QUOTATION REF. NO.

: VJTI/ TEQIP/ GOODS /LR’s/ EXAM/ 918 /2007

Date : 23.11.2007

BID FORM

Veermata Jijabai Technological Institute (VJTI)

MUMBAI-400 019

PROCUREMENT OF EQUIPMENTS
UNDER
NATIONAL SHOPPING (NS)

OF
THE WORLD BANK SUPPORTED

TECHNICAL EDUCATION QUALITY IMPROVEMENT PROGRAMME

(TEQIP)
[For Contracts valued less than/equivalent of US $ 50,000 (Rs.
22.50 lakhs)]
 Invitation for quotations for supply of Goods/Equipments under
National Shopping (NS) procedures of World Bank

To

Dear Sirs,

Sub : Invitation of quotations for supply and installation of Tailor –

made software for Student Information management system
in Exam Department.

1.You are invited to submit your most competitive quotation for the
following
goods:-

Sr Brief Specificatio Qty Delive Place Installation

. Description ns* ry of Requirement
N of the Goods Period Deliver if any
o y
1 Tailor-made As per 01no. Upto VJTI, Yes, software
software for Annexure A & March Mumbai should be
Student A1 15, 2007 installed &
Information commissioned
management
system

2. Government of India has received a credit from the International

Development Association (IDA)(IDA credit No. 3718IN) in various
currencies towards the cost of Technical Education Quality
Improvement Programme (TEQIP) funded by World Bank. VJTI,
Mumbai has received funds under this programme (TEQIP) through
Director, Technical Education, Government of Maharashtra. VJTI,
Mumbai, intends to apply part of the proceeds of this credit (Funds) to
payments under the contract for which this invitation for bid is issued.

3. Bid Price

(a) Price of the document is Rs. 500.00 accepted (upto 02.00pm)

in VJTI-Account in the form of Cash/ DD/ Pay Order in a name
of The Director, VJTI only.

(b) The contract shall be for the full quantity as described above.
Corrections, if any, shall be made by crossing out, initialing, dating
and re writing.

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 (c) All duties, taxes and other levies payable by the contractor under the
contract shall be included in the total price.

(d) The rates quoted by the bidder shall be fixed for the duration of the
Contract and shall not be subject to adjustment on any account.

(e) The Prices should be quoted in Indian Rupees only.

4. Each bidder shall submit only one quotation.

5. Validity of Quotation
Quotation shall remain valid for a period not less than 60 days after the
deadline date specified for submission.

6. Evaluation of Quotations
The Purchaser will evaluate and compare the quotations determined to
be substantially responsive i.e. which are properly signed; and conform
to the terms and conditions, and Specifications. The Quotations would be
evaluated separately for each item.

7. Award of contract
The Purchaser will award the contract to the bidder whose quotation has
been determined to be substantially responsive and who has offered the
lowest evaluated quotation price.

(a) Notwithstanding the above, the Purchaser reserves the right to

accept or reject any reason.

(b) The bidder whose bid is accepted will be notified of the award of
contract by the purchaser prior to expiration of the quotation validity
period. The terms of the accepted offer shall be incorporated in the
purchase order.

(C) The bidder should have previous experience of providing Student,

Result
Management system and related similar software to at least two
Engineering institutes running full time degree programmes.

The institute shall have no obligation to convey reason for rejection of

any bid. It shall be open for the institute to reject even the lowest bidder
in the interest of the institute and no reason need be given therefore.

8. Payment
• 100% payment will be made against the Bank Guarantee of
the contract
value valid for 61 months from the date of installation and
commissioning.
• Payment shall be made within 15 days from the date of successful
testing, installation and training.
• The Training for said software should be provide by the supplier.

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9. Warranty
• Normal commercial warranty/ guarantee should be applicable to
supplied goods.
• Conditional bids will be summarily rejected.

10. You are requested to provide your offer latest by 14.00 hours,
on or before
7th December 2007 in a wax sealed envelope super scribed by
quotation reference number.

11. The Purchaser reserves the right at the time of Contract award to
increase or decrease by up to 15 percent of the quantity of goods and
services originally specified in the Schedule of Requirements without any
change in unit price or other terms and conditions.

12. The Purchaser 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.

13. Each supplier should have Authorized Supplier Certificate.

14. If bidder has any qerry regarding specifications, bidder should

contact the
Project Coordinator on December 03, 2007 at 03.00 pm. in the
TEQIP Office of
the institute.

15. For Special terms and conditions refer Annexure- A1.

16. Address for the submission of Quotations:

Director
Veermata Jijabai Technological Institute
(TEQIP Office)
H R Mahajani Marg
Matunga, Mumbai – 400 019.
Tel. No. 91-22-2416 6972 -76
Fax No. 91-22-2415 2874

Dr. K. G.
Narayankhedkar,
Director

Date:

4
Place:

5
 FORMAT OF QUOTATION

Sl. Descriptio Specificatio Qty. U Quoted Total Amount

No n Goods ns nit Unit
. Rate in
Rs.
In In
Figure Words
s

Gross Total Cost:

Rs...........................

*Unit Price (Price Without or Excluded all tax and charges) :-

________________

Cost inclusive of Excise Duty/Custom/Sales Tax/VAT/Octroi/any other

levies or taxes.- ____________

In the following Table, the % of duties/taxes included/being levied and

added to “Total cost” for the above equipment shall be filled :

(a) Excise Duty:

(b) Customs Duty:
(c) Sales Tax:
(d) Octroi:
(e) VAT:
(f) Any other levies or taxes:
Any other Additional Information:

We agree to supply the above goods in accordance with the

technical specifications for a total contract price of Rs. .........………..
(amount in figures ) (Rs. ........... amount in words) within the period
specified in the Invitation for Quotations.
We also confirm that the normal commercial
warrantee/guarantee of -------------------------- months shall
apply to the offered goods.

Authorized Signature
 of supplier With stamp &
email, address & fax number
Date:
Place:

2
 VEERMATA JIJABAI TECHNOLOGICAL INSTITUTE,
H R MAHAJANI MARG,
MATUNGA, MUMBAI – 400 019

Subject : Bid for the Supply of __________________________________

ANNEXURE –“B”

Detail information regarding orders executed during last three years

a) It is mandatory to appropriately fill each column. Use extra sheet if the
space below is insufficient.
b) Enclose certified copies of the purchase order in chronology

Sr. Reference to Order Amount Name of the Date of Reason for

No. No. and date for of Order Office/ completion the
completion and Authority of delivery exemption
delivery as per by which the of the of Order or
Order Order was Order delay in
placed supplies of
Order, if any

Authorized
Signature of
Suppliers with
stamp

Date:

Place:
 DETAILED FORMAT OF QUOTATION No. 02

1 2 3 4 5 6 7 8 9 10 11
Sr Item Make, Qty. Unit Price Unit Tota Sale Tota Octro Total
No Description Model & and Pric l s l (1) i if (2)
. Country Unit e Pric VAT any
of origin s e
Ex. Excis Speci Packa Inlan Other A 4x6 7+8 9
Facto e/cus al ging d cost/ +b+ +10
ry/ toms Cust and Trans char c+d
Ex.W if om forw porta ges +e+f
are any duty ardin tion, if
hous (b) if g insur any
e/ any (d) ance (f)
Ex. © and
Sho other
wroo local
m/ cost
Off incid
the ental
Shelf to
(a) deliv
ery
(e)
1 Tailor- 01
made no.
software
for Student
Informatio
n
manageme
nt system

RANT TOTAL OF SCHEDULE

We agree to supply the above goods in accordance with the technical

specifications for a total contract price of Rs. .........……….. (amount in
figures ) (Rs. ........... amount in words) within the period specified in the
Invitation for Quotations.

We also confirm that the normal commercial

warrantee/guarantee of _______________________ months shall
apply to the offered goods.

Date: Authorized Signature

Place: of supplier With stamp & email,
address & fax number
-

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 ANNEXURE- A

Name of Equipment/ LRs: Tailor-made software for Student

Information
management system
Qty.: 01 no.

Technical Specifications are as per follows:

S Technical Specification Quoted

.N. Specification
A). Introduction :
• We are one of the premier technical institute of
India, and selected as lead center for TEQIP.
• We are the autonomous institute of Government of
Maharashtra.
• The institute conduct Diploma, Undergraduate
Degree, Post graduate/ Degree and Post Diploma
programmes and Diploma research programmes of
duration varying from one to four years.
• Around 300 devoted and skilled Faculty / staff are
serving this organization.
• Our total student strength exceeds 3200 this
academic year.
• On an average there are 16 courses /
laboratories per year per program

B).
Academic No. of UG No. of PG Total
Year Students Students Students
2003-04 575 225 800
2004-05 1270 400 1670
2005-06 1900 400 2300
2006-07 2500-2600 400 2900-3000
2008-09 2500-2600 400 2900-3000

C). What are we looking for?

A software support for maintaining detail registered of
students admitted to various programmes fees paid /
payable, course registered, result and institute, reflecting
state-of-the-art technology, and incorporating all
sophistications technically feasible up to date and
compatibility for decades to come. Hardware is to be
suggested and maintained during the period of contract.

D). Following specifications should be followed strictly

while developing software.

d1. Development Language:

This application shall be developed in ASP.NET and all
supporting code shall be written in C#.

d2. Application should be designed using Pattern

oriented approach: This will make the application object

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 oriented, easy to maintain, extensible and easy to
configure.
The application should use following MSAB
(Microsoft Application Block):To enhance the
functionality.
• Microsoft Asynchronous Application Block
• Microsoft Authorization and Profile Application Block
• Microsoft Common Application Block
• Microsoft Configuration Application Block
• Microsoft Data Access Application Block
• Microsoft Exception Management Application Block
• Microsoft Logging Application Block
• Microsoft Offline Application Block
• Microsoft User Interface Application Block

d3. Database:
• SQL Server 2005 should be used as backend.
• Database RAID or Mirror disk facility: This will allow
us to maintain the data on other database disks
server simultaneously to avoid the changes of data
loss (in case of database or hardware failure). This
will provide seamless 24 x 7 availability of
information.

d4. Reporting Tool:

SQL Server with Reporting Tool or Crystal Report (version 9
onwards) should be used to create the reports.

d5. Scripting:
All client – side scripting will be written in Java Script and
be version 1.0 complaint.

d6. Targeted Browsers:

Application shall support Internal Explorer 5 or higher,
Netscape Navigator 5 or higher.

d7. Testing:
Test plan and test case shall be maintained for any errors
caused by software for duration mentioned during the
purchase. The necessary enhancements of the software by
changing or adding features or functionalities, which may
be necessitated due to change in the examination and
evaluation or admission process, shall be assured and
provided for duration mentioned during purchase.

d8. Maintenance:
The developed software shall be maintained for any errors
caused by software for duration mentioned during the
purchase. The necessary enhancements of the software by
changing or adding features or functionalities, which may
be necessitated due to change in the examination and
evaluation or admission process, shall be assured and
provided for duration mentioned during purchased.

E) Overview of Functional Requirements:

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 [These functional requirements are briefly mentioned here
and are of indicative nature. Details will be provided
during the system “information collection and requirement
analysis” phase.]

e1. The Software should be a Fast – paced Result

Processing System which will allow organization to
compute and maintain the result of student.
This is one of the most important functions this software
should offer. Organization wants to reduce the time delay
between Exam, result processing and result declaration.

e2. The software should be network based and multi-

user. The software should be based on client – server
technology so that many users can access it
simultaneously
e3. The application should have an online result display.
Students should be able to see their performance on
institute website. Software should provide this facility.
e4. The system should be easy to use, robust. The user
interface and process involved in this system should be
easy and operable by the users having very little computer
literacy. The software provided should be robust and
maintainable
e5. The System should be flexible, scalable. There
should be a measure to enhance existing functionality or to
introduce a new functionality in the software. The software
should be able to accommodate increased data as well as
users in the system with reference to the future expansions
in organization.
e6. Software should keep track of departments, staff
and students and their information. The information
of department, staff and student should be stored and
viewed easily through this software. Software should
provide reports needed by the users
e7. System should keep track of users. System should
maintain a log of users and their activities once they are
logged in.
e8. Data should be secure and managed centrally. Data
managed by this software will be very confidential and
important. So there should be strict measures to control
the access to this data. The data should be maintained
centrally to make it available to users easily and to reduce
the maintenance overheads.
e9. Software provider should maintain and give
support. Software provider should give assurance of the
maintenance and support for the entire life of the software.
e Notification of Result through Email and / or SMS.
10. Software should send the result of Exam / Academic
performance to students and their parents. The Email
address should be stored in the database along with the
profile of the students.
e Plug in Interface. Plug in interface should be provide in
11. software. This would allow connecting to the existing or
any new software present in the organization.
e Rules Generation. Provide facility in software to create

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12. and set dynamic Rules (Business rules). This will allow the
institute to maintain the rules for Program creation, Course
creation, Maintaining Point Scheme (SPI / CPI).
F). Broad description of functional requirements
f1. Department and Faculty Management
Software should:
• Create and maintain information of organization.

• Create and maintain information of various

departments and their respective faculties.

• Software should be flexible enough that organization

should be able to add various departments at any
time.

• Create and maintain other administrative

departments. There are many other non-
technical departments like academic, examination,
student’s related accounts. The system should
allow maintaining the existing department and
adding new one.

• Create reports in printable and nonprintable

formats (for all the below). Organization should be
able to deliver, print and view the reports from
anywhere.

f2. Student Admission, Progress tracking

Software should:
• Create and maintain all information of students,
which is generally maintained by academic section,
such as
• Student registration and admission
• Student fees management
• Scholarship management
• Track of documents and returned lists
• Facility to record student feedback and its analysis.

f3. Examination and Evaluation

Software should:
• Maintain timetable for each exam. Timetable of
each and every exam should be maintained for
future use and reference.
• Maintain track of invigilators. The software
should maintain the schedule and list persons
serving as invigilator for different exams conducted
by the organization.
• Assign staff for paper checking. Should be able
to permit authorize staff to check and enter marks
of the checked papers. Software should be flexible
enough that only permitted staff members should
be able to enter marks.
• Keep tracks of students appearing for exam.
Each and every minute information regarding the
students should be available i.e. is the particular

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 student is giving exam as per new / old exam
pattern, track record etc.
• Manage result of each student. Software
should maintain result of each student for every
exam he / she has given. Should also maintain
status in each and every exam, and the overall
performance of that student.
• Create, print and track mark / grade sheets.
Software should track mark sheet of each and every
student in different format for different user.
Student should be able to view his / her mark /
grade sheet.
• Maintain status of students (Pass / Failed / Re-
exam). Software should maintain an analytical
report / view of each and every student’s
performance according to his semester wise
progress, over all performance in all semesters and
his / her present status and rank.
• Result analysis, Merit list creation. There
should be a good and effective result analysis
system along with the software, which should give
graphical and analytical reports for each and every
aspects of the exam. It should also be able to
compare the result of academic year.

f4. Academic Process

a. Maintain schedules of lectures/ practicals for
each department. The system should maintain
schedules of each and every lab.
b. Maintain the schedules for teaching staff for
each class of every department. Organization
should be able to create and change the schedules of
each and every teaching staff.
c. Maintain track of internal exams / tests for each
class of every department. Performance of the
student’s internal exams / tests should be maintained
with the help of this system.
d. Maintain track of project guides assigned to
students of each class every department.
System should maintain and track each and every
student’s project guides.
e. Maintain the track of projects / seminars of each
student of each class of every department.
System should track projects / seminars of each and
every student.
f. Allow Each Student’s Marks entry. With the help
of this system authorized staff member should be able
to fill the marks of the related subject of the particular
semester as per permission granted.

f5 Program Design:
.
• Add new modules and maintain existing
program. System should be able to create and
maintain the program of any department.
• Maintain courses, projects and other

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 curricular activities. With the help of this system,
organization should be able to maintain the entire
course, projects and other related curricular
activities.
• Maintain exam pattern for the program for
each change. Organization should be able to
create and maintain exam pattern for its exams, and
also maintain earlier patterns with all changes /
amendments.

f6. Syllabus:
Software should :
• Maintain old / renewed syllabus log. With the
help of the system organization should be able to
create and maintain each and every syllabus for the
organization.
• Maintain Marks Break up for Theory, Practical
and Seminars etc. System should be able to
maintain break up marks under various heads for all
its papers w.r.t. to semesters. Should be able to
create and maintain practical marks and seminar
marks of each and every semester of every
department.
• Maintain duration / Total Hours Theory and
Duration / Total Hours Practical. With the help
of this system organization should be able to
maintain total hours of theory and practical /
tutorial.
• Maintain reference books for course. There
should be a provision in the system to add, maintain
reference books for each and every course.
• Maintain syllabus contents for each course.
• System should be able to add, maintain syllabus
and should also keep track of each and every
change in the syllabus, when it changed and the
syllabus prior to change etc.
• Maintain list of practicals and seminars.
• Maintain Compulsory and Elective Course etc.
• With the help of this system organization should be
able to maintain its compulsory and elective courses
or each and every program.

f7. Data Backup / recovery and database Mirroring:

Software should be a good, effective and reliable data
backup and recovery system along with the system.
Database should be mirrored and should maintain both the
database.

* Supplier write only word complied in blank space reserved for Quoted
specification if
he fulfilled all above Technical specifications and terms and conditions.

* We invite your quotation in this form module wise prices and

maintenance support for five years.

* Our staff/ faculty should be trained for use of software.

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 Signature of the tenderer
with Seal

18
 Annexure - A1
Special Terms and Conditions:
• Your response time for any maintenance of software should not be more
than 6 hours.
• You should have executed at lest two orders of similar type within last
three years with satisfactory performance.
• You should give bank guarantee of an amount of 10% of contract value
while entering in contract. This will be returned to you after satisfactory
supply and performance of software as per requirement. If the software is
not provided in given time span satisfying the given requirements, this
amount shall be forfeited.
• The period of maintenance and support shall be for five years form the
date of satisfactory installation and commissioning of the software.
• You should enter data of all students admitted to all institute programmes
from the Academic Year 2004-05 onwards upto 2007-08.

For any doubts regarding Technical specification may contact TEQIP

Office.
Project Coordinator: 24198136 or TEQIP Office: 24198117

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