TENDER DOCUMENT

FOR
PROVIDING ONSITE SERVICES ON SINGLE PLATFORM SOFTWARE FOR
VARIOUS MODULES, WITH IMPLEMENTATION & MAINTENANCE

For

GUJARAT UNIVERSITY,
AHMEDABAD

Ref No :
Date of Issue : ____________________________
Last date of Submission : ____________________________
 CONTENTS

Sr.
No Section

1. Invitation of Tender

2. Tender Process

3. Pre-Qualification (Eligibility) Criteria

4. General Conditions

5. Evaluation of the Tender

6. Selection of Vendor

7. Scope of Work

8. Terms and Conditions

9. Form A

10. Form B

11. Form C

12. Proforma – I

13. Proforma – II

Page 2 of 26
 1. Invitation of Tender
Gujarat University campus is spread over 260 Acres of land comprising of several buildings (about40+) to
house various teaching departments, offices, Hostel, Guesthouse, Convention centre etc. The University has
constructed Smart Classes in various departments. The Gujarat University is the oldest university in the
state catering to the needs of higher education of more than three lakh students scattered over 350 colleges,
22 recognised institutions and 24 approved institutions. There are 65 Post-Graduate University departments
and 221 P.G. Centres.
Gujarat University invites Tender for End-to-End onsite services from Reputed Software Consultancy
Firms for the automation of the following Processes with latest technology available and with skilled full
manpower for 5 years along with the training to the university staff members.

Modules to be developed and implemented under Single Window online software Platform containing
Data/Network safety protocol and cloud base data access:
1. Online Pre-Registration
2. Eligibility Module
3. Migration Module
4. Online Admission Module
5. Online Exam Form Module
6. Online Admit card and PRE exam Reports module.
7. Attendance Module (Students).
8. Digital Question Bank & Paper generation module.
9. Result Processing for all courses
10. Rechecking & Reassessment module
11. Online Entrance Examination
12. Online Result / Mark sheet publication and Convocation.
13. Online Examination Module.
14. Online Internal Assessment Marks Module.
15. Online Result, Grade Card & Mark sheet Module.
16. On Screen Evaluation System
17. Exam, Tuition, Hostel, Mess Fees or Any other financial transactions related to the System.
18. Academic Module (including Teachers’ Credit System)
19. Online Learning Management Module
20. Learning Material Digital Storage System
21. Online Recruitment Module
22. Employee Records managements
23. Employee Attendance System
24. Online Leave Management
25. Pay Role including Income tax Module
26. Financial Accounting integration
27. Budgeting
28. Contingency Management System
29. Study Centre Management
30. Alumni Database
31. Purchase, Inventory & Asset Management
32. Application Tracking System
33. Vehicle Management System
34. Guest House Booking Management
35. NAAC Certification Preparedness Module.
36. Event Management Program
37. Academic department-Affiliation/recognition etc
38. Online cloud base meeting and lecture management and recording
39. VOIP software including Database Management system

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System Admin & Control Management for all modules

 Free Integration and/or conversion of data of existing software Modules and past/current Data that are
in use by Examination Branch and Rollwala Computer Centre/other departments with the proposed
Single Window main frame Software Module without charging on Gujarat University.

VENDORS having experience of successfully execution of similar projects are invited. The tender will be
available at Gujarat University website https://www.gujaratuniversity.ac.in/ and Government e-Market
Place(GeM) portal https://gem.gov.in/. The TENDER shall be uploaded online along with the necessary
supporting documents with Tender Processing fee and EMD as per dates and time mentioned in the tender
document.
This TENDER document contains the scope of work, qualifying requirements, terms and conditions, forms
and procedure for submission of proposal for interested vendors. The Bidder submits a detailed technical
and financial proposal online on the GeM portal for the objectives set forth in this TENDER document.
GUJARAT UNIVERSITY reserves the right to accept or reject any or all the offers at any stage of the
process without assigning any reasons thereof and no claim/dispute on this aspect shall be entertained.
Note: In the event of any dispute or differences in connection with the tender the same will be subject to an
arbitration of Vice–Chancellor, Gujarat University and the same will be Governed by the provision of
Arbitration act 1940 in Ahmedabad, Gujarat.

Sd/-
Registrar
Gujarat University
AHMEDABAD, GUJARAT, INDIA.

Page 4 of 26
 2. Tender Process
The Registrar, Gujarat University, invites e-tender offers on GeM portal from eligible, reputed
agencies for Providing Onsite Services on Single Platform Software for various modules, with
Implementation & Maintenance at Gujarat University, Ahmedabad as per the details given in this
Tender Form.
e-Tender Form document may be downloaded from GeM website (Government e Marketplace
(GeM) | National Public Procurement Portal, Government of India ) or Gujarat University website
(www.gujaratuniversity.ac.in) by any interested eligible bidder.
Important dates and details are given below:

Tender Reference
ERP Based University Management
System - Providing Onsite Services on
Name of the Project Single Platform Software for various
modules, with Implementation &
Maintenance with skilled manpower.
Cost of the project will be counted as per
Estimated cost of the project per year numbers of fresh students of the university
in various courses of all years (student will
be counted once for whole year)
Earnest Money Deposit (EMD) Rs. 5,00,000/- (Five Lakhs only)
30 working days for student life cycle
Delivery Period
modules 120 days for other modules
Publication and Downloading of tender
document start from 04-SEP-2022

17-SEP-2022, 15.00 Hrs. at Room No. 39, 1st

Pre-Bid Meeting to provide details Floor, Gujarat University main building,
about requirements Navrangpura, AHMEDABAD-380 009
Last Date for downloading of tender
documents 28-SEP-2022, 17.00 Hrs.

Last Date for online submission of prices 28-SEP-2022, 17.00 Hrs.

through GeM Portal
Last Date and Venue for submitting DDs 06-OCT-2022, 14.00 Hrs. at Room No. 38,
and technical bid documents (uploaded on General Section, 1st Floor, Gujarat
GEM portal) and supporting documents in University main Building, Navrangpura,
hard copy. AHMEDABAD-380 009
st
Date and Time of Opening of Technical Bid in 10-OCT-2022, 15.00 Hrs. at Room No. 39, 1
presence of Bidders Floor, Gujarat University main building,
Navrangpura, AHMEDABAD-380 009

Date and Time of Opening of Commercial Bid Will be communicated later

Validity of quoted Prices 180 Days

Gujarat University Website www.gujaratuniversity.ac.in

Contact Numbers Phone: (079) 26300164, 26300877

Technical Demonstration Will be communicated later.

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• COMMERCIAL RATES AND PRICES MUST BE SUBMITTED ONLINE THROUGH
GeM ONLY. It is also important to submit the duly filled-in tender document (WITHOUT
COMMERCIAL PRICES) along with DDs and supporting documents with page numbering
and signature with stamp on each page in a sealed envelope at the address mentioned above.

• Separate DDs in favour of “Registrar, Gujarat University” payable at Ahmedabad for

Prescribed Earnest Money Deposit (EMD) from authorized bank must be enclosed with the
sealed envelope as mentioned in this tender document. Offers received without DDs will be
rejected.

• Detailed Technical Specifications, Terms and Conditions, various format and proforma for
submitting the tender are described in tender document and its Annexures.

• Do not change this tender document. Any change/s made in the tender document by the bidder
will lead to disqualification.

• The Pre-Bid meeting will take place at the address, date and time mentioned in this tender
document. The interested bidders may depute their representative with authority letter to
remain present in the Pre-Bid meeting. It is desirable to remain present at the Pre-Bid meeting
to understand scope of the project.

3. Pre-Qualification (Eligibility) Criteria:

GUJARAT UNIVERSITY invites Tender from experienced Software Providing Organizations

(henceforth, will be referred to as Vendor) as single entity with expertise in software Development.
Customization, Maintenance, Management and User support with Onsite services the following
terms of Reference (TOR).

1. The Vendor must have experience of minimum 10 years in supplying/customising University/

Board Examination/Educational Software solutions/Services in Education Segment.

2. The Vendor should have experience of more than 10 Universities / Education Board of
supplying ERP Solution/Services.

3. The vendor should currently have Two live (running) contract with any University / Govt.
Organization / Exam conducting Body / University / State Board for Similar nature of work.

4. Vendor should have experience of handling minimum 100000 (One Lakh) online applications
in cycle through Online Application System for any University / Board / Service Commission /
Govt./Semi Govt. Institute.

5. Vendor should have experience of developing & implementing web-based ERP

Software/Solution Solutions in minimum 5 Universities.

6. The Bidder should have experience of working/providing software services to university

examination related to result processing including pre & post examination work of at least 1
university having minimum 1(one) lac students.

7. The Bidder should have experience of online admission process with reshuffle round and
Page 6 of 26
 examination of 1(one) Lac university/board students in a single year with minimum five
courses in single order during last 3 years.

8. Vendor should be capable of delivering all the required modules by their own. No
Subcontracting will be allowed.

9. ISO 9001: 2008/2015 and ISO 27001 : 2013 Certification is required

10. Vendor should be CMMI Level – 3 / CMMI Level – 5 certified

11. The vendor must have the minimum staff requirement

a. Permanent (including technical staff : 30 in numbers (University may verify PF number
and IT return)
b. Other staff (skilled / un-skilled: 30 in numbers)

12. Following certificates are mandatory;

i) Company Registration
ii) Establishment
iii) GST Registration Certificate with latest paid challan.
iv) Provident fund Registration
v) Professional Tax Registration and Clearance
vi) Valid PAN

13. The Turnover of the Vendor should be more than 7 CR average for last three financial years in
the similar business. Audit repot from CA should be attached.

14. Tax return of last three financial years is to be submitted.

15. All the above clams by the Vendor should be supported by authentic documents and verifiable
Certificates.

16. The bidder/Agency should have clean legal record without any evidence of being Blacklisted
by any Government Agencies/organizations, Universities, and Educational Board without
being debarred from bidding in any Government/Educational organization. Notarized affidavit
is to be submitted.

17. Performance/successful job completion certificate to support above experience claim from
any Organization of repute.

18. The bidder should have local presence for smooth execution of Project.

19. Selection of vendor will be made purely on merit, experience and reputation. As the work to be
entrusted is of very sensitive and important nature, merely quoting lower rates will not make
the tendered eligible for selection. University is free to allocate the work to any party depending
upon the technical evaluation. University is not bound to accept the L1 offer.

4. General Conditions:
1. The vender should maintain the software for a period of 5 years during which any
customization needed by the university is to be implemented without additional cost. After

Page 7 of 26
 five years the software is to be handed over to the university with source code to the
university.
2. On completion of agreement period renewal of existing contract shall be at discretion of
University and acceptance of approved agency.
3. University will make site visit for any of the project mention in response submitted by bidder.
4. The proposed team shall be there at the disposal of the University for the entire period of the
contract and shall be required to support the university in the implementation and the running
of the software
5. For implementation of the systems adequate manpower (approx.- 80 persons) to be provided
in university campus.
6. This Invitation for Bids is open to all service providers.

I. Bidder Experience: The Bidder should have an ability to satisfy our requirements and should have
an experience for similar kind of supply and Installation of Admission and Examination Processing
Software System in any Government/Educational Organization, Public Sector undertaking or
Private Sector. The offer should accompany the Proof for the same in terms of supporting
documents like Customer Purchase order copies, Past Experience and Past performance supporting
documents clearly mentioning the Name of the customer, order value with Satisfactory Completion
certificate issued by the customer for establishing the credibility of the Bidder.

II. Should have technically qualified and well-experienced strong in-house resource based on company
role.

III. There should be no overwriting in the bidder’s offer. If required, striking out entries and writing
afresh the bidder can make corrections. The initials of the bidder’s authorized person and the seal of
the bidder’s company must verify each correction. All rates given in this tender must be expressed
as Unit Price as stated in Appendix. After award of the contract, if the bidder does not perform the
work satisfactorily or delays the execution of the contract, GUJARAT UNIVERSITY reserves the
right to cancel contract and get the balance contract executed by another party of its choice. In such
case, no payment shall be remitted to the bidder and his EMD shall be forfeited.

IV. Cost of Bidding

The Bidder shall bear all costs associated with the preparation and submission of its bid and the
University will in no case be responsible or liable for these costs,

V. The Bidder is expected to examine all instructions, forms, terms and specifications in the bidding
documents. Failure to furnish all information required by the bidding documents or submission of a
bid not substantially responsive to the bidding documents in every respect will be at the Bidder's
risk and may result in rejection of its bid.

VI. Period of Validity of Bids

Bids shall remain valid for the period as mentioned in this tender document after the date of bid
opening prescribed by the University. A bid valid for a shorter period shall be rejected by the
University as non-responsive.

VII. Late Bids

Any bid received by the University after the deadline for submission of bids prescribed by the
University, will be rejected and/or returned unopened to the Bidder.

VIII. Clarification of Bids

Page 8 of 26
 During evaluation of bids, the University may, at its discretion, ask the Bidder for a clarification of
its bid. The request for clarification and the response shall be in writing and no change in prices or
substance of the bid shall be sought, offered or permitted.

IX. Contacting the Purchaser

No Bidder shall contact the University on any matter relating to its bid, from the time of the bid
opening to the time the Contract is awarded. If the bidder wishes to bring additional information to
the notice of the University, it should do so in writing. Any effort by a Bidder to influence the
University in its decisions on bid evaluation, bid comparison or contract award may result in
rejection of the Bidder's bid.

X. University's Right to Accept Any Bid and to Reject Any or All Bids
The University reserves the right to accept or reject any bid and to annul the bidding process and
reject all bids at any time prior to contract award, without thereby incurring any liability to the
affected Bidder or Bidders.

XI. Authorized Signatory:

The ‘Applicant’ mentioned in the TENDER document shall mean the one who has signed the
TENDER document form. The applicant should be the duly Authorized Representative, for which a
certificate of authority should be submitted. All certificates and documents (including any
clarifications sought and any subsequent correspondence) received hereby, shall, as far as
possible, be furnished and signed by the Authorized Representative. All the sheets and the forms
submitted by the vendor shall be signed by the person/persons duly authorized to sign on behalf of
the applicants with affixing the applicant’s rubber stamp.

XII. Signing of Contract

At the same time as the University notifies the successful bidder that its bid has been accepted, the
University will send the bidder the Contract Form provided in the bidding documents, incorporating
all agreements between the parties. Within 15 days of receipt of the Contract Form, the successful
bidder shall sign and date the Contract and return it to the University. If bidder fails to do the same,
his EMD will be forfeited, and next bidder will be called for agreement. The successful bidder must
deposit performance bank guarantee within 10 days of award of order, from nationalized bank
worth Rs. 30,00,000/- (Rs. Thirty Lakh only) for period of 5 years from successful implementation.

XIII. Delays in the Supplier's Performance

Delivery of the system shall be made by the Supplier in accordance with the time schedule
specified by the University. If at any time during performance of the Contract, the Supplier should
encounter conditions impeding timely delivery of the system components. The Supplier shall
promptly notify the Purchaser in writing of the fact of the delay, its likely duration and its cause(s).
As soon as practicable after receipt of the Supplier's notice, the University shall evaluate the
situation and may, at its discretion, extend the Supplier's time for performance with or without
liquidated damages, in which case the extension shall be ratified by the parties by amendment of the
Contract.

XIV. The successful bidder must train the University's designated staff for the Operation free of cost.

XV. Prices and Taxes:

a. Prices must be per student per year basis (Only regular-fresh student count will be taken for
calculation of payment, repeater or PART/ATKT student count will not be calculated).
b. Prices quoted by the Bidder should be inclusive of all types of taxes etc., complete and delivery at
UNIVERSITY. The rates should be quoted inclusive of supply, installation, manpower, training,
commissioning, acceptance, insurance, complete source code, warranty and maintenance during
warranty period and delivery as per schedule.
c. Contract period will be five years subject to obtain satisfactory report every year from the
university.

Page 9 of 26
 XVI. Deliveries and Completion:
The job of setting up of the System at the specified location of UNIVERSITY must be completed as
per the universities timeline and work should be started immediately.

XVII. Terms of Payment:

a. Agency has to generate bill as per students count of all the years of the all courses as per numbers
of fresh students around 2 (Two) Lacs per year (ATKT/Repeater/Part Students Count will not be
considered for payment). Courses having semester system students count will be average of odd
and even semester of the particular year.
E.g. BBA Course is three years and there are six semesters, the count of students will be calculated
as follows.
Year 2019-20
Class Semester Fresh Student Student Count as per Average Students
FYBBA I 1200 1175
II 1150 (student
may leave after
sem-1)
SYBBA III 1150 1125
IV 1100
TYBBA V 1100 1075
VI 1050
TOTAL COUNT FOR PAYMENT 3375

Bills will be generated quarterly.

b. Considering all the fresh student count and Based on number of successful transactions during the
year, bills can be generated quarterly.
c. Bidder needs to enter rate per student per year in Rs. On GeM Portal including all taxes and levies..
d. Work Satisfaction report must be attached (Certificate obtained from every department head) with
every bill.
e. It shall be certified by the Registrar, Controller of Examinations and Director, Rollwala Computer
Centre.
f. Deductions: Any payment that may be made to the agency in respect of the supply of the
material/services in terms of the tender will be subject to the deduction of taxes applicable at source
at the rate in force from time to time.

XVIII. Submission of Tender:

For the purpose of selection of the bidder, a two-stage bidding process will be followed. The
response to the tender should be submitted in two parts viz. Technical Bid (Physical Hard Copy)
submitted to the university and Commercial Bid (Online) on GEM portal. Technical bid must be
submitted in sealed envelope as mentioned in the tender document.

Technical bid should contain all relevant documents as per the Bid.

Commercial bid should be done online on https://gem.gov.in website as mentioned in the tender
document.

5. Evaluation of the Tender :

Evaluation under Combined Quality Cum Cost Based System shall be carried out by following the criteria
given here under;

Sr.No. Criteria Weightage (100%)

1 Technical Section 30%**
(on Scale of 100)
Overall Experience 20
 Experience of working in Education Segment for
more than 15 years – 20 Marks
 Experience of working in Education Segment
Page 10 of 26
 Sr.No. Criteria Weightage (100%)
1 Technical Section 30%**
(on Scale of 100)
between 12 to 15 years - 10 Marks
 Experience of working in Education Segment
between 10 to 12 years - 05 Marks
 Experience of working in Education Segment for less
than 10 years - Not qualified

Past Experience of assignments of similar nature of

computerization (Supply / Services ); 15
 Minimum 15 Assignment- 15
 Minimum 10 Assignment- 10
 Less than 10 Assignment- Not qualified
Past experience of online admission process in a single year 10
 More than 125000 student with 10 courses-10
 More than 100000 to 125000 student with 10
courses-05
 Less than 100000 student not eligible
Professional Competence of the team members (Refer 5
Annexure – X for details)
2 Methodology, work plan and understanding of the 25
assignment- Based on Documents (Technical proposal)
submitted.
Demonstration of the System. 25
(Weightage will be given for readiness of the System with
reference to the user requirement, scores will be given by the
committee according to the demonstration and readiness of
the system)
Total 100
3 Cost Section 70%
Estimated cost for the present assignment (Refer Annexure 20
VIII for details)

In the absence of all other mandatory documents such as company registration, GST etc. the bid is
summarily rejected without assigning any points.
**The minimum qualification marks in each technical section 1 & 2 in above table shall be 70%, interested
agency shall have to achieve minimum of 35 marks out of the 50 marks in technical section 1 & 2 to get
qualified
The envelopes containing the technical bid shall be opened first and the scores will be given according to
criteria mentioned in above table. The bids having minimum of 70% marks in each section in the technical
section shall be shortlisted. The time of presentation of those shortlisted bidders shall be informed to the
shortlisted bidders
The University may ask for meetings with the Agencies to evaluate its suitability for the assignment.

While the above procedures lay down the overall guidelines, GUJARAT UNIVERSITY, Ahmedabad,
Gujarat reserves the right to select the Bidder based on other parameters at its discretion.

Delivery of Tender: The hardcopy of the online submitted tender shall be submitted at the address
mentioned in this tender document on or before the date and time mentioned in this tender document.

6. Selection of Vendor:
1. UNIVERSITY shall publish tender through an e-tendering site
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2. The interested vendors may carry out the study of the requirements at their own cost, based on the Terms
Of Reference (TOR) of UNIVERSITY.
3. The interested vendor shall submit a detailed Technical and Financial Proposal as per
the tender document.
4. The technical proposals submitted by the vendor shall be evaluated by a Technical Evaluation
Committee.
5. The short-listed vendors will be required to provide detailed demonstration of similar types of works
undertaken by them earlier, on specified date as will be decided by the University, in consultation with
the vendor.
6. The financial proposal of the short-listed vendors will be evaluated by the Evaluation Committee formed
by the authority of the UNIVERSITY.
7. In the event of any dispute or differences in connection with the tender the same will be subject to an
arbitration of Vice–Chancellor, Gujarat University and the same will be Governed by the relevant
provision of Arbitration act 1940 in Ahmedabad, Gujarat.

Page 12 of 26
 7. Scope of Work:
Detailed Scope of Work:
Proposed System Features:
The University desires to implement a comprehensive University Process Management System with
full-fledged web enabled Software system for various activities conducted by the University based on
the various rules of council and UGC GUIDELINES as well as University regulations. All web-based
development should be mobile compatible format or web responsive. The complete scope of work
includes list of modules described in section -1 however if any other requirement arises during
contract period for the university the agency must develop it within defined timeframe at free of cost.
The agency must provide full skilled manpower for system.
The software & Services shall include, but not restricted to the following:
Migration of old data to new system.
1. Admission

The scope for the entire admission process includes the following:
1 The Online Registration by Students to enter marks of qualifying exam either by
students or uploaded by system on the basis of Databases in developed module link with
University/Government /University Permitted Server with sufficient capacity.
2 In case of requirement during Online/Offline process, Instruments such as LCD
Multimedia Projectors/Desktops/Laptops/Printers must be provided.
3 Registration of Participating Colleges/Institutes for admission in various courses
(Commerce, Science, Education, Law & Arts) and uploading seat matrix of their courses.
4 Data, marks and other related document, verification by stake holders and agency.
5 Generation of merit of registered students on the basis of criteria decided as per
admission rules by modules/system.
6 On site presence and services are required.
7 Seat allotment in preferred courses to student as per merit matched in that courses on
line or offline by the system as per decided by University time to time.
8 Payment of fees at prescribe bank counter and online confirmation in Bank Modules by
the Bank decided by Gujarat University.
9 Admission confirmation upon payment of fees and reporting to allotted courses of the
College/Institute through online confirmation by the college/Institute in Participating
Institute modules without dependency by Bank Confirmation.
10 Reshuffling for Vacant seats as per detail furnished by College/Institute for the
interested students given consent online as well as new Registered students (If University decides)
11 Online generation of various reports as per requirement by Admission Committee and
University for payment of Fees to Allotted College/Institute course wise student wise
and details of fee differences paid by students during movement to various courses and
details of payment of refund of fees cancelled/withdrawn students.
12 Generation of Information/Enrolment /Registration forms and Examination forms as per
the details decided by University from the admitted students data stored in modules.
13 Other students’ related activities such as online tuition fee submission, ID card soft
copy/ print version, Exam admit card soft copy/print version.
14 Email & SMS confirmation to students at all stages of Registration & Admission process.

PHASE I – Online Admission Form generation and submission

PHASE II- Merit List Preparation and publication

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 PHASE III- Online Counselling & Online Admission

PHASE IV-Payment Status

PHASE V- College Reporting

PHASE VI- Re Shuffling

2. Examination Management

This module should cover all activities in conducting examinations. Various pre-examination and post -
examination activities, entire process of evaluation of all courses, Tabulation, degree management, user
account management. Examination modules include REGULAR and EXTERNAL students (For
Fresh/Repeater and PART-ATKT).
The main functionality of the module are :

2.1 Pre-Examination
For each Examination/Course, Examination Form Entry and Generation and printing of
Seat Nos, Candidate Lists, Admit Cards and all required statements

2.2 Post Examination

Enter Internal Marks and other marks like practical, seminar, project, viva, etc. as per the
requirement of the course and subject.
Assembling of External and Internal marks after totaling, wherever required,
for each student as per the structure of the course. Generate and Provide Frequency
Distribution Reports of external marks for each subject and examination to facilitate
general gracing. Apply General Gracing as per requirements of the University for each
subject and examination. Prepare Result for each student based on the structure and
relevant ordinances of the University for each Course. Generate and print statistical
reports and Notifications for each course as per requirement of the University. Print
Statement of Marks (Mark Sheets), Office Registers and College Registers. Submission of
selected Answer Books to University for Rechecking/ Reassessment as required. Prepare
and Print NEW Result/ Notification/Mark Sheet/OR/CC for correction after
Rechecking/Reassessment/With-held cases/ Correction cases/Duplicate MS requests, etc.
Generate and Print Rank Certificates/Medal Data List as per University requirement. [
The University will provide necessary blank stationary for printing of Statement of Marks
(Mark Sheets) only. The agency will have to provide required stationary for ALL other
printing requirements like Statements, Reports and Resisters as mentioned above for
Pre as well as Post Examination work.

3. Academic Module

This module should take care of present activities in each Departments, upcoming
programmes, academic meetings etc should be there. In addition to it, all kinds of research
activity including research project, video tutorials made by them, any others conference
attended by them should be incorporated with faculty/staff members of Gujarat University.
Records of various research publications/activity by the faculty members / research scholar
should be there.

4. Online Learning Management Module

Learners will get access to the all kinds e-materials available with the university as soon as
they have been approved for admission. They will get notification whenever admission is

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 confirmed and get the study materials, previous year questions papers etc. In addition, they can
download the assignment in the portal and submit the same to concerned faculty.

Concerned faculty members which have been assigned for the assignment or other evaluation
are automatically informed via mail/sms and do the necessary evaluation in the portal. Learner
will get all kinds of information in the portal which is necessary for them.
There should be analytical tool, online quiz, discussion forum, facility for live classes in the.
The portal should have most of the facility like module – open source LMS. The LMS
(Learning Management System) should be completely customized and fully integrated with
student portal.

5. Learning Material Digital Storage System

All kinds of materials like pdf, e-book, video, audio etc are stored in the portal with proper meta tag, in a structur
repository, so that it can be searchable by anyone who are using this. In simple terms the main ob
the learning material in more structure in useful way. This module is linked with Online Learning Management module.

6. Online Recruitment Module

The functionality of this module is conduct online recruitment process from the advertisement
to till the final recruitment process. The module should have facility in generating graph or report
based on qualification, experience which is required in the interview process. Interview call letters,
admit card etc facility should be there.

7. HR Management

This module should handle all processes of the employee from recruitment to retirement including
career advancement of teachers and maintenance of rosters of reservation for SC/ST & OBC for
recruitment and promotion. In addition to it, there should be a facility for committee creation
among staff members and communication among committee via email & SMS notification.

This module should keep the attendance of all employees of Gujarat University and must be linked
with the finance module and online leave management system of HR module. The module should
be integrated with biometric authentication and/or login system of computer and/or smart card
system. Whenever user login to his PC/smart card system, attendance should be automatically
taken. Customized reporting facility should be there.

There must be Login facility for each employee of the university from where they can apply for
leave, download salary slip & view all matters related to them/university. From this portal staff
members can communicate with other staff through SMS /CHAT and can initiate a group
discussion. There must be facility for maintaining E-Service book. against each employee and can
download the report in the format given by the university. Various training requirements for each
faculty/staff members and status of each training completed should be tracked. In addition to it, pay
fixation, renewal of employees for contractual/ temporary people should be there.

8. Finance Management Module

This module should be integrated with the existing Tally Server of Gujarat University and
incorporated with various functions like pay role, loan management, income tax calculation,
recovery & arrears management, bank reconciliation etc with the proposed software.

In addition to its budget estimate & allocation, re-appropriation of budget allocation, expenditure
management (department wise), contingency management, salary slip generations in the staff
module, all kinds of digital transaction record management, existing offline Challan record
management, study centre wise share money management, sanction of money against requisition
sent by the various department.

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 Detailed report analysis for budget allocation, expenditure etc should be there and need to have a
notification option if expenditure exceed the budget allocated. Process for financial sanction and
sanction register, financial statement in the prescribed format, Depreciation statement, despatch of
payslip to individual employee's mail and mobile need to be incorporated. All kinds of financial
activity related to Gujarat University should be there.

9. Study Centre Management and external students management

This module should include all the works related to study centre like admission of a student,
statements/assignment submission, data collection, document verifications, budget allocation,
payment transaction details etc. Must have link with examination module. Study centre concerned
person can do online login and check the details of the respective centre. This module can also be
used as Examination Centre and Examination Zone management module as when required based on
the requirement of Examination branch. Study centre can send application on behave of learners or
can request the university for information.

10. Alumni Database & Portal Management

This module should help building online alumni community and quality interaction between the
University and its alumni. Portal features should include discussion forums, exchange, donation
opportunity etc. All the passed out learners should automatically moved to alumni section.

11. Purchase, Inventory & Asset Management

This module should cover automation of the entire purchase cycle & distribution (issue & returns),
automated alerts for reordering of supplies. There should be proper interplay between this module
and the Asset Management Module. It should also generate reports that conform to standard
inventory management practices.

In addition to it, tender management module should be there which will help in selection of L1
candidates, CS statement creations. The tender management module should have facility to keep
track of particular tender from requisition of items, placement of orders, sanction of money against
the order, delivery of that product to the respective department. Stock management task must be
integrated under this module.

12. Application Tracking System

The module should keeps track all kinds of application (e.g. mark sheet/admit correction, subject
change, application for certificate, document verification etc) that is directly come to the university.
Document upload & payment facility should be there. Learner/User will track their application
status online. From the admin side, there should be facility to design any customized application
from the existing template. Application status can be viewed from outside by the learners by using
application id.

13. Vehicle Management System

This module should help to keep track of scheduling of vehicles, routes, reservation, booking
etc. This should also keep track of maintenance of vehicle, logbook containing comprehensive
vehicle details, insurance, maintenance details etc. The system should have facility to integrate
with GPS (Hardware) through API or other services in future.

14. Guest House Management System

This module shall provide for online booking request, availability status, billing and stores
management etc.

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 15. NAAC Preparation Software

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.

Vendor needs to prepare system for Inspection Preparedness for powerful, ad hoc reports and
dashboards, with no IT help. Data are then imported according to NAAC’s required format. All
other reports for AISHE, NAAC, MHRD, UGC, GOG, GOI or any other agency must be prepared
by software/agency.
16. Event Management Program
Event management program will provide full support for managing event including online
payment integration and online submission of students details.

17. System Admin & Control Management

The module will be used by the IT Cell of the university under digitization committee and
designated officer will be the super admin of the ERP. From this panel, the admin can assign
the role to each person in each department. Each department may have admin and create the
user for their department. The module should provide log facility in order to monitor the
activities inside the software. There need to be one option to send message from the admin to
all or selected staff members of the Gujarat University.

In this module, committees can be created among the staff member of Gujarat University and
send mail/SMS to the committees.
Every module should have APIs (Application Programming Interfaces) so that the proposed
software can be integrated or extended seamlessly with newly developed systems in the future.

There should be facility to create web services from this panel and IT cell can integrate such
services to the university website as well as in the customized solution developed by IT Cell,
Gujarat University. For examples, login information of learner may need to integrate with
university LMS, integration facility to KIOSK based system using web services etc.
NB:
The proposed software server should be hosted in-premise facility of the University.
However, These are required to be synchronized with cloud server as per the
requirements of the University. Especially for examination branch a separate in-
premise server (offline application server) is required with additional secondary server.

As per the scope of work defined above, the Project covers maintenance and up-gradation of the above-
mentioned applications. The vendor team has to follow complete Software Development Life Cycle
(SDLC) for each of the application developed and implemented in GUJARAT UNIVERSITY. The
complete manuals and documentation of all the modules/systems must be provided to the university. If
needed, additional manpower may be hired for the additional activity after assessment of the actual
manpower requirement, however, no expenses towards this shall be borne by the University.

8 Terms and Conditions :

(i) The vendor shall be responsible for all the development, implementation, testing, maintenance,
support, future enhancements, documentation, operations, training and management of applications.
The vendor should carry out all the modifications /updation/additions/deletions in the applications
whenever required by GUJARAT UNIVERSITY. GUJARAT UNIVERSITY will provide
information in English.

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(ii) The vendor before performing updation in the applications should carry out an impact analysis and
the report should be submitted to GUJARAT UNIVERSITY for its approval. After getting the
approval, changes may be incorporated in the system. If a re-design of the application is required,
then the vendor should take up this task with the consent of GUJARAT UNIVERSITY. The vendor
should take consent of the University if there will be any change (s) in the team/team members.
(iii) The vendor shall be responsible for the complete turnkey operation of the IT systems (both software
made available by vendor along with Hardware provided by the University) to ensure a minimum of
99.5% uptime availability of all the applications under this project. It shall also ensure following
deliverables from the team deputed.
(iv) Complete Software Development Life Cycle (SDLC) should be followed for each application.
(v) Proper Documentation with versioning of all the applications should be maintained like SRS, High
Level Design, functionality document (process document), user manual, test case report, test
evaluation report, Impact Analysis Report, Change Document etc.
(vi) All the changes in the applications should be properly documented and reflected in respective
documents.
(vii) Any change in the application should be done through change request form, after completing the
change a request closure form should be filled.
(viii) A log should be maintained for all the changes done in the application or database.
(ix) Proper coding standards should be followed in all the applications.
(x) Periodic code review should be done for improvement in source code.
(xi) Code & query optimization should be done to the extent possible.
(xii) Proper testing should be done for the changes done in the application or database.
(xiii) Ensure proper backup of application and database as per the approved backup policy.
(xiv) In case of eventuality, it has to be ensured that the downtime is minimum, and system is restored with
no data loss.
(xv) It should also be ensured that all the security measures are undertaken to prevent
vulnerabilities/threats/hacking of application or data theft.
(xvi) The vendor shall be responsible to maintain the confidentiality of application, data and any other
information and make sure that information is not shared outside the designated sections of
GUJARAT UNIVERSITY. The required confidentiality agreement shall be signed by the Agency as
well as by each team member deployed by the vendor at GUJARAT UNIVERSITY.
(xvii) Any software including source code shall be the property of GUJARAT UNIVERSITY. Software,
Documents, Information and other elements of the project shall have the copyrights of GUJARAT
UNIVERSITY unless some copy right material is used with due permission of any third party.
(xviii) Proper versioning of source code should be maintained and supplied.
(xix) It should be insured that uploading of the modified application in the live servers is carried out with
due care to avoid any wrong upload or accidental file replace.
(xx) The vendor shall comply the security and hosting requirements of the set up.
(xxi) The onsite team shall also be responsible for giving demo & presentation of application as and when
required.
(xxii) Preventive maintenance shall be carried out on the database and functioning of the application to
handle large volume of traffic.

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(xxiii) Customer support should be provided for user problem and queries.
(xxiv) Vendor shall extend full support for Daily backup of Database and applications maintained at
University server during Development / ACMC / warranty period. Reporting required from the
vendor.
 Weekly & monthly, reports with Project Status & open issues.
 Weekly/fortnightly/monthly Performance Monitoring Reports for the Application.
• Updated system design documents, requirements specifications etc.
• Updated user manuals, administration manuals, training manuals etc.
• Software change logs etc.
(xxv) If there be any dispute, it will be referred to an arbitrator to be appointed by the University for
decision and award. The award or decision of the arbitrator shall be final and binding on both the
parties.
(xxvi) Cancellation of Contract: In case of any breach of any terms and conditions by the successful bidder /
contractor, GUJARAT UNIVERSITY, Ahmedabad, Gujarat reserves the right to cancel the
agreement by giving 7 days notice to the Bidder.
(xxvii) Liquidated Damages: If the Supplier fails to deliver any or all of the Goods or to perform the
Services within the period(s) specified in the Contract, the University shall, without prejudice to its
other remedies under the Contract, deduct from the Contract Price, as liquidated damages, a sum
equivalent to 0.5% per week of the value of undelivered price of the Goods or unperformed Services
limited to 05% of value of services requisitioned. Once the maximum is reached, the University may
consider termination of the Contract.
(xxviii) Termination for Default: The University may, without prejudice to any other remedy for breach of
contract, by written notice of default sent to the Supplier, terminate the Contract in whole or part at
risk & cost of defaulting Supplier:
a. If the Supplier fails to deliver any or all of the Goods within the period(s) specified in the
Contract, or within any extension thereof granted by the University, or
b. If the Supplier fails to perform any other obligation(s) under the Contract, or
c. If the Supplier, in the judgment of the University has engaged in corrupt or fraudulent
practices in competing for or in executing the Contract.
d. Source code of the product/software shall be the property of the University.
For the purpose of this Clause:
"Corrupt practice" means the offering, giving, receiving or soliciting of anything of value to
influence the action of a public official in the procurement process or in contract execution.

(xxix) Warranty: The Supplier warrants that the system supplied under this Contract are highly
customized, of the most recent or current models and accepted at the final destination indicated in
the Contract. The University shall promptly notify the Supplier in writing of any claims arising
under this warranty. Upon receipt of such notice, the Supplier shall, within the period specified in
by the University and with all reasonable speed, repair or rectify the defects in the System or parts
thereof, without cost to the University other than, where applicable, the cost of inland delivery of
the repaired or rectify to the final destination. If the Supplier, having been notified, fails to remedy
the defect(s) within the period specified, the University may proceed to take such remedial action as
may be necessary, at the Supplier's risk and expense and without prejudice to any other rights which
the University may have against the Supplier under the Contract.
(xxx) Conditions during Warranty
The Bidder should fulfill following conditions during the warranty: -
(i)Catastrophic Failure: Catastrophic failure will be defined as total failure of System. Any
such fault will be attended to and rectified by the Supplier within 12 hrs of reporting the fault

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 and rectified within 24 hrs, failing which University shall impose penalty to the Supplier as
decided by the University.
(ii)Major Faults: This will be defined as main part of System. Any such fault will be attended
to within 24 hrs of reporting and rectified within 48 hrs, failing which University shall
impose penalty to the Supplier as decided by the University.
(iii) Minor Failure: This will be defined as failure of few parts of System and all accessories
which will not affect the overall performance of the installed system drastically. Any such
fault will be attended and rectified with seven days, failing which University shall impose
penalty to the Supplier as decided by the University.
(xxxi) Maintenance: The supplier will accomplish preventive and breakdown maintenance activities to
ensure that all Software/hardware/Unit execute without defect or interruption. If any critical
component of the entire configuration is out of service for more than three days, the Supplier shall
either immediately replace the defective unit or replace it at its own cost. The Supplier will respond
and commence support within 48 hours of being notified of equipment malfunction.
(xxxii) Manuals: Before the product/software and/or equipment are taken over by the University, the
Supplier shall supply operational and maintenance manuals together with drawings of the
product/software and/or equipment alongwith source code. It shall be in such details as will enable
the University to operate, maintain, adjust and repair all parts of the product/software and/or
equipment as stated in the specifications. The manuals and drawings shall be in the ruling language
(English) and in such form and numbers as stated in the contract. Unless and otherwise agreed, the
product/software and/or equipment shall not be considered to be completed for the purpose of
taking over until such manuals and drawings have been supplied to the Purchaser.
(xxxiii) Tenders received late, incomplete tenders and tenders not in conformity with our prescribed
specifications, terms and conditions will be rejected. GUJARAT UNIVERSITY, Ahmedabad,
Gujarat will not be responsible for postal delay, non-receipt / non-delivery of tender documents or
loss of documents in transit.
(xxxiv) Not-withstanding anything contained in the memorandum and/or articles of association of the party
the Civil Court situated at Ahmedabad, Gujarat only will have the jurisdiction to deal and decide
any matter arising out of the order.
(xxxv) Data Protection: All the data shall be property of the Gujarat University and the agency will be
responsible for any infringement of loss or theft. The Gujarat University will forfeit the bank
guarantee and terminate the contract and may take legal action against agency.
(xxxvi) Complain number for University departments must be provided and complain register will be
maintained by the agency and any complain must be resolved within 24 hours.

I/We have read all the enclosed Terms and Conditions carefully and ready to accept and according to
that I/We are submitting herewith the tender.
NOTE :
a) The System with full-fledged web enabled facilities may run/control from Online Server provided by
the University. The result processing software shall be installed in the Server/s of the Examination
Branch. The vendor must specify the minimum Hardware and software requirements for
implementation of the entire project.
b) The total implementation (Hand-over after UAT) of software /online systems time-period on receipt
of justifiable reasoning from the vendor.
c) The vendor shall provide Maintenance Support (with onsite Engineers, as per the list of staff) for a
period of 5 years from the date of final hand-over of the software/product, with source code without
any extra cost. After completion of one full circle (5-year), the University will go for Agreement /
AMC /ACMC with the vendor if required.

IMPORTANT:

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a) A Vendor must quote for the entire project (Software).
b) All Pages of the Tender Document must be signed and sealed by the vendor.
c) Governing Laws & Jurisdiction must be followed by the agency. e.g. software licenses etc.
d) The decision of the Hon'ble Vice Chancellor will be treated as a final decision in any legal
complication arising in future.
e) All suit or any legal proceeding with regard to any matter arising in respect of this tender shall lie in
the jurisdiction of courts at Ahmedabad only.

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 FORM A

TENDER Letter Performa

To,
The Registrar
Gujarat University,
Ahmedabad, Gujarat.

Sub: Tender for selection of vendor for Providing Onsite Services on Single Platform Software for various
modules, with Implementation & Maintenance
Sir,
The undersigned having read and examined in detail all the TENDER documents pertaining to your
assignment-do hereby expresses the interest to do the work as specified in the scope of work in tender
document and agreed to all terms and conditions as specified in the scope of work in tender document.
S. No Description Response
1. Name of the Vendor
2. Address
3. Name, designation of the person to whom
all references shall be made.
4. Telephone (with STD code)
5. Mobile No. of the contact person
6. E-mail of the contact person
7. Fax No. (with STD code)

I/We hereby declare that my/our TENDER is made in good faith and the information contained is true and
correct to the best of my/our knowledge and belief.
Thanking You,
Yours faithfully,

(Signature of the Applicant) Witness by – Signature:

Name: Name:
Designation: Address
Seal: Date:
Date: Place

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 FORM-B
DETAILS OF EXPERIENCE of Providing Onsite Services on Single Platform Software for various
modules, with Implementation & Maintenance

Sr. Name and Date of start of the Date of System Cost of the
No. Address of the work completion Details Project
client
1.
2.
3.
4.
5.

Note: Please also note that copies of work orders/ invoices and satisfactory completion certificate from
the customers shall be required to be submitted for all the references mentioned above. If required, you
are free to attach extra sheets.

Page 23 of 26
 FORM-C
DECLARATION BY VENDOR TO BE SUBMITTED ON NON- JUDICIAL STAMP PAPER Rs.100.00/-
I/WE,…………………………………………………………………………………owner of
…………………………………………………………………………… representing
………………………………………………………………………,
hereby solemnly declare & confirm that:
(1) No employee or direct relation of any employee of GUJARAT UNIVERSITY, is anyway
Connected as Partner/Share holder/ Director/ Advisor /Consultant/Employee etc. with the firm.
(2) The information furnished is correct to the best of my knowledge and belief. If any information
furnished by me is found to be false/ misleading, at any stage, my application/registration shall
be liable for cancellation and forfeiture of EMD/Performance Guarantee/Security Deposit.
(3) My/our firm has not been blacklisted by any institution of the Central/ State Government/any
PSU/other institute etc. in the past.
(4) I/We understand and authorize the GUJARAT UNIVERSITY to reserve the right to
add/delete/alter any of the items to amend/add or any of the terms and conditions without
assigning any reason (s) for the same.
(5) The decision of the GUJARAT UNIVERSITY, Ahmedabad, Gujarat shall be acceptable &
binding upon me/us.

……………………………..
Date : (Signature of Proprietor/Partner /Chief Executive)
Place : Name :

Page 24 of 26
 Proforma - I

DECLARATION regarding NON - Blacklisting

Date :

To,

The Registrar
Gujarat University,
Ahmedabad, Gujarat.

Sub: Tender for selection of vendor for Providing Onsite Services on Single Platform Software for various
modules, with Implementation & Maintenance

Dear Sir,

In response to your Tender ref No._____________________________________, as a

Proprietor/Director/Owner of M/S _______________________________________, I/We hereby declare
that our Company is not blacklisted by Government of India/Government of India or any other state
government/union territory as well as there are no criminal cases against company and any of the board
members.

Also our Company is having clean legal records. Also, there are no open legal cases / petitions in any of the
courts / high courts related to our service.

Thanking you;

Signature of Authorised Signatory with Name, Designation& Seal

Page 25 of 26
 Proforma - II

BIDDER’S AUTHORISATION CERTIFICATE

To,

The Registrar
Gujarat University,
Ahmedabad, Gujarat.

Sub: Tender for selection of vendor for Providing Onsite Services on Single Platform Software for various
modules, with Implementation & Maintenance

Dear Sir,

__________________________,is hereby authorized to sign relevant tender documents on behalf of the

Company in dealing with Tender of reference_____________________________ dated ______________.
He is also authorized to attend meetings and submit Technical and commercial information as may be
required by you in the course of processing above said tender.

Thanking you,

The Specimen signature of the authorized person is as: -

AUTHORIZED SIGNATORY

______________________________

Name :

Seal:

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