi,
Bengaluru -560072,
Tel: +91-80-23005122
E-Mail: [email protected], [email protected]
Fax: +91-80-23210268
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17. ANNEXURE-2: Scope of Works
17.1 Software Requirements of NAAC
NAAC desires to build fully integrated & secured web enabled applications to completely automate
NAAC processes through a third party Solution Provider (Software Vendor). The developed
applications to be hosted in a suitable Cloud Platform to be selected by NAAC to achieve high
availability, reliability, security and accessibility. It is proposed to setup a separate help desk to
handle general and technical queries.
Post implementation of the project, the Operations and Maintenance Services shall be provided by
the Successful bidder for a period of THREE years post warranty period based on satisfactory
performance of the Successful Bidder during the warranty period of one year.
17.2 Application Modules
The following modules of NAAC are to be automated:
Sl.
No. Module Sub-Module
1 SSR Module
HEI Registration/Profile
LOI Submission
IEQA Submission
SSR Submission
Online Payment Module with Payment Gateway
Online SMS & e-mail modules
MIS
2 Assessors Module Assessors Master Database
Peer Team Selection
3 Assessment Module Peer Team Visit and HEI Assessment
4 Executive Committee Module
Executive Committee Module
5 Training and Meetings Module
Training Programmes
Review & Feedback
Basic Meeting/Conferences
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Sl.
No. Module Sub-Module
6 Logistics Module Peer Team Visit
Entitlement
7 Post-Accreditation Module
Online Submission of AQAR Yearly
Analysis/Feedback
IQAC Monitoring
8 Appeal Management
Module Appeal Process
9 Finance Module
General Ledger
Accounts Receivable
Accounts Payable
Fixed Assets
Bank Accounting
Cash Journal Accounting
Tax Accounting
Closing Process
Financial Statements
Approval
MIS Reports
Payment Gateway integration
10 Incident Management
Module Help desk support features.
11 Document Management
System Document storage, archival and retrieval integrated to the NAAC work flow.
12
Analytics, Dashboard &
Reporting
( MIS)
Analytics, Dashboard & Reporting
e-Assessor
e-Assessment & Accreditation
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Note: The Process flow diagrams shall be shared only with the Selected Bidder/ Successful Bidder.
17.3 Functionalities of the Modules The solution to be implemented by the Successful Bidder shall covers both the Business & Technical functionalities and the functional requirements of the Software Solution is as detailed in Annexure-27: Functional Requirements of the Software Solution.
17.3.1 Features and Technical Capabilities of the System
A. Software Applications
The software application should have the following technical capabilities:
Web portal (3-Tier) should have single sign-on feature that will allow NAAC Officials, HEIs,
Peer Team to login as per their access privileges.
Should have in-built e-mail for send and receive communication between NAAC, HEIs and
Peer Team members.
Should auto generate alerts to notify the concerned HEIs, NAAC Officials regarding pending
works and remaining time to complete the job.
Should allow NAAC administrator to change any set criteria under each work flows as
required.
Should have document management (upload/download/achieve/search/retrieve) system
integrated with NAAC workflow.
Seamless integration between the various modules of the solution.
Capability to easily configure the changes in the business process scenarios and should be
able to implement them without much effort on coding, testing etc.
Availability of various components of the solution on the same platform should allow
interoperability and seamlessly integration.
Should have Implementation / Support tool, integrated seamlessly and be used during the
implementation life cycle to carry on the critical activities of the project like Process
documentation, Testing etc.
Should have capability to integrate with external solutions like Payment Gateway, SMS
gateway etc.
Should have the ability to restrict data updating /deletion /creation only through Application
layer.
Should have the ability to configure the number of permissible log-in attempts.
Should provide 24/7 Support for the issues arising out of the Solution.
Solution should be compatible, tested and certified with the standard based operating
systems like Linux, UNIX, Windows, etc.
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Solution should support different browsers such as Internet explorer 6.0 & above, Chrome,
Firefox, Safari etc.
The application should not be coded using proprietary languages and protocols.
All licenses offered should be fully utilized without any restrictions.
There should be no software installation, plug-in, active x controls or download be required
on the client to utilize the full functionality of the applications.
The solution offered should be Unicode Compliant.
The solution offered should be Service Oriented Architecture compliant.
The solution need to support N-Tier and Internet architecture.
The solution should be natively built based on 64 bit operating system.
The solution should have high response time such as page opening time < 2 Seconds.
The solution should support 40 concurrent users for access to internet portal and core
application.
Should support application, database clustering and load balancing.
Should have Online Documentation, On-line help, Field-level help, Screen-level help etc.
NAAC should have the option of getting frequent updates from the Successful Bidder,
thereby constantly keeping the software up-to-date with technological advances as well as
improved functionality.
The Solution offered should be able to import data from various formats (Text, Excel, CSV,
XML etc.).
The system should have a tool to enable all end users to log in issue and seek support.
The system should function on any RDBMS Platform without any performance/Security
issues.
New application system should be configured by involving NAAC team & it’s representative
for better understanding of the entire business process for carrying out the routine
maintenance issues after successful deployment of the solution.
To enable configurable Dashboard to view real-time context sensitive status information
with drill-down facility
System should have responsive design.
B. Security Requirements of the System
System should have adequate security measures in place for enforcing Govt. of India
security guidelines in terms of Confidentiality, Integrity and Availability of data.
Should have SSL certificate for web applications and SSL VPN connections for the
users/administrators of NAAC.
System should have user ID tracking for data creation and updation.
System should have the facility to create roles and responsibilities for limiting the user
database access.
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System should have the facility to track of logs with regard to DB changes.
System should support data synchronization e. g. advance cash receipt not linked with sales
order indenting.
System should support cold back up and hot back up facility.
System should support presence of firewalls at each of the depots leading to prevention of
major security breaches.
The application should comply with OWSAP.
The application security audit should be done by the Cert-In empanelled agency and to be
taken care by the bidder.
C. System Architecture The following diagram presents a high-level system architecture of the hosted application
Fig: System Architecture The Proposed solution will have three tier architecture. Tier-1 : UMI (User Module Interface) Tier The UMI is the front end interface provided to the end user or admin (or any authorized) for updating any required information during the process of registration, online submission of LOI, IEQA, SSR etc.
Tier-2 : Middle Tier This layer is divided in to three sub-layers.
Use
r au
then
tica
tio
n a
nd
au
tho
riza
tio
n
Master Modules
Platform independent framework and Workflow Management
RD
BM
S
Transaction data mgmt.
https
https
Reports [SSRS]
https Download / Upload Functionalities
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Business Logic: Defines the business layer credentials (finalized based on the system study, A&A activities /services offered by NAAC)
Application Service Layer: The layer is designed to cater the services as defined in the Annexure-2: Scope of Works.
Management Layer: the layer is designed for the various management perspective like o User management o User Policy management o Portal Service Management : Registration/Data upload/Application workflow
management/Validation/Team Visit/Validation/Approval/News/Events o External interface engine : Manages the external interfaces to the Tally, Payment
gateway, DMS etc. Tier-3 : Database Tier The third Tier is called database Tier. This provides means to access application database system.
Detailed Application Architecture of the proposed solution:
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17.4 Design, Development, Deployment, Hosting and Maintenance of Web-based Software Solution for NAAC Processes including migration of the existing data, & Website re-design along with integration as per the implementation timelines specified in Clause 17.9 of this RFT.
S
l
.
N
o
.
Scope Description
i. Project
Planning
Prepare a detailed project plan includes activity schedule
and a time bound action plan for the development of
application modules either onsite/off-site as required by
NAAC.
Prepare a detailed project plan for
development/customisation of software solution,
integration, hosting and testing & website re-design.
Identify the process/procedure that leads to modification
of the proposed system with respect to NAAC’s
requirements.
Prepare SRS covering all the modules and submit for
approval of NAAC.
ii.
Initiation and
customization
Design, Development/Customization and configuration of
application software and other utility software as required.
Provide deployment architecture.
Work out the ICT/Cloud infrastructure sizing and software
which includes operating system, middleware applications
& database requirements necessary for hosting the
developed application/software solution on cloud and DR
site. NAAC shall identify a suitable Cloud Partner.
The web portal & payment gateway to be seamlessly
integrated with the required modules on a single platform.
Provide the secure interface for online payment.
iii.
Implementation of
Application
Modules
Development of all the modules with required
functionalities features and capabilities and NAAC Website
re-design as specified in Annexure- 2: Scope of Works.
Development and integration of web-conference solution.
RFT for Implementation of Software Solution for NAAC Processes P a g e 44 | 141
S
l
.
N
o
.
Scope Description
The licenses of the proposed solution should be sized for
optimum usage and should take care of business
operational requirements during the Term the Contract as
specified in Annexure-5.
Installation of the applications on the cloud platform
identified by NAAC.
Integration with NAAC website.
Website data need to be migrated to new website which
includes migration of 9000 Peer Team (PT) Reports in pdf
format.
Migration of the existing basic data on various applications
running in NAAC to the new system.
SSR Reports need to be loaded to DMS which estimates to
10,000 reports.
Design & preparation of the test script, test data, trial
run and arranging acceptance testing of all modules.
Should to get the following two testing activity done by a
3rd party CERT-In empanelled agencies and submit a
certificate / audit report towards complying with the
same-
a) Load testing to cater at least 1000 concurrent users. b) One time cyber security vulnerability assessment for
the solution delivered Integrate/Migrate the existing online payment
module to the new System.
Build Customized MIS for report generation as per
requirements.
Provide training to users of application, provide
training manuals to the users.
iv.
Acceptance
of the
System
Configure and commission for the entire application
modules and designing data template to be uploaded.
Carry out comprehensive tests (System Testing (i.e. unit
testing, functional & process testing, integration testing)
RFT for Implementation of Software Solution for NAAC Processes P a g e 45 | 141
S
l
.
N
o
.
Scope Description
and user acceptance testing) of all the application
modules and sub modules as per clause 17.7 specified in
Annexure-2: Scope of works.
Go-Live of the System.
Prepare standard operating procedure manuals.
Prepare a detailed user manual for each module in
adequate details.
v.
Change
Management
Accommodate Change Requests of NAAC if any and build
the same during implementation as per clause 17.8
specified in Annexure -2: Scope of Works.
vi.
Post
Stabilization
Deploy skilled personnel for handholding, help desk
services
Go live: Execution of all the modules for ensuring
“Stabilization of the System” for duration of SIX weeks
from Go-Live date.
Training, Documentation and submission of architecture,
configurations of the systems, backup policy, security
policy, Operations manual and Change Management
Process as per the clause 17.12.2 specified in Annexure-2:
Scope of Works.
Submit original delivery challan regarding the software and
its license etc.
vii.
Post
Implementation
Phase
As per clause 17.12 specified in Annexure-2: Scope of
Works
viii. General
Scope
a. The successful bidder has to propose the qualifiers/key
parameters for LOI, IEQA, Online SSR, Assessor Selection
and enrolment for selecting Institutions/Universities to be
part of e-Assessment in consultation with NAAC or its
representatives.
b. All project work shall be carried out at bidder’s premises or
as decided by NAAC, at its sole discretion.
RFT for Implementation of Software Solution for NAAC Processes P a g e 46 | 141
S
l
.
N
o
.
Scope Description
c. In case NAAC decides for carrying out work at its premises
then NAAC will only provide electricity & space and rest all
other logistics including additional equipment such as
System, System software, Servers, Bandwidth etc. will be
responsibility of the successful bidder.
d. The successful bidder shall deploy the team as per
Annexure-4: Constitution of Team at NAAC project
site/bidder’s premises during the entire project life cycle
from Initiation till the final acceptance. NAAC will only
provide the following infrastructure at its premises for the
successful bidder’s personnel:
Seating space with furniture and electricity
LAN connection facilitating access
e. Any additional equipment and/or product and/or
accessories required by the bidder, will be the successful
bidder’s responsibility, subject to NAAC’s approval. All risks
and costs related to such equipment(s) will be borne by the
bidder.
f. During the development & Testing of the Software
Solution, the suggested database will be provided by the
successful bidder only.
g. NAAC will facilitate the bidder during the implementation
of Software Solution as per Clause 21.1 specified in
Annexure-6: Current Applications at NAAC.
h. In case of the development at the bidder’s premises, then
successful bidder shall provision for seating arrangement
for NAAC’s representative.
i. Involve NAAC team & it’s representative from the stage of
Project Initiation, design, development, testing,
customization, UAT and roll out of the complete successful
software solution to NAAC.
j. Co-ordinate with different stakeholders of NAAC during
RFT for Implementation of Software Solution for NAAC Processes P a g e 47 | 141
S
l
.
N
o
.
Scope Description
implementation.
k. Co-ordinate with Cloud Service Provider during hosting of
Software Solution implemented by the Successful Bidder on
Cloud.
l. Total integration of the Solution which includes hosting
applications, integration with external payment gateway,
internet, installation of software on Cloud.
m. Responsible for the generation and submission of
necessary documentation. Review and approval of NAAC
is required on all such documentation before
commencement of activity.
n. Any additional components, sub-components, assemblies,
sub-assemblies that would be required to meet the desired
performance requirements will have to be provisioned by
the SP at no additional costs.
o. Should arrange for necessary tools for bug tracking,
defect logging, application performance monitoring etc. to
deliver the complete integrated solution and maintenance
services.
17.5 NAAC Website Re-designing Requirements
Successful bidder shall visit NAAC website (www.naac.gov.in). The website shall be further
developed & re-designed and integrated with the Software solution. The website shall comply all
security requirements and should have visual appealibility, easy navigation, link to all Government
of India department websites as applicable, archiving, etc.
The bidder is free to make any innovative features to make the website user friendly & rich in
contents. The bidder is also encouraged to use the intelligent chat system such as chatbot (optional
chat in addition to the basic chat i.e. in english language which can understand the customer’s
queries in any indian languages and answer the queries in the same language to serve the purpose
of 50,000 college and 1000 universities across India.
Successful bidder shall be responsible for the security audit of the website to comply with
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Government of India norms to get it done by the STQC.
17.6 Third Party Audit
Successful Bidder shall get conducted the following Third Party Audits before offering the solution
for acceptance of NAAC:
(1) Independent Verification & Validation (IVV) by STQC or equivalent agency.
(2) Process Audit by STQC or equivalent agency.
(3) Application Security Audit by Cert-In empanelled agency.
(4) Website Security Audit by STQC.
(5) Completeness of source code, documentations (SRS, Design, Code of Applications
and APIs/Libraries of standard software license if used, Test cases), configuration
system.
17.7 System Testing
Bidder is required to prepare procedures detailing the step for conducting System Tests, which are
accepted by NAAC. The bidder shall after design and customization/configuration of the Software,
conduct tests to demonstrate that the system meets all the requirements specifications as brought
out in this tender and would be in accordance with the procedures detailed in the tender
document. On the basis of these tests, a report would be submitted by the bidder for review and
approval by NAAC. The test results and response times should be demonstrated by the bidder
during the testing phases (Unit, System and integration) before Pilot Commissioning & Product
ionization and during User Acceptance testing (UAT) at NAAC in an environment/infrastructure as
mutually agreed upon by NAAC and the bidder.
a. Unit Testing
Unit testing shall be carried out by the bidder to ensure unit functionality meets the designed requirements and baseline configuration is valid.
b. Functional and Process Testing
Bidder shall document the functional and process test cases and the test cases shall be tested with business process procedures. The bidder shall also maintain the test cases with test conditions and any variations of the standard transactions/ case procedures.
NAAC shall be reviewing and approving the test reports which shall be documented by bidder.
c. Integration Testing
Integration testing shall be carried out by the bidder to ensure cross function modules are
integrated and transaction data is flowing across the modules accurately. bidder is required to
RFT for Implementation of Software Solution for NAAC Processes P a g e 49 | 141
plan and execute integration and ensure satisfactory results are obtained. The bidder shall also
maintain the test cases with test conditions and any variations of the standard workflows/ case
procedures.
NAAC shall be reviewing and approving the test reports which shall be documented by bidder.
d. System User Acceptance
The bidder will develop acceptance test procedures and the same will need to be approved by
NAAC. Bidder shall document the user acceptance test cases and test cases shall be tested with
the designed business process procedures. The purpose of this acceptance is to ensure
conformance to the required process operations response time, the integrity of the software
after installation, and to eliminate any operational bugs. This will include:
Fine tuning of the software, ensuring all required related component software are
installed and any debugging required.
The acceptance tests will be carried out before go-live at site.
NAAC shall be testing the test cases and would be tested with the designed business process
procedures developed by bidder
The source code for the system including SRS, Design Document, Test Reports, Pilots data
etc. are the property of the NAAC and must be submitted. The system should be generated
from source code and be used for UATs. Acceptance of the documents is a fundamental part
of the UAT.
The acceptance tests carried out by the Successful Bidder should also consider the feedback
of the sample size of minimum 3 users (3 universities & 3 colleges) for each of the modules.
The Successful Bidder is required to demonstrate the migration of 100 random SSRs data
during UAT. NAAC may obtain separate quote from the Successful Bidder for the migration
beyond 100 number separately.
At the satisfactory conclusion of these Acceptance Tests to the satisfaction of NAAC,
the commissioning/ implementation of the software shall be considered to be
completed.
17.8 Change Request Management during Implementation.
As part of Change Request Management, the Successful Bidder to provide the change support
services for the application modules to be developed, not limited to the following.
Change in work flows of the application modules.
Integration with third party applications.
Customize of application for MIS report generation.
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Change in set configurations and criteria as per NAAC.
It should be noted that the most businesses implementations undergo changes during
development & implementation due to long time for development & implementation and changes
in the business systems & processes. NAAC will not be an exception. We expect that changes can
occur even after freezing SRS. The system should be able to accommodate these changes. The
provision in the design, time, & effort must be made to accommodate such changes
(contingencies) at no additional cost to NAAC. The bidder will indicate the contingencies provided
in the system.
No changes in the system / process will be implemented unless change notice is approved by the
NAAC as per Annexure-25: Change Control Note.
17.9 Implementation Timelines, Milestones & Deliverables
Bidder is expected to follow the schedule as mentioned below. Each of the deliverables should be
accompanied with a presentation to the NAAC. The project deliverables to be deemed completed
after the successful development, testing & installation of all the software modules and acceptance
of the same by NAAC & it’s representative. Submission of all the required documents & reports in
both hard / soft copy of the deliverable and the presentation by the SP would be the part of
completion of the project implementation. The “Date of Submission” as mentioned in the table
below is the date by which the deliverable expected to be submitted to the NAAC.
T0: Date of signing of Contract with successful bidder
Activities
Date of
submission
from ‘T0’
Deliverables
Milestone 1: Project Planning
• Prepare a detailed project plan includes
activity schedule and a time bound action
plan for the development/customisation of
software solution, integration, hosting and
testing & website re-design either
onsite/off-site as required by NAAC.
• Identify the process/procedure that leads
to modification of the proposed system
with respect to NAAC’s requirements.
• Prepare SRS covering all the modules and
submit for approval of NAAC.
T0 + 4 weeks
D1: Kick Off Report
D2. Agreed and Finalized
Project Plan
D3. SRS Report
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Milestone 2: Initiation & customization
Identify the customization requirements.
Post business requirement gathering and to
prepare business design report
Prepare detailed deployment architecture.
Work out the ICT infrastructure hardware
sizing and software which includes
operating system, middleware applications
& database requirements necessary for
operationalizing the software solution
proposed to host in the Cloud environment
& DR site in consultation with NAAC & it’s
representative.
T0 + 8 weeks
D4: Business Design Report
D5: Customization
requirement report to
cover SRS for each module
D6: Infrastructure
deployment Plan
Milestone 3: Implementation
Prepare functional and technical design
documents
Development/ Customization of all
modules and website re-design
Data migration using standard tools and
techniques.
Co-ordinate with Cloud Service Provider
during hosting of NAAC applications on
Cloud environment & DR site.
T0+37 weeks
D7: Functional and
Technical Design
document
D8: Hosting of Application
/ Solutions & website at
Cloud ICT infrastructure &
DR in consultation with
NAAC & it’s
representative.
D9: Development &
installation of all the
modules & integration
with Payment Gateway,
SMS gateway etc.
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Milestone 4: Acceptance of the System
Configure and commission for the entire
module and designing data template to be
uploaded
Carry out comprehensive tests (unit
testing, integration testing, user acceptance
testing) of all the modules and sub modules
Go-Live of the system
Prepare standard operating procedure
manuals
Prepare a detailed user manual for each
module in adequate details
T0+39 weeks
D10: Configuration Report
D11: Data Migration Plan
D12: Unit Test Scripts
D13: Integration Test
Scripts
D14: User Acceptance
Test Scripts
D15: User Manuals and
system Manuals
D16: System Acceptance /
Implementation Report
along with Source Code
and Documentation.
Milestone 5: Training Management
Design training modules/curriculums
Conduct training. T0 + 41 weeks
D17: Training modules,
curriculums and
Documentation as the
clause 17.10 specified in
Annexure-2: Scope of
Works
Milestone 6: Post Stabilization
Provide hand holding services during the
stabilization period of SIX Weeks from the
date of successful go- live operational
acceptance
Provide and implement updates and
upgrades for installed system as per agreed
terms.
T0+47 weeks
D18: Project Stabilization
Report
D19: Project
Management Report
D20: Customized
Reports, Layout changes
and enhancements
which includes Re-
submission of Source
Code & Documentation.
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Annual Operations & Maintenance
Operations and Maintenance Support
For the contract period of THREE Years (post warranty
period)
Resolution of issues/bugs
identified on day to day
basis.
Addressing change
requests as per the clause
17.12.2 specified in
Annexure-2: Scope of
Works
Meeting SLA as per the
Annexure-24: Service
Level Agreement.
Monthly log of service
calls and problem
resolution reports for Help
desk
Monthly Performance
Monitoring Reports for
the system
Updated system design
documents, specifications
for every change request
Latest source code,
application deployment
files, configuration files for
entire solution
Updated user manuals,
administration manuals,
training manuals etc.
Software change logs
AMC for the supplied
Software.
Software change logs
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17.10 Training and Documentation. The Successful Bidder shall provide Admin Level & User level training free of cost to staff authorized by NAAC to be conducted at NAAC. This training shall be provided to 60 personnel (Admin Level-10 & User Level-50) identified by NAAC and should be conducted at least once in a year during the contract period. The User level training will include but not be limited to:
Features & functions of each of the applications modules Use of application modules in day to day works. Dos and Don’ts Configuration settings/Application Management to the Administrators of NAAC. First level troubleshooting.
The Successful Bidder should prepare the different documentation regarding details of software architecture, & functionalities, configuration, backup policy, security policy, user manuals, operations manuals etc.
17.11 Warranty
17.11.1 The warranty of Software Solution shall be valid for a period of One year from the date of
Go-Live.
17.11.2 Free on-site maintenance services for the Software Solution shall be provided by the
Successful Bidder during the period of warranty.
17.11.3 The Successful Bidder must provide the following warranties:
(a) The solution proposed is complete in every aspect of this RFT and policies/guidelines of NAAC.
(b) The Successful Bidder will offer the NAAC all technological updates, cost reductions and facilities
which are offered to other clients during the contract.
17.12 Operations and Maintenance Requirements
The roles of Successful Bidder is foremost importance for ensuring the high availability of the services to NAAC and its stakeholders while Successful Bidder is expected to provide comprehensive maintenance of the applications & supplied software.
One of the key responsibility of the Successful Bidder is to ensure that all the applications & sub
modules are available for the users and working. The application maintenance includes periodical
tests of performance, work flow, functionality of the external interfaces, fixing of application bugs
if any, patch updates etc.
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The bidder will account for necessary number of resources for maintenance and support for the
stipulated period (not exceeding 4 in any case) and their cost in the bid. Average cost of the
resource be specified in case NAAC wishes to augment or reduce the resources.
17.12.1 Applications Maintenance & DB Administration (4 Resources)
Application Maintenance:
Manage availability and performance of Application Software: To ensure that all the applications & sub modules are available for the users and working.
The application maintenance includes periodical tests of performance, work flow, functionality of the external interfaces, fixing of application bugs if any, patch updates etc.
Take care of change management/request as specified in clause 17.12.2.
Database Maintenance: Database installation, configuration and up-gradation of database software and related
products.
Database performance optimization & fine tuning.
Devising database backup/restoration strategy.
Monitoring & checking the database backup & recovery process.
Database recovery in case of crash.
Monitoring overall database health & performance.
Database troubleshooting for any reported problems.
Preparation of comprehensive monthly reports.
The maintenance is not limited to the above, Successful Bidder to provide back end support also to ensure the proper functioning of the system.
17.12.2 Change Management
Change is inevitable in all stages of a software project. Change management will help you direct and coordinate those changes so they can enhance, not hindering the software. The only constant in software development is change. From the original concept through phases of completion to maintenance updates, a software product is constantly changing. These changes determine whether the software meets its requirements and the project completes on time and within budget. One of your main goals as Project Manager of Successful Bidder is to manage software change requests of NAAC.
NAAC may adopt the following Change Management Process.
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Change Management Cycle
Change requests are requests for system changes from users, customers or management. In principle, all change requests should be carefully analysed and tested as part of the maintenance process and then implemented. In practice, some change requests must be implemented urgently
o Fault repair o Changes to the system’s environment o Urgently required business changes
These change requests need to be managed as follows:
Change Requests are normally approved by authorised NAAC personnel . The authorised NAAC personnel will review the Change Impact in terms of effort, cost and timelines and provides approvals, as needed.
Requirements of the project scope, once frozen, is base-lined and signed-off by NAAC. Any changes to this base-lined Requirement, during the maintenance will come under Change Request.
Any Changes to the code, necessitated by changes to interfaces, third-party products, technology, architecture, data design etc will come under Change Request.
Any changes to architecture, design, code etc driven by changes to regulations, volume growth beyond the estimated (and signed) scope will come under Change Request.
Request for Change
Impact Analysis
Approve/
Deny
Implement Change
Review/
Reporting
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List down the assumptions and state any changes to these will be construed as change request.
The above Change Requests are only indicative, however, a detailed requirement elicitation with
NAAC and baseline the requirements formally to be carried out by the Successful Bidder during
the execution of the project.
During the O&M period, the change requests of NAAC need to be assessed by the Successful
Bidder for quantifying the man-hours required for implementing the changes in consultation
with NAAC. The cumulative change request development efforts of up to 600 man-hours in a
year should be implemented by Successful bidder as per SLA at no extra cost to NAAC, in other
words these changes would be the part of software maintenance costs. The cumulative change
request i.e. more than 600 man-hours in a year need to be implemented by the Successful
Bidder at a separate costs to be worked out which is accepted and approved by NAAC.
17.12.3 Help desk Operations (2 Resources).
The system should create a self learning database of questions and answers, architecture and
complexities of processes, analysis of the callers etc. to be able to provide effective solution at Help
Desk. Even the Bot approach will be appreciated as part of the bid. NAAC accepts 2 persons to be
engaged as help desk persons who will not only answer questions on the processes, software, and
systems but also carry out some other work assigned by the NAAC officials. Bidder should specify
the rate for each person separately in case NAAC wants to augment or reduce the numbers.
The typical task list but not limited to this:
Technical support to staffs & officers of NAAC.
Technical support for desktops, laptops, printers, fax machine, photo copier, scanners, LAN,
etc.
Antivirus installation to all desktops and laptops.
Frequent upgradation of latest patches, release versions of software.
Hardware/ media/ printer consumables/ cables of LAN etc. and spare management.
Co-ordinate with different groups/departments of NAAC and HEIs for technical support and
assistance.
Vendor co-ordination for higher level/ critical level support, AMCs & assisting in procurement
of spares etc.
Call logging/Incidence management by using incidence management system, Reporting and
documentation as per the prescribed format.
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18. ANNEXURE-3: Payment Schedule
Payments will be released only on satisfactory acceptance of the deliverables for each Task as
per the following schedule:
Payment would be taken in two parts
X = Cost for Implementation phase quoted by Bidder
Y = Cost for Post Implementation phase quoted by Bidder
Sl. No. Payment Milestones
% Payment of Sub-
total for Services
Provided
Applicable Penalty
Implementation Phase
1 Milestone 1 – Project Planning 5% of X
0.5% per week for delay
subject to maximum of 10% of
the contract value. Post that
NAAC holds right to forfeit
Performance Security Deposit
and/or Cancellation of the
contract and NAAC reserves
the right to blacklist the
bidder.
2 Milestone 2 – Initiation & customization
10 % of X
3 Milestone 3 – Implementation 30% of X
4 Milestone 4 – Acceptance of the System
30% of X
5 Milestone 5 – Training Management
5% of X
6 Milestone 6 – Post Stabilization 15% of X
7 Milestone 7 – Payment post warranty period
5% of X
Post Implementation Phase
1 Annual Operations & Maintenance
Equated annually
payments of Y
amount for the
contract period end
of each O&M year.
As per the SLAs defined in
Annexure -24
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19. ANNEXURE-4: Constitution of Team
B. Overview
The Constituted Team shall take care of all the deliverables as specified in ANNEXURE-2: SCOPE
OF WORKS of this tender.
a. Bidder should provide adequate number of personnel each responsible for a specific role
within the system. Bidder must provide clear definition of the role and responsibility of each
individual personnel.
b. Bidder should have a defined hierarchy and reporting structure for various teams that would
be part of the project.
c. All the concerned staff should log an attendance on a daily basis at their respective reporting
location.
d. Bidder should ensure that all the personnel identified for this project have high level of
integrity. Bidder should undertake necessary due diligence to ensure that the personnel have
high standard of trustworthiness. Bidder should obtain an undertaking from each of the
personnel assigned and the same should be submitted to the Purchaser as and when demanded
by the Purchaser. In addition to the Purchaser would also get the background verification
checks of the Bidder personnel. Any information needed for this activity by the Purchaser
should be provided immediately by Bidder.
e. Bidder must ensure adequate number and type of Key and Non-Key Personnel are proposed,
failing which the proposal would be considered as non-responsive. Bidder can provide
additional manpower on the basis of their estimate of effort required to complete the terms of
reference given in of the tender.
f. Bidder can offer more than one key personnel for a role to improve the quality of key personnel
keeping in mind the terms of reference given in the tender.
g. The following clauses define the skill sets and qualification requirement for each of the resource
categories.
h. Bidder should use Annexure-15: Technical Form 3 for providing details of the team
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C. Key Personnel
Sl. No. Particulars
1
Project Director
(Please provide 1+1 alternate resumes. Please provide resumes of the resources that
would be deployed on the project.
Provide the number of years of experience with the current firm.)
Minimum Requirements:
(a) Educational qualification: B.E/B.Tech/CA/ICWA/MCA/M.Tech & MBA
(b) Experience:
1. At least 15 years total experience including 10 years of Process Automation /
Software implementation experience.
2. Involved in managing at least 8 successful full life cycle implementation(s) of
Process Automation in large organizations (at least of the size of NAAC).
2
Project Manager
(Please provide 1+1 alternate resumes. Please provide resumes of the resources that
would be deployed on the project. The project manager must be PMP certified.
Provide the number of years of experience with the current firm.) Minimum
Requirements:
(a) Educational qualification: B.E/B.Tech/MCA/M.Tech & MBA
(b) Experience:
1. At least 10 years total experience including 6 years of Process Automation /
Software implementation experience.
2. Involved in managing at least 5 successful full life cycle implementation(s) of
Process Automation in large organizations (at least of the size of NAAC).
3
Solution Architect
(Please provide 1+1 alternate resumes. Please provide resumes of the resources that would be deployed on the project. Also provide the number of years of experience with the current firm.) Minimum Requirements:
(a) Educational qualification: B.E/B.Tech/MCA/M.Tech.
(b) Experience:
1. At least 10 years total experience including 8-10 years of Process Automation / Software implementation experience.
2. Involved in at least 4 successful full life cycle implementation(s) of Process Automation.
3. Involved in solution design, business blueprinting in similar assignments in the past.
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4
Technical Architect
(Please provide 1+1 alternate resumes. Please provide resume of the resources to be
deployed on the project. Please also provide the number of years of experience with
the current firm.)
Minimum Requirements:
(a) Educational qualification: B.E/B.Tech/MCA/ M.Tech
(b) Experience:
1. At least 10 years total experience including 7 years of Process Automation / Software
implementation (technical) experience
2. Should have been involved in installation of hardware and operating system,
database and configuration, system maintenance, installation of proposed
Software system for at least 4 successful Process Automation / Software
implementations.
3. Should have been involved in fit-gap analysis jointly with functional consultant –
identifies gaps and designs the solution to address the gaps.
5
Functional Lead
(Please provide 1+1 alternate resumes per module: like Inventory & Purchase,
tendering, Projects, asset maintenance, Human resource, Finance & Accounting,
Payroll, of the resources that would be deployed on the project. Please also provide
the number of years of experience with the current firm.)
Minimum Requirements:
(a) Educational qualification:
1. For Finance: A member of Institute of Chartered Accountants of India.
2. For Cost and Management Accountancy: A member of Institute of Cost and work
Accountants of India.
3. For other Consultants: B.E/B.Tech/MBA/MCA
(b) Experience:
1. At least 5 years total experience including 3 years of Process Automation / Software
implementation experience
2. At least 3 successful Full life cycle implementation(s) of Process Automation.
3. Demonstrated leadership and managerial skills, as well as the ability to establish
and maintain relationships with client leadership.
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6
Technical Lead
(Please provide 1+1 alternate resumes. Please provide resumes of the resources that
would be deployed on the project. Please also provide the number of years of
experience with the current firm.)
Minimum Requirements:
(a) Educational qualification: B.E/B.Tech/MCA /M.Tech
(b) Experience:
1. At least 5 years total experience including 3 years of Process Automation / Software
implementation experience
2. Should have been involved in installation of hardware and operating system
configuration, system maintenance, installation of Software system for at least 3
successful Process Automation / Software implementations
3. Should have experience in fit-gap analysis jointly with functional consultant
4. Identifies gaps and designs the solution to address the gaps.
5. Performed data migration activities (data upload script preparation, data upload etc).
7
Technical Consultant(s)
(Please provide 1+1 alternate resumes. Please provide resumes of the resources that
would be deployed on the project. Please also provide the number of years of
experience with the current firm.)
Minimum Requirements:
(a) Educational qualification: B.E/B.Tech/ MCA/ M.Tech
(b) Experience:
1. Minimum 3 years with at least two Process Automation/Software
Implementation end-to-end project implementation experience.
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8
Functional Consultant(s)
(Please provide 1+1 alternate resumes per modules. Please ensure that the CVs of the
functional consultants are provided module wise. Please provide resumes of the
resources that would be deployed on the project. Please also provide the number of
years of experience with the current firm.)
Minimum Requirements:
(a) Educational Qualification:
1. For Finance Consultant: CA or ICWA
2. For other Consultant: B.E/B.Tech/MBA/MCA Experience:
Domain experience: Minimum 3 years in Government/ PSU sector Process Automation
/ Software Implementation Experience:
1. Minimum 3 years with at least two Process Automation/Software Implementation
end- to-end project implementation experience in Government/ PSU sector.
9
Database Administrator (DBA)
Must be qualified as a B.E/B.Tech/Diploma from a reputed university
Must have minimum 3 years in IT
Certified on the proposed platform for DBA functioning.
Experience of installation and maintenance of system software including upgrades
Troubleshooting system and related issues
Should be key driver behind preventive and adaptive maintenance
Performance & system tuning.
10
IT Infrastructure Specialist
Must be qualified as a B.E/B.Tech from a reputed university
Must have minimum 10 years in IT
Should be able to provide technical specifications for servers, networking
equipment, bandwidth etc.
Should be aware of latest trends in hardware, networking & Security technologies
Should have handled all activities of at least establishment of IT infrastructure for
similar requirement independently.
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11
Training & Change Management Lead
(Please provide 1+1 alternate resumes per modules. Please ensure that the CVs of the
functional consultants are provided module wise. Please provide resumes of the
resources that would be deployed on the project. Please also provide the number of
years of experience with the current firm.)
Minimum Requirements:
(a) Educational qualification: Any graduate with an MBA
(b) Experience:
1. Minimum 5 years’ experience in organizing trainings and change management
workshops.
12
Handholding Staff
Must have minimum 2 years of prior experience of technical support
Must be qualified as a Graduate from a reputed university
Prior experience in the Process Automation / Software Implementation or the
application being deployed
Should be trained on the basic functioning of the project by the time (s)he is
deployed on the project
Must have a working knowledge of IT infrastructure deployed including basic
troubleshooting of the same
Should have been trained on use of deployed application
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20. ANNEXURE-5: Validity of Bid, Rates, etc.
Sl. No. Item Validity Period
1 Validity of bids 180 days from opening of financial bids
2 Term of the Contract Implementation (Design to System Go-Live): 47 weeks Warranty Period (after acceptance): 1 Year O&M (Post Warranty): 3 Years
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21. ANNEXURE-6: Current Applications at NAAC
At present NAAC has been using the software applications for processing A&A applications covering initial stages i.e. LOI, IEQA and SSR only. The HEIs have been using these modules for submission of LOI, IEQA and SSR. The web based software applications are hosted at NAAC, Bengaluru and being maintained by NIC & a third party.
21.1 Services to be provided by NAAC:
NAAC shall facilitate the Bidder with the following:
1. Seating space with furniture and electricity to the Bidder’s personnel.
2. LAN connection facilitating access
3. Provide necessary data & required information to the Solution provider during the
development of Software Requirements Study (SRS) and the application modules.
4. Provisioning third party services such as SMTP services, SMS gateway service, Payment
Gateways, SSL Certificates, etc.
5. Sharing existing data with the Solution Provider for building MIS.
6. Required space for training.
7. Provisioning computing resources for hosting of applications at Cloud Infrastructure by
selecting Cloud Service Provider.
8. Provisioning built up space with necessary support infrastructure for setting DR site may be
at NAAC or any other place as decided by NAAC.
9. Provisioning Internet bandwidth at Cloud and DR Site.
10. Provisioning of suitable workspace for the O&M Team & Helpdesk.
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B Pre-Qualification Criteria &Formats
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22. ANNEXURE-7: Eligibility Criteria
Bidders are required to submit their response in below provided table as a form in Pre-
Qualification Bid.
Sl. No. Criteria Detail
Supporting
document
required
Compliance
(Yes/ No)
along with page number of
supporting document
1 Registered
Legal Entity
The Bidder should be a
registered company under the
Indian Companies Act and
should have registered office in
India and should be in
existence for at least five (5)
financial years as on 31st
March 2016.
Attested
photocopy of
valid
Certificate of
Incorporation
issued by ROC
2 Financial
Stability
i. The Bidder shall have a
minimum average annual
turnover of Rs. 15.00 Crores
in the last three financial
years ending 31.03.2015.
Annual
Statement of
Account for last
3 years ending
31.03.2015
duly certified
by CA
(Chartered
Accountant)
ii. The Bidder should have
positive net worth in the
last two financial years
ending 31.03.2015.
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3 Strength of
the Firm
The Bidder must have at least
75 professional which includes
Software Developers,
Architects, DataCenter Experts,
Database experts & Cloud/ICT
Infrastructure experts and
should have necessary ICT
Infrastructure.
Certificate
from H R
head as per
ANNEXURE-
10.
4
Product
Support
(COTS or
Open
Source)
The Bidder who proposes COTS
solution to NAAC shall be an
authorized supplier of OEM for
the past 3 years shall assure the
support for the provided
solution for the period of 10
years from the date of Go-Live.
AND
The proposed COTS
application should have been
implemented in at least two
similar projects in India in
Central Government/State
Government/ Quasi-
Government agencies in last
three financial years.
AND
OEM should have been
present in India with
registered office and support
infrastructure for past 5 years
AND
OEM product vendor should
have helpdesk in India manned
by qualified professionals and
internet support to provide
24X7 support through a toll free
support line.
Certificate
from OEM
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Bidder proposing open source
solution shall assure the
support for the provided
solution for the period of 10
years from the date of Go-Live.
Self Declaration
5 Project
Experience
The Bidder must have
successfully completed or
undertaken at least 5 software
design, development and
implementation/Process
Automation project over the
last 5 years, of which at least 2
Process Automation projects
providing features such as
decision support systems,
automated forms, validating
inputs, drill down
visualizations of data,
advanced graphical user inter-
face and interactive menus.
Documentary
evidence, along
with client
contact details,
in the form of
Work order
/Purchase order
/Completion
Certificate from
Client
The Bidder should have
completed at least one
process automation project
for any educational domain /
University / Accreditation
body in the last 5 years.
Documentary
evidence, along
with client
contact details,
in the form of
Work order
/Purchase order
/Completion
Certificate from
Client
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6 Blacklisting
The Bidder should not be
debarred for corrupt or
fraudulent practices or
blacklisted by any of the
Central Government /
State Government /
Quasi-Government agencies.
Declaration by
authorised
signatory of the
Bidder as per
ANNEXURE-12.
7 Statutory
Certifications
The Bidder should have
statutory registrations such as
valid PAN, Sales & Service tax
registration, TIN, VAT
registration.
Attested
photocopy of
valid
Certificates such
as PAN, Sales &
Service tax
registration,
TIN, VAT.
8 Power of
Attorney
Bidder should provide Power of
Attorney, in the name of person
signing the Bid, authorizing him
to submit/execute this
agreement as a binding
document
Power of Attorney
9 Certification
Bidder shouldhave following
certifications:
ISO 9001 certification
(SEI) CMMI level 3 or
above certification
Copy of the
Certificate(s)
signed and
stamped by the
authorised
signatory of the
Bidder
10 Conflict of
interest
Bidder should provide an
undertaking that there is no
conflict of interest situation.
Declaration by
authorised
signatory of the
Bidder
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23. ANNEXURE-8: PQ Form 1: Bidder’s Profile
Signature:
Name:
Designation:
SEAL:
Date:
Place:
Please attach necessary documents as per the above form.
Sl. No. Particular Details
1. Name of Bidder
2. Incorporated as (State Sole Proprietor,
Partnership, Private Limited or Limited Firm)
3. Incorporation year
4. Full address
5.
Name of the top executive with designation
Telephone
Mobile Email
6. Service tax number
7. Sales tax/ VAT No.
8. CST No.
9. PAN No.
10. Tender fees details
11. EMD details
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24. ANNEXURE-9: PQ Form 2: Financial Information
Please provide CA certified financial information of three last declared financial years.
Note : Please attach copies of relevant financial statements and audited accounts for the three last
declared financial years
Please attach the copies of Profit and Loss Accounts for the three last declared financial years
2012-13 2013-14 2014-15
Annual Turnover
Net worth
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25. ANNEXURE-10: PQ Form 3: Number of Professionals
On Bidder’s letter head
To,
The Director,
NAAC,
Jnana Bharathi Road,Nagarbhavi,
Bengaluru -560072,
Subject: Number of Professionals
Respected Sir
This is to certify that <<Company Name>> have more than 75 Process Automation professionals.
Dated this Day of 2016
(Signature) (In the capacity of)
(Name) Duly authorized to sign the Tender Response for and on behalf of: (Name and Address of Company) Seal/Stamp of bidder
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26. ANNEXURE-11: PQ Form 4: Project Experience
Sr. No. Items Details
General Information
1. Customer Name
2.
Name of the contact person and
contact details for the client of the
assignment
Project Details
3. Project Title
4. Start Date: MM/YYYY
End Date : MM/YYYY
5. Current Status (work in
progress/completed)
6. Number of staff deployed in
the assignment
Size of the project
7. Total Cost of the project
8. Period of contract
9. Technologies used
10. Number of end users catered to by
the system
11. Number of transactions handled
by the system on a yearly basis
12. Multi-lingual features catered to
for the web site
13. Any other information to be shared
14. Narrative Description of the Project
15. Documentary Proof and necessary details
Please attach the proof - Work Orders Certificates or Letter of Appointments etc with the
credential only
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27. ANNEXUR-12: PQ Form 5: Details of Ineligibility for corrupt or fraudulent practices / Blacklisted with any of the Central Government/State Government/Quasi-Government Agencies/ Conflict of Interest
(To be submitted on the Letterhead of the responding firm)
To,
The Director,
NAAC,
Jnana Bharathi Road, Nagarbhavi,
Bengaluru -560072,
Subject: Selection of Suitable Software Solution Provider for design, Development, Deployment, Hosting and Maintenance of Web-based Software Solution for NAAC Processes Including Migration of Data.
Respected Sir, We, the undersigned, hereby declare that
We are/ are not under a declaration of ineligibility for corrupt or fraudulent practices
We are/ are not blacklisted with any of the Central Government/State Government/Quasi-Government Agencies.
We have/ do not have conflict of interest with the proposed Software Solution.
Thanking you,
Dated this Day of 2016
(Signature) (In the capacity of)
(Name) Duly authorized to sign the Tender Response for and on behalf of: (Name and Address of Company)
Seal/Stamp of bidder
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C
Technical
Evaluation Criteria
& Formats
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28. ANNEXURE-13: Technical Form 1: Technical Bid Letter
To, The Director,
NAAC,
Jnana Bharathi Road, Nagarbhavi,
Bengaluru -560072,
Subject: Selection of Suitable Software Solution Provider for Design, Development, Deployment, Hosting and Maintenance of Web-based Software Solution for NAAC Processes Including Migration of Data.
Respected Sir,
Reference: Tender No: <TENDER REFERENCE NUMBER>
We, the undersigned Bidders, having read and examined in detail all the Tender document in
respect of Selection of Suitable Software Solution Provider for Design, Development,
Deployment, Hosting and Maintenance of Web-based Software Solution for NAAC Processes
Including Migration of Data do hereby propose to provide the services as specified in the
Tender document number <TENDER REFERENCE NUMBER> along with the following:
1. EARNEST MONEY DEPOSIT (EMD)
We have enclosed an EMD as in the form of DD for the sum of Rs. 15,00,000 (Rupees Fifteen
Lakhs only). This EMD is liable to be forfeited in accordance with the provisions of this tender.
2. DEVIATIONS
We declare that all the services shall be performed strictly in accordance with the Tender
documents.
3. PERFORMANCE SECURITY DEPOSIT FOR CONTRACT PERFORMANCE
We hereby declare that in case the contract is awarded to us, we shall submit the contract
performance guarantee in the form prescribed in Annexure-26: Proforma for Performance
Security deposit for Contract Performance.
We hereby declare that our bid is made in good faith, without collusion or fraud and the
information contained in the bid is true and correct to the best of our knowledge and belief.
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Thanking you,
(Signature of the Bidder)
Name :
Designation :
Company Name :
Address :
Contact number:
Seal :
Date:
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29. ANNEXURE-14: Technical Form 2: Technical & Functional Compliance
Bidder shall comply all requirements as per the Annexure-2: Scope of Works mentioned in this
tender as stated below:
29.1 Bidder shall respond to the compliance of the following Functional Requirement
Specifications by giving their responses against the requirements which would be evaluated
as part of Technical Evaluation. The Bidder has to comply all the FRS as stated below:
a) SSR Module
Modules/ Sub-Modules
Functionalities
Bidders Response
Compliance (Yes/No)
Score as per Assessment
by TEC (F/P/N)
HEI Registration/Profile
1. Allow HEIs to register by providing Institution name, valid e-mail ID and System Generated Captcha.
2. Allow HEIs to check their eligibility to apply for A&A
3. System should include mobile number field while registration.
4. System should have mobile number verification process through OTP.
5. System should allow account activation process through email link.
6. System should have change password feature.
7. System should have forgot password feature.
8. System should introduce unique login ID feature other than email address.
9. System should capture the institution category as part of the registration process.
10. HEI Profile fields should also capture eligibility criteria related information and link to SSR on institute website
11. Should allow HEIs/NAAC to update the Institute Profile details in case of any change.
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Modules/ Sub-Modules
Functionalities
Bidders Response
Compliance (Yes/No)
Score as per Assessment
by TEC (F/P/N)
12. System to generate Password & send it to the concerned HEI to their e-mail.
LoI Submission
13. Should allow HEIs to submit the LoI extracted from SSR* module along with prescribed fee.
14. Ability to upload the documents in desired format online as required by NAAC.
15. Ability to allow HEIs to view, edit, print the details before final submission.
16. Should allow HEIs to make the payments online (RTGS/NEFT/Internet Banking/Credit Card/Debit Card) or offline such as DD. Scanned copy of the DD to be uploaded.
17. Allow DD details to be filled prior to uploading it on the website.
18. Should have online payment receipt generation viewable by the HEI’s.
19. Upon submission, system should auto generate acknowledgement e-mail and send to HEIs and Concerned Officers of NAAC.
20. Should allow concerned NAAC officials to view LOI after getting acknowledgement e-mail generated by the system.
21. Should allow NAAC to accept, reject or hold the LoI submitted by HEIs within the timeline set (15 days) by NAAC.
22. Should alert NAAC concerned official about the time to finish the activity/ left out time.
23. Should allow NAAC to communicate the acceptance/rejection status of LOI
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Modules/ Sub-Modules
Functionalities
Bidders Response
Compliance (Yes/No)
Score as per Assessment
by TEC (F/P/N)
to the concerned HEIs through e-mail/SMS.
IEQA Submission
24. Should enable/introduce IEQA feature for applicable HEIs only after acceptance of LOI by NAAC.
25. System to allow HEIs to submit the IEQA within the timeline set (7 days) by NAAC.
26. Should allow HEIs to fill and submit the data online as per the IEQA format.
27. Should allow HEIs to upload the required documents online as per NAAC.
28. Should allow HEIs to view, edit and print the details prior to the submission.
29. Should allow concerned NAAC officials to view the submitted IEQA.
30. System to evaluate the IEQA online to check the compliance with NAAC criteria.
31. System to auto-generate the IEQA earned/not earned status.
32. System to auto generate IEQA submission alerts 7 days, 6 days 5 days etc. to the concerned HEIs as configurable feature.
33. System to send e-mail alert/SMS to the concerned HEIs regarding the IEQA earned/not earned status.
SSR Submission 34. Should allow HEIs to fill the SSR* details
as per NAAC format before Start of LOI submission process.
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Modules/ Sub-Modules
Functionalities
Bidders Response
Compliance (Yes/No)
Score as per Assessment
by TEC (F/P/N)
35. Should allow HEIs to download SSR to upload on their website before Start of LOI submission process.
36. Should allow HEIs to fill and submit the intimation to NAAC regarding hosting of SSR on HEI website as per NAAC format before Start of LOI submission process.
37. Should allow HEIs to submit the SSR within 15 days from the date of acceptance of LoI/IEQA along with prescribed fee for Cycle 1.
38. Should allow HEIs to submit the SSR within 15 days from the date of acceptance of LoI along with prescribed fee for Cycle 2 onwards/Re-assessment.
39. System to auto generate SSR submission alerts 15 days, 10 days 5 days etc. to the concerned HEIs as configurable feature.
40. Ability to allow HEIs to view, edit and print the details before final submission.
41. Should allow HEIs to upload the required documents online as per NAAC.
42. Configuration of payment amount for different processes per institution category.
43. Should allow HEIs to make the payments online (RTGS/NEFT/Internet Banking/Credit Card/Debit Card) or offline such as DD. Scanned copy of the DD to be uploaded.
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Modules/ Sub-Modules
Functionalities
Bidders Response
Compliance (Yes/No)
Score as per Assessment
by TEC (F/P/N)
44. Allow DD details to be filled prior to uploading it on the website.
45. Should have online payment receipt generation viewable by the HEI’s.
46. Upon submission, system should auto generate acknowledgement e-mail and send to HEIs and Concerned Officers of NAAC.
47. Should allow concerned NAAC officials to view SSR after getting acknowledgement e-mail.
48. Should alert NAAC concerned official about the time to finish the activity/ left out time.
Online Payment Module with Payment Gateway
49. Ability to integrate with the third party payment gateway seamlessly.
50. Ability to accept and record online payments towards LoI fee, Assessment fee, Appeal fee, etc.
51. Should allow NAAC to make the payments to the concerned parties through payment account software and to record the same.
Online SMS & e-mail
52. Should have application inbuilt e-mail communication system.
53. Ability to integrate with the third party SMS gateway seamlessly.
54. Ability to send communication/alerts via e-mail & SMS with the Workflow.
MIS
55. Ability to generate the user definable customized reports.
56. Ability to generate & print the reports in the desired formats.
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b) Assessors Module
Modules/ Sub-Modules
Functionalities
Bidders Response
Compliance (Yes/No)
Score as per Assessment
by TEC (F/P/N)
Assessors Master Database
1. Should allow faculty members to apply for becoming an Assessor and submit curriculum vitae
2. Should allow NAAC concerned official to create the Assessors Master and generate login IDs and passwords for approved assessors
3. Should allow NAAC to Add/ Update/ Block/ Unblock/ Ban/ Remove Assessors.
4. Should allow Assessors to create, view, edit & print their profile online as per the NAAC guidelines/policy.
5. Should allow Assessors to send/receive e-mail/SMS for all the communications concerned.
Peer Team Selection
6. Should provide search option to NAAC to select the Peer Team members from the Assessors Master as per the NAAC guidelines/selection criteria. Multiple fields search option should be provided.
7. Should allow NAAC Director to select the Peer Team members and record the same.
8. Should allow approved NAAC Official/NAAC Director to override the selection team.
9. Should have the feature to manage the change of Assessors.
10. Should have auto selection of the Peer Team by the system with a facility to override for the approved NAAC Official/NAAC Director.
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c) Assessment Module
Modules/ Sub-Modules
Functionalities
Bidders Response
Compliance (Yes/No)
Score as per Assessment
by TEC (F/P/N)
Peer Team Visit and HEI Assessment
1. System to allow NAAC officials to fix the visit date in consultation with concerned HEI and by checking the availability of Assessors.
2. System to generate the e-mail/SMS alert about the visit schedule to the HEIs, Concerned NAAC Official and the PT members.
3. Should allow the selected Assessors i.e. Peer Team Members to view/download the Pre-Inspection Report (Extract of SSR as per the NAAC guidelines/policy of the HEIs to be visited) available online upon their sign-on.
4. System to generate NAAC Accredited HEIs details region wise (State/District/City/Location) near to HEIs to be visited.
5. System to allow Peer Team Members to submit the PT Report and the grade as per NAAC format.
6. System to allow Peer Team Members to submit the Recommendations for Improvement Areas/Gaps Identified.
7. Should allow Peer Team Members & HEIs to fill and submit the feedback online as per NAAC format.
8. Should alert NAAC concerned official about the time to finish the activity/ left out time.
9. The reports to be made available for NAAC to analyse the Peer Team individual performance.
10. System should auto-calculate KA-GPS, CR-GPS, CGPA and Grade as per configurable
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weightages and on the basis of PT report and grade sheet (to be approved by EC before publishing)
11. System to generate reports on item wise gaps in KA-GPA, CR-GPS for ease of producing Gap Analysis Checklist
d) Executive Committee Module
Modules/ Sub-Modules
Functionalities Bidders Response
Compliance (Yes/No)
Score as per Assessment
by TEC (F/P/N)
Executive Committee Module
1. Should allow EC Members to view the Peer Team reports.
2. Should allow NAAC to upload the HEIs Accreditation Status based on the EC decision/outcome.
3. System to send communication via e-mail to the concerned HEIs about the decision of EC (i.e. their Grade Point).
e) Training & Meetings Module
Modules/ Sub-Modules
Functionalities
Bidders Response
Compliance (Yes/No)
Score as per Assessment
by TEC (F/P/N)
Training Programmes
1. Should allow NAAC to set the training calendar.
2. System to allow all the stakeholder to view the set calendar regarding trainings/ workshops.
3. Ability to upload the training documents/multimedia online as required by NAAC.
4. Should have the feature to provide Forum, Video Conferencing and Chat to all the Stakeholders for Meeting, Conference and QnA.
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5. Ability to send communications/alerts to HEIs, NAAC, Assessors about Training Programmes, Training Calendars, etc.
6. Should allow the Assessor/ participants/HEIs to register for training/conferences online.
7. Should allow faculties/speakers to fill online application and submit the papers for NAAC’s consent.
8. Should allow NAAC to make the payments to the concerned parties (internal/external) through payment account software and to record the same.
9. Should allow NAAC concerned official to update details of trained Assessors to Assessors Master Database.
Review & Feedback
10. Should allow NAAC to fill and send the feedback form online from Assessor/ participants in the Training.
11. System to analyse (qualitative & quantitative) the feedback online as per the criteria about the Training Feedbacks.
Basic Meeting/Conferences
12. The NAAC will have meeting of different
committees like GC, EC, and Appeal
Committee etc. The meetings are
scheduled by the NAAC and notices sent
to the concerned members of the
committee after dates are finalized by
the members. The aim to coordinate
meeting by sending mails and SMS to the
members. It will also have the agenda
displayed online at the time of meeting
and provision for MOM submission.
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f) Logistics Module
Modules/ Sub-Modules
Functionalities
Bidders Response
Compliance (Yes/No)
Score as per Assessment
by TEC (F/P/N)
Peer Team Visit
1. Should allow NAAC to Add/ Update/Remove Agency details.
2. System should allow NAAC officials to Plan and Schedule Peer Team Visit.
3. System to send an e-mail/SMS about the Travel Plan of the PT visit (i.e. Schedule, Details of HEIs to be visited and Details of Pear Team Members) to the selected Agency.
4. Should allow Agency to send the e-ticket, hotel details and contact person details of agency to the concerned Peer Team Members including NAAC co-ordinator.
Entitlement 5. Should allow NAAC to Add/Update
entitlement details of the PT Members.
g) Post-Accreditation
Modules/ Sub-Modules
Functionalities
Bidders Response
Compliance (Yes/No)
Score as per Assessment
by TEC (F/P/N)
Online submission of AQAR Yearly
1. Should allow accredited HEIs to fill and submit the AQAR online as per the NAAC format which includes Implementation of the strategic plan over the academic calendar and compliance of the recommendations of the Peer Team.
2. Ability to allow HEIs to upload the documents online as required by NAAC.
3. Ability to allow HEIs to view, edit, print the details before final submission.
4. Should auto generate acknowledgement e-mail and send to HEIs and Concerned
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Officers of NAAC upon submission of AQAR
5. Ability to auto sending alert/e-mail to the HEIs regarding timely submission of AQAR with a copy to NAAC concerned officials.
6. Ability to track all the accredited HEIs regarding the status of AQAR submission.
7. System to keep tracking continuously all the accredited HEIs for alerting them (12 months prior to the expiry of NAAC accreditation) for initiating for submission of SSR for cycle-2 onwards.
Analysis & Feedback
8. Should support NAAC to analyse (qualitative & quantitative) the AQAR online as per the set criteria.
9. Should allow concerned NAAC officer to fill and send the feedback form online about AQAR to HEIs.
IQAC Monitoring
10. Should Allow IQAC Members to fill and submit the periodic report (Monthly/Quarterly) as per NAAC format/guidelines.
11. Ability to allow IQAC members to upload the documents online as required by NAAC.
12. Ability to allow IQAC Members to view, edit, print the details before final submission.
13. Should auto generate acknowledgement e-mail and send to IQAC Members and Concerned Officers of NAAC upon submission of Periodic Reports.
14. Should have the ability to capture the details of IQAC members and progress of the accreditation related activities carried out by IQAC.
15. Should have an intelligent program manager on the backend who could answer queries and schedule and allow dialogue (by a university IQAC cell or College IQAC cell)
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with the relevant mentor or staff of NAAC over Hangout/Skype or Chat.
h) Appeal Management Module
Modules/ Sub-Modules
Functionalities
Bidders Response
Compliance (Yes/No)
Score as per Assessment
by TEC (F/P/N)
Appeal process
1. Should allow HEIs to fill and submit the appeal intent online as per the NAAC format.
2. Should allow HEIs to make the payments online (RTGS/NEFT/Internet Banking/Credit Card/Debit Card) or offline such as DD. Scanned copy of the DD to be uploaded.
3. Ability to allow HEIs to view, edit, print the details before final submission.
4. Should allow Visited Peer Team Members to make remarks/comments/any changes for NAAC to analyse the appeal made by HEI.
5. Should allow NAAC to accept, reject or hold the Appeal submitted by HEIs.
6. Should allow NAAC to send communications/alerts to HEIs regarding the decision of EC i.e. No change/Change in CGPA/Grade Point/ revisit.
7. Should integrate with A&A module.
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i) Finance Module
Modules/ Sub-Modules
Functionalities
Bidders Response
Compliance (Yes/No)
Score as per Assessment
by TEC (F/P/N)
General Ledger
1. Ability to provide a comprehensive picture for external accounting and accounts.
2. Ability to record all business transactions (primary postings as well as settlements from internal accounting) in a software system that is fully integrated with all the other operational areas of the company to ensure that the accounting data is always complete and accurate.
Accounts Receivable
3. Ability to record and manages customer accounting data via the Accounts Receivable component.
4. Should Connect Account Receivable directly to the General Ledger using a special reconciliation account.
Accounts Payable
5. Ability to record and manage the Assessment & Accreditation (A&A) fee for HEIs visit which includes A&A Fees, Peer Team member’s honorarium TA/DA, Travel Bills, etc. accounting data via the Accounts Payable component. The bills will be verified by the NAAC finance department and the online payment to be made through payment gateway.
6. Should connect Account Payable directly to the General Ledger using a special reconciliation account.
Fixed Assets Accounting
7. Ability to maintain and analyses fixed assets according to generally accepted NAAC rules.
Bank Accounting
8. Ability to include the management of bank master data, cash balance management (check and bill of exchange management), and the creation and processing of incoming and outgoing payments.
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9. Should provide facility of bank accounts reconciliation with financials.
Cash Journal Accounting
10. Ability to manage cash transactions via Cash Journal Accounting.
11. Should calculate and displays the opening and closing balances and the receipts and payments totals automatically.
Tax Accounting
12. Should include a facility to handle India based Tax localization. The India Tax Localization includes supporting of Service Tax, Value added Tax (VAT), Purchase Tax, TCS and TDS, etc.
13. The Tax mechanism should support additional taxes other than the ones mentioned.
Closing Process 14. Should support closing process of
financials of application with process automation, and reconciliation.
Financial Statements
15. Ability to create the financial statements on year-end closing.
16. Should generate financial reports such as income statements and balance sheet based on general Ledger.
Approval 17. Ability of having approval mechanism for
the payments received from HEIs.
MIS Reports
18. Ability generate the user definable customized reports.
19. Should integrate with existing Tally for generation of customized reports using the data available with Tally.
Payment Gateway integration
20. Integration with external payment gateway.
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j) Incident Management Module (Help desk)
Modules/ Sub-Modules
Functionalities
Bidders Response
Compliance (Yes/No)
Score as per Assessment
by TEC (F/P/N)
Incident Management Module
1. Ability to integrate with Networking Monitoring System to auto-generate the ticket for the issues.
2. Should have the ticketing management for Assessors also.
3. Should have option for opening ticket manually.
4. Should allow to update the status and diagnostics.
5. Should allow to close the tickets upon resolution of the issues.
6. Able to classify the general & technical queries
7. Should auto generate acknowledgement e-mail and send to HEIs and Concerned Officers of NAAC.
k) Document Management System
Modules/ Sub-Modules
Functionalities
Bidders Response
Compliance (Yes/No)
Score as per Assessment
by TEC (F/P/N)
Document Management System
1. Ability to upload the documents with the work flows.
2. Ability to maintain the versioning of documents.
3. Ability to maintain the metadata of documents.
4. Ability to maintain the archival of documents.
5. Allow the user for retrieval of documents.
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6. Ability to maintain the indexing of documents.
7. Ability to maintain the documents workflow.
General features of the DMS:
Sl. No.
Requirements
Bidder’s Response
Compliance (Yes/No)
Score as per
Assessment by TEC
(F/P/N)
1
The proposed DMS should be a pre-integrated system
involving document management system, storage and
archival system. The system should have the modules
of having following modules in the suite: Document
Management, Record Management, Archival, Imaging
& Information Rights Management
2 The proposed system should allow document/image
capturing and indexing from multiple zones and should
be able to send to a centralized repository
3
The system to provide the standard file hierarchy
structure of folders and sub-folders to allow users and
groups of users to manage and organize their
documents. State any limitations to the number of
folder, subfolder levels.
4
The interface to allow users creation, editing and
management of virtual or compound documents. The
system to provide the features to link any type/ format
of documents while providing capabilities to
automatically update the version of the linked
document whenever the original is updated
5 Proposed DMS should be a web based application
6
The web interface to provide multiple views of the
content and allow users to access/modify folders based
on their access rights and permissions. The proposed
system should be able to restrict the users to access
documents/images based on their pre-defined rights &
privileges.
7 The proposed system should allow the users to add
attributes/metadata to the images
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8 Should have robust multi-layered security to limit
access at user level, system level and file level
9 Should be integrated with industry standard relational
database and should identify and retrieve the archived
files as per the user defined fields/ meta-tags.
10 Should support industry standard file formats like JPEG,
PDF, TIFF etc.
11 Should support other files such as DOC, XLS, PPT etc.
12 Should provide an audit trail with user, date and time
details and should record when and which documents
were accessed by which user id.
13 Should be based on open standards
14 Should have a structured filing mechanism
15 Should have ability to collate multiple scanned
documents
16 Provision for automatic creation of full text (OCR) index
using the contents of the document.
17 Provision for web browser based search and retrieval.
18
System to allow the user to search and find documents
based on any of the associated metadata, such as
document type, author, title, location, active/inactive
status, date created etc
19 Ability to sort the search results on various criteria.
20 Context around the search term from the actual
document with highlighting should be possible.
21 System should provide capability to search within so
that users can narrow down the search.
22 Interface for managing the entire lifecycle of content
management, starting from its creation to its
disposition.
l) Analytics, Dashboard & Reporting
Analytics, Dashboard & Reporting
1. Should be able to create various Management dashboards.
2. Should be able to generate certain transactional reports.
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3. Should be able to design and provide applications for formatted reporting, ad hoc queries, interactive analyses, information dashboards, and information broadcasting.
4. Based on roles, users should be able to design, deploy, and execute queries, formatted reports.
5. Based on roles, users should be able to design and interact with Excel-based business intelligence applications and workbooks.
6. Based on roles, users should be able to analyse ad hoc queries and create views of information from various data sources.
7. The reports should be available for time frames like weekly / daily / monthly / yearly.
8. The reports should be available in MS Excel or Web (Internet Explorer).
9. The report data must support the feature of being exported to Excel.
10. The reporting feature should support drill down (across reports/within reports), filter & sorting.
11. The report should support the viewing of numbers / graphs or both on a single display.
12. Should provide for calculations, filters and exceptions during reporting.
13. The reports should be available to users at any time.
14. Should support the feature of delivering the reports to the online users through email, portal, and report server.
15. The report should be broadcasted / sent on e-mails.
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16. The reports to be made available for analysis of historical & consolidated data across systems.
17. Should support visualization of geographic (location based) data on maps
e-Assessor 18. Past knowledge based and rule based advisor and evaluator.
e-Assessment & Accreditation
19. System should have the ability to
generate the summary report based on
performance indicators /key
parameters (at present 196 parameters
which may vary) as per NAAC
requirements/guidelines from the last
five years reports of SSR, AQAR, IQAC
and Gap Analysis. The system should be
intelligent to generate a report that
would help NAAC in reduce subsequent
accreditation evaluation efforts in
terms of reducing the Peer Team Size
and Evaluation time.
20. E-Assessment module should have the
ability to read the submitted AQARs
along with Gap analysis of last
accreditation and comprehend to give
the comprehensive assessment report
as per NAAC requirements.
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29.2 Technical Capabilities of the Software Solution/Applications:
Sl. No.
Requirements
Bidder’s Response
Compliance (Yes/No)
Score as per
Assessment by TEC
(F/P/N)
1 Web portal (3-Tier) should have single sign-on feature that will allow NAAC Officials, HEIs, Peer Team to login as per their access privileges.
2 Should have in-built e-mail for send and receive communication between NAAC, HEIs and Peer Team members.
3 Should auto generate alerts to notify the concerned HEIs, NAAC Officials regarding pending works and remaining time to complete the job.
4 Should allow NAAC administrator to change any set criteria under each work flows as required.
5 Should have document management (upload/download/achieve/search/retrieve) system integrated with NAAC workflow.
6 Seamless integration between the various modules of the solution.
7 Capability to easily configure the changes in the business process scenarios and should be able to implement them without much effort on coding, testing etc.
8 Availability of various components of the solution on the same platform should allow interoperability and seamlessly integration.
9 Should have Implementation / Support tool, integrated seamlessly and be used during the implementation life cycle to carry on the critical activities of the project like Process documentation, Testing etc.
10 Should have capability to integrate with external solutions like Payment Gateway, SMS gateway etc.
11 Should have the ability to restrict data updating /deletion /creation only through Application layer.
12 Should have the ability to configure the number of permissible log-in attempts.
13 Should provide 24/7 Support for the issues arising out of the Solution.
14 Solution should be compatible, tested and certified with the standard based operating systems like Linux, UNIX, Windows, etc.
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15 Solution should support different browsers such as Internet explorer 6.0 & above, Chrome, Firefox, Safari etc.
16 The application should not be coded using proprietary languages and protocols.
17 All licenses offered should be fully utilized without any restrictions.
18 There should be no software installation, plug-in, active x controls or download be required on the client to utilize the full functionality of the applications.
19 The solution offered should be Unicode Compliant.
20 The solution offered should be Service Oriented Architecture compliant.
21 The solution need to support N-Tier and Internet architecture.
22 The solution should be natively built based on 64 bit operating system.
23 The solution should have high response time such as page opening time < 2 Seconds.
24 The solution should support 40 concurrent users for access to internet portal and core application.
25 Should support application, database clustering and load balancing.
26 Should have Online Documentation, On-line help, Field-level help, Screen-level help etc.
27 NAAC should have the option of getting frequent updates from the Successful Bidder, thereby constantly keeping the software up-to-date with technological advances as well as improved functionality.
28 The Solution offered should be able to import data from various formats (Text, Excel, CSV, XML etc.).
29 The system should have a tool to enable all end users to log in issue and seek support.
30 The system should function on any RDBMS Platform without any performance/Security issues.
31 New application system should be configured by involving NAAC team & it’s representative for better understanding of the entire business process for carrying out the routine maintenance issues after successful deployment of the solution.
32 To enable configurable Dashboard to view real-time context sensitive status information with drill-down facility
33 System should have responsive design.
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29.3 Security Requirements of the System:
Sl. No.
Requirements
Bidder’s Response
Compliance (Yes/No)
Score as per
Assessment by TEC
(F/P/N)
1 System should have adequate security measures in place for enforcing Govt. of India security guidelines in terms of Confidentiality, Integrity and Availability of data.
2 Should have SSL certificate for web applications and SSL VPN connections for the users/administrators of NAAC.
3 System should have user ID tracking for data creation and updation.
4 System should have the facility to create roles and responsibilities for limiting the user database access.
5 System should have the facility to track of logs with regard to DB changes.
6 System should support data synchronization e. g. advance cash receipt not linked with sales order indenting.
7 System should support cold back up and hot back up facility.
8 System should support presence of firewalls at each of the depots leading to prevention of major security breaches.
9 The application should comply with OWSAP.
10 The application security audit should be done by the Cert-In empanelled agency and to be taken care by the bidder.
29.4 General features of the System:
Sl. No.
Requirements
Bidder’s Response
Compliance (Yes/No)
Score as per
Assessment by TEC
(F/P/N)
1
Solution should provide User Definable Dynamic
Dashboard and Analytical tool as part of the business
intelligence solution offering to provide the intelligent
analytical information as required by the Department.
2
Whenever there is a legal or localization change related
to taxes, the application vendor should be able to
provide solutions with effective date and without taking
much effort on testing.
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3
Solution should be scalable to provide full integration
across modules so that enterprise wide information
sharing is made easier and automatic by tight
integration across different departmental functions.
4 Solution should have the ability to allow NAAC to alter
performance and evaluation parameters, indicators and
criteria, etc. easily from time to time.
General Requirements
Sl. No.
Requirements
Bidder’s Response
Compliance (Yes/No)
Score as per
Assessment by TEC
(F/P/N)
1 Module wise Functional Analysis
2 Number of Functional Points per module
3 Module wise Modular Flowchart
(Provide flow chart for each module)
4 Demonstration of System similar to the requirement of
this RFT
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30. ANNEXURE-15: Technical Form 3: Methodology for Manpower Deployment and Training
a. The Bidder should specify the approach for manpower deployment including description of
the organizational structure and escalation procedures.
b. The Bidder should define a governance model for managing the on-going relationship,
contract, operational issues and risks.
c. The Bidder should cover details on the training plan and training schedule for the operations
and maintenance personnel. The training plan should comprise technical training; domain
based training as well as soft skills training.
d. The Bidder may give suggestions on improvement of the scope of work given in Annexure 2:
Scope of Work and may mention the details of any add on services related to this project over
and above what is laid down in the tender document. List of deliverables should also be
identified and explained.
e. The Bidder shall describe the knowledgebase, best practices and tools that will be used by the
project team for the execution of scope of work activities.
f. The Bidder shall describe prior experience of its team for working on Software Solution implementation
g. Bidder should provide in his bid the details of the proposed manpower in the below given
format. Bidder should also provide the CVs of proposed resources as part of his bid.
Sl.No. Manpower Type Number of Resources
Duration Proposed
Name of the Proposed Resource
Non IT Resources Project Director Program Manager .... ... IT Resources for Application Modification / Customization / Maintenance
Skill 1 Skill 2 Skill 3 ... ... ...
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CV Format to be used for providing details of manpower
1.
Proposed
position on
team:
2. Name of
employee
The the
3. Designation
4. Date of Birth
5. Nationality
6. Education
Qualification
Name of
School/
College/University
Degree
Obtained
Date
Attended
7. Certifications
8. Language
Language Read Write Speak
9. Employment
Record
Employer Position From To
(Starting with present position list in reverse order – Up to three
quarters of a page)
10 Relevant
Experience
(Give an outline on the experience most pertinent to tasks mentioned
in the project. Describe degree of responsibility held on these relevant
assignments – Up to half of a page).
11 Certification
I, the undersigned, certify that to the best of my knowledge and belief,
this bio-data correctly describes myself, my qualifications, and my
experience. Date:
Place Signature of the Authorized
Signatory
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31. ANNEXURE-16: Technical Form 4: Technology Solution & Maintenance Plan
a. The Bidder is required to describe the proposed Technology Solution in this section as per
the requirements laid out in “Annexure 2: Scope of Work”. The Technology Solution would
be evaluated on the broad parameters provided in Technical Evaluation. NAAC reserves
the rights to add, delete, or modify these parameters at any time during the Tender
process, without assigning any reasons whatsoever and without being required to
intimate the Bidders of any such change.
b. Clear articulation and description of the ICT (hardware and software) requirements,
design and technical architecture of various ICT components including the make and
model of equipment and sizing of infrastructure (including diagrams and calculations
wherever applicable)
c. Details of the methodology proposed to be adopted for maintenance of technology
equipment/infrastructure related to the Software Solution application
d. The indicative list on which the technical solution is expected is on the following headers:
i. Solution architecture
ii. Hardware sizing [proposed ICT infrastructure for Cloud]
iii. Software Solution application for the functionalities required
iv. Operations and Maintenance approach
v. Training approach
vi. Data Migration strategy
e. The Bidder shall specify all the software components required for Software Solution
application in the following format:
Sl. No. Item Purpose/Function License Policy No. of Licenses required
For DC For DR
1. 2.
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32. ANNEXURE-17: Technical Form 5: Declaration by OEM [Applicable for COTS Product]
To, The Director,
NAAC,
Jnana Bharathi Road, Nagarbhavi,
Bengaluru -560072,
Subject: Selection of Suitable Software Solution Provider for Design, Development, Deployment, Hosting and Maintenance of Web-based Software Solution for NAAC Processes Including Migration of Data.
Respected Sir,
We, <OEM name > having our registered office at <OEM address>, are an established and reputed
manufacturer of <<Software application name>>.
We confirm that <Bidder Name> having its registered office at <Bidder Address> is our authorized
partner for _. We authorize them to quote for our products in the
above mentioned tender.
Our full support is extended to them in all respects for supply, warranty and maintenance of our
products. We also ensure to provide the service support for the supplied products for a period of
10 years from date of supply/installation of the products as per tender terms.
We also undertake that in case of default in execution of this tender by the <Bidder Name>, <OEM Name> will take all necessary steps for successful execution of this project as per tender
requirements.
We wish to certify following pre-qualification conditions as stated in the tender: The Proposed product offer all the functions specified in ANNEXURE-2: Scope of Works with
no Bolt On applications. The proposed integrated product is commercial off the shelf product (COTS).
The proposed integrated product provides wide range of security features such as
Authentication, Single Sign-On (SSO), Authorization and Integrated User management.
Offered Software package is web enabled and standard internet browser driven.
The offered Software package is able to work on each of the following OS: Sun Solaris, HP
Unix, IBM AIX, Linux family, Windows Family etc.
The proposed user licenses is full and complete in all respect, there is a provision to create,
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modify, delete, inquire records and create transactions with each user.
Thank You Dated this Day of 2016
(Signature) (In the capacity of)
(Name) Duly authorized to sign the Tender Response for and on behalf of: (Name and Address of Company)
Seal/Stamp of OEM
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33. ANNEXURE-18: Technical Form 6: Work Plan
33.1 A detailed project plan articulating the break-up of each proposed phase into key activities highlighting the start and end months as per the below format should be submitted.
Activity-wise Timelines
S. No. Item of Activity Week wise Program
1 2 3 4 5 …
Project Plan
1 Activity 1
1.1 Sub-Activity 1
1.2 Sub-Activity 2
2
2.1
2.2
3
3.1
4
Note: The above activity chart is just for the purpose of illustration. Bidders are
requested to provide detailed activity & phase wise timelines for executing the project
with details of deliverables & milestones as per their proposal.
Note:
Any indicative prices in this section may lead to disqualification of the Bidder.
The requirements stated in the scope of work are minimum requirements. The
Bidder should provide information for all the components that would be required.
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34. ANNEXURE-19: Copy of Financial Bid with the price column of the price bid format blanked out
The Bidders would need to submit a blank copy of its Financial Tender (as per D. Financial Formats)
with the technical Tender in compliance to the terms specified providing all the details, however,
entire price related details should be omitted from this copy. The Bidder should provide a tick (√)
mark against each item of the price bid format to indicate that there is a quote against this item in
the Financial Bid. In no case, financial quote should be revealed under this annexure. Bids with
financial quote as part of technical response would be rejected.
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35. ANNEXURE-20: Technical Form 7: Statement of Deviation
Tender Clause No. Description of Clause
Deviation in the offer
Brief reason for
deviation
Signature of the Bidder Name
Date Place
Company Seal
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D Financial Formats
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36. ANNEXURE-21: Financial Form 1 – Financial Bid Letter
To, The Director,
NAAC,
Jnana Bharathi Road, Nagarbhavi,
Bengaluru -560072,
Subject: Selection of Suitable Software Solution Provider for Design, Development, Deployment, Hosting and Maintenance of Web-based Software Solution for NAAC Processes including Migration of Data.
Respected Sir,
Reference: Tender No: <TENDER REFERENCE NUMBER> We, the undersigned Bidders, having read and examined in detail all the Tender document in respect of Selection of Suitable Software Solution Provider for Design, Development, Deployment, Hosting and Maintenance of Web-based Software Solution for NAAC Processes including Migration of Data, do hereby propose to provide the services as specified in the Tender document number <TENDER REFERENCE NUMBER> along with the following:
1. PRICE AND VALIDITY
1.1 All the prices mentioned in our Tender are in accordance with the terms as specified in the
Tender documents. All the prices and other terms and conditions of this Tender are valid for a
period of 180 calendar days from the date of opening of the financial bids.
1.2 We are an Indian Firm and do hereby confirm that our Tender prices include all taxes. However, all
the taxes are quoted separately under relevant sections.
2. UNIT RATES
We have indicated in the relevant schedules enclosed, the unit rates for the purpose of on account of
payment as well as for price adjustment in case of any increase to / decrease from the scope of work
under the contract.
3. DEVIATIONS
We declare that all the services shall be performed strictly in accordance with the Tender
documents.
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4. TENDER PRICING
We further confirm that the prices stated in our bid are in accordance with your terms included
in Tender documents.
5. BID PRICE
We declare that our Bid Prices are for the entire scope of the work as specified in the
Annexure 2: Scope of Works and Tender documents. These prices are indicated in Annexure-22:
Break-up of Cost Components attached with our Tender as part of the Tender.
6. CONTRACT PERFORMANCE SECURITY DEPOSIT
We hereby declare that in case the contract is awarded to us, we shall submit the contract
performance security deposit in the form prescribed in Annexure 26: Proforma for Performance
Security Deposit for Contract Performance
We hereby declare that our bid is made in good faith, without collusion or fraud and the
information contained in the bid is true and correct to the best of our knowledge and belief.
We confirm that no Technical deviations are attached here with this financial offer.
Thanking you,
Yours faithfully,
(Signature of the Bidder)
Name:
Designation :
Seal
Date:
Place:
Business Address:
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37. ANNEXURE-22: Financial Form 2 – Break up Cost Components
a. Bidder should provide all prices as per the prescribed format under this Annexure. Bidder should not
leave any field blank. In case the field is not applicable, Bidder must indicate “0” (Zero) in all such
fields.
b. All the prices (even for taxes) are to be entered in Indian Rupees ONLY (% values are not allowed)
c. It is mandatory to provide breakup of all Taxes, Duties and Levies wherever applicable and/or
payable.
d. NAAC reserves the right to ask the Bidder to submit proof of payment against any of the taxes,
duties, levies indicated.
e. NAAC shall take into account all Taxes, Duties & Levies for the purpose of Evaluation
f. The Bidder needs to account for all Out of Pocket expenses due to Boarding, Lodging and other
related items.
g. The Financial Bids shall be evaluated by NAAC for completeness and accuracy. Arithmetical errors
will be rectified on the following basis. If there is a discrepancy between the unit price and the total
price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the
total price shall be corrected. If there is a discrepancy between words and figures, the amount in
words will prevail.
h. Bidder has to quote for either for Open source Solution OR COTS Solution.
37.1 SUMMARY OF THE FINANCIAL BID:
Summary Table (All Prices in Indian Rupees)
Sl.
No. Item Description
Total Base
Price (a)
Total of
Taxes,
Duties &
Levies (b)
Total Price
c=a+b
Cost for Implementation Phase (X)
A Development of Software including one
year warranty period
Sub Total (TX)
Cost for Post Implementation Phase (Y)
B Post Implementation Maintenance
Support Services
Sub Total (TY)
Total Bid Price (T = TX+TY)
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37.2 THE BREAKUP OF THE FINANCIAL BID:
A. Cost for Implementation Phase (X): Development of Software including one year warranty period Details of the breakup shall be provided as per the table (a), (b) and (c) below: Table (a): Software License
Sl.
No. Item
Unit /
License
Type (per
user cost,
fixed cost
etc.)
No of Licenses
Per
License
Cost (S3)
Total DC
software
cost
S4=(S1*S3)
Total DR
software
cost
S5=(S2*S3)
Total
(S6=S4+S5) For
DC
(S1)
For
DR
(S2)
1. 2. 3. 4. 5. 6. 7.
Taxes (Please
Specify the
components on
which Taxes is
being applied
along
wit
h percentages
Total (in Figures)
Total (in Words)
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Table (b): Implementation and Roll out
S. No.
Description
Number of
Resources
Deployed
(a)
Duration
(Man months)
(b)
Man-
Month
Rate
(c)
Total Cost
(d= b*c)
Implementation Phase
1. Project Director 2. Project Manager 3. Solution Architect 4. Technical Architect 5. Functional Lead 6. Technical Lead
7. Database
Administrator (DBA)
8. IT Infrastructure
Specialist
9. Training & Change
Management Lead
10.
Resources for
Development/
Customization,
Integration,
Migration & Testing
of Software
Applications
11
Re-design of NAAC
website without
chatbot
OR
Re-design of NAAC
website with chatbot
[OPTIONAL]
Total (in Figures)
Total (in Words)
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NOTE: The Constituted Team shall take care of all the deliverables as specified in ANNEXURE-2:
SCOPE OF WORKS & meet the SLA specified in ANNEXURE-24 of this tender.
Table (c): Training (During Implementation & Post Implementation)
Sl.
No. Description
Number of Training
sessions
/ Workshops
(a)
Cost per
Training session
/ Workshop
(b)
Total
Cost
(c = a*b)
1 Training sessions / Workshops
2 Miscellaneous items
3 Others
Total (in figures)
Total (in words)
B. Cost for Post Implementation Phase (Y): Post Implementation Maintenance Support Services Details of the breakup shall by provided as per the table (e) below: Table (e): Post Implementation Maintenance Support Services
Sl. No. Software Item Year 1
(Warranty) Year 2 Year 3 Year 4
1. AMC for Softwares (if any) NA 2. Software licenses renewal (if any) NA 3. Maintenance of the applications NA 4. Others (please specify if any) NA
5.
Taxes (Please specify the components
on which Taxes is being applied along
with percentages)
NA
Total (in figures)
Total (in words) Grand Total (in figures) Grand Total (in words)
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38. ANNEXURE-23: Financial Form 3 – Gross Total Value
Prices should be quoted in Indian Rupees and indicated both in figures and words. Price in
words will prevail, in the event of any mismatch.
Gross Total Value (GTV) (in Rs.)
(Rupees: ) in words
Note: Please ensure that the Gross Total Value given here must match the Total Bid Price (T)
given in Clause 37.1: Summary of the Financial Bid of Annexure-22.
In the event of any mismatch in the GTV value and Total Cost in Clause 37.1: Summary of the
Financial Bid of Annexure-22, the following criteria will be adopted to remove the discrepancy
between these two values:
a. When GTV is greater than Total Cost in Clause 37.1: Summary of the Financial Bid of
Annexure-22, the value given in Clause 37.1: Summary of the Financial Bid of Annexure-22
as Total Cost would be taken as GTV
b. When GTV is less than Total Cost in Clause 37.1: Summary of the Financial Bid of Annexure-
22, the value of Total Cost in Clause 37.1: Summary of the Financial Bid of Annexure-22 will
be replaced with the value given in GTV and item wise value of each item in Clause 37.1:
Summary of the Financial Bid of Annexure-22 will be reduced on Pro- rata basis and
consequently unit values would be worked out.
If the L1 bidder fails to accept the individual unit rates rationalized as per the above procedure,
the bid will be treated as cancelled and EMD of such defaulting bidder will be forfeited.
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E Service Level
Agreement (SLA)
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39. ANNEXURE-24: Service Level Agreement
39.1 Service Level Agreement (SLA) During Implementation
If the Successful Bidder fails to deliver its services described in Scope of Works, within
the time period(s) specified in the Contract, NAAC without prejudice to its other rights
and remedies under the Contract deduct 0.5% of contract value per week of delay which
can be attributed to reasons within the control and purview of the Successful Bidder. The
maximum penalty would be 10% of the total contract value.
The Buyer reserves its right to forfeit the Performance Bank Guarantee if the contractor fails
to discharge the duties as per the terms and conditions of the contract and in addition the
Contractor shall compensate the buyer all the losses incurred towards the warranty and
support services.
NAAC may without prejudice to its right to effect recovery by any other method, deduct the
amount of liquidated damages from any money belonging to the Successful Bidder in its
hands (which includes NAAC’s right to claim such amount against the Successful Bidder’s
Bank Guarantee) or which may become due to the Successful Bidder. Any such recovery or
liquidated damages shall not in any way relieve the Successful Bidder from any of its
obligations to complete the Work or from any other obligations and liabilities under the
Contract.
The Successful Bidder shall execute the implementation with due diligence and expedition,
keeping to the approved time schedule. Should Successful Bidder refuse or neglect to
comply with any reasonable orders given in writing by NAAC in connection with the work or
contravene the provision of the Contract or the progress of work lags persistently behind
the time schedule due to the Successful Bidder’s neglect, NAAC shall be at liberty to give
seven days’ notice in writing to the Successful Bidder require to make good the neglect or
contravention complained of and should the Successful Bidder fail to comply with the
requisitions made in the notice within seven days from the receipt thereof, it shall be lawful
for NAAC to take the work wholly or in part out of the Successful Bidder's hands without
any further reference and get the work or any part thereof, as the case may be, completed
by other agencies without prejudice to any other right or remedy of NAAC.
Delay not attributable to the Successful Bidder will be considered for exclusion for the
purpose of computing liquidated damages.
Whenever the Successful Bidder is unable to complete the work and contract is cancelled,
the performance security deposit shall be forfeited and the balance work shall be got done
independently at the cost & risk of the failed Bidder. The failed Bidder shall be debarred
from participating in the Tender for executing the balance work. This responsibility of
successful implementation will be with the OEM in case the Successful Bidder fails to
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implement the project as per the timelines without any additional cost to NAAC.
The work shall be treated as sufficiently completed when the Provisional Acceptance
Certificate (PAC) have been issued for the work by the designated NAAC team & it’s
representative.
39.2 SLA for Software Application post implementation (Operation & Maintenance)
The Successful Bidder shall provide availability of the services under Critical and Non-Critical Categories
as follows:
(A) Critical: NAAC Website and Peer Team Report Submission Module
Desired uptime: 98.5% per month.
Applicable Window: 24/7
(B) Non-Critical: All other modules
Desired uptime: Should not exceed cumulative downtime of one business day (12 hours) in a quarter.
Applicable Window: 8.00 AM to 8.00 PM excluding national holidays.
Penalty for non-compliance to (a) Critical
The performance of the successful bidder shall be monitored monthly basis and penalties would be imposed for not meeting minimum service level of SLA as per the table below:
Monthly Uptime Amount of Penalty during Contract period (Warranty & Maintenance Support)
>=98.5% to 100% No penalty
>=98.0% to <98.5% 2% of Monthly Payment >=97.0% to <98.0% 5% of the Monthly Payment >=96.0% to <97.0% 10% of the Monthly Payment
>=95.0% to <96.0% 15% of the Monthly Payment and additional 0.1% of the monthly payment per hour.
Below 95%
Serving Performance Breach Letter to the Successful Bidder for
taking corrective action within a month. Failing to fixing the issue,
the Successful Bidder may be served with termination notice
followed by forfeiture of Bank Guarantee.
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Penalty for non-compliance to (b) Non-Critical Beyond permissible downtime, a penalty of 0.1% of the monthly payable will be deducted per hour.
This is subjected to the ceiling of 10% per month. If the contractor touching/exceeding the ceiling
limit beyond 2 occasions in a year will lead to Serving Performance Breach Letter by NAAC to the
Successful Bidder for taking corrective action within a month. Failing to fix the issue, the Successful
Bidder may be served with termination notice followed by forfeiture of Bank Guarantee.
General Terms of SLA
1. The Successful Bidder shall provide onsite resources as specified Annexure-2: Scope of Works.
2. If any additional software license, tools etc. required for maintaining the SLA's & uptimes, then the
same will be the responsibility of the Successful Bidder.
3. Service Levels should be complied with irrespective of the customizations that the applications
would undergo during the contract.
4. The Successful Bidder is allowed 10 hours in a quarter for scheduled maintenance on holidays with
prior approval of NAAC which shall not be considered for downtime for calculation of SLA.
39.3 Duration of Service level agreement
The service level agreement would be valid for the entire period of Term of Contract as specified in
Annexure-5.
39.4 Sub Letting Of Work
No part of the annual operation and maintenance work nor any share or interest therein shall in
any manner or degree be transferred, assigned or sublet by the contractor/bidder directly or indirectly
to any person, firm or corporation whatsoever. Subcontracting of the annual operation &
maintenance work is not permitted.
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40. ANNEXURE-25: Change Control Note
Change Control Note CCN Number:
Part A: Initiation
Title:
Originator:
Date of Initiation:
Details of Proposed Change
(To include reason for change and appropriate details/specifications)
Reason for Proposed Change
Time Period for
Implementation
Authorized by NAAC Date:
Name:
Signature:
Received by
the Bidder Date:
Name:
Signature:
Change Control Note CCN Number:
Part B : Evaluation
Comments
Brief Description of Solution:
Impact:
Deliverables:
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Timetable:
Charges for Implementation:
Other Relevant Information:
Authorized by
the Bidder Date:
Name:
Signature:
Change Control Note CCN Number :
Part C : Authority to Proceed
Implementation of this CCN as submitted in
Part A, in accordance with Part B is: (tick as
appropriate)
Approved Rejected
Requires Further Information
For Purchaser For the Bidder
Signature Signature Name Name Title Title Date Date
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F Additional Proformas
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41. ANNEXURE-26: Proforma for Performance Security Deposit for Contract Performance
Ref: Date
Bank Guarantee No.
To,
The Director,
NAAC,
Jnana Bharathi Road, Nagarbhavi,
Bengaluru -560072,
1. Against contract value vide Advance Acceptance of the Tender No.
_________________dated_______________covering_______________________(hereinafter
called the said “Contract”) entered into between the National Assessment & Accreditation
Council (herein after called NAAC) and __________________________(hereinafter called the
“Bidder”) this is to certify that at the request of the Bidder we
__________________________Bank Ltd., are holding in trust in favour of NAAC, the amount of
_________________________________(write the sum here in words) to indemnify and keep
indemnified NAAC against any loss or damage that may be caused to or suffered by NAAC
by reason of any breach by the Bidder of any of the terms and conditions of the said contract
and/or in the performance thereof. We agree that the decision of NAAC, whether any breach
of any of the terms and conditions of the said contract and/or in the performance thereof
has been committed by the Bidder and the amount of loss or damage that has been caused
or suffered by NAAC shall be final and binding on us and the amount of the said loss or
damage shall be paid by us forthwith on demand and without demur to NAAC.
2. We Bank Ltd, further agree that the guarantee herein contained shall remain in full force and
effect during the period that would be taken for satisfactory performance and fulfillment in
all respects of the said contract by the Bidder i.e. till _________hereinafter called the
said date and that if any claim accrues or arises against us___________Bank Ltd, by virtue of this
guarantee before the said date, the same shall be enforceable against us________Bank Ltd,
notwithstanding the fact that the same is enforced within six months after the said date,
provided that notice of any such claim has been given to us__________Bank Ltd, by NAAC before
the said date. Payment under this letter of guarantee shall be made promptly upon our receipt
of notice to that effect from NAAC.
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3. It is fully understood that this guarantee is effective from the date of the said contract and
that we __________ Bank Ltd, undertake not to revoke this guarantee during its currency
without the consent in writing of NAAC.
4. We undertake to pay to NAAC any money so demanded notwithstanding any dispute or disputes
raised by the Bidder in any suit or proceeding pending before any court or Tribunal relating
thereto our liability under this present bond being absolute and unequivocal.
The payment so made by us under this bond shall be a valid discharge of our liability for payment
there under and the Bidder shall have no claim against us for making such payment.
5. We____________Bank Ltd, further agree that NAAC shall have the fullest liberty, without
affecting in any manner our obligations hereunder to vary any of the terms and conditions of
the said contract or to extend time of performance by the Tendered from time to time or to
postpone for any time of from time to time any of the powers exercisable by NAAC against the
said Bidder and to forebear or enforce any of the terms and conditions relating to the said
contract and we, ___________________Bank Ltd., shall not be released from our liability under
this guarantee by reason of any such variation or extension being granted to the said Bidder or
for any forbearance by NAAC to the said Bidder or for any forbearance and or omission on the
part of NAAC or any other matter or thing whatsoever, which under the law relating to sureties,
would, but for this provision have the effect of so releasing us from our liability under this
guarantee.
6. This guarantee will not be discharged due to the change in the constitution of the Bank or the
Bidder.
Date _________
Place ___
Witness _________
Signature ___________ Printed Name _________________
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G Enclosure
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42. ANNEXURE-27: Functional Requirements of the Software Solution
Functionalities of the modules:
a) SSR Module
The key purpose of Self Study Report (SSR) is to document (present information on all aspects) the
institution as per the parameters laid down by NAAC. SSR module will not only create documents but
also generate intelligent quotient /score base on the configurable bench marks and performance indices.
It should generate meaningful pre-peer team visit review reports and gap analysis to minimize
subjectivities of assessors in A&A. The system should provide the necessary views as demanded by the
Peer (assessors) team visiting the institute so as to seek evidences of furnished information in the
SSR. Other steps include HEI Registration/Profile, LoI Submission, IEQA Submission, SSR Submission,
MIS, etc.
Activities Functionalities
HEI Registration/Profile
Allow HEIs to register by providing Institution name, valid e-mail ID and System Generated Captcha.
Allow HEIs to check their eligibility to apply for A&A
System should include mobile number field while registration.
System should have mobile number verification process through OTP.
System should allow account activation process through email link.
System should have change password feature.
System should have forgot password feature.
System should introduce unique login ID feature other than email address.
System should capture the institution category as part of the registration process.
HEI Profile fields should also capture eligibility criteria related information and link to SSR on institute website
Should allow HEIs/NAAC to update the Institute Profile details in case of any change.
System to generate Password & send it to the concerned HEI to their e-mail.
LoI Submission Should allow HEIs to submit the LoI extracted from SSR* module
along with prescribed fee.
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Activities Functionalities
Ability to upload the documents in desired format online as required by NAAC.
Ability to allow HEIs to view, edit, print the details before final submission.
Should allow HEIs to make the payments online (RTGS/NEFT/Internet Banking/Credit Card/Debit Card) or offline such as DD. Scanned copy of the DD to be uploaded.
Allow DD details to be filled prior to uploading it on the website.
Should have online payment receipt generation viewable by the HEI’s.
Upon submission, system should auto generate acknowledgement e-mail and send to HEIs and Concerned Officers of NAAC.
Should allow concerned NAAC officials to view LOI after getting acknowledgement e-mail generated by the system.
Should allow NAAC to accept, reject or hold the LoI submitted by HEIs within the timeline set (15 days) by NAAC.
Should alert NAAC concerned official about the time to finish the activity/ left out time.
Should allow NAAC to communicate the acceptance/rejection status of LOI to the concerned HEIs through e-mail/SMS.
IEQA Submission
Should enable/introduce IEQA feature for applicable HEIs only after acceptance of LOI by NAAC.
System to allow HEIs to submit the IEQA within the timeline set (7 days) by NAAC.
Should allow HEIs to fill and submit the data online as per the IEQA format.
Should allow HEIs to upload the required documents online as per NAAC.
Should allow HEIs to view, edit and print the details prior to the submission.
Should allow concerned NAAC officials to view the submitted IEQA.
System to evaluate the IEQA online to check the compliance with NAAC criteria.
System to auto-generate the IEQA earned/not earned status.
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Activities Functionalities
System to auto generate IEQA submission alerts 7 days, 6 days 5 days etc. to the concerned HEIs as configurable feature.
System to send e-mail alert/SMS to the concerned HEIs regarding the IEQA earned/not earned status.
SSR Submission
Should allow HEIs to fill the SSR* details as per NAAC format before Start of LOI submission process.
Should allow HEIs to download SSR to upload on their website before Start of LOI submission process.
Should allow HEIs to fill and submit the intimation to NAAC regarding hosting of SSR on HEI website as per NAAC format before Start of LOI submission process.
Should allow HEIs to submit the SSR within 15 days from the date of acceptance of LoI/IEQA along with prescribed fee for Cycle 1.
Should allow HEIs to submit the SSR within 15 days from the date of acceptance of LoI along with prescribed fee for Cycle 2 onwards/Re-assessment.
System to auto generate SSR submission alerts 15 days, 10 days 5 days etc. to the concerned HEIs as configurable feature.
Ability to allow HEIs to view, edit and print the details before final submission.
Should allow HEIs to upload the required documents online as per NAAC.
Configuration of payment amount for different processes per institution category.
Should allow HEIs to make the payments online (RTGS/NEFT/Internet Banking/Credit Card/Debit Card) or offline such as DD. Scanned copy of the DD to be uploaded.
Allow DD details to be filled prior to uploading it on the website.
Should have online payment receipt generation viewable by the HEI’s.
Upon submission, system should auto generate acknowledgement e-mail and send to HEIs and Concerned Officers of NAAC.
Should allow concerned NAAC officials to view SSR after getting acknowledgement e-mail.
Should alert NAAC concerned official about the time to finish the activity/ left out time.
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Activities Functionalities
Online Payment Module with Payment Gateway
Ability to integrate with the third party payment gateway seamlessly.
Ability to accept and record online payments towards LoI fee, Assessment fee, Appeal fee, etc.
Should allow NAAC to make the payments to the concerned parties through payment account software and to record the same.
Online SMS & e-mail
Should have application inbuilt e-mail communication system.
Ability to integrate with the third party SMS gateway seamlessly.
Ability to send communication/alerts via e-mail & SMS with the Workflow.
MIS Ability to generate the user definable customized reports.
Ability to generate & print the reports in the desired formats.
b) Assessors Module
Assessors Master Database
Should allow faculty members to apply for becoming an Assessor and submit curriculum vitae
Should allow NAAC concerned official to create the Assessors Master and generate login IDs and passwords for approved assessors
Should allow NAAC to Add/ Update/ Block/ Unblock/ Ban/ Remove Assessors.
Should allow Assessors to create, view, edit & print their profile online as per the NAAC guidelines/policy.
Should allow Assessors to send/receive e-mail/SMS for all the communications concerned.
Peer Team Selection
Should provide search option to NAAC to select the Peer Team members from the Assessors Master as per the NAAC guidelines/selection criteria. Multiple fields search option should be provided.
Should allow NAAC Director to select the Peer Team members and record the same.
Should allow approved NAAC Official/NAAC Director to override the selection team.
Should have the feature to manage the change of Assessors.
Should have auto selection of the Peer Team by the system with a facility to override for the approved NAAC Official/NAAC Director.
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c) Assessment Module
Peer Team Visit and HEI Assessment
System to allow NAAC officials to fix the visit date in consultation with concerned HEI and by checking the availability of Assessors.
System to generate the e-mail/SMS alert about the visit schedule to the HEIs, Concerned NAAC Official and the PT members.
Should allow the selected Assessors i.e. Peer Team Members to view/download the Pre-Inspection Report (Extract of SSR as per the NAAC guidelines/policy of the HEIs to be visited) available online upon their sign-on.
System to generate NAAC Accredited HEIs details region wise (State/District/City/Location) near to HEIs to be visited.
System to allow Peer Team Members to submit the PT Report and the grade as per NAAC format.
System to allow Peer Team Members to submit the Recommendations for Improvement Areas/Gaps Identified.
Should allow Peer Team Members & HEIs to fill and submit the feedback online as per NAAC format.
Should alert NAAC concerned official about the time to finish the activity/ left out time.
The reports to be made available for NAAC to analyse the Peer Team individual performance.
System should auto-calculate KA-GPS, CR-GPS, CGPA and Grade as per configurable weightages and on the basis of PT report and grade sheet (to be approved by EC before publishing)
System to generate reports on item wise gaps in KA-GPA, CR-GPS for ease of producing Gap Analysis Checklist
d) Executive Committee Module
Executive Committee Module
Should allow EC Members to view the Peer Team reports.
Should allow NAAC to upload the HEIs Accreditation Status based on the EC decision/outcome.
System to send communication via e-mail to the concerned HEIs about the decision of EC (i.e. their Grade Point).
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e) Training & Meetings Module
Training Programmes
Should allow NAAC to set the training calendar.
System to allow all the stakeholder to view the set calendar regarding trainings/ workshops.
Ability to upload the training documents/multimedia online as required by NAAC.
Should have the feature to provide Forum, Video Conferencing and Chat to all the Stakeholders for Meeting, Conference and QnA.
Ability to send communications/alerts to HEIs, NAAC, Assessors about Training Programmes, Training Calendars, etc.
Should allow the Assessor/ participants/HEIs to register for training/conferences online.
Should allow faculties/speakers to fill online application and submit the papers for NAAC’s consent.
Should allow NAAC to make the payments to the concerned parties (internal/external) through payment account software and to record the same.
Should allow NAAC concerned official to update details of trained Assessors to Assessors Master Database.
Review & Feedback
Should allow NAAC to fill and send the feedback form online from Assessor/ participants in the Training.
System to analyse (qualitative & quantitative) the feedback online as per the criteria about the Training Feedbacks.
Basic Meeting/Conferences
The NAAC will have meeting of different committees like GC, EC, and Appeal Committee etc. The meetings are scheduled by the NAAC and notices sent to the concerned members of the committee after dates are finalized by the members. The aim to coordinate meeting by sending mails and SMS to the members. It will also have the agenda displayed online at the time of meeting and provision for MOM submission.
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f) Logistics Module
Peer Team Visit
Should allow NAAC to Add/ Update/Remove Agency details.
System should allow NAAC officials to Plan and Schedule Peer Team Visit.
System to send an e-mail/SMS about the Travel Plan of the PT visit (i.e. Schedule, Details of HEIs to be visited and Details of Pear Team Members) to the selected Agency.
Should allow Agency to send the e-ticket, hotel details and contact person details of agency to the concerned Peer Team Members including NAAC co-ordinator.
Entitlement Should allow NAAC to Add/Update entitlement details of the PT
Members.
g) Post-Accreditation
Online submission of AQAR Yearly
Should allow accredited HEIs to fill and submit the AQAR online as per the NAAC format which includes Implementation of the strategic plan over the academic calendar and compliance of the recommendations of the Peer Team.
Ability to allow HEIs to upload the documents online as required by NAAC.
Ability to allow HEIs to view, edit, print the details before final submission.
Should auto generate acknowledgement e-mail and send to HEIs and Concerned Officers of NAAC upon submission of AQAR
Ability to auto sending alert/e-mail to the HEIs regarding timely submission of AQAR with a copy to NAAC concerned officials.
Ability to track all the accredited HEIs regarding the status of AQAR submission.
System to keep tracking continuously all the accredited HEIs for alerting them (12 months prior to the expiry of NAAC accreditation) for initiating for submission of SSR for cycle-2 onwards.
Analysis & Feedback
Should support NAAC to analyse (qualitative & quantitative) the AQAR online as per the set criteria.
Should allow concerned NAAC officer to fill and send the feedback form online about AQAR to HEIs.
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IQAC Monitoring
Should Allow IQAC Members to fill and submit the periodic report (Monthly/Quarterly) as per NAAC format/guidelines.
Ability to allow IQAC members to upload the documents online as required by NAAC.
Ability to allow IQAC Members to view, edit, print the details before final submission.
Should auto generate acknowledgement e-mail and send to IQAC Members and Concerned Officers of NAAC upon submission of Periodic Reports.
Should have the ability to capture the details of IQAC members and progress of the accreditation related activities carried out by IQAC.
Should have an intelligent program manager on the backend who could answer queries and schedule and allow dialogue (by a university IQAC cell or College IQAC cell) with the relevant mentor or staff of NAAC over Hangout/Skype or Chat.
h) Appeal Management Module
Appeal process
Should allow HEIs to fill and submit the appeal intent online as per the NAAC format.
Should allow HEIs to make the payments online (RTGS/NEFT/Internet Banking/Credit Card/Debit Card) or offline such as DD. Scanned copy of the DD to be uploaded.
Ability to allow HEIs to view, edit, print the details before final submission.
Should allow Visited Peer Team Members to make remarks/comments/any changes for NAAC to analyse the appeal made by HEI.
Should allow NAAC to accept, reject or hold the Appeal submitted by HEIs.
Should allow NAAC to send communications/alerts to HEIs regarding the decision of EC i.e. No change/Change in CGPA/Grade Point/ revisit.
Should integrate with A&A module.
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i) Finance Module
General Ledger
Ability to provide a comprehensive picture for external accounting and accounts.
Ability to record all business transactions (primary postings as well as settlements from internal accounting) in a software system that is fully integrated with all the other operational areas of the company to ensure that the accounting data is always complete and accurate.
Accounts Receivable
Ability to record and manages customer accounting data via the Accounts Receivable component.
Should Connect Account Receivable directly to the General Ledger using a special reconciliation account.
Accounts Payable
Ability to record and manage the Assessment & Accreditation (A&A) fee for HEIs visit which includes A&A Fees, Peer Team member’s honorarium TA/DA, Travel Bills, etc. accounting data via the Accounts Payable component. The bills will be verified by the NAAC finance department and the online payment to be made through payment gateway.
Should connect Account Payable directly to the General Ledger using a special reconciliation account.
Fixed Assets Accounting Ability to maintain and analyses fixed assets according to
generally accepted NAAC rules.
Bank Accounting
Ability to include the management of bank master data, cash balance management (check and bill of exchange management), and the creation and processing of incoming and outgoing payments.
Should provide facility of bank accounts reconciliation with financials.
Cash Journal Accounting
Ability to manage cash transactions via Cash Journal Accounting.
Should calculate and displays the opening and closing balances and the receipts and payments totals automatically.
Tax Accounting
Should include a facility to handle India based Tax localization. The India Tax Localization includes supporting of Service Tax, Value added Tax (VAT), Purchase Tax, TCS and TDS, etc.
The Tax mechanism should support additional taxes other than the ones mentioned.
Closing Process Should support closing process of financials of application with
process automation, and reconciliation.
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Financial Statements
Ability to create the financial statements on year-end closing.
Should generate financial reports such as income statements and balance sheet based on general Ledger.
Approval Ability of having approval mechanism for the payments received
from HEIs.
MIS Reports Ability generate the user definable customized reports.
Should integrate with existing Tally for generation of customized reports using the data available with Tally.
Payment Gateway integration
Integration with external payment gateway.
j) Incident Management Module (Help desk)
Incident Management Module
Ability to integrate with Networking Monitoring System to auto-generate the ticket for the issues.
Should have the ticketing management for Assessors also.
Should have option for opening ticket manually.
Should allow to update the status and diagnostics.
Should allow to close the tickets upon resolution of the issues.
Able to classify the general & technical queries
Should auto generate acknowledgement e-mail and send to HEIs and Concerned Officers of NAAC.
k) Document Management System
Document Management System
Ability to upload the documents with the work flows.
Ability to maintain the versioning of documents.
Ability to maintain the metadata of documents.
Ability to maintain the archival of documents.
Allow the user for retrieval of documents.
Ability to maintain the indexing of documents.
Ability to maintain the documents workflow.
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The proposed DMS should have the following features:
The proposed DMS should be a pre-integrated system involving document management system,
storage and archival system. The system should have the modules of having following modules
in the suite: Document Management, Record Management, Archival, Imaging & Information
Rights Management
The proposed system should allow document/image capturing and indexing from multiple zones
and should be able to send to a centralized repository
The system to provide the standard file hierarchy structure of folders and sub-folders to allow
users and groups of users to manage and organize their documents. State any limitations to the
number of folder, subfolder levels.
The interface to allow users creation, editing and management of virtual or compound
documents. The system to provide the features to link any type/ format of documents while
providing capabilities to automatically update the version of the linked document whenever the
original is updated
Proposed DMS should be a web based application
The web interface to provide multiple views of the content and allow users to access/modify
folders based on their access rights and permissions. The proposed system should be able to
restrict the users to access documents/images based on their pre-defined rights & privileges.
The proposed system should allow the users to add attributes/metadata to the images
Should have robust multi-layered security to limit access at user level, system level and file level
Should be integrated with industry standard relational database and should identify and retrieve
the archived files as per the user defined fields/ meta-tags.
Should support industry standard file formats like JPEG, PDF, TIFF etc.
Should support other files such as DOC, XLS, PPT etc.
Should provide an audit trail with user, date and time details and should record when and which
documents were accessed by which user id.
Should be based on open standards
Should have a structured filing mechanism
Should have ability to collate multiple scanned documents
Provision for automatic creation of full text (OCR) index using the contents of the document.
Provision for web browser based search and retrieval.
System to allow the user to search and find documents based on any of the associated
metadata, such as document type, author, title, location, active/inactive status, date created etc
Ability to sort the search results on various criteria.
Context around the search term from the actual document with highlighting should be possible.
System should provide capability to search within so that users can narrow down the search
Interface for managing the entire lifecycle of content management, starting from its creation to
its disposition
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l) Analytics, Dashboard & Reporting
Analytics, Dashboard & Reporting
Should be able to create various Management dashboards.
Should be able to generate certain transactional reports.
Should be able to design and provide applications for formatted reporting, ad hoc queries, interactive analyses, information dashboards, and information broadcasting.
Based on roles, users should be able to design, deploy, and execute queries, formatted reports.
Based on roles, users should be able to design and interact with Excel-based business intelligence applications and workbooks.
Based on roles, users should be able to analyse ad hoc queries and create views of information from various data sources.
The reports should be available for time frames like weekly / daily / monthly / yearly.
The reports should be available in MS Excel or Web (Internet Explorer).
The report data must support the feature of being exported to Excel.
The reporting feature should support drill down (across reports/within reports), filter & sorting.
The report should support the viewing of numbers / graphs or both on a single display.
Should provide for calculations, filters and exceptions during reporting.
The reports should be available to users at any time.
Should support the feature of delivering the reports to the online users through email, portal, and report server.
The report should be broadcasted / sent on e-mails.
The reports to be made available for analysis of historical & consolidated data across systems.
Should support visualization of geographic (location based) data on maps
e-Assessor Past knowledge based and rule based advisor and evaluator.
e-Assessment & Accreditation System should have the ability to generate the summary report
based on performance indicators /key parameters (at present 196 parameters which may vary) as per NAAC
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requirements/guidelines from the last five years reports of SSR, AQAR , IQAC and Gap Analysis. The system should be intelligent to generate a report that would help NAAC in reduce subsequent accreditation evaluation efforts in terms of reducing the Peer Team Size and Evaluation time.
E-Assessment module should have the ability to read the submitted AQARs along with Gap analysis of last accreditation and comprehend to give the comprehensive assessment report as per NAAC requirements.
m) Solution should provide User Definable Dynamic Dashboard and Analytical tool as part of the
business intelligence solution offering to provide the intelligent analytical information as required
by the Department.
n) Whenever there is a legal or localization change related to taxes, the application vendor should
be able to provide solutions with effective date and without taking much effort on testing.
o) Solution should be scalable to provide full integration across modules so that enterprise wide
information sharing is made easier and automatic by tight integration across different
departmental functions.
p) Solution should have the ability to allow NAAC to alter performance and evaluation parameters,
indicators and criteria, etc. easily from time to time.