VISVA-BHARATI SANTINIKETAN

[Website : www.visva-bharati.ac.in]

EXPRESSION of INTEREST (EoI) FOR AUTOMATION OF UNIVERSITY EXAMINATION MANAGEMENT SYSTEM

EoI NOTICE NO. ISSUE OF EoI: LAST DATE FOR RECEIPT of EoI DATE, TIME and VENUE of Presentation

: : : :

VB/Exam/Automation/EOI/2012-13/02 21st January, 2013 21st February, 2013 at 6:00 p.m. 1st March, 2013, 11.00 AM, Central Office Conference Room, Visva-Bharati, Santiniketan The Controller of Examinations, Visva-Bharati, P.O. Santiniketan, Sub-Division-Bolpur, Dist-Birbhum, Pin-731235, West Bengal ` 50,000/- By FDR(Bank Draft) pledged in the name of Registrar, Visva-Bharati payable at State Bank of India, Santiniketan Branch (Code-2121) No. __________ dated________________. Name of Bank________________________

NAME AND ADDRESS OF TENDERER

EARNEST MONEY DETAILS

PREFACE Visva-Bharati, an Institute of National importance, was founded by Gurudev Rabindranath Tagore and enacted as Central University by an ACT of Parliament in 1951 and has, over the years expanded across 12 Institutes with more than 40 post graduate departments and a few Centre of Studies offering academic programmes from KG to PG including Ph.D degrees in various disciplines on its campus. About 10,000 students are enrolled in the University. This University draws students in select disciplines from across the country and different parts of the world. Visva-Bharati envisages the creation and establishment of an Information and Communication Technology frame work for improving the efficiency of delivery of its services to all its stakeholders the student community, the teaching faculty, the administrative staff, the ashramities and the general public at large. To this objective, the University is inviting expression of interest for appointment of a suitable implementing partner for the automation of the various functions of the University Examination Management System. Hence, proposal is invited from reputed registered and experienced Firms/Companies/Agencies for this purpose and in compliance with the following requirements: To create a robust system to manage University examinations for error free and timely declaration of results. To facilitate proper and accurate report generation through Management Information System followed by facilitating the decision making process. Induction of transparency and accountability in operations. Reduction of redundant workload of department employees. Electronic security and control of confidential data. Fast disposal of stakeholder grievances. Dissemination of information as per public requirements. Protecting the interest of all the stakeholders. Scope of Work 1. Study, Analysis and Design of the University Examination Activities. 2. Developing Examination Modules. 3. Creation of Student Database. 4. Data Entry of Base Data to the new applications. 5. Migrating the existing data to the new applications. 6. Installing the software. 7. Providing Documentation and Training. 8. Digitization and archival of Old Records. 9. Production of Tamper proof Mark-Sheet and Certificate. 10. Providing 5 year warranty after full implementation. Application Requirements 1. Application must be completely web-based, and must not require any client software other than a webbrowser to use it. 2. Application should be free from any proprietary software and must use only open source components in its architecture. 3. Complete source code must be given to the University with proper documentation.

Vendors profile Vendor must be of national standing and repute that should have experienced of implementing such system(s) in at least 3 reputed Institutes (including at least 1 national level University/Institute). Process 1. Clear time schedule should be given for Requirement Analysis, presentation of Software Requirement Specification (SRS), Design, Development/Customization, testing and final implementation. 2. University will provide written acceptance for SRS before starting the Design and Development process. 3. Training should be provided to Users and Administrators. 4. Complete Source Code with Documentation and User Manuals are to be provided. 5. The payments will be done after successful completion of the following phases. a. Phase-I - SRS acceptance b. Phase-II - Final Acceptance and implementation c. Phase-III - After completion of warranty period 6. Arbitration: a. All disputes are to be settled within the jurisdiction of Bolpur Court, Sub-Division Bolpur. b. That any dispute arising out of this contract shall be referred to the University, and if either of the parties hereto is dissatisfied with the decision, the dispute shall be referred to the arbitrator, who should be acceptable to both the parties, to be appointed by the ViceChancellor of the University. The decision of such arbitrator shall be final and binding on both the parties. 7. Earnest Money Deposit of Rs 50,000/- (Fifty Thousands Only) in the form of FDR pledged in favour of Registrar, Visva-Bharati, Santiniketan, payable at Santiniketan should accompany the EoI Offer. However, the successful bidder will have to deposit an EMD equal to 2% of the project cost. 8. For successful bidder the EMD/FDR will be refunded/released after the Phase-III. 9. The successful bidder must execute an agreement with University as per University purchase procedures. 10. The other terms & conditions will be as per University standard purchase procedure. 11. The validity of the quotation should be for a minimum of 90 days. 12. The prices once finalized will remain unaltered during the contract period. 13. Short listing will be done based on experience, capabilities of the vendor and acceptance of the product etc. Short listed firms will be intimated by post as well as through email. 14. All the relevant details are to be given in the tender with necessary proof. 15. The University will have the final authority to accept/reject the offer of any vendor without assigning any reasons. 16. The EoI proposal should reach Office of the Controller of Examinations, Visva-Bharati, PostSantiniketan, Dist. Birbhum, Pin-731235 on or before 21/02/2013 at 6:00 p.m. 17. Only those vendors will be considered for the project that makes their EoI presentation on 01/03/2013. 18. Technical & Commercial proposal will be accepted within 10 days of the Presentation from only those vendors that are short-listed after EoI presentations. 19. Technical & Commercial proposal should be submitted in different sealed covers clearly superscribing Technical Proposal and Commercial Proposal respectively. Further these two covers should be enclosed in a sealed envelope and addressed to the Controller of Examinations, Visva-Bharati, Santiniketan, Pin731235, P.O. Santiniketan, Dist-Birbhum, West Bengal- superscribing Tender for Automation of University Examination Management System.

The EoI proposal should contain the following 1. Brief profile of the company : Registration under Indian Companies Act, 1956 2. Scope of the work 3. Functionality requirement fulfillment and Package Features. By default, it should include total functionality of Automation of University Examination Management System. If any other functionality is included in the project that may be specified. 4. Clear time schedule for Requirement Analysis, SRS, Design, Development and Customization, integration, testing, training, documentation and final implementation. 5. Technical architecture. 6. Warranty support for THREE years. 7. Indicate the required hardware items such as Servers, Backup Devices, Firewall, UPS, PCs for project implementation for the University Examination Management System. 8. Indicate recommendations for the required supporting software. 9. Necessary documentation must be provided as proof of satisfactory order execution in at least 3 reputed Institutes (including at least 1 national level University/Institute). 10. Any other relevant information. Note

Documentary proof is to be enclosed wherever necessary. All the pages of the documents should be duly signed and sealed. The complete set of Documents should be properly indexed.

University Examination Management System This module should contain all the details of the student that are required for the registration of students by the university, till the convocation including the attendance, issuance of certificates etc, and other academic activities specified by the University. This module should cover all activities in conducting examinations. Various pre-conduct, conduct, and post-conduct activities, entire process of evaluation of all courses, re-evaluation of answerscripts, Tabulation, degree management, and system generated payments, ensuring accurate and timely payment to teachers. Tag with Fee collection, exemption, adjustments, fine or refund activities should be part of this module. This includes generation of various management reports, automatically generated fee payment alerts to students before the due dates etc.