rfp for selection of system integrator for supply

1

RFP for Selection of System Integrator

for Supply, Installation with Application and

Maintenance of College Management System

2

BID DATA SHEET

Particular Details

Tender Number PEC / Tender / DAR & PG / 2021 / 001

Name of the Client Pondicherry Engineering College

Address and Concerned Person for

Correspondence The Principal, Pondicherry Engineering

College, Pillaichavady, Puducherry - 605010

Cost of Bid Document Rs. 5000/- (Non-refundable)

EMD / Bid Security Amount Rs. 4,00,000/-

Bid Submission Date and Time 26.02.2021 / 3.00 p.m.

Last date for Submission of Queries 20.02.2021

Date and time for opening of Technical Proposal

01.03.2021 / 11 a.m.

Date and time for opening of Financial Proposal

08.03.2021 / 12 noon

Performance Bank Guarantee Amount equivalent to 10% of the total value of the fee quoted amount by the successful bidder received by Pondicherry Engineering College from the System Integrator. The PBG should be issued by a Scheduled / Nationalized Bank in India, in favor of State of India payable at Puducherry.

Method of Submission of Proposal Online (http://pudutenders.gov.in)

Validity of Bids Minimum 180 days from the due date of

submission of proposal as mentioned in this

RFP or the subsequent corrigendum (if any)

Technical Presentation Required

Bid Document submission Support documents have to be submitted separately

Note: All further corrigendum/addendum shall be uploaded on the e-procurement portal.

3

TABLE OF CONTENTS

Point No. Topic Page No.

1 Executive Summary 6

2 Introduction 6

2.1 Objectives of the RFP 6

2.2 Number of Institutions, Faculty and Student Strength 8

2.3 CMS Automation Process 9

2.4 Scope of System Integration 10

3 Instruction to the Bidders 10

3.1 Availability of RFP Document 10

3.2 Preparation and Submission of Proposal 10

3.2.1 Completeness of Bids 10

3.2.2 Language 11

3.2.3 Preparation and Submission of Bid 11

3.2.4 Late Bids 11

3.2.5 RFP Validity 11

3.2.6 Cost and Currency 11

3.2.7 Interpretation of the Clauses in the Tender Document 12

3.2.8 Amendment of Tender Document 12

3.2.9 Deviation of Tender Document 12

3.2.10 Earnest Money Deposit (EMD) / Bid Security 12

4 Qualification Criteria and Bid Evaluation 13

4.1 Evaluation Methodology 13

4.1.1 Tender Opening 13

4.1.2 Tender Evaluation 13

4.1.3 Failure to Agree with the Terms and Conditions of the

RFP

14

4.2 Technical Qualification Criteria 14

4.3 Financial Bid Evaluation 16

4

4.4 Selection of the Bidder 16

4.5 Confidentiality 16

5 Scope of Work 16

5.1 Supply, Installation and Maintenance (Build-Own-

Operate-Transfer)

16

5.2 Implementation Schedule 18

5.3 Support 19

6 Service Level Agreement and Payment Schedules 19

6.1 Payment Schedules 19

6.2 Payments 20

6.3 Other Payment Terms 21

6.4 Service Level Agreements 21

6.5 Penalties 21

7 Signing of Contract 22

7.1 Performance Bank Guarantee (PBG) / Security Deposit 22

7.2 Validation Period / Duration of the Engagement 23

7.3 Taxes and Duties 23

7.4 Transfer / Sub-Contracting 23

7.5 Completeness of Contract 23

7.6 Suspension and Termination of Service Integrator 23

7.7 Amendment 24

7.8 Corrupt and Fraudulent Practices 25

7.9 Resolution of Disputes 25

7.10 Legal Jurisdiction 26

7.11 Indemnity 26

7.12 Publicity 26

7.13 Performance Obligation 26

7.14 Force Majeure 26

7.15 Right to Terminate the Process 27

5

Annexure

1

College Management System Requirement

(Please find as Attachment)

28

Annexure

2

Number of Institutions, Faculty, Courses and Student

Strength Details

29

Annexure

3

Technical Proposal Format 30

Annexure

4

Statement of No Deviation from the RFP Requirement 35

Annexure

5

Financial Proposal Format 36

Annexure

6

Requirement Milestones

(Please find as Attachment)

42

Annexure

7

Self-declaration for not being Blacklisted by any

Government Entity

43

Annexure

8

Details of Technical Manpower Availability with the

Bidder

44

Annexure

9

Relevant Project Experience 45

Annexure

10

Format for Queries 46

6

1. EXECUTIVE SUMMARY

The Directorate of Higher and Technical Education (DHTE), Puducherry seeks an end-to-end Web cum

mobile-based College Management System (CMS) automation solution. The Pondicherry Engineering

College has been selected as the implementing agency for the deployment and maintenance of the

College Management System under the State Collaborative Initiative Programme to effectively manage

Government Colleges under the Department of Higher and Technical Education. The Pondicherry

Engineering College now wishes to implement CMS automation on a Build-Own-Operate-Transfer

(BOOT) mode. The System Integrator is required to provide CMS automation as a service and engage

on a BOOT basis. By BOOT, it is meant that the selected private partner should procure Cloud Server,

develop and customize the application, integrate application with Cloud Server, deploy and maintain the

CMS automation software system, and finally, transfer the same to the Directorate of Higher and

Technical Education. It should include the modules like supply and installation of cloud server,

development and customization of application, Maintenance of Cloud Server and Data Bases, Training,

Helpdesk Support, Project Management Unit (PMU), College Level and Directorate Level Technical

Support. The College Management System should finally be a responsive design.

2. INTRODUCTION

The DHTE is not only involved in the process of improving the teaching/learning practices but also

wishes to effectively manage/monitor the colleges under its purview. Currently the DHTE is managing

1 Technological University, 20 Arts and Science Colleges, 1 Post-graduate Centre and 6 Polytechnic

Colleges distributed in the four conclaves of Puducherry. All these Institutions have a lot of

commonness and at the same time some specifics. Specifics are due to the different ranges of

institutions, viz., Arts and Science, Engineering and Polytechnics. It is believed that enhancement of

interactions among various stakeholders will serve as a vehicle for effective management. In this

regard, the Directorate has prepared the CMS requirements for the various stakeholders involved in the

system. The identified system requirements (Annexure 1) will offer guidance to the selected private

partner for developing the Web-Based Solution. In view of the above, the Pondicherry Engineering

College would require Cloud Server for capturing the various interactions among stakeholders. It is

because of this purpose, this RFP has been published to select the System Integrator (SI) to supply,

install and maintain the Cloud Server with application based on the requirement of DHTE.

2.1 OBJECTIVES OF THE RFP

The primary objective is the implementation of College Management System through Cloud Server. The

project objectives are as follows:

i. Students should be able to maintain their personal, academic and contact details.

ii. Students should be able to view lesson plan in advance, class time table, exam time table, study

materials, old question papers, attendance, test marks, end semester marks, generate hall ticket, pay

exam fees, participate in online training tests, view placement and alumni notifications, participate in

discussion forums, give feedback of teachers, submit grievances, etc.

iii. Faculty should be able to maintain their personal, academic and contact details.

7

iv. Faculty should be able to take attendance, post lesson plans, study materials, test marks, assignment

and marks, apply leave/permissions, view their individual class time table, tasks assignment by their

Heads, record counseling, mentoring, career guidance, training attended and conducted, conference, and

project details.

v. Parents should be able to interact with Teaching Community, view class time-table, attendance of

their wards and submit feedback/grievances.

vi. Alumni of the College should be able to conduct Reunions, notify placement opportunities and

contribute both financially and academically.

vii. Training and Placement Officers should be able to notify students training/placement/internship

opportunities, conduct online training sessions/mock tests, publish results of placement/internship.

Viii. Industry Relations Officers should be able to facilitate interactions among industry personnel and

faculty members so that both the industry and faculty get mutually benefitted.

ix. Exam Cell should be able to conduct course registration, payment of exam/other related fees, display

exam schedule, publish end semester exam results.

x. Principals/Heads of the Departments should be able to monitor the teaching learning process and

generate reports.

xi. Directorate should be able to monitor the teaching learning process and generate reports.

xii. Faculty should be provided with a mobile app to take class attendance of students. They should also

be provided with a feature to login their individual attendance.

xiii. Students should also be provided with a mobile app that incorporates all the features that are related

to them.

8

2.2 NUMBER OF INSTITUTIONS, FACULTY AND STUDENTS STRENGTH

LIST OF COLLEGES COVERED UNDER THE COLLEGE

MANAGEMENT SYSTEM

POLYTECHNIC COLLEGES

Sl.

No. Name of the College Location

Student

Strength

Faculty

Strength

1

Motilal Nehru Government

Polytechnic College Lawspet, Pondicherry

480 69

2 Women's Polytechnic College Lawspet, Pondicherry 215 45

3 Karaikal Polytechnic College Varichikudy, Karaikal 410 64

4 Women's Polytechnic College KaraikalMedu, Karaikal 180 18

5

Dr. B.R. Ambedkar Polytechnic

College Draksharama Road, Yanam

90 19

6 Indira Gandhi Polytechnic College

Chalakkara, New Mahe,

Mahe

102 18

ARTS AND SCIENCE COLLEGES

Sl.


1

Bharathidasan Government College

for Women Muthialpet, Pondicherry

1714 183

2

Tagore Government Arts and Science

College Lawspet, Pondicherry

1440

142

3

Indira Gandhi College of Arts and

Science Kathirkamam, Pondicherry

300 42

4

Rajiv Gandhi Arts and Science

College

Thavalakuppam,

Pondicherry

300 38

5 PerunthalaivarKamarajar Arts College

Kalitheerthalkuppam,

Pondicherry

300 36

6 Kasthurba College for Women Villianur , Pondicherry 180 15

7

Arignar Anna Government Arts and

Science College Nehru Nagar, Karaikal

575 123

8

Avvaiyar Government College for

Women

Dr. Ambedkar Street,

Karaikal

756 79

9

Mahatma Gandhi Government Arts

College Chalakkara, New Mahe

301 109

10 Dr. S.R.K. Government Arts College Pillayara Street, Yanam 255 42

11

KanchiMamumivar Centre for Post

Graduate Studies Lawspet, Pondicherry

710

116

ENGINEERING COLLEGES

Sl.


1

Pondicherry Engineering College

(PTU) Pillaichavady, Pondicherry

2648 185

2

PerunthalaivarKamarajar Institute of

Engineering and Technology Nedungadu, Karaikal

720

28

9

VETERINARY COLLEGES

Sl.


1

Rajiv Gandhi Institute of Veterinary

Education and Research (RIVER) Kurumbapet, Pondicherry

80 53

NURSING COLLEGES

Sl.


1

Mother Theresa Post Graduate and

Research Institute of Health Sciences Gorimedu, Pondicherry

446 50

AGRICULTURE COLLEGES

Sl.


1

Pandit Jawaharlal Nehru College of

Agriculture and Research Institute

Nedungadu Post,

Pondicherry

190 49

LAW COLLEGES

Sl.


1

Dr. Ambedkar Government Law

College Kalapet, Pondicherry

183 23

GRAND TOTAL 12,165 1546

The details of the courses are available in Annexure II

2.3 CMS AUTOMATION PROCESS

The CMS is envisioned to be a hierarchical system, where in the common aspects/features among the

institutes is handled at the Directorate level and the specifics by the individual Institution. The already

designed User Interface by the Directorate is expected to guide the automation process. Further, the

Selected System Integrator is expected to follow an incremental development approach, where in the

core requirements relating to Teaching/Learning process are implemented followed by other

requirements, i.e., requirements need to be prioritized. Requirements are prioritized as follows and the

same order needs to be followed for implementation purpose:

1. Students have to be logged into the system after due authentication and they should be able to enter

their personal, academic and other details. This student subsystem should be able to import some part of

the Students’ data from the CENTAC Admission System.

2. Faculty have to be logged into the system using login credentials and they should be able to enter

their data relating to personal, academics, etc,

3. Feature for students attendance entry (both real time and non real time) has to be implemented.

4. Feature relating to uploading of class time/test schedule/lesson plans/study materials/question

papers/assignments/test marks/assignment marks.

5. Other features relating to teaching/learning process viz., mentoring, counseling, etc.

10

6. Features relating to conduct of end semester exams viz., course registration, payment of fees, hall

ticket generation etc.,

7. Features relating to training, internship and placement.

8. Features relating to industry-institute interactions.

9. Features relating to alumni interaction.

10. Features relating to Parents interaction.

11. Features relating to Retired Faculty interactions.

12. Report Generation.

13. Other features

Since this CMS system is data intensive, the rationale for storing data in the cloud server needs to be

followed. Study Materials pertaining to the current semester may be stored and the past/old content of

study materials may be loaded in the Cloud Server on demand. Further, responsive design is to be

adopted as the Directorate has envisioned a responsive application.

2.4 SCOPE OF SYSTEM INTEGRATION

The RFP is for the selection of the System Integration for Supply of Cloud Server, application

development and customization by SI subject to the satisfaction of the Pondicherry Engineering College.

The bidder is responsible for the complete services as stated in the CMS Requirement, and Requirement

Milestones (Annexure 1 and 6). The Cloud and Mobile-based College Management System will be

taken care of by the SI for a period of 5 years, and subsequently, handed over to the Pondicherry

Engineering College. The decision of The Principal, Pondicherry Engineering College, would be final.

3. INSTRUCTIONS TO THE BIDDERS

This section specifies the procedures to be followed by bidders in the preparation and submission of

their bids. Information is also provided on the submission, opening, and evaluation of bids and on the

award of contract. It is important that the bidder carefully reads and examines the RFP document.

3.1. AVAILABILITY OF RFP DOCUMENT

The tender document is available and downloadable on following website: http://pudutenders.gov.in

3.2. PREPARATION AND SUBMISSION OF PROPOSAL

3.2.1. COMPLETENESS OF BIDS

Bidders are advised to study all instructions, forms, terms, requirements and other Information in the

RFP document carefully. Submission of bid shall be deemed to have been done after careful study and

examination of the RFP document with full understanding of its implications. The response to this RFP

should be full and complete in all respects. Failure to furnish the information required by the RFP

documents or submission of a proposal not substantially responsive to the RFP documents in every

http://pudutenders.gov.in/

11

respect will be at the bidder's risk and may result in rejection of its proposal. The RFP Document is not

transferable to any other bidder.

3.2.2. LANGUAGE

The bid as well as all correspondence and documents relating to the bid exchanged by the bidder and the

purchaser, shall be in the English language only.

3.2.3. PREPARATION AND SUBMISSION OF BID

The bidder is responsible for registration on the e-procurement portal

http://pudutenders.gov.in at their own cost. The bidders are advised to go through the e-procurement

guidelines and instructions, as provided on the e-procurement website. The Bidder shall submit the

proposals online as described below-

a) Proposals that are incomplete or not in prescribed format may be rejected.

b) The Technical and Financial proposal should be submitted only through the e- procurement portal.

c) Technical Proposal - Scanned copy in PDF file format, signed on each page, with file name clearly

mentioning: “Technical Proposal for CMS Tender No”. The proposal should be as per the Technical

Proposal format provided in Annexure III: Technical Proposal Formats

d) Financial Proposal – Financial proposals would be filled on e-procurement portal.

e) The financial Bid should inclusive of all related accessories, Driver Software, Operating Manuals,

Forwarding, Freight, and Installation charges at sites and Warranty etc.

f) Conditional proposals 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.

g) Bidders are advised to upload the proposals well before time to avoid last minute issues.

h) The bid has to be submitted only through online through the http://pudutenders.gov.in website.

No physical submission of bids would be acceptable.

3.2.4. LATE BIDS

Proposals after the due date and time shall not be accepted.

3.2.5. RFP VALIDITY

The RFP offer must be valid for 180 days from the due date of submission of proposal as mentioned in

this RFP or the subsequent corrigendum (if any). However, the Pondicherry Engineering College may

extend this period, if the bidder accepts the same in writing.

3.2.6. COST AND CURRENCY

The offer must be given in Indian Rupees, only. The price will remain fixed for the period of the

contract and no changes for any reason what so ever will be allowed. The bidder shall bear all the costs


12

associated with the preparation and submission of its bid, and the purchaser will in no case be

responsible or liable for these costs, regardless of conduct or outcome of bidding process.

3.2.7. INTERPRETATION OF THE CLAUSES IN THE TENDER DOCUMENT

In case of any ambiguity in the interpretation of any clauses in the Tender document, the Pondicherry

Engineering College’s interpretation of the clauses shall be final and binding on the bidder. The

decision taken by the Pondicherry Engineering College will be full and final in the process of Tender.

3.2.8. AMENDMENT OF TENDER DOCUMENT

At any time prior to the deadline for submission of bids, the DHTE, for any reason, whether at its own

initiative or in response to a clarification requested by a prospective bidder, may modify the bid

documents by amendment. Any such communication shall be posted on website and bidders are

requested to visit the e- procurement website for updates, modification and withdrawal of offers.

3.2.9. DEVIATIONS

The bidder shall not be allowed to make any deviation whatsoever from the terms and condition and

technical specifications specified in the RFP. All the bidders should submit a No Deviation Form as per

the format given in Annexure IV.

3.2.10. EARNEST MONEY DEPOSIT (EMD) / BID SECURITY

a) The Bidder shall furnish Rs. 4,00,000/- (Rupees Four lakhs only) in the form of a Demand Draft in

favour of The Principal, Pondicherry Engineering College, payable at Puducherry from a nationalized /

Scheduled bank.

b) No interest shall be payable on EMD under any circumstances.

c) Unsuccessful Bidder’s Bid security shall be discharged or returned within 60 (sixty) days of

expiration of the period of proposal validity or after awarding tender to successful Bidder.

d) In case of successful bidder, the EMD shall be discharged upon signing of agreement and submission

of performance bank guarantee, as per Annexure V

e) The EMD shall be forfeited by the Bidder on account of one or more the following reasons-

• If a bidder withdraws its bid during the period of bid validity.

• If the bidder fails to sign the agreement in accordance with the terms and conditions (only in case of a

successful bidder).

• Fails to furnish Performance Bank Guarantee as specified in Annexure 5

• Information given in the proposal is found inaccurate/incomplete

13

4. QUALIFICATION CRITERIA AND BID EVALUATION

4.1. EVALUATION METHODOLOGY

4.1.1. TENDER OPENING

a) Bid Opening shall take place through the e-Procurement Portal. Online Proposals submitted along

with the EMD/ Bid Security and Tender Fee (Payable Online through the portal) shall be considered for

Bid opening as per the timelines mentioned in the Bid Data Sheet.

b) In case of EMD/ Bid Security is not received as per the timeline mentioned in the Bid Data Sheet, the

bid submitted on the e-Procurement Portal would be rejected.

c) A maximum of two representatives from each Participating Organization would be allowed to attend

the Tender Opening. The Bidder’s representatives, who may choose to attend the session, should attend

the Tender opening at the Date and time mentioned in the Bid Data Sheet or as per the Date and Time

revised in the subsequent communication given by the Pondicherry Engineering College through

http://pudutenders.gov.in

d) During bid opening preliminary scrutiny of the bid documents will be made to determine whether

they are complete, whether required bid security has been furnished and whether the bids are generally

in order. Bids not conforming to such preliminary requirements will be prima facie rejected.

e) To assist in the scrutiny, evaluation and comparison of offers, the Pondicherry Engineering College

may, at its discretion, ask some or all the Bidders for clarification of their offers on any of the points

mentioned therein and the same may be sent through email, facsimile. No change in the prices or

substance of the bid shall be sought, offered, or permitted, except to confirm the correction of arithmetic

errors discovered by the Pondicherry Engineering College in the evaluation of the bids.

4.1.2. TENDER EVALUATION

To evaluate the Tender, the Department shall formulate a Tender Evaluation Committee (TEC) (also

referred to as “Evaluation Committee”). The Evaluation Committee shall evaluate the Technical and

Financial bids as per the following process:

a) The Pondicherry Engineering College will evaluate and compare the bids that have been determined

to be substantially responsive.

b) The Tender Evaluation Committee shall review the Technical Proposal along with the Eligibility

Criteria. To assist in the examination, evaluation, and comparison of the bids, and qualification of the

Bidders, the Evaluation Committee may, at its discretion, ask any Bidder for a clarification of its bid.

c) Eligible bidders scoring 60% or more in the Technical evaluation shall be considered for financial

evaluation.

d) The Financial Proposals of only those Bidders who have been qualified in the Technical Proposal

will be opened in the presence of their representatives, who may choose to attend the session on the

specified date, time and address mentioned in the Bid Data Sheet.


14

4.1.3. FAILURE TO AGREE WITH THE TERMS AND CONDITIONS OF THE RFP

Failure of the successful bidder to agree with the Terms & Conditions of the RFP / Contract shall

constitute sufficient grounds for the annulment of the proposal or the award, in such event the EMD as

specified in the document.

S .No Eligibility Criteria Documents to be Provided

1 The Bidder must be a company incorporated in

India, Registered under the Company's Act 1956

/proprietorship firm/ partnership firm.

Certificate of incorporation along

with MOA and AOA

2 The Bidder should have developed Cloud-based

software projects and more specifically, for

Educational Institutions, in the last three years as on

date of submission of the bid.

Order copy / installation /client

certificate.

3 The bidder should have an annual average

turnover of Rs. 3 crores in the last 3 financial years

(FY 2019-2020, 2018-19, 2017-18)

Financial Statements (Balance

Sheets Audited by a Certified

Chartered Accountant)

4 The bidder shall have at least 1 work order for

supply, installation and maintenance of web-based

software in the last three years.

Work order copy / Installation /

Work Completion Certificate /

Satisfactory Performance

Certificate from client

5 Bidder shall be a Cloud-based software developer

6 The bidder shall have a valid ISO 9001:2008 or

2700 I of CMMI level 3 or above

7 The bidder shall be registered for Sales Tax / VAT

and shall have valid GST number. Copy of Sales Tax& VAT

registration

Copy of GST documents

8 The firm shall not have been blacklisted by

Central Government or any State Government

Organization /Department PSU in India at the time

of submission of the Bid

Self-declaration letter from

bidder

4.2. TECHNICAL QUALIFICATION CRITERIA

a) Technical Proposal for only those Bidders who have been found to be in compliance with the

Eligibility Criteria mentioned above would be considered by the Directorate for further evaluation.

b) Technical proposals of bidders shall be compared within respective product category and ranking of

technical score would be carried out within the same category.

15

c) Only those Technical Bids, whose proposed Cloud-based College Management System comply with

the specification given in Annexure-I shall be considered for further evaluation. In this regard, the

Bidder should provide a compliance statement to the technical specifications in the form of ‘Complied’

or ‘Not Complied’ which should be enclosed in the technical bid. The compliance statement should

contain the signature of the authorized person and the seal of the company.

d) The Technical Evaluation Committee based on technical evaluation framework mentioned shall

evaluate each proposal and allot a technical score as per the Technical criteria mentioned below:

S. no

Description Requirement/ Maximum Score

Supporting Documents

A

Proposed project is in compliance with the

Cloud-based College Management System as

mentioned in Annexure I .

Mandated / Pre-

requisite for

further

evaluation

B Technical Evaluation Framework

1.

Bidders Turnover: Annual average turnover of

Bidder in last 3 financial years (FY 2020-2019,

2019-18, 2018-17)

>3 crores = 20 points

1 Cr – 2 Crs = 10 points

< 1 Cr = Nil points

20

Balance Sheets

Audited by a

Certified

Chartered

Accountant

2.

No. of Cloud-Based / Web-Based Software

developed and deployed in the last 3 financial

years (FY 2020-2019,2019-18, 2018-17)

5 and above=20Points

>3 =13 Points

1-2 =07 Points

20 Work order

copy/

installation

/client certificate

3.

Experience: Experience of supplying Cloud-based/ Web based Software to Govt. Institutions in India with project value greater than 1.00 crores each.

3 or more Projects =20 points

2 Projects = 13 Points

1 Project= 07Point

20 Work order copy /

Installation / Work

Completion

Certificate /

Satisfactory

Performance

Certificate from

client

4. Software Integration Methodology 15

5. Implementation Plan 10

6. Usability and Functionality 10

7. CMMI 3 or above certification 05

Total 100

16

Please Note:

• The Pondicherry Engineering College reserves the right to verify (or conduct telephonic verification)

bidder’s customers where such a similar project execution has taken place.

• Bidders who score 60 marks or higher in the technical evaluation, as per the criteria mentioned above,

shall be considered for financial evaluation.

4.3. Financial Bid Evaluation

The financial bids for technical qualified bidders will be opened .Financial bids, not substantially

responsive or incomplete in any manner, are liable to be disqualified. The bidder with the lowest bid

will be declared as the Lowest Bidder (L1).

4.4. Selection of the Bidder

a) The technically qualified bidder with L1 rate shall be the successful bidder.

b) In an event where in two or more Bidders have bid at the same price, then the bidder with the highest

technical score will be given preference for engagement. c) In the event that any successful bidder (L1) withdraws or is not ready for engagement for

any reason, may invite the vendor with next lowest rate (L2) for engagement provided the L2bidder is ready to accept the rate quoted by the L1 bidder.

4.5. Confidentiality a) Any attempt by a Bidder to influence the Pondicherry Engineering College in the evaluation of the

bids or contract award decisions may result in the rejection of its bid.

b) If any Bidder wishes to contact the Pondicherry Engineering College during / after the opening of the

bid to the award of contract, he may do so in writing.

5. Scope of Work 5.1. Supply, Installation and Maintenance (Build-Own-Operate-Transfer Model) The Scope of work for a successful vendor is given below: a) The bidder shall procure appropriate cloud based on the resources required to handle the number of

institutes, students, and faculty as specified in Annexure 2.

b) The bidder shall demonstrate all the features of the proposed CMS Software through a proof of

concept (POC) implementation the bidder’s own cost.

c) The bidder shall demonstrate the compliance of the Cloud, as per the R.F.P.

d) The bidder shall develop and customize the application.

17

e) The bidder shall give training to all Stake holders as well as in troubleshooting of simple/basic errors.

The trainings will be conducted on a week day. There will be at least 4 trainings to be conducted for all

Institute Nodal Officers. The induction training will be a class-room based training to be conducted at

the Regional level. The contents, trainers and training will be provided by the SI. The venue of the

training and logistics support for training will be provided by the Pondicherry Engineering College.

Beyond the minimum requirement, the bidder has to assess then number of trainings required) The

bidder shall in corporate Back-up and Restore facility in the Cloud as necessary.

h) The bidder shall deploy sufficient resources to plan and manage the installation of his Cloud-based

software at all the Institutes specified in the RFP.

i) The bidder would develop and demonstrate each feature of the software following agile development

principles. Requirements have been prioritized and accordingly they may be implemented.

j) Upon successful development and deployment of software the bidder would be responsible for

operational maintenance for a period of 5 years. Before the end of 5 years, the bidder should do the

technology transfer viz., handover the developed CMS product along with the source code and the

Cloud Server.

k) The number of Institutes, Strength of the Faculty, Strength of Students, and Number of Departments

in each Institute is furnished in the Annexure-II.

l) The Bidder should do the capacity planning of the Cloud using the data provided viz., Number of

Institutes, Faculty Strength, and Students Strength and also importance needs to be given on the content

of study materials to be loaded by the teachers of the respective institutes.

m)The bidder may be required to plan and take up CMS deployment and phased manner across all

institutes and across geographical areas as may be decided at a later date by PEC representatives.

o) The bidder shall make available additional Cloud storage for taking back-ups and also for disaster

recovery.

p) The SI will be responsible for deployment of the College Management System in the Cloud Servers

and CMS Software as per the minimum specifications given in the RFP.

q) The SI shall depute its technically qualified representative for deployment of Cloud Servers and CMS

Software. The designated officer from the Pondicherry Engineering College will inspect the Cloud

Servers deployed and commissioned and fill up the post-delivery inspection report.

18

5.2. IMPLEMENTATION SCHEDULE

Following are the timelines for the completion of various phases (for each Group as specified in

Section 2.2:

S. No.

Activity

Completion Schedule (in weeks)

1 Signing of contract T + 0

2 Deployment, Installation Server (along with

framework) with level one (milestone) requirements

of the System.

T + 4

3 Training of Manpower for First Milestone T + 5

4 Implementation of Second Milestone requirements T + 11

5 Training of Manpower for Second Milestone T + 12

6 Implementation of Third Milestone requirements T + 18

7 Training of Manpower for Third Milestone T+ 19

8 Implementation of Fourth Milestone requirements T + 23

9 Training of Manpower for Fourth Milestone T+ 24

10 Final Acceptance Test Completion T + 25

11 Training of Manpower for the Completed CMS T+ 26

12 Go-live (for calculation of five years of maintenance

period)

27 week onwards

*For Milestones requirements please refer Annexure 6

Please note:

SI will need to strictly adhere to the implementation schedule and obtain final acceptance as

per the implementation schedule. In case there is delay from bidder in obtaining the final

acceptance as per the implementation schedule, 1% of the total monthly fee for the particular

group will be levied as penalty (for every week of delay) on the SI. In case of a continuous

delay of 12 weeks the agreement is liable to be terminated at the discretion of the PEC

5.3. SUPPORT

a) The SI shall provide support as per the service level agreements mentioned in the Section

6.4.

b) The Pondicherry Engineering College will operate a centralized helpdesk (Tier – 1) with a

telephone number for technical/ operational support. Please note that a single number will be

functional in the State. The centralized helpdesk will forward the calls to the nodal officers

appointed by the System Integrator responsible for one region. The nodal officers appointed

by SI will register the complaints about hardware and software issues and will also maintain a

log of issues, time and date of receipt of call, cause / nature of problem (network, hardware

etc.), date & time of resolution provided, etc. The working hours for the region level nodal

officers should be from 9:00am to 5:00 pm on all days except Sundays & Govt. Holidays.

6. SERVICE LEVEL AGREEMENTS AND PAYMENT SCHEDULES

6.1. PAYMENT SCHEDULES

On signing of the contract as Build-Own-Operate-Transfer model, the System Integrator,

shall deliver the CMS software within the time defined in the section 6.2 and follow the

Service Level Agreement.

6.2. Payments

All payments will be made upon successful completion of the stated milestone targets and

approval of the Technical Committee

Sl.

No.

Activity

Completion

Schedule (in

weeks)

Payment Mode

1 Signing of contract T + 0

2 Deployment, Installation Cloud Server

(along with framework) with First Milestone

requirements of the System.

T + 4 10%

3 Training of Manpower for First Milestone T + 5

4 Implementation of Second Milestone

requirements

T + 11 10%

5 Training of Manpower for Second Milestone T + 12

6 Implementation of Third Milestone

requirements

T + 18 5%

7 Training of Manpower for Third Milestone T+ 19

8 Implementation of Fourth Milestone

requirements

T + 23 5%

9 Training of Manpower for Fourth Milestone T+ 24

10 Final Acceptance Test Completion T + 25

11 Training of Manpower on fully implemented

CMS

T+ 26

12 Go-live (for calculation of five years of

maintenance period)

27th week

onwards

60% (5 years = 20

quarters. 3%

payment each

quarter)

13 After successful completion of 5 years Go-

live period

10%

*For Milestones requirements please refer Annexure 6

6.3. OTHER PAYMENT TERMS

a) The bidder would raise invoices as per the terms stated in Point 6.2.

b) The Pondicherry Engineering College will make payment to System Integrator after

receiving clearance from the Directorate of Higher and Technical Education regarding the

adjustments against the penalties levied with respect to the SLAs.

c) SLA adherence reports have to be generated by the concerned System Integrator and the

,same shall be submitted to the Pondicherry Engineering College. This would be used for

monitoring of the SLA and calculation of penalties (if any). The client at its own discretion

may verify the SLA performance reports and penalties.

6.4. SERVICE LEVEL AGREEMENT

Service Level Agreement (SLA) will form part of the contract between the Pondicherry

Engineering College and the System Integrator. The SLA defines the terms of the

responsibility in ensuring the timely delivery and the compliance to the Performance

Indicators as detailed in this document. The System Integrator has to comply with Service

Levels requirements to ensure adherence to timelines, quality and availability of services.

SLA Requirements

Availability (e.g. 99.99% during work days, 99.9% for nights/weekends)

• Performance (e.g. maximum response times)

• Back up of the data should be done on a monthly basis. Back up report should be

submitted on the first day of each month.

• Security / privacy of the data (e.g. encrypting all stored and transmitted data)

• Disaster Recovery expectations (e.g. worse case recovery commitment)

• Location of the data (e.g. consistent with local legislation)

• Access to the data (e.g. data retrievable from provider in readable format)

• Portability of the data (e.g. ability to move data to a different provider)

• Process to identify problems and resolution expectations (e.g. call center)

• Change Management process (e.g. changes – updates or new services)

• Dispute mediation process (e.g. escalation process, consequences)

• Exit Strategy with expectations on the provider to ensure smooth transition Other than

the standard reports, any other customized report required by the Department has

to be submitted by the selected bidder to be mutually agreed by both the parties.

6.5. PENALTIES

The bidder shall be paid MGR (Monthly Guaranteed revenue) as per the services (i.e.

availability and percentage of card holders) provided to the tendered.

a. If the server is down for more than one day, 1% of the quarterly maintenance charge

will be deducted.

b. All software-related bugs should be fixed within 72 hours failing which 1% of the

quarterly maintenance charge will be deducted.

c. If monthly backup of data is not done 1% of the quarterly maintenance charge will be

deducted.

Please Note:

a) The penalty amount shall be recovered from the payment for that month being made to

the System Integrator.

b) An investigation will be conducted by the Pondicherry Engineering College into the

reason as to why the service was not executed on time.

c) It will be investigated whether that Cloud-based software was non-functional due to

mishandling/ mismanagement or due to any other reason. The investigation will be completed

within 7 working days of filing of complaint and based upon the results of the investigation

further action will be initiated by the Pondicherry Engineering College.

7. SIGNING OF CONTRACT

a) The successful Bidder shall execute an agreement within 15 days from award of contract

from the Pondicherry Engineering College. In exceptional circumstances, on request of the

successful bidder in writing for extension, the Pondicherry Engineering College reserves the

right to grant an extension for appropriate period after getting satisfied with the reasons

given.

b) In addition to terms and conditions being mentioned hereunder, all terms and conditions

of the RFP and corrigenda issued will also be applicable for the contract.

c) There shall be agreement between the Pondicherry Engineering College and Successful

bidder. On failure of execution of the agreement by the successful bidder, the EMD furnished

will be forfeited.

7.1. PERFORMANCE BANK GUARANTEE (PBG)/ SECURITY DEPOSIT

The System Integrator shall be required to submit PBG as per the following formula:

• Ten percent (10%) of the fee quoted for the development of the Cloud-based software

system.

• The System Integrator shall have to submit the PBG as per the format given on

Annexure V

The PBG shall be denominated in the currency of the contract and will be for an amount as

mentioned above. All charges with respect to the PBG shall be borne by the bidder. The PBG

shall be remaining valid six months beyond the life of the contract. The PBG will be

discharged / returned by the upon being satisfied that there has been due performance of the

obligations of the bidder under the contract. However, no interest shall be payable on the

performance bank guarantee. In the event of the bidder being unable to service the contract

for whatever reason, the Pondicherry Engineering College would invoke the PBG. The

Pondicherry Engineering College shall notify the bidder in writing of the exercise of its right

to receive such compensation within 14 days, indicating the contractual obligation(s) for

which the bidder is in default.

7.2. VALIDITY PERIOD/DURATION OF THE ENGAGEMENT

The engagement shall remain in force for 5 years (Five years) from T+26 date as per the

implementation schedule Table 5.2.

7.3. TAXES AND DUTIES

Rates should be exclusive of all Taxes and inclusive of all other items.

7.4. TRANSFER / SUB-CONTRACTING

The bidder has no right to give, bargain, sell, assign or sublet or otherwise dispose of the

Contract or any part thereof, as well as to give or to let a third party take benefit or advantage

of the present Contract or any part thereof. However, in case of circumstances beyond the

control of bidder, transfer/ sub-contracting may be permissible with the written concurrence

of the Directorate.

7.5. COMPLETENESS OF CONTRACT

The contract will be deemed as incomplete if any component of the hardware, software,

handholding, Training, etc., or any documentation relating thereto is not delivered, or is

delivered but not installed and /or not operational or not acceptable to the indenter after

acceptance testing /examination. In such an event, the supply and installation of hardware,

application software, and other software will be termed as incomplete. The hardware &

application software will be accepted by the Technical Committee after successful

deployment of the software system.

7.6. SUSPENSION & TERMINATION OF SYSTEM INTEGRATOR

a) Subject to the provisions mentioned here under this Agreement shall terminate at the

expiry of the agreement term.

b) Either party may terminate this Agreement if the other party breaches the terms of this

Agreement and fails to rectify it within 30 days of receiving notice of breach.

c) Either party with the consent of the other party can terminate this Agreement by giving 30

days written notice.

d) The Pondicherry Engineering College reserves the right to terminate the contract in case

System Integrator gets blacklisted by the Government of or any other Ministry of

Government of India during the course of Project or if SI is convicted in a legal/tax evasion

case or on account of any other legal misconduct of the SI.

e) The Pondicherry Engineering College may serve written notice on SI at any time to

terminate this Agreement with immediate effect in the event of a reasonable apprehension of

bankruptcy of the SI.

f) In the event that the Pondicherry Engineering College terminates this Agreement due to the

breach of the SI as per the conditions of this agreement, the Pondicherry Engineering College

shall be entitled to invoke the Project Performance Guarantee.

g) Upon expiry, this Agreement may be extended and/or renewed and/or taken over by the

Pondicherry Engineering College, Puducherry on behalf of Government of subject to the

terms of this Agreement.

h) The Pondicherry Engineering College may, at any time, terminate the engagement by

giving 30 days written notice to the System Integrator without any compensation (if the

System Integrator becomes bankrupt or otherwise insolvent, provided that such termination

will not prejudice or affect any right of action or remedy which has accrued or will accrue

thereafter to the Pondicherry Engineering College)

i) The engagement of the bidder shall be suspended and the bidder may be blacklisted

forthwith by the Pondicherry Engineering College under the following

circumstances/reasons:

• Violation of any condition of the tender/ contract or part of any condition of the

tender contract of engagement, or

• Deviation found in quality and quantity of the product supplied, or

• On finding software supplied with hardware as pirated, or

• If it is found that during the process of award of contract, fraudulence was made by

the bidder or the vendor or if found to resort to the fraudulent practice in getting

supply order like offering incentive in terms of free product or money.

j) As for stopping the implementation of faulty/substandard Cloud-based College

Management System and taking appropriate action in this regard, if an urgent and emergent

nature is required to protect the interest of the Government, the engagement of the concerned

will be suspended. However, before taking the final decision on the matter, all

concerned will be given one month’s time to explain their stand. After enquiry, if the bidder

is found guilty, the engagement of the concerned bidder for the product in question will be

cancelled and other appropriate legal action shall also be initiated against all concerned. In

case of any dispute, the decision of the Pondicherry Engineering College, Puducherry,

shall be final and binding.

7.7. AMENDMENT

No provision of Contract shall be changed or modified in any way (including this provision)

either in whole or in part except by an instrument in writing made after the date of this

Contract and signed on behalf of all the parties and which expressly states to amend the

present Contract.

7.8. CORRUPT / FRAUDULENT PRACTICES

The Directorate requires that the Bidders under this tender should observe the highest

standards of ethics during the procurement and execution of such contracts. In pursuance of

this policy, the Purchaser defines the terms set forth as follows:

a) “Corrupt Practice” means the offering, giving, receiving or soliciting of anything of value

to influence the action of the public official in the award of the RC, procurement process or in

contract execution;

b) In the event of corrupt practice and fraudulence in addition to penal action as per the terms

and conditions of the contract, legal action shall also be initiated against the concerned.

c) “Fraudulent practice” means a misrepresentation of facts in order to influence award of

contract or a procurement process or an execution of a contract to the detriment of the

Directorate, and includes collusive practice among Bidders (prior to or after bid submission)

designed to establish bid prices at artificial non-competitive levels and to deprive the

Purchaser of the benefits of the free and open competition;

d) The Directorate will suspend the award of contract if prima-facie it is established that the

Bidder had engaged in corrupt or fraudulent practices in competing for the contract in

question.

e) The Directorate will declare a Bidder ineligible after giving opportunity of being heard,

either indefinitely or for a stated period of time, to be awarded a contract if at any time it is

found that the Bidder has engaged in corrupt and fraudulent practices in competing for, or in

executing, this contract.

7.9. RESOLUTION OF DISPUTES

The Pondicherry Engineering College and the successful bidders shall make every effort to

resolve amicably by direct informal negotiation, any disagreement or dispute, arising between

them under or in connection with the contract. Any dispute or difference whatsoever arising

between the parties to this Contract out of or relating to the meaning, scope, operation or

effect of this Contract or the validity of the breach thereof, which cannot be resolved, shall be

referred to a sole Arbitrator to be appointed by mutual consent of both the parties herein. If

the parties cannot agree on the appointment of the Arbitrator within a period of one month

from the notification by one party to the other of existence of such dispute, then the

Arbitrator shall be nominated by the Secretary, Law Department, and Government of

Puducherry. The provisions of the Arbitration and Conciliation Act, 1996 will be applicable

and the award made there under shall be final and binding upon the parties hereto, subject to

legal remedies available under the law. Such differences shall be deemed to be a submission

to arbitration under the Indian Arbitration and Conciliation Act, 1996, or of any

modifications, Rules or re-enactments thereof. The Arbitration proceedings will be held at

Puducherry, India.

7.10. LEGAL JURISDICTION

All legal disputes are subject to the jurisdiction of Courts at only.

7.11. INDEMNITY

The successful bidders/System Integrator shall indemnify, protect and save the Pondicherry

Engineering College and against all claims, losses, costs, damages, expenses, action suits and

other proceeding, resulting from infringement of any patent, trademarks, copyrights etc. or

such other statutory infringements in respect of all components (like system software,

software tools, hardware etc.) and the services rendered under this tender.

7.12. PUBLICITY

Any publicity by the bidder in which the name of the Pondicherry Engineering College is to

be used should be done only with the explicit written permission of the Pondicherry

Engineering College.

7.13. PERFORMANCE OBLIGATIONS

While providing services as per Scope of Work, the successful bidder shall ensure that there

is no infringement of any patent or design rights or violate any intellectual property or other

right of any person or entity and shall comply with all applicable Laws, Statute, regulations

and Governmental requirements and he/she shall be solely and fully responsible for

consequence / any actions due to any such infringement.

7.14. FORCE MAJEURE

a) Force Majeure would include natural and unavoidable catastrophe that interrupt the

expected course of events.

b) For purposes of this clause, “Force Majeure” means an event beyond the control of both

the parties ( Govt.& SI ) and not involving the both the parties and not involving the fault of

both the parties or negligence and not foreseeable. Such events may include, but are not

restricted to, instances of, wars or revolutions, fires, floods, epidemics, quarantine restrictions

and freight embargoes which would have an impact on both the parties.

c) If a Force Majeure situation arises, the any of the parties shall promptly notify the other in

writing of such conditions and the cause thereof. Unless otherwise directed by, the bidder

shall seek all reasonable alternative means for performance not prevented by the Force

Majeure event.

d) The Pondicherry Engineering College may also discuss the issue with the system

integrator and revise the existing timelines for the Project. If the system integrator does not

complete the Project Implementation in accordance with the revised timelines, the

Pondicherry Engineering College will have the option to invoke the Performance Guarantee

and/or terminate this Agreement.

e) If an event of Force Majeure continues for a period of Sixty (60) days or more, the parties

may, by mutual agreement, terminate the Contract without either party incurring any further

liabilities towards the other with respect to the Contract, other than to effect payment for

services already delivered or performed.

f) The Force Majeure circumstances and events shall include the following events to the

extent that such events or their consequences (it being understood that if a causing event is

within the reasonable control of the affected party, the direct consequences shall also be

deemed to be within such party's reasonable control) satisfy the appropriate definition as per

this agreement. Without limitation to the generality of the foregoing, the Force Majeure

Event shall include the following classes of events and circumstances and their effects:

i) Natural events (“Natural Events”) to the extent they satisfy the foregoing

requirements including:

• Any material effect on the natural elements, including lightning, fire, earthquake,

cyclone, flood, storm, tornado, or typhoon;

• Explosion or chemical contamination (other than resulting from an act of war);

• Epidemic such as plague;

• Any event or circumstance of a nature analogous to any of the foregoing

ii) Other Events (Political Events) to the extent that they satisfy the foregoing requirements

including:

• Act of war (whether declared or undeclared), invasion, armed conflict or act of

foreign enemy, blockade, embargo, revolution, riot, insurrection, civil commotion,

act of terrorism or sabotage;

• Any act of Government

• Strikes, work to rules, go-slows which are either wide spread, nation-wide, or state-

wide and are of political nature;

• Any event or circumstance of a nature analogous to any of the foregoing

7.15. RIGHT TO TERMINATE THE PROCESS

The Directorate reserves the right to accept or reject any tender offer, and to annul the

tendering process and reject all tenders at any time prior to award of control, without thereby

incurring any liability to the affected vendor(s) or any obligation to inform the affected

vendor(s) of the grounds for such action. The Directorate makes no commitments, explicit or

implicit, that this process will result in a business transaction with anyone. Further, this RFP

does not constitute an offer by the Pondicherry Engineering College. The bidder’s

participation in this process may result in selecting the bidder to engage in further

discussions and negotiations.

Annexure I

COLLEGE MANAGEMENT SYSTEM

REQUIREMENT

(Please find as an Attachment)

Annexure II

NUMBER

OF

INSTITUTIONS, FACULTY, COURSES AND

STUDENT STRENGTH

DETAILS


Annexure III: Technical Proposal Format

(Covering letter, Particulars of Organization, Authorised Signatory Form, Check List)

1. Covering letter

To

________

________

_________

Sub: Submission of Technical Proposal

Ref: RFP for Selection of System Integrator for Supply, Installation with Application and

Maintenance of College-based Management System

(Tender No: Dated: / / )

Dear Sir,

Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the

undersigned, offer to supply,install and maintain the devices, as required and outlined in the

RFP.

We attach, hereto, our responses to Technical requirements.

We confirm that the information contained in these responses or any part thereof,

including the Cloud-based College Management System delivered or to be delivered to the

Pondicherry Engineering College is true, accurate, verifiable and complete. This response

includes all information necessary to ensure that the statements therein do not in whole or in

part mislead the Pondicherry Engineering College in its short-listing process.

We fully understand and agree to comply that on verification, if any of the

information provided here is found to be misleading during the selection process, we are

liable to be dismissed from the selection process or, the contract terminated during the

project, if selected, to do so.

We agree for unconditional acceptance of all the terms and conditions set out in the

RFP document and also agree to abide by this tender response for a period of 180 days from

the due date of submission of proposal.

We hereby declare that in case we are chosen as a System Integrator, we shall submit

the PBG in the form prescribed in the RFP.

We agree that you are not bound to accept any tender response you may receive. We

also agree that you reserve the right in absolute sense to reject all or any of the services

specified in the tender response.

Following are the Particulars of our Organization:

#

Description

Details

(To be filled by the Bidder)

1. Name of the Company

2. Official Address

3. Phone No. and Fax No.

4. Corporate Headquarters Address

5. Phone No. and Fax No.

6. Web Site Address

7. Details of Company’s Registration (Please

enclose copy of the company registration

document)

8. Name of Registration Authority

9. Registration Number and Year of Registration

10. Quality Certificates (ISO9001:2008) and

CMM i Level 3 their validity

11. CST / LST / GST Registration No.

12. Service Tax Registration No.

13. Permanent Account Number (PAN)

14. STQC Certification No.

Contact Details of officials for future correspondence regarding the bid process:

1. Dr. G. Zayaraz – [email protected]

2. Dr. G. Sivaradje – [email protected]

mailto:[email protected]

mailto:[email protected]

Authorised Signatory Form

Details Authorised Signatory

Secondary Contact

Name

Title

Company

Address

Phone

Mobile

Fax

E-mail

It is hereby confirmed that I / We are entitled to act on behalf of our company and empowered to sign

this document as well as such other documents, which may be required in this connection.

Yours faithfully,

[Authorized Signatory]

[Designation]

[Place]

[Date and Time]

[Seal & Sign]

[Business Address]

Check list for Technical Proposal.

(The technical proposal should comprise the following basic requirements. The documents

mentioned in this compliance sheet along with this form, needs to be a part of the technical proposal)

#

Documents to be Submitted

Submitted (Yes /N0)

Documentary

Proof (Page

No.)

1. Covering Letter for Technical Proposal

2. Statement of No Deviation

3. Declaration from bidder for not being blacklisted by any

Government Entity

4. Details of Technical Manpower available with bidder in

Certified by Auditor / Company Secretary / HR

5. Certificate of Incorporation / Registration Certificate /

MOA and AOA.

6. Copy of Audited Balance Sheet for last 3 FinancialYears

(2017-2018, 2018-2019, 2019-2020)

7. Order copy/ installation /client certificate highlighting

that Bidder is in the business of maintaining Cloud–

based / Web-based College Management Systems or

other Web-based Management Systems for the last three

years as on date of submission of bid.

8. Copy of work order and successful delivery certificate

from the client for the last three financial years and

submission of experience.

#

Documents to be Submitted

Submitted (Yes /N0)

Documentary

Proof (Page

No.)

9. Agreement / Work Order and Completion certificate

from Client (Government/PSU/Private Sector) clearly

highlighting that bidder has deployed and

maintained Cloud-based College Management /

Management Systems of INR 1 crore (minimum) in

the Government Department / PSU / Private

Sector Company

or

Purchase order from SI and SI agreement

with the Government, clearly highlighting that under

the scope SI has to supply, install and maintain Cloud-

based College Management / Management Systems of

INR 1 crore (minimum) in the Government

Department / PSU / Private Sector Company and

Submission of experience.

10. Technical Specification Compliance Sheet

11. Valid Copy of the ISO 9001:2008 Certificate

12. Copy of Sales Tax & GST registration Certified copies of valid GST documents

13. Power of Attorney / Board Resolution for the

Authorized Personnel signing the bid

Annexure 4: Statement of No Deviation from the RFP Requirements

(Letter on the bidder’s Letterhead)

To

Sub: Undertaking of No deviation from RFP Terms and Conditions

Ref: RFP for Selection of System Integrator for Supply, Installation and Maintenance of Cloud-based

College Management System


Dear Sir,

I would like to state that in the proposal submitted by <<bidder name>>, there are no deviations from the

RFP Terms & Conditions and Technical Specification for the Cloud-based College Management System

for this engagement.

Thanking you,

Yours faithfully,


[Designation]

[Place]

[Date and Time]

[Seal & Sign]

[Business Address]

Annexure 5: Financial Proposal Formats

(Covering Letter, Financial Proposal, Performance Bank Guarantee, and Payment Schedule)

Covering Letter for Financial Proposal To

Sub: Submission of Financial Proposal

Ref: RFP for Selection of System Integrator for Supply, Installation and Maintenance of Cloud-based

College Management System Software

(Tender No: Dated: // ).

Dear Sir,

Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the

undersigned, offer to provide the professional services as required and outlined in the RFP for the supply

installationand maintenance of Cloud-based College Management System Software

We attach here to our responses to financial proposals as required by the RFP. We have applied

for engagement of development and deployment of Cloud-based College Management System.

We confirm that the information contained in these responses or any part thereof, and other

documents delivered or to be delivered to the Pondicherry Engineering College, is accurate, verifiable

and complete. This response includes all information necessary to ensure that the statements therein do

notin whole or in part mislead the department in its short-listing process.

We fully understand and agree to comply that on verification, if any, of, the information provided

here is found to be misleading the selection process, we are liable to be dismissed from the selection

process or termination of the contract during the project, if selected to do so.

We agree for unconditional acceptance of all the terms and conditions set out in the RFP

document and also agree to abide by this tender response for a period of 180 days from the date fixed for

bid opening.

We agree that you are not bound to accept any tender response you may receive. We also

agree that you reserve the right in absolute sense to reject all or any of the products /services

specified in the tender response.

It is, hereby, confirmed that I / We are entitled to act on behalf of our company / corporation /

firm / organization and empowered to sign this document as well as such other documents, which

may be required in this connection.

Thanking you,

Yours faithfully, [Authorized Signatory] [Designation]

[Place]

[Date and Time] [Seal&Sign] [Business Address]

Financial Proposal

RFP for Selection of System Integrator for Supply, Installation and Maintenance of Cloud-based


(Tender No: Dated: // )

Sl. No. Particulars Amount in Rupees

1 Cloud Server (for 5 years including maintenance)

2 College Management Software System (Development ,

Deployment and maintenance for 5 years)

3

Taxes as applicable, if any,

GST @ _____on Rs.

(See Term 1 below)

Service Tax @_____on

Rs. ______

4 Total Amount

Total Amount in Words

Terms:-

1. The basic price mentioned above at serial numbers 1 and 2 is exclusive of all taxes. Please

note as per the Tax rules, GST and Service Tax components and other taxes if any, as

applicable are to be charged, separately. Accordingly, please quote applicable GST on the

supply part of the basic cost and service tax on the service component of the basic cost quoted

2. The basic price is inclusive of all other items.

3. Prices shall remain fixed for a period of 5 years from the date of the final acceptance test

.(T+25)

Yours faithfully,


[Signature & Seal]

[Designation]

[Place]

[Date and Time]

[Business Address]

Proforma of Performance Bank Guarantee (PBG) Ref. No. Bank

Guarantee No.

Dated

To,

The Principal,

Pondicherry Engineering College, Pillaichavady, Puducherry 605014

Dear Sir,

1. In consideration of the Principal, Pondicherry Engineering College, Puducherry, having its office at

Pillaichavady, Puducherry hereinafter referred to as `Pondicherry Engineering College, Puducherry',

which expression shall, unless repugnant to the context or meaning thereof, include all its successors,

administrators, executors and assignees) having entered into a CONTRACT No.

__________________ dated _______________ (hereinafter called 'the CONTRACT' which

expression shall include all the amendments thereto) with M/s __________________________

having its registered/head office at ______________________(hereinafter referred to as the

'CONTRACTOR') which expression shall, unless repugnant to the context or meaning thereof include

all its successor s, administrators, executors and assignees) and <> having agreed that the

CONTRACTOR shall furnish to < > a performance guarantee for Indian Rupees/US$ .............. for the

faithful performance of the entire CONTRACT.

2. We (name of the bank) ______________________________ registered under the laws of _______

having head/registered office at __________________________ (hereinafter referred to as "the

Bank", which expression shall, unless repugnant to the context or meaning thereof, include all its

successors, administrators, executors and permitted assignees) do hereby guarantee and undertake to

pay immediately on first demand in writing any /all moneys to the extent of Indian Rs. / US$ (in

figures) __________ (Indian Rupees / US Dollars (in words)_____________________________)

without any demur, reservation, contest or protest and/or without any reference to the

CONTRACTOR. Any such demand made by Pondicherry Engineering College, Puducherry on the

Bank by serving a written notice shall be conclusive and binding, without any proof, on the bank as

regards the amount due and pay able, notwithstanding any dispute(s) pending before any Court,

Tribunal, Arbitrator or any other authority and/or any other matter or thing whatsoever, as liability

under these presents being absolute and unequivocal. We agree that the guarantee herein contained

shall be irrevocable and shall continue to be enforceable until it is discharged by Pondicherry

Engineering College, Puducherry in writing. This guarantee shall not be determined, discharged or

affected by the liquidation, winding up, dissolution or insolvency of the CONTRACTOR and shall

remain valid, binding and operative against the bank.

3. The Bank also agrees that Pondicherry Engineering College, Puducherry at its option shall be

entitled to enforce this Guarantee against the Bank as a principal debtor, in the first instance, without

proceeding against the CONTRACTOR and notwithstanding any security or other guarantee that

Pondicherry Engineering College, Puducherry may have in relation to the CONTRACTOR’s

liabilities.

4. The Bank further agrees that Pondicherry Engineering College, Puducherry shall have the fullest

liberty without our consent and 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 said

CONTRACTOR(s) from time to time or to postpone for any time or from time to time exercise of any

of the powers vested in Pondicherry Engineering College, Puduicherry against the said

CONTRACTOR(s) and to forbear or enforce any of the terms and conditions relating to the said

agreement and we shall not be relieved from our liability by reason of any such variation, or extension

being granted to the said CONTRACTOR(s) or for any forbearance, act or omission on the part of

Pondicherry Engineering College, Pondicherry or any indulgence by Pondicherry Engineering

College, Puducherry to the said CONTRACTOR(s) or any such matter or thing whatsoever which

under the law relating to sureties would, but for this provision, have effect of so relieving us.

5. The Bank further agrees that the Guarantee herein contained shall remain in full force during the

period that is taken for the performance of the CONTRACT and all dues of Pondicherry Engineering

College, Puducherry under or by virtue of this CONTRACT have been fully paid and its claim

satisfied or discharged or till Pondicherry Engineering College, Pondicherry discharges this guarantee

in writing, whichever is earlier.

6. This Guarantee shall not be discharged by any change in our constitution, in the constitution of

Pondicherry Engineering College, Puducherry or that of the CONTRACTOR.

7. The Bank confirms that this guarantee has been issued with observance of appropriate laws of the

country of issue.

8. The Bank also agrees that this guarantee shall be governed and construed in accordance with Indian

Laws and subject to the exclusive jurisdiction of Indian Courts of the place from where the purchase

CONTRACT has been placed.

9. Notwithstanding anything contained herein above, our liability under this Guarantee is limited to

Indian Rs. /US$ (in figures) ______________ (Indian Rupees/US Dollars (in words)

____________________) and our guarantee shall remain in force until ______________________.

(Indicate the date of expiry of bank guarantee)

Any claim under this Guarantee must be received by us before the expiry of this Bank Guarantee. If

no such claim has been received by us by the said date, the rights of Pondicherry Engineering College,

Puducherry under this Guarantee will cease.

However, if such a claim has been received by us within the said date, all the rights of Pondicherry

Engineering College, Puducherry under this Guarantee shall be valid and shall not cease until we have

satisfied that claim.

In witness whereof, the Bank through its authorized officer has set its hand and stamp on this........ day

of ........20___ at .....................

WITNESS NO. 1

-------------------------- -------------------------

(Signature) (Signature)

Full name and Official Address Full name, designation and

address (In legible letters) (In legible letters)

With Bank Stamp

Attorney as per power of Attorney

No.............

Dated………

WITNESS NO. 2 --------------------------

(Signature)

Full name and

Official Address (in legible letters)

Annexure VI

REQUIREMENT MILESTONE


Annexure 7: Self-declaration for not Being Blacklisted by any Government

Entity

(Letter on the Bidder’s Letterhead)

To

Sub: Declaration for not being blacklisted by any Government Entity

Ref: RFP for Selection of System Integrator for Supply, Installation and Maintenance Cloud-

based



Dear Sir,

In response to the above mentioned RFP, I / We, as <Designation>of M/s

__________, hereby declare that our Company / Firm _____________has an unblemished

past record and is not declared blacklisted or ineligible to participate for bidding by any State

/ Central Govt., Semi-government or PSU due to unsatisfactory performance, breach of

general or specific instructions, corrupt / fraudulent or any other unethical business practices.

Yours faithfully,


[Designation]

[Place]

[Date and Time]

[Seal & Sign]

[Business Address]

Annexure 8: Details of Technical Manpower Available with

Bidder

(Letter on the Bidder’s Letterhead)

To

Sub: Details of Technical Manpower with <<bidder’s name>> for support regarding supply,

installation and maintenance of Cloud-based College Management System

Ref: RFP for Selection of System Integrator for Supply, Installation and Maintenance of

Cloud-based College Management System


Dear Sir,

We, hereby, declare that the details of staff provided below are full time employees of

<<bidder’s name>>:

S.

No

Name

Designation

Education

Experience

Years with the

current organization

Key

Trainings

1

2

3

4

Thanking you,

Yours faithfully,

[AuthorizedSignatory]

[Designation] [Place]

[Date and Time] [Seal&Sign] [Business Address]

Annexure 9: Relevant Project Experience

Experience in Cloud-based/Web-based College Management Systems projects undertaken in

the last three financial years (FY 2017-18, 2018–19, 2019-20) with a minimum project value

of Rs. 1.00 crore:

<To be provided for each project separately, in case of more than one project>

eneral Information

Name of the Project:

Client for which the Project was Executed:

Name and Contact Details of the Client:

Project Details

Description of the Project

Scope of Services

Value of the Order

(in INR) Start Date

Completion Date

Duration of the

Project

Other Relevant

Information

Supporting Documents Enclosed (√):

Letter from the Client to Indicate the Successful Completion of the Projects.

Work Order Received from the Client

Contract Signed between System Integrator and Client

Other (if any)

Annexure 10 – Format for Queries

To

Sub: Submission of Queries

Ref: RFP for Selection of System Integrator for Supply, Installation and Maintenance of

Cloud-based College Management System

(TenderNo: Dated:

// ) Dear

Sir,

We have gone through the bid document and have the followingqueries:-

S. No.

Clause No inRFP

PageNumber

Query

Requestyour kind response for the same.

Yours

faithfully,

[Authoriz

ed

Signatory]

[Designati

on]

[Place]

[Date and Time]

[Seal

[Business Address]