Request for Proposal (RFP) for Selection of System ... · The System Integrator selected through...

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Request for Proposal (RFP) for Selection of System

Integrator for Design, Development, Implementation

and Support for Digital University Project for Magadh

University

Tender Reference No.: IT/01/17

Date: 17.10.2017

RFP for Selection of System Integrator for Design, Development, Implementation and Support for

Digital University Project for Magadh University

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Magadh University

Bodh – Gaya

Tender Notification

Ref No. IT/01/17 Date: 17.10.2017

Request for Proposal for: Selection of a System Integrator (SI) for Design, Development,

Implementation and Support for Digital University Project for Magadh University.

Magadh University, Bodh - Gaya intends to implement Digital University Project. This RFP is

to solicit technical and financial proposals from the prospective bidders for undertaking

design, development and implementation of Digital University and providing operations and

maintenance support for the specified period for Magadh University, Bodh – Gaya.

The System Integrator selected through this bidding procedure shall deliver requisite goods,

works and services directly to Magadh University. The University shall also monitor the

implementation and shall make related contractual payments based on acceptance and

certification of deliverables.

The development period for the requested tender is six (6) months and all the specified

operations and maintenance services shall be provided for a period of three (3) years.

The bidders must submit the Earnest Money Deposit (EMD) of INR 5,00,000/- (Rupees Five

Lakh Only) in the form of Demand Draft (DD) from a Nationalized Banks/Scheduled Bank in

favor of Registrar, Magadh University and the Bidders has to submit the same along with bid.

The bidding will be conducted in accordance with Single-Stage, Bidding Procedure based on

the evaluation and qualification criteria detailed below in this RFP.

To obtain further information and inspect the bidding documents, bidders should contact:

Mr. S.K. Sharma, Head(Business Development), CDC email [email protected], Tel 011-

24603425 during working days (Monday to Friday) from 1000 to 1600 Hrs. commencing on

the date of the release of the RFP.

Prospective bidders may send their pre-bid clarifications to the address mentioned below on

or before the deadline. Only questions received on or before last date for submission of

questions by bidders would be discussed during the pre-bid meeting.

Magadh University will not be responsible for any costs or any expenses incurred by the

bidders in connection with the preparation of pre-bid queries, participation in pre-bid

conference, preparation or delivery of bids.

mailto:[email protected]



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Important Dates and Information

1. RFP No. and Date IT/01/17; dated: 17.10.2017

The bidders can download the RFP document from the

following websites:

____________________________________

2. Sale & RFP Document Purchase

Price

INR 5,000/- (Rupees Five Thousand Only) in the form of

Demand Draft from a Nationalized Bank/Scheduled Bank in

favor of “Registrar, Magadh University” Payable at Bodhgaya

3. Last date for submission of

pre-bid queries through email

Till Pre-Bid Meeting

Email: [email protected],

[email protected]

4. Date and Address of pre- bid

meeting

1st November, 2017 at 1500 Hrs.

Address:

Magadh University, Branch Office, Patna

Bidders to confirm their participation in the pre-bid

conference to the above person.

5. Clarification to the pre-bid

queries

The pre-bid clarification will also be hosted on the website:

www.magadhuniversity.ac.in

within 5 working days after Pre-Bid Meeting

6. Last date for receipt of bid 15th

November, 2017 by 1400 Hrs.

7. Mode of Submission Bidders are required to submit their proposals (2 copies)

each of pre-qualification, technical and commercial bids in

hard copies on or before the deadline at the address given

below.

8. Address for submission of

Proposal Head (Business Development)

Consultancy Development Centre

Core 4B 2nd Floor, India Habitat Centre, Lodhi

Road

New Delhi – 110 003

Tel: 91 11 24603425; 24602601

Fax: 91 11 24602602

Email: [email protected]

9. Earnest Money Deposit (EMD) INR 5,00,000/- (Rupees Five Lakh Only) in the form of

Demand Draft from a Nationalized Bank/Scheduled Bank in

favor of “Registrar, Magadh University” Payable at Bodhgaya

valid for 90 days from the date of submission of the bid.

10. Bid Validity Period One hundred and eighty days (180) from the date of

submission of the bid.

11. Date of opening of pre-

qualification bid

15th November, 2017 at 1430 Hrs.

12. Date of opening of Technical

Bid

15th November, 2017 at 1430 Hrs.

13. Date of opening of Commercial

Bid

Will be intimated later.

14. For any further clarification Mr. S. K. Sharma




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Head (Business Development)

Consultancy Development Centre

Core 4B 2nd Floor, India Habitat Centre, Lodhi Road

New Delhi – 110 003

Tel: 91 11 24603425; 24602601

Fax: 91 11 24602602

Email: [email protected]

COE, Madadh University : 9899019835, 7004426662




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Table of Contents

1 Project Background ................................................................................................ 9

1.1 Objectives .......................................................................................................... 9

1.2 Benefits .............................................................................................................. 9

1.3 Key components/Features of Solution .......................................................... 9

1.4 Implementation Components ....................................................................... 10

1.5 Access Delivery Channels .............................................................................. 10

1.6 Core Application Layer .................................................................................. 11

1.7 Security ............................................................................................................ 11

1.8 Internal Support Functions ........................................................................... 11

1.9 Support and Integration Layer ..................................................................... 11

1.10 Solution Deployment Architecture ........................................................... 11

1.10.1 DC and DR Provisioning ....................................................................... 11

1.10.2 Biometric Attendance System ............................................................. 11

1.10.3 Functional Architecture ........................................................................ 12

1.10.4 Payment Gateway ................................................................................. 12

1.10.5 SMS Gateway ......................................................................................... 13

1.10.6 Connectivity ........................................................................................... 13

1.11 Stakeholders ................................................................................................ 13

2 General Instructions, Commercials and Bidding Terms ................................... 15

2.1 Bidding Process Details ................................................................................. 15

2.2 General Instructions to Bidders .................................................................... 15

2.2.1 Availability of the RFP Documents ........................................................ 15

2.2.2 Bidder Clarifications and Responses by the University ....................... 15

2.2.3 Amendments to RFP ................................................................................ 16

2.2.4 Proposal Preparation Costs ..................................................................... 16

2.2.5 Magadh University’s Right to Terminate the Process ......................... 16

2.2.6 Acceptance of Part/Whole Bid/Modification – Rights there of ......... 16

2.2.7 Tender Document Fee.............................................................................. 17

2.2.8 Earnest Money Deposit (EMD)................................................................ 17

2.2.9 Authentication of Bids ............................................................................. 17



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2.2.10 Interlineations in Bids ........................................................................... 17

2.2.11 Venue & Deadline for submission of proposals ................................ 18

2.2.12 Late Bids ................................................................................................. 18

2.3 Bid Submission Instructions .......................................................................... 18

2.3.1 Authenticity of the Information and Right of Verification ................. 21

2.3.2 Language of Proposals ............................................................................ 21

2.3.3 Conditions under which this RFP is Issued ............................................ 21

2.3.4 Rights to the Content of the Proposal ................................................... 22

2.3.5 Modification and Withdrawal of Proposals .......................................... 22

2.3.6 Acknowledgement of Understanding of Terms ................................... 22

2.3.7 Entire Documents ..................................................................................... 23

2.3.8 Non-Responsive Proposals ..................................................................... 23

2.3.9 Disqualification ........................................................................................ 24

2.3.10 Conflict of Interest ................................................................................ 25

2.4 Bid Opening and Evaluation Process ........................................................... 26

2.4.1 Bid Opening Sessions ............................................................................... 26

2.4.2 Pre-qualification Proposal ...................................................................... 26

2.4.2.1 Pre-Qualification Proposal Guidelines ...............................................................................................................26

2.4.2.2 Table 1 – Pre-qualification Criteria ......................................................................................................................27

2.4.3 Technical Proposal ................................................................................... 29

2.4.3.1 Technical Proposal Guidelines ................................................................................................................................29

2.4.3.2 Technical Evaluation process .................................................................................................................................30

2.4.3.3 Technical evaluation methodology .....................................................................................................................31

2.4.3.4 Table 1: Technical evaluation criteria .................................................................................................................31

2.4.4 Commercial Proposal ............................................................................... 32

2.4.4.1 Commercial Proposal Guidelines ..........................................................................................................................32

2.4.4.2 Opening of Commercial Bids ...................................................................................................................................34

2.4.4.3 Commercial Proposal Forms ....................................................................................................................................35

2.4.5 Overall Evaluation Methodology and Award Criteria .......................... 35

2.5 Signing of Agreement.................................................................................... 36

2.6 Acceptance of Letter of Intent (LoI) ............................................................. 36

2.7 Payment Terms and Schedule ....................................................................... 37

2.7.1 Performance Bank Guarantee (PBG) ...................................................... 37

2.7.2 Table – Payment Milestones ................................................................... 37



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3 Scope of Work ...................................................................................................... 38

3.1 Component #1 ................................................................................................ 38

3.2 Component #2: DC and DR Virtual Private Cloud Hosting Services on

IaaS Model ................................................................................................................ 45

3.2.1 Service Provisioning:................................................................................ 45

3.2.2 Operational Management ....................................................................... 46

3.2.3 Data Management ................................................................................... 46

3.2.4 Compatibility Requirements ................................................................... 46

3.2.5 Cloud Network Requirement .................................................................. 47

3.2.6 Cloud Datacenter Specifications ............................................................ 47

3.2.7 Cloud Storage Service Requirements .................................................... 48

3.2.8 Cloud Security Requirements ................................................................. 48

3.2.9 Virtual Machine Specifications ............................................................... 48

3.2.10 Data Management ................................................................................ 49

3.2.11 Disaster Recovery Management (If Services Obtained) ................... 49

3.2.12 Cloud Resource and Network Monitoring ......................................... 50

3.2.13 Managed Services ................................................................................. 51

3.2.14 Backup Services ..................................................................................... 52

3.2.15 Web Application Firewall (WAF) as Service ....................................... 52

3.2.16 Helpdesk Support from CSP ................................................................ 53

3.2.17 Database Support Service .................................................................... 54

3.3 Component #3: Installation and Commissioning of Biometric Attendance

System Hardware and Software ............................................................................ 54

3.4 Component #4: Setup, Operate and Maintain Call Center ........................ 56

3.5 Component #5: Training and Capacity Building ......................................... 57

3.6 Component #6: Data Digitization ................................................................. 59

3.7 Component #7: Operation and Maintenance Support for the System .... 59

3.8 Change request ............................................................................................... 64

3.9 Project Team ................................................................................................... 64

3.10 Project Timelines ......................................................................................... 66

3.11 Minimum Bill of Material ........................................................................... 67

4 Annexure A – Modules and Overview ................................................................ 68



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5 Annexure B – Bid Response Formats .................................................................. 73

5.1 Form A.1: Request for Clarifications/ Pre-bid Queries .............................. 73

5.2 Form A.2: Authorization for Representation at Bid Opening ................... 73

5.3 Form A.3: Bidder Profile ................................................................................ 74

5.4 Form A.4: Turnover Details ........................................................................... 76

5.5 Form A.5: Quality Certifications ................................................................... 76

5.6 Form A.6: Undertaking for not Being Black Listed ..................................... 77

5.7 Form A.7: System Integrator Experience ..................................................... 78

5.8 Form A.8: OEM Authorization ....................................................................... 79

5.9 Form B.1: Proposal Covering Letter ............................................................. 80

5.10 Form B.2: Undertaking on No Conflict of Interest .................................. 82

5.11 Form B.3: Non Malicious Code Certificate ............................................... 83

5.12 Form B.4: Undertaking on Personnel ........................................................ 84

5.13 Form B.5: Solution Details .......................................................................... 85

5.14 Form B.6: Format for Key Resources ......................................................... 86

5.15 Form C.1: Commercial Proposal Covering Letter .................................... 87

5.16 Commercial Proposal Response Forms ..................................................... 89

5.17 Form D.1: Performance Bank Guarantee .................................................. 90

6 Annexure C – Checklist ........................................................................................ 92

7 Annexure D – List of Colleges ............................................................................. 96

7.1 Constituent Colleges ...................................................................................... 96

7.2 Affiliated Colleges .......................................................................................... 97



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1 Project Background

Magadh University, Bodhgaya has initiated the process of implementing Digital University

project. The core objective is to enhance the operational efficiency, ensure availability of

relevant information on a regular basis, better decision support system within the

organization and all other stakeholders.

1.1 Objectives

Some of the core objectives of the implementation are:

Standardizing processes and practices across the university to conform to policies and

procedures

Incorporating process improvements as appropriate, to increase the efficiency of

managing resources

Eliminating administrative activities that do not add value, such as redundant keying,

reconciliation and adoption of paperless processing

Implementation of unique ID for faculties and implementation of faculty attendance

monitoring system

Deliver time bound and transparent services to the students online with minimal hassle

Online receipts of fees and payments

1.2 Benefits

At a high level, the benefits are:

Making information more readily available, as appropriate, to all stakeholders

Improving the human resources, and technology planning based on reliable, timely data

End to end workflow based processing and increased operating efficiency

Access to standardized data, real time and augmented MIS and dashboards

Improving the ability to budget and measure program success based on performance

metrics

Enabling the University to more efficiently conduct business with its stake holders

through expansion of electronic commerce

Reduction in administrative costs

Digital access to certificates and documents on demand

1.3 Key components/Features of Solution

The key components/features of the envisaged solution are as follows:

Cloud based solution

Business model – Capex followed by equal periodic payments after go-live for the O&M

period

Provisioning of application in Software as a Service (SaaS) model

Hosting the application on Infrastructure as a Service (IaaS) model



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Dashboard for management, viewable over mobile (Desired feature)

Data Center (DC) – Application hosting/critical and important components in High

Availability (HA) mode

Disaster Recovery (DR) Center – Preferably in separate seismic zone

DC and DR – Defined security zones for access control based on requirement,

criticality, sensitivity etc.

Controlled and role based access to information for view, read, write etc.

Defined storage and back up arrangements

Audit before go-live by third party agencies

Big Bang Rollout – All locations and all functions, onetime rollout

Handholding services by SI at Magadh University and institutions till stabilization period

post go-live

Onsite registration of faculty by SI for biometric based attendance capturing

Helpdesk at Magadh University

Operations and maintenance by vendor for a period of three (3) years, extendable up-to

two (2) more years, in two steps of one year each

E-receipts, invoicing and payments – The transaction, service charge etc. of payment

gateway provider to be borne by the applicants/college etc.

Service Level Agreements (SLAs) to monitor SI performance

1.4 Implementation Components

Some of the key implementation components factored are listed below:

Procurement and implementation of the solution including hosting to realize the services

identified for implementation under the project

One time registration of faculty and non-teaching staff in the biometric attendance

system

Procurement and integration of faculty attendance monitoring system

Implementation of workflow for delivery of all services by both internal and external

stakeholders

Implementation of solution for e-receipts, invoicing and payments etc.

Establishment of student helpdesk at Magadh University

Setup of infrastructure for the digitization of legacy records of the university dating back

up to 20 years

Training

Operation and maintenance

Others as required to fulfil the requirements of the solution

Note: The University also plans to setup and operation of digital study halls at 7 centers for

conducting classroom lectures using video conferencing and smart class technologies. However

this is not part of the current scope of implementation and may be considered by the University

in future.

1.5 Access Delivery Channels



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The primary channel for service delivery shall be the application. Restricted access shall be

provided to each user based on user access privilege prepared by the SI with approval of

Magadh University. In addition, a helpdesk shall be established to disseminate the

information and provide help to the stake holders.

Special camps shall be conducted in colleges to enroll the faculty in biometric access system.

Onsite handholding support will be given to colleges to assist them in conversant with the

application.

1.6 Core Application Layer

Core application layer shall host the business applications. The applications shall be

customized based on the requirements given in Annexure A of this document.

1.7 Security

Security layer shall provide access control and protection from unauthorized access, external

attacks/intrusions etc. It shall also provide antivirus protection to the system. The

administration of entire system shall be done through this layer.

1.8 Internal Support Functions

The common functions like administration, accounts etc. shall be catered by this layer.

1.9 Support and Integration Layer

Generation of reports, searching, SLA monitoring and workflows etc. shall be defined under

this layer. The MIS reports shall be customizable based on the requirements at various levels

and functions.

1.10 Solution Deployment Architecture

A brief on various components of the solution are as follows:

1.10.1 DC and DR Provisioning

The application shall be hosted on virtual private cloud on IaaS model. The DC and DR

should preferably in different seismic zone. Both DC and DR cloud hosting should be within

India. Also the data has to be physically residing within India.

1.10.2 Biometric Attendance System

Biometric attendance system consists of two components: (i) Central application and

database and (ii) Biometric attendance machines at colleges. Each college will have multiple

machines spread across the campus to facilitate easy access to the faculty for registering

their attendance. The registration of the faculty in the biometric system shall be performed



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by the SI. The attendance machines shall communicate with central application through a

secured internet connection with backup as LAN.

1.10.3 Functional Architecture

Note: The above depicted functional architecture is a high level representation only. The SI may

need to add to this functional architecture to meet the requirements of the project.

1.10.4 Payment Gateway

The secured payment gateway, to be provisioned by Magadh University, shall facilitate online

receipt of fee from applicants, colleges etc. The online payment system shall expedite the

reconciliation of payments and receipts in the accounting system of Magadh University.

Users

Magadh University Colleges Admin Staff Faculties Students

Core Application Layer

Evaluation Online Degree

Verification

Certificate

Request/Issue

Grievances and

Student Helpdesk

Student

Application

Selection Pre-

Examination

Examination

Digitization Content

Updates

Biometric

DMS

Security

Authorization

Authentication

Firewall

Antivirus

Others

Support and Integration Layer

MIS Reporting Workflow SLA Monitoring Audit Search Services

Other Standard Tools

Admission

Process



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1.10.5 SMS Gateway

The SMS gateway, to be provisioned by Magadh University, shall route all the alerts, user IDs,

passwords, OTPs etc. to be provided over SMS to the intended users. It shall also route the

responses received from the users through SMS to the application.

1.10.6 Connectivity

The following are the key connectivity types envisaged:

Between DC and DR – Dedicated leased line/VPN over MPLS

University users and DC – Through LAN

University users and DR – Dedicated leased line/VPN over MPLS

Colleges and the Application – Secured internet

University users out of office and other stakeholder and the Application – Secured

internet

1.11 Stakeholders

1. Magadh University, Bodhgaya

Magadh University will be a prominent user of the application and shall be provided with a

dedicated window/module and workflows to process various applications and relevant

certificates and overall monitoring of the university and associated colleges. Various

applications shall be forwarded online by the University after internal processing, generate

various reports and dashboards.

Magadh

University

Associated

Colleges

Admin Staff Faculties Students



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2. Associated Colleges

Associated colleges are one of the key stakeholder. Application for opening of new colleges,

increase in seats, application for recognition of courses etc. shall be made online using the

system. Compliances as required by Magadh University shall also be made through the

system. The biometric machines for faculty attendance shall be placed in college premises.

There shall be provision to make and receive online payments.

3. Admin Staff

Administrative staffs of the University will be using the system for performing various

administrative related activities like HR, payroll, fee management, academic monitoring,

purchase and stores, faculty/student registration, time table scheduling, hostel management,

library management, overall management of the University, generate various reports and

dashboards etc.

4. Faculties

Faculties will be able to prepare and submit weekly teaching plan/exam plan etc., view their

daily/weekly/monthly schedules, attendance details, apply for leave. Updating their

experience, certificates etc. shall be facilitated through the system. Raise tickets for necessary

approvals and track its status, online access to e-library system etc. The system shall be used

by faculties for grading their students on various parameters. Communicate with

students/parents through the application.

5. Students

Students can view the daily/weekly/monthly schedules etc. Apply for new courses or training

programs. View grades given by faculties and overall grade. Make online payment for

courses/training programs opted. Students can also use the system for making complaints (if

any), communicate with faculties/other departments through the application. The students

will be able to use the e-library system.



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2 General Instructions, Commercials and Bidding Terms

This section of this RFP 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.

2.1 Bidding Process Details

Potential bidders are referred to as “Bidders/SI” in this document. Consortiums are allowed

to bid and shall be formed under a duly stamped consortium agreement/Memorandum of

Understanding (MoU). The total number of consortium partners is restricted to two (1 Prime

Bidder + 1 Consortium Partner). All members of the consortium should be registered under

Companies Act, 1956/2013.

The consortium agreement needs to be submitted along with the bid. The MoU/agreement

shall clearly specify the prime bidder, stake of each member and outline the roles and

responsibilities of each member. In the event of a consortium, one of the partners shall be

designated as a "Prime Bidder". Every member of the consortium shall be equally responsible

and jointly liable for the successful completion of the entire project.

2.2 General Instructions to Bidders

General instructions to bidder are as below:

2.2.1 Availability of the RFP Documents

The RFP documents are available to all bidders who are interested in participating in the

tender process. The documents can be downloaded from the website

www.magadhuniversity.ac.in, www.cdc.org.in. DD towards tender document fee has to be

enclosed by the bidder along with Envelop 1 at the time of bid submission.

2.2.2 Bidder Clarifications and Responses by the University

All clarifications from the bidders relating to this RFP must be submitted in writing

exclusively to the contact person before the last date for receipt of clarifications as specified

in the Tender Notification Table in the format specified in Form A.1. Magadh University will

not respond to any clarifications received after the last date for receipt of clarifications as

specified in the Tender Notification Table. The mode of delivering written questions would

be through email only and the queries should be sent in Word or Excel format only. In no

event will the University be responsible for ensuring that bidders‟ clarifications have been

received by them. Telephone calls will not be accepted for clarifying the queries.

After the RFP is released, Magadh University shall accept written questions/inquiries from the

bidders. Magadh University will endeavor to provide a complete, accurate, and timely

response to all questions to all the bidders. However, Magadh University makes no

representation or warranty as to the completeness or accuracy of any response, nor does

Magadh University undertake to answer all the queries that have been posed by the bidders

http://www.magadhuniversity.ac.in/



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and bidders shall not assume that their unanswered queries have been accepted by Magadh

University. All responses given by the Magadh University will be published in the website of

www.magadhuniversity.ac.in, www.cdc.org.in All email communications sent by bidders to

Magadh University must be sent to the email address provided in Tender Notification Table.

2.2.3 Amendments to RFP

1. If Magadh University deems it appropriate to revise any part of this RFP or to issue

additional information to clarify an interpretation of the provisions of this RFP, it may

issue amendments to this RFP. Such amendments will be hosted in the locations

mentioned under Tender Notification Table. Any such amendments shall be deemed to

be incorporated by this reference into this RFP.

2. At any time prior to the deadline (or as extended by Magadh University) for submission

of bids, Magadh University, for any reason, whether at its own initiative or in response to

clarifications requested by prospective bidder, Magadh University may modify the RFP

document by issuing amendment(s).

3. In order to allow bidders a reasonable time to take the amendment(s) into account in

preparing their bids, Magadh University, at its discretion, may extend the deadline for the

submission of bids.

4. Magadh University does not take any responsibility for loss of communications through

emails. The bidders are expected to watch the locations mentioned under Tender

notification table for clarifications, amendments, modifications to the RFP.

2.2.4 Proposal Preparation Costs

The bidder shall bear all costs associated with the preparation and submission of the bid.

Magadh University, will in no case, be responsible or liable for these costs, regardless of the

conduct or outcome of the bidding process.

2.2.5 Magadh University’s Right to Terminate the Process

1. Magadh University reserves the right to accept or reject any proposal, and to annul the

bidding process and reject all proposals at any time prior to award of agreement, without

thereby incurring any liability to the affected bidder or bidders or any obligation to

inform the affected bidder or bidders of the grounds for actions taken by Magadh

University.

2. Magadh University makes no commitments, express or implied, that this process will

result in a business transaction with anyone.

3. This RFP does not constitute an offer by Magadh University. The bidder‟s participation in

this process may result in Magadh University selecting the bidder to engage in further

discussions toward execution of an agreement. The commencement of such discussions

does not, however, signify a commitment by Magadh University to execute an agreement.

2.2.6 Acceptance of Part/Whole Bid/Modification – Rights there of

Magadh University reserves the right to accept or reject wholly or partly bid offer, or modify

the technical specifications/quantities/requirements mentioned in this RFP including

http://www.magadhuniversity.ac.in/



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addition/ deletion of any of the item or part thereof after pre-bid, without assigning any

reason whatsoever. No correspondence in this regard shall be entertained. Magadh

University also reserves the unconditional right to place order on wholly or partly bid

quantity to successful bidder.

2.2.7 Tender Document Fee

In case if the bid is downloaded by the Bidder, then the Bidders shall submit, along with their

Bids, non-refundable tender document fee (amount specified in the Tender Notification

Table), in the form of a Demand Draft drawn from any Nationalized Bank /Scheduled Bank in

favor of Registrar, Magadh University, payable at Bodhgaya.

The bid submitted without tender document fee, mentioned above, will be liable for

rejection without providing any further opportunity to the bidder concerned.

2.2.8 Earnest Money Deposit (EMD)

1. Bidders shall submit, along with their bids, EMD (amount specified in the Tender

Notification Table), in the form of a Demand Draft drawn from any Nationalized

bank/Scheduled Bank in favor of “Registrar, Magadh University, payable at Bodhgaya.”,

and valid for three months from the last date of the bid submission. Bid security in any

other form will not be accepted.

2. The EMD i.e. bid security is interest free.

3. The bid security, for the amount mentioned above, of successful bidder would be

returned upon submission of Performance Bank Guarantee. The bid security of all

unsuccessful bidders will be returned by Magadh University at the earliest either after

expiry of the final bid validity or within 30 day after award of the contract to the

successful bidder.

4. The bid submitted without bid security, mentioned above, will be liable for rejection

without providing any further opportunity to the bidder concerned.

5. The bidder shall extend the validity of the offer and EMD on request by the University.

6. The bid security may be forfeited:

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

b. In case of a successful bidder, if the bidder fails to sign the agreement in accordance

with terms and conditions

2.2.9 Authentication of Bids

The original and all copies of the bid shall be typed or written in indelible ink and signed by

the bidder or a person duly authorized to bind the bidder to the contract. All pages of the

bid, except for un-amended printed literature, shall be initialed and stamped by the person

or persons signing the bid.

2.2.10 Interlineations in Bids



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The bid shall contain no interlineations, erasures or overwriting except as necessary to

correct errors made by the bidder, in which case such corrections shall be initialed by the

person or persons signing the bid.

2.2.11 Venue & Deadline for submission of proposals

1. Proposals, in its complete form in all respects as specified in the RFP, must be submitted

to Magadh University as specified in the Tender Notification Table.

2. Last date and time of submission: As given in the Tender Notification Table.

3. Magadh University may, in exceptional circumstances and at its discretion, extend the

deadline for submission of proposals by issuing an addendum, in which case all rights

and obligations of Magadh University and the bidders previously subject to the original

deadline will thereafter be subject to the deadline as extended.

2.2.12 Late Bids

Bids received after the due date and time as specified in the Tender Notification Table

(including the extended period if any) for any reason whatsoever, shall not be entertained by

Magadh University.

2.3 Bid Submission Instructions

Proposals must be direct, concise, and complete. All information not directly relevant to this

RFP should be omitted. Magadh University will evaluate bidder‟s proposal based on its clarity

and the directness of its response to the requirements of the project as outlined in

this RFP.

Bidders shall furnish the required information on their Technical and Commercial proposals

in the enclosed formats. The tender will be liable for rejection if there is any deviations in

format.

Magadh University will not accept delivery of proposal in any manner other than that

specified in this volume. Proposal delivered in any other manner shall be treated as defective,

invalid and rejected. Submission of bids must be in accordance with the instructions given

below:

Envelope 1:

Tender

Document Fee

EMD and

Covering

Letter

1. This envelope must be scribed “Bid Security and Covering Letter –

Magadh University Digital University Project” along with the Tender

Reference Number and must contain the following TWO documents:

a. Proof of purchase of tender document or tender document fee in the form

of DD.

b. Demand draft for EMD

2. Contact details of the bidder with full address and phone number should also

be mentioned on the envelope.

Envelope 2:

Pre-

1. This envelope must be scribed “Pre-Qualification Proposal – Magadh

University Digital University Project” along with the Tender Reference



19

qualification

Proposal

Number and must contain all the documents required as part of the pre-

qualification criteria and must contain the following documents:

a. Bidder profile (as set forth in Form A.3 of this RFP)

b. Turnover details (as set forth in Form A.4 of this RFP)

c. Quality certification details (as set forth in Form A.5 of this RFP)

d. Undertaking for not being blacklisted (as set forth in Form A.6 of this RFP)

e. System integration experience (as set forth in Form A.7 of this RFP)

f. OEM authorization letter (as set forth in Form A.8 of this RFP)

g. Original signed copy of the MoU/agreement among the prime bidder and

consortium partner (if applicable)

2. The bidders must submit TWO hard copies of pre-qualification proposals (ONE

Original + ONE Copy) along with ONE soft copy on a non-rewritable Compact

Disc to be enclosed along with the Original Document(s).

3. Among the two copies the „ORIGINAL‟ document must be clearly identified and

marked as „ORIGINAL‟ on the top right corner of the first page. The other must

be marked as „COPY‟ on the top right corner of the first page. In case of

discrepancy between the soft and hard copies, the hard copy (original) will be

taken as final.

4. The hard copy must be signed by the authorized signatory on all the pages

5. The words “Pre-qualification Proposal – Magadh University Digital

University Project” must be written in indelible ink on the CD.



7. This envelope must not contain the Commercial proposal, in either explicit or

implicit form, in which case the bid will be rejected.

Envelope 3:

Technical

Proposal

1. This envelope must be scribed “Technical proposal – Magadh University

Digital University Project” along with the Tender Reference Number and

must contain the following documents:

a. Proposal covering letter (as set forth in Form B.1 of this RFP).

b. Undertaking on No Conflict of Interest (as set forth in Form B.2 of this

RFP).

c. Non Malicious Code Certificate (as set forth in Form B.3 of this RFP).

d. Undertaking on Personnel (as set forth in Form B.4 of this RFP).

e. Detailed technical solution as set forth in Form B.5 of this RFP).

f. Curriculum Vitae of key resources (as set forth in Form B.6 of this Volume

of the RFP).

2. The bidders must submit TWO hard copies of technical proposals (ONE

Original + ONE Copy) along with ONE soft copy on a non-rewritable Compact

Disc to be enclosed with Original Document(s).

3. Among the two copies the „ORIGINAL‟ document must be clearly identified and

marked as „ORIGINAL‟ on the top right corner of the first page. The other must

be marked as „COPY‟ on the top right corner of the first page. In case of

discrepancy between the soft and hard copies, the hard copy (original) will be

taken as final.

4. The Hard Copy must be signed by the authorized signatory on all the pages



20

5. The words “Technical Proposal – Magadh University Digital University

Project” must be written in indelible ink on the CD.



7. This envelope must not contain the Commercial proposal, in either explicit or

implicit form, in which case the bid will be rejected.

Envelope 4:

Commercial

Proposal

1. The Commercial Proposal must be prepared in accordance with the

requirements specified in this RFP.

2. Commercial Proposal covering letter (as set forth in Form C.1 of this RFP).

3. Commercial bid/proposal (as set forth in Annexure B of this RFP).

4. Only ONE hard copy of the commercial proposal is required to be submitted

along with one electronic copy on a non-rewritable compact disc. In the CD,

the bidder must submit the soft copy of the commercial bid in protected Excel

Sheets. In case of discrepancy between the soft and hard copies, the hard copy

(original) will be taken as final.

5. The words “Commercial Proposal – Magadh University Digital University

Project” must be written in indelible ink on the CD.

6. The Hard Copy must be signed by the authorized signatory on all the pages

before being put along with the CD in the envelope. Unsigned Hard Copy of

the Commercial Proposal will lead to rejection of the bid.

7. The commercial proposal and CD must be put in the envelope which must be

sealed and super scribed “Commercial Proposal – Magadh University Digital

University Project (Not to be opened with the Technical Proposal)” at the

top right hand corner along with the Tender Reference Number.



Envelope 5 1. All the above three envelopes must be put in envelope 5 which must be

properly sealed.

2. This “Envelope 5” shall be super-scribed as follows:

a. BID for Magadh University Digital University Project

b. Submitted by: <Contact details of the bidder with full address and phone

number should also be mentioned on the envelope>.

Note: 1. The outer and inner envelopes mentioned above must indicate the name and

address of the Bidder

2. Failure to mention the address on the outside of the envelope could cause a

proposal to be misdirected or to be received at the required destination after

the deadline.

3. If any of the above envelopes is not sealed properly then the University

reserves the right to treat the proposal as defective, invalid and rejected.

Note:



21

1. It is important that Pre-qualification, Technical and Commercial proposals are properly

indexed with all pages sequentially numbered either at the top or at the bottom right

corner of each page.

2. Pre-qualification, Technical and Commercial bids will have to be submitted ONLY in

SPIRAL/ HARD BOUND form.

3. Magadh University will not accept delivery of proposal in any manner other than that

specified in this volume. Proposal delivered in any other manner shall be treated as

defective, invalid and rejected.

4. The proposals shall be valid for a period of Six (6) months from the date of opening of the

proposals. A proposal valid for a shorter period shall be rejected as non-responsive. In

exceptional circumstances, at its discretion, Magadh University may solicit the bidder's

consent for an extension of the bid validity period. The request and the responses thereto

shall be made in writing through post/fax/email.

2.3.1 Authenticity of the Information and Right of Verification

1. Magadh University reserves the right to verify all statements, information and documents

submitted by the bidder in response to this RFP for the purpose of pre-qualification and

technical proposal. Any such verification or lack of such verification by the University shall

not relieve the respondent of its obligations or liabilities hereunder nor will it affect any

rights of the University there under.

2. In case it is found during the evaluation of the responses or at any time during the

subsequent procurement or project execution process, that the bidder has made material

misrepresentation or has given any materially incorrect or false information in the

proposal:

3. The bidder shall be disqualified forthwith (if not yet awarded the agreement either by

issue of the letter of intent or entering into an agreement).

4. Magadh University would initiate appropriate action against the selected bidder as per

the laws of the land, if the agreement is already awarded.

2.3.2 Language of Proposals

The proposal and all correspondence and documents shall be written in English. The bidder

shall furnish certified translated documents, wherever the citations/documents attached as

part of the bid are in language other than English

2.3.3 Conditions under which this RFP is Issued

1. This RFP is not an offer and is issued with no commitment. Magadh University reserves

the right to withdraw the RFP and change or vary any part thereof at any stage. Magadh

University also reserves the right to disqualify any bidder should it be so necessary at any

stage.

2. Timing and sequence of events resulting from this RFP shall ultimately be determined by

Magadh University.

3. No oral conversations or agreements with any official, agent, or employee of Magadh

University shall affect or modify any terms of this RFP. Any alleged oral agreement or

arrangement made by a bidder with any department, agency, official or employee of



22

Magadh University shall not be valid. Oral communications by Magadh University to

bidders shall not be considered binding on Magadh University, nor shall any written

materials provided by any person in Magadh University other than the person specified

in the tender notification table.

4. Neither the bidder nor any of the bidder‟s representatives shall have any claims

whatsoever against Magadh University or any of their respective officials, agents, or

employees arising out of or relating to this RFP or these procedures (other than those

arising under a definitive service agreement with the bidder in accordance with the terms

thereof).

5. All bidders, until the agreement is awarded and the successful bidder, up to one year

post singing of the agreement, shall not, directly or indirectly, solicit any serving

employee of Magadh University to leave Magadh University or any other officials

involved in this RFP process in order to accept employment with the bidder, or any

person acting in concert with the bidder, without prior written approval of Magadh

University.

2.3.4 Rights to the Content of the Proposal

All proposals and accompanying documentation of the pre-qualification and technical

proposal will become the property of Magadh University and will not be returned after

opening of the pre-qualification and technical proposals. The commercial proposals that are

not opened will be returned to the bidders. Magadh University is not restricted in its rights to

use or disclose any or all of the information contained in the proposal to experts/consultants

engaged in the evaluation of bid responses and can do so without compensation to the

bidders. Magadh University shall not be bound by any language used by the bidder in the

proposal indicating the confidentiality of the proposal or any other restriction on its use or

disclosure.

2.3.5 Modification and Withdrawal of Proposals

1. No proposal shall be withdrawn after submission. Magadh University would forfeit the

entire bid security, if a bidder withdraws their bid during the validity period.

2. The bidder may submit a revised proposal before the expiry of the last date and time for

the submission of the proposal. In such case the most recent submitted proposal will be

considered for the evaluation and all the earlier versions will not be considered for

evaluation.

3. In case the bidder submits the revised proposal, the revised proposal shall strictly comply

with all the terms and conditions of this RFP.

4. Modifications of any nature to proposal will not be allowed after the deadline for

proposal submission

5. The bidder is allowed to withdraw their submitted proposal any time prior to the last

date prescribed for the receipt of bids, by giving a written notice to Magadh University to

that effect.

2.3.6 Acknowledgement of Understanding of Terms



23

By submitting a proposal, the bidder shall be deemed to acknowledge that the bidder has

carefully read all sections of this RFP, including all forms, schedules, Annexures and

Appendices hereto, and has fully informed itself as to all the conditions and limitations.

By submitting a proposal in response to this RFP, the bidder shall be deemed to

acknowledge that he is in agreement with the terms and conditions of the RFP and the

procedures adopted for bidding & evaluation of the responses of the bidders.

2.3.7 Entire Documents

1. The following constitute the entire Request for Proposal by Magadh University:

a. This volumes of the RFP supplied by Magadh University.

b. The additional conditions if any, supplied by Magadh University on or before the last

date for the submission of the responses by the bidder.

c. The clarifications provided by Magadh University during the pre-bid phase or before

the last date for the submission of the responses by the bidder.

d. Amendments/addendum/corrigendum issued by Magadh University on or before the

last date for the submission of the responses by the bidder.

e. Any official communication by Magadh University sent to all the bidders during the

bidding period or before the last date for submission of the response by the bidder.

2. The following constitute the entire proposal by the bidder

a. The response to the RFP by the bidder.

b. The clarifications provided by the bidder as a part of the proposal against any

queries/requests by Magadh University or their authorized representatives.

3. Mode of Communication

a. No oral communication by the either party will be recognized as the official

communication or a commitment. The only permitted mode of communication by

the either party will be through email.

b. Any communication sent through email by either party should be through the email

id of the respective authorized persons and only those communications will be

considered as commitments.

2.3.8 Non-Responsive Proposals

A proposal may be construed as a non-responsive proposal and ineligible for consideration:

1. If it does not comply with the terms & conditions, requirements of this RFP, failure to

comply with the technical requirements, and acknowledgment of receipt of amendments.

2. If a proposal appears to be “canned” presentations of promotional materials that do not

follow the format requested in this RFP for pre-qualification, technical and commercial

proposals or do not appear to address the particular requirements of the proposed

solution, and any such bids may also be disqualified.



24

3. If the pre-qualification, technical or commercial proposal of the bidder does not adhere

to the requirements of this RFP, the bid shall be declared as non-responsive and will not

be evaluated further.

2.3.9 Disqualification

The proposal submitted by the bidder is liable to be disqualified if one or more of the

following conditions are violated.

1. Violation of the bid submission process

a. Pre-qualification, technical and commercial proposals are not submitted in the

prescribed formats and mode as given in the RFP.

b. The price information, the pricing policy or pricing mechanisms or any

document/information/ file indicative of the commercial aspects of the proposal are

either fully or partially enclosed or are part of the pre-qualification/technical proposal.

c. If it comes to knowledge of the University expressly or implied, that some bidders

may have compounded in any manner whatsoever or otherwise joined to form a

cartel resulting in delay/ holding up the processing of bid then the bidders so

involved are liable to be disqualified for this agreement.

d. If a bidder submits more than one bid.

2. Non-compliance to the conditions of the bidding process

a. The RFP response documents are not signed as per guidelines of the RFP.

b. The required tender document fee and EMD has not been submitted as specified in

the RFP

c. The bid validity period is shorter than the required period.

d. The bid is not submitted in accordance with this document.

e. During validity of the bid, or its extended period, if any, the bidder revises its quoted

prices.

f. The bidder qualifies their bid with their own conditions or assumptions.

g. Bid is received in incomplete form.

h. Bid is not accompanied by all the requisite documents.

3. Non responsive content of the proposal

Information submitted in pre-qualification, technical proposal is found to be misrepresented,

incorrect or false, accidentally, unwittingly or otherwise, at any time during the processing of

the bids or during the tenure of the agreement including the extension period, if any.

The deliverables as given in the technical proposal should be in consonance with the

commercial proposal. Any deviations in the final deliverables between technical and

commercial proposals shall make the Bid as being unresponsive and may lead to

disqualification of the bid.

4. Inability to respond in accordance with the bidding guidelines.



25

a. The successful bidder, invited to sign the agreement qualifies the letter of acceptance

of the agreement with its own conditions.

b. The successful bidder fails to deposit the Performance Bank Guarantee or fails to

enter into an agreement within 15 days of the date of issue of letter of intent or

within such extended period, as may be specified by Magadh University.

5. Fraudulent and corrupt practice

Bidder tries to influence the proposal evaluation process by unfair/unlawful/corrupt/

fraudulent means at any point of time during the bid process defines, for the purposes of

this provision, the terms set forth below as follows:

a. “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

agreement execution; and

b. “Fraudulent” practice means a misrepresentation of facts in order to influence a

procurement process or the execution of an agreement to the detriment of the

purchaser, and includes collusive practices 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 free and open competition;

c. “Unfair trade” practices means supply of goods (computer hardware, software,

printers, networking equipment, etc.) different from what is mentioned in the RFP and

RFP response documents, and includes change of parts/components, use of

refurbished/repaired/ substandard/duplicate parts instead of genuine new parts or

change the specifications and/or make of the company for which the supply order

was given by the University.

6. Consequences of disqualification

a. If a bid or a proposal is disqualified, the bidder will not be eligible to participate in

the bidding process initiated by this RFP.

b. If the proposal/bid is disqualified, it will not be processed further and the same will

be communicated to the bidder. No further correspondence from the bidder with

Magadh University will be entertained.

c. If the disqualification is for the reasons of fraudulent or corrupt practice, Magadh

University has the right to initiate actions to black list the bidder as per the provisions

of the relevant acts/rules.

2.3.10 Conflict of Interest

Bidder shall furnish an affirmative statement as to the absence of, actual or potential conflict

of interest on the part of the SI or any prospective subcontractor due to prior, current, or

proposed contracts, engagements, or affiliations with Magadh University. Additionally, such

disclosure shall address any and all potential elements (time frame for service delivery,

resource, financial or other) that would adversely impact the ability of the SI to complete the



26

requirements as given in the RFP. Please use form given in Form B.2 for making declaration

to this effect.

2.4 Bid Opening and Evaluation Process

Bid opening and evaluation process shall be as below:

2.4.1 Bid Opening Sessions

1. Total transparency will be observed while opening the proposals/bids.

2. Magadh University reserves the rights at all times to postpone or cancel a scheduled bid

opening.

3. The bids will be opened, in the presence of bidders‟ representatives who choose to

attend the bid opening sessions on the specified date, time and address:

a. Bid Security and pre-qualification proposal

b. Technical proposal of those bidders whose pre-qualification bid qualify

c. Commercial proposals of those bidders whose pre-qualification and technical bids

qualify

4. Tender document fee/EMD/bid security envelope will be opened first by Magadh

University in the presence of bidders‟ representatives who may choose to attend the

session on the specified date, time and address. Bids for which the requisite tender

document fee/bid security has not been received by Magadh University or whose bid

security is not in order shall be rejected.

5. Pre-qualification bids will be opened only for the bidders whose tender document

fee/EMD/ bid security is found to be in order.

6. Magadh University will review the pre-qualification bids of the short-listed bidders to

determine whether the pre-qualification bids are substantially responsive. Bids that are

not substantially responsive are liable to be disqualified.

7. Technical bids will be opened only for the bidders whose pre-qualification bid comply

with the qualification criteria.

8. Magadh University will review the technical bids of the short-listed bidders to determine

whether the technical bids are substantially responsive. Bids that are not substantially

responsive are liable to be disqualified. Magadh University may seek inputs from their

professional, external experts, external consultants in the technical and commercial

evaluation process.

9. Commercial bids will be opened only for the bidders whose technical bid comply with the

requirements.

10. The commercial bids for the technically qualified bidders will then be opened and

reviewed to determine whether the commercial bids are substantially responsive.

2.4.2 Pre-qualification Proposal

2.4.2.1 Pre-Qualification Proposal Guidelines

1. The invitation for bids is open to all entities registered in India who fulfill qualification

criteria as specified in this document.



27

2. Bidders declared to be ineligible to participate for unsatisfactory past performance,

corrupt, fraudulent or any other unethical business practices by Magadh University, shall

not be eligible.

3. Bidders whose EMD was forfeited by Magadh University on serious/grave grounds i.e.

submission of false/forged/tampered/fabricated/manipulated documents/information at

any occasion during last five years from the date of issue of RFP, shall not be qualified.

4. Breach of general or specific instructions for bidding, general and special conditions of

contract with Magadh University during the past 5 years may make a firm ineligible to

participate in the bidding process.

5. Magadh University intends to consider only those bidders that have the capability and

competency, in terms of experience, technical strengths and financial stability to address

the requirements of Magadh University to implement the Digital University Project.

6. Wherever the customer name is asked for, in experience or deliverables, the bidder is

required to provide the name. Not providing the name of the customer will be treated as

incomplete information and will affect the evaluation process.

2.4.2.2 Table 1 – Pre-qualification Criteria

Sl.

No.

Criteria Documentary Proof to be

Submitted

Qualification Criteria for the Bidder

1. The bidder (Prime and Consortium Partners) should be a

company registered in India under the Companies Act,

with a registered office and operations in India. The

company should be operational in India for at least last

five financial years as of 31st March, 2017 as evidenced by

the Certificate of Incorporation and Certificate of

Commencement of Business issued by the Registrar of

Companies, India.

1. Certificate of Incorporation

from Registrar of

Companies (RoC) along

with entire chain of

Certificate of Incorporation

documents (if applicable)

2. Relevant sections of

Memorandum of

Association of the

company or filings to the

stock exchanges to

indicate the nature of

business of the company

3. Certification on

commencement of

business (if applicable)

Note: In case of consortium bid,

the above documents are to be

submitted by the prime bidder

and consortium partner.

2. The prime bidder should have an average annual turnover

of Rs.40 Crores or more in the last three financial years

ending 31st March, 2017 as evidenced by the audited

accounts of the company.

1. Relevant extracts from P&L

statement.

2. Turnover certificate issued

by Chartered Accountant.

3. The prime bidder should have a positive net worth during

the financial year ending 31st March, 2017 as evidenced by

the audited accounts of the company.

1. Relevant extracts from

Balance Sheet.

2. Net worth certificate

issued by Chartered



28

Sl.

No.

Criteria Documentary Proof to be

Submitted

Accountant.

4. The prime bidder should have valid ISO 9001:2008

certificate as on bid submission date.

Copy of valid ISO 9001:2008

certificate.

5. The prime bidder should have valid ISO 27001:2013

certificate as on bid submission date.

Copy of valid ISO 27001:2013

certificate.

6. The bidder (Prime and Consortium Partners) should not

have been blacklisted by Magadh University, any State

Government, Central Government or any other Public

Sector Undertaking or a Corporation or any other

Autonomous organization of Central or State Government

as on Bid submission date.

Self-declaration by the Bidder

on their letterhead.

Note: In case of consortium bid,

the above document is to be

submitted by the prime bidder

and consortium partner.

7. The prime bidder should have executed or currently

ongoing at-least 3 IT/ ITES project with any department of

Central Government/ State Government/PSU/

Autonomous Bodies or Councils of Government of India.

At least one of the 3 projects should have be multi

locational in nature and the minimum number of locations

covered under the project should be 50. The

PO/Agreements should be in the last ten year from the

bid submission date.

Copy of purchase order/

Completion certificate

Qualification Criteria for OEM of Biometric Attendance System

1. OEM should have experience of supply 10,000 nos. of

STQC certified devices to Central Government/State

Government or any PSU.

Copy of purchase order/

Completion certificate

2. OEM should be certified by UIDAI as platinum attendance

supplier.

Relevant valid certificates

3. OEM should be STQC/UIDAI certified vendor. Valid STQC certificate

4. OEM should be registered device (RD) vendor for

Windows/Android as per UIDAI Ecosystem.

Relevant valid certificates

5. OEM turnover should be minimum Rs.100 crore during

last financial year 2016-2017 with positive net worth.

Necessary certificates issued

by Chartered Accountant

6. OEM should be established in India and the company

should be operational in India for at least last three

financial years

Relevant documents/ self-

declaration by the authorized

signatory of the OEM.

Note:

1. Magadh University may seek clarifications from the bidder on the pre-qualification

proposal. All such clarifications will be sent to the contact persons indicated in the proposal

by email.

2. The bidder has the option to respond or not respond to these queries. If the bidder fails to

respond within the stipulated time period, Magadh University has the right to make

assumptions on the pre-qualification proposal submitted by the bidder and if such



29

assumptions lead to disqualification of the pre-qualification proposal, Magadh University is

not accountable for these omissions.

3. Technical and commercial bids of bidders who do not qualify the pre-qualification criteria

shall be returned unopened to the bidder’s representatives after the completion of the

evaluation process.

2.4.3 Technical Proposal

2.4.3.1 Technical Proposal Guidelines

1. Technical proposal to include the covering letter as given at Form B.1.

2. The bidder is expected to understand the complete solution footprint, the processes and

functions of Magadh University and colleges while preparing the technical proposal.

3. The bidder is expected to bid for the project with a complete understanding that, all the

processes, functions, services requirement etc. given in this RFP, at a fixed price, without

any provisions for bargaining for a different interpretation of the specifications in this

RFP and changes in scope, while executing the project.

4. While the bidder has the freedom in making any assumptions about the processes and

functions of Magadh University and colleges while interpreting the details given in this

RFP, such assumptions cannot be the basis for any bargaining or different interpretation

during the execution of the project. Magadh University interpretation shall be final and

binding on all the bidders. The assumptions made by the bidder shall not have any

impact on the technical and commercial bid submitted.

5. Magadh University retains the right of the final say in the interpretation of the scope of

the project in terms of the interpretation of the functions and processes of Magadh

University and Colleges, as listed in this RFP.

6. Since a process can be described in different manners, the bidder should clearly

understand that any possible variations to the processes during the design phase from

the way they are specified in this RFP should not be considered as deviations or

extensions to the original process specifications.

7. The technical proposal should address all the areas/sections as specified in the RFP and

should contain a detailed description of how the bidder will provide the required services

outlined in this RFP. It should articulate in detail, as to how the bidder‟s technical solution

meets the requirements specified in this RFP.

8. The technical proposal must not contain any pricing information.

9. The bidder is expected to respond using the specified formats for the response, wherever

applicable. Failure to use the specified formats may result in disqualification.

10. The bidder shall number all the pages of the technical proposal including the annexure

and other attachments.

11. The technical proposal shall be in line with the requirements of this RFP and shall strictly

comply with all the forms and formats as provided in the Annexure(s) of this document.

12. The major sections of the technical bid would be as follows. Additional information

directly relevant to the scope of services provided in the RFP may be submitted to

accompany the proposal. All timelines, approach & methodology, work plan, proposed

solution including hardware and software, project team etc. have to be in strict

adherence to the requirements of the RFP. In case the RFP spells minimum requirement

for a particular area, the bidders is free to propose higher specifications, features,

quantity etc.



30

13. Technical proposal submitted by the bidder shall have minimum of the below details:

a. Solution proposed for Digital University Project by the bidder: This section

should include the over view of the following:

Understanding of requirements

Overall solution & application architecture

IT infrastructure and deployment architecture

IT infrastructure - Security and integration

b. Proposed approach and methodology and work plan: This section should include

overall approach and methodology for all components including optional

components and the detailed work plan.

c. Project staffing plan: This section should spell out the details on:

Staffing plan

Number and quality of people proposed for solution deployment

Number and quality of people proposed for support

d. Operations and maintenance

2.4.3.2 Technical Evaluation process

1. Magadh University may seek clarifications from the bidder on the technical proposal. Any

of the clarifications submitted by the bidder on the technical proposal should not have

any commercial implications.

a. All such clarifications will be sent to the contact persons indicated in the proposal by

email.

b. The bidder has the option to respond or not respond to these queries. If the bidder

fails to respond within the stipulated time period, Magadh University has the right to

make assumptions on the technical proposal submitted by the bidder and if such

assumptions lead to disqualification of the technical proposal, Medical Council of

India is not accountable for these omissions.

c. The responses by the bidders to the queries raised by the University will be treated as

part of the proposal by the respective bidders.

d. If such clarifications are oral in nature, they will only be considered in the form of

minutes of the meeting duly signed/ agreed to by the all the participants.

e. If any of the responses by the bidders to the queries sent by the University has

commercial implications, these commercial aspects will not be accommodated in the

commercial evaluation process.



31

f. All the responses to the clarifications will be part of the technical proposal of the

respective bidders, and if the clarifications are in variance with the earlier information

in the proposal, the information provided in later stages will be the part of the

agreement for implementation between SI and Magadh University.

2.4.3.3 Technical evaluation methodology

1. If any of the bid fails to meet the mandatory requirements, the same shall be rejected.

2. Technical bid meeting all the mandatory requirements will be evaluated as per the

criteria given in Table 1 below. The minimum technical score cut off is 70. Bids scoring 70

or above points will qualify for commercial evaluation.

3. Bidder would be asked to give a presentation on its Technical Proposal on short notice,

the Venue, date and time for which will be intimated individually.

4. Commercial bids of bidders who do not qualify technically shall be returned unopened to

the bidder‟s representatives after the completion of the evaluation process.

5. The technical scores of the bidders will be announced prior to the opening of the

commercial bids.

6. The technically qualified bidders will be informed of the date, time and venue of the

opening of the commercial bids through a written communication.

7.

2.4.3.4 Table 1: Technical evaluation criteria

Sl.

No.

Criteria Documentary proof

to be submitted

Marks

1. The bidder should have successfully

been assessed and certified for the

below

1. ISO 9001:2008 QMS

2. ISO 27001:2013

Copy of valid

certificates

1. Both – 15 Marks

2. Anyone –10 marks

2. The bidders experience in IT projects in

India.

Project value greater than 8 crores

Copy of work order 1. >= 20 crores INR

– 30 Marks

2. >=10 but <20



32

Sl.

No.

Criteria Documentary proof

to be submitted

Marks

in the last 10 years (Single project)

The projects to be considered has to be

in the name of the bidder as the prime

bidder or as consortium partner.

crores INR – 20

Marks

3. >=8 but <10

crores INR–10

marks

3. Solution proposed by the bidder 15

4. Technical Presentation, Demonstration

of Solution & Proposed approach &

methodology

40

Total 100

The bid proposal should be strictly in line with the tables & forms provided in this RFP.

Bidders are required to use the bid response checklist available in Annexure C of this RFP.

2.4.4 Commercial Proposal

2.4.4.1 Commercial Proposal Guidelines

1. Commercial proposal to include the covering letter as given at Form C.1

2. Unless explicitly indicated, the bidder must not include any technical information

regarding the services in the commercial proposal.

3. As part of the commercial proposal, the bidders shall mandatorily quote for all the

components as mentioned in the RFP.

4. The commercial proposal must be detailed and must cover each year of the project term.

The commercial proposal must be summarized by completing the pricing matrices which

are contained in Annexure B of this RFP.

5. Commercials for all components including optional components should be valid and firm

for the entire duration of the project.

6. During the proposal preparation the bidder shall review the indicative bill of material as

provided in the RFP and propose necessary infrastructure (including software and

hardware), in its technical and commercial bid, required for implementation of the Digital

University Project.

7. The infrastructure proposed by the bidder must address the functional and technical

requirements as stated in this RFP. The bidder shall be solely responsible for any financial

implications on items not quoted in the proposal and which are required for

implementation and operationalization of the Project.



33

8. Magadh University reserves the right to procure the components/services listed in this

RFP in whole or in part. The payment by the University to the SI shall be made only

against the actual services availed by the University.

9. The price mentioned in the letter of intent issued to SI shall be the only payment payable

by the University to the SI for completion of the obligations by the SI as per the letter of

intent, subject to the terms of payment specified in the letter of intent issued to the SI.

10. Cost quoted for the software (both system & application) must include all cost including

the cost of procurement, customization/configuration/development and implementation

etc. as per RFP requirements and its maintenance for the entire project duration.

11. Cost quoted for the hardware must include the cost of procurement, supply at site,

installation and configuration according to RFP requirements and its maintenance for the

entire project duration.

12. The bidders are advised not to indicate any separate discount. Discount, if any, must be

merged with the quoted prices. Discount of any type, indicated separately, shall not be

taken into account for evaluation purpose of this RFP.

13. The bidder must quote the prices strictly in the manner as indicated in the RFP, failing

which bid is liable for rejection. The rate/cost shall be entered in words as well as in

figures.

14. The bidders are required to distinctly mention nature, percentage and amount of

applicable tax/duties/levies in appropriate columns.

15. Prices quoted in the bid must be firm and final and shall not be subject to any upward

modifications. No upward adjustment of the commercial price (to be mentioned in the

letter of intent) shall be made on account of any variations except for GST component. A

proposal submitted with an adjustable price quotation or conditional proposal may be

rejected as non-responsive.

16. If any of the service component is priced as bundled within any of the other priced

component submitted by the bidder, the bidder cannot un-bundle it and price it

separately after the commercial bids are opened or during the period of the agreement

for implementation of the Project.

17. Prices must be quoted entirely in Indian Rupees and must be inclusive of applicable rates,

taxes & out of pocket expenses (including travel cost, boarding & lodging, DA, local

conveyance etc.)

18. Correction of error

a. Bidders are advised to exercise adequate care in quoting the prices. No excuse for

corrections in the quoted figures will be entertained after the proposals are

submitted to Magadh University. All corrections, if any, should be initialed by the

person signing the proposal form before submission, failing which the figures for

such items may not be considered.

b. Arithmetic errors in proposals will be corrected as follows:

In case of discrepancy between the amounts mentioned in figures and in words,

the amount in words shall govern.

In case of discrepancy between the cost quoted in the pricing summary sheet for

a component and the total cost provided for the component in the detailed cost

break up sheet, the detailed cost break up sheet for the component will be

considered.



34

In case of discrepancy between the total price given for a line item/component

and the calculated total price (number of units multiplied by the cost per unit for

that line item), the total price given for a line item/component will be considered.

The amount stated in the commercial proposal, adjusted in accordance with the

above procedure, shall be considered as binding, unless it causes the overall

proposal price to rise, in which case the proposal price shall govern.

c. The amount stated in the commercial proposal will be adjusted by the University in

accordance with the above procedure for the correction of errors and shall be

considered as binding upon the bidder. If the bidder does not accept the corrected

amount of financial proposal, its Proposal will be rejected and EMD of the bidder will

be forfeited.

19. No adjustment of the price quoted in the commercial proposal shall be made on account

of any variations in costs of labor and materials, currency exchange fluctuations with

international currency or any other cost component affecting the total cost in fulfilling

the obligations under the agreement. No clauses for price fluctuations due to fluctuation

of the Indian currency against any of foreign currency will be accepted during the period

of the agreement.

20. The bid amount shall be inclusive of packaging, forwarding, transportation, insurance till

delivery, delivery charges and any other charges as applicable.

21. All costs incurred due to delay of any sort, shall be borne by the bidder.

22. Magadh University reserves the right to ask the bidder to submit proof of payment

against any of the taxes, duties, levies indicated within specified time frames.

23. Magadh reserves the right to ask the bidder to submit analysis of rate and data sheet for

the rates quoted in the commercial bid by the bidder.

24. If the price for any of the services is not explicitly quoted in the commercial bid or

mentioned as zero, it is assumed that the price for that particular element is absorbed in

some other service element for which a price has been quoted, and Magadh University

has the right to source services for which no price was quoted or quoted as zero, at no

additional price.

25. If taxes or any other applicable charges are not indicated explicitly, they are assumed to

be bundled within the prices quoted and unbundling of these charges will not be

entertained either during evaluation or while signing the agreement.

26. The commercial bid should be provided in the order as per Annexure B of this RFP.

27. Commercial bid of a bidder will be declared non-responsive if the bidder has proposed

components in the price bid which are different from the solution as mentioned in the

technical bid.

2.4.4.2 Opening of Commercial Bids

1. The commercial bids of only the technically qualified bidders will be opened for

evaluation.

2. The commercial bids would then be opened in the presence of the bidders'

representatives on a specified date and time to be intimated to the respective bidders.

3. The bidder names, the bid prices, the total amount of each bid and such other details as

Magadh University may consider appropriate, will be announced and recorded at the

opening.



35

2.4.4.3 Commercial Proposal Forms

Refer to Annexure B of this document for the commercial proposal response forms.

2.4.5 Overall Evaluation Methodology and Award Criteria

The tender shall be awarded on QCBS (Quality cum Cost Based System) selection basis from

amongst the evaluated bid price of bidders. The evaluated bid price of the bidder is

elaborate in Annexure B of the RFP.

Combined Quality and Cost Based Selection (QCBS)

The individual bidder technical scores will be normalized as per the formula below:

Tn = Tb/Tmax * 100

Where

Tn = normalized technical score for the bidder under consideration

Tb = absolute technical score for the bidder under consideration

Tmax = maximum technical score obtained during the technical bid evaluation

1. The bid having the lowest financial quote shall be termed as the lowest evaluated bid

and financial score of all the other bidders will be calculated on the basis of the following

formula:

Fn = Fmin/Fb * 100

Where

Fb = financial quote for the bidder under consideration

Fn = normalized financial score for the bidder under consideration

Fmin = lowest financial quote obtained during the financial bid evaluation

2. Proposals will be ranked according to their combined technical (Tn) and financial (Fn)

scores using the weights (T = 0.70 the weight given to the Technical Proposal; P = 0.30

the weight given to the Financial Proposal; T + P = 1).

The combined technical and financial (composite) score is {H = (Tn x T) + (Fn x P)}

3. The responsive bidders will be ranked in descending order according to the composite

score as calculated based on the above formula. The bidder whose total composite score

(weighted average of the technical and financial score) is the maximum will be awarded

the contract. However in order to ensure that the University gets best solutions in

technical terms, the University reserves the right to enter into negotiation with bidder

having highest technical score and place order with this bidder at a suitable price.

4. Magadh University intends to issue the letter of intent to the bidder with the highest final

composite score, post completion of all stages of evaluation. The AGREEMENT VALUE in

the LoI would be the “Commercial bid value of bidder minus the Total Taxes (GST)”

as stated above and calculated as.

5. “Commercial Bid Value = Component A (Capex) +Component B (Opex for 3 years)” as

per commercial bid of H1 bidder



36

6. In case of a tie where two or more bidders have the same composite score, the bidder

with the higher technical score will be invited for discussions for issuance of letter of

intent.

7. Upon the successful bidder's furnishing of performance bank guarantee, Magadh

University will promptly notify each unsuccessful bidder and return their EMD.

8. The University reserves the right to accept or reject any proposal, and to annul the

tendering process and reject all proposals at any time prior to award of agreement,

without thereby incurring any liability to the affected bidder or bidders or any obligation

to inform the affected bidder or bidders of the grounds for its action.

2.5 Signing of Agreement

1. Upon notification of the outcome of the commercial evaluation, Magadh University shall

issue a Letter of Intent (LoI) before entering into an agreement with the successful bidder.

2. Notwithstanding any delay in signing of agreement, upon acceptance of LoI the bidder

shall commence work on the project.

3. Magadh University shall have the right to annul the award in case there is a delay of

more than 30 days in signing of agreement, for reasons attributable to the successful

bidder.

4. Magadh University does not commit to buy all the items in the quoted price for which

pricing has been sought. Out of the various priced items of the commercial proposal,

Magadh University will have the option and the right to buy any combination of services

or items. The priced items which Magadh University intends to buy will be included in the

commercial agreement with the successful bidder.

5. During the period of the agreement, Magadh University could buy any of those items

which are not included in the agreement and which are part of the quoted price of the

bidder. Magadh University will have the right to buy those services at the same rate for

which the bidder was selected as the successful bidder. The price quote for all the

services indicated in the quote will be valid for the complete period of agreement.

6. Once an agreement is signed with the successful bidder based on the commercial

proposal, no adjustment of the agreement value shall be made on account of any

variations in costs of labor and materials or any other cost component affecting the total

cost in fulfilling the obligations under the agreement.

7. The agreement value arrived at shall be the only payment payable by Magadh University

to the bidder for completion of the contractual obligations by the successful bidder

under the agreement, subject to the terms of payment specified in this document. The

price would be inclusive of all taxes, duties, charges and levies as applicable.

2.6 Acceptance of Letter of Intent (LoI)

The successful bidder shall submit in writing the acceptance of the terms and conditions of

the LoI within 15 days of the date of issue of the same. Failure of the successful bidder to

provide the acceptance within given timeframe shall constitute sufficient grounds for the

annulment of the award of LoI. In such event Magadh University may issue LoI to the next

bidder or call for new proposals.



37

2.7 Payment Terms and Schedule

Payment terms and schedules shall be as below:

2.7.1 Performance Bank Guarantee (PBG)

1. A PBG of 5 % of value of the project would be furnished by the bidder in the form of a

Bank Guarantee as per the format provided in this RFP from Nationalized

Bank/Scheduled Bank. The PBG should be furnished within 15 days from the signing of

the agreement and should be valid till the entire term of the agreement and for an

additional period of six months after the completion of term of agreement including

warranty obligations. Bid security would be refunded to the successful bidder on receipt

of PBG.

2. All incidental charges whatsoever such as premium; commission etc. with respect to the

PBG shall be borne by the bidder. If the project implementation/go-live is delayed, the

PBG shall be extended by the bidder for such additional duration. The PBG may be

discharged/returned by Magadh University upon being satisfied that there has been due

performance of the obligations of the bidder under the agreement. However, no interest

shall be payable on the PBG.

3. In the event of the bidder being unable to service the agreement for whatever reason,

Magadh University would invoke the PBG. Notwithstanding and without prejudice to any

rights whatsoever of Magadh University under the agreement in the matter, the proceeds

of the PBG shall be payable to Magadh University as compensation for any loss resulting

from the bidder‟s failure to perform/comply its obligations under the agreement.

Magadh University shall notify the bidder in writing of the exercise of its right to receive

such compensation within seven (7) days, indicating the contractual obligation(s) for

which the bidder is in default.

2.7.2 Table – Payment Milestones

Sl.

No.

Milestones Payments

1. Mobilization advance 5% of the CAPEX Value

2. Acceptance of HDD and SRS document 15% of the CAPEX value

3. On supply and acceptance of biometric devices 40% of the CAPEX value

4. On installation and commissioning of biometric devices 20% of the CAPEX value

5. Submission of go-live certificate 20% of the CAPEX value

6. On completion of each quarter of O&M after adjustment of

SLA penalties for respective quarter

OPEX value (to be paid

quarterly)



38

3 Scope of Work

The scope of work for the System Integrator (SI) under this engagement has the following

components which have been discussed subsequently.

Component #1: Design, development and implementation of Digital University System

Component #2: DC and DR virtual private cloud hosting services on IaaS model

Component #3: Installation and commissioning of biometric attendance system hardware

and software

Component #4: Setup, operate and maintain call center

Component #5: Training and capacity building

Component #6: Data digitization

Component #7: Operation and maintenance support for the system

Brief description of activities to be undertaken under each of these components is discussed

below.

3.1 Component #1

Design, development and implementation of Digital University System

The table below presents the scope of work for SI to design, develop and implement Digital

University System.

Table: Scope of services for system design and implementation

Milestone Brief Scope of Work

Activity #1:

Project

Planning &

Inception Phase

SIs must include in their bids a preliminary project plan containing

sufficient detail to show work breakdown structure, sequencing and

time frame for every activity. The plan must include the proposed

staffing plan including numbers, roles and responsibilities of team

members. The plan must have a practical phasing of the Digital

University System development, testing and implementation including

project milestones, deliverables and performance indicators that may

be used to monitor progress. The preliminary plan submitted in the bid

shall be further strengthened and finalized by the SI (successful SI)

upon award of contract and commencement of the project.

Outputs at this activity:

1. Detailed project plan

Activity #2:

Systems

Requirement

Study

Detailed requirement will be finalized in the Software Requirement

Specification (SRS) document which will form the basis for application

software development. The SI is required to capture all possible and

required functional requirements. SI shall perform the following key

activities during this phase:

Detailed process study including stakeholder consultation and review



39


of existing environment.

Detailed assessment of the processes, forms, formats, reports etc.

adopted by the University and other colleges/institutions.

Study the requirements of Magadh University for setting up the Digital

University System in terms of efficient handling of back end operations,

effective delivery of services to its stakeholders, service levels, etc.

Study the system integration/interfacing requirements to and from the

Digital University System and with other related systems.

Preparation of System Requirements Specifications (SRSs) for the

Digital University System based on the study carried out by the SI

Obtaining formal sign-off on the SRSs from Magadh University.

The SI shall ensure that its team has experts in providing best practice

inputs in system requirement specifications design and system

development. The experts engaged by SI shall have experience in

providing recommendations/reforming the business environment.

Proposed experts must have successful credentials to prove these

abilities and must be actively involved throughout this phase with

significant onsite involvement during initial design period, which is an

essential requirement.

It is to be noted that Magadh University may deploy a team of experts

(both internal and external) who will work in close coordination with SI

during system requirement specifications design and system

development. SI shall take cognizance of such recommendations from

the Magadh University team in finalizing the SRS.


System Requirements Specifications (SRS) for Digital University System including system

integration/interfacing requirements. SRS document shall comply with the latest and most

relevant IEEE standards. The SRS should have the following minimum details:

1. List of all forms, registers and reports with their contents screenshots, prototypes of

the system to be developed

2. List of all validations/internal controls applicable list & format of MIS reports to be

generated

3. Detailed process flow of the entire business logic list of all data elements and database

requirements

4. Details of interfaces/integration both external and internal

5. System and processes for capturing attributes of Service Level Agreement (SLA)

measurements

6. Various attributes of the application and the mechanism to manage the SLA‟s

7. Details of all tools and technologies to be used

8. Integration/interface requirement with other external agencies

9. List of standards followed or to be followed

10. Assumptions, dependencies and constraints



40


Activity #3:

Solution

design,

development/

customization

1. The SI shall design the complete system architecture and

specifications for meeting the system requirement specifications

finalized during Activity #2.

2. The system design shall include the design of the application

architecture, user interface; database structures, security

architecture, network architecture, and deployment architecture.

3. The SI should submit the system design document to the University

and should obtain the sign off on the design document before

commencing the development of the system.

4. The solution design shall identify all the process logic and business

logic for all processes and sub-processes of the University. It shall

define all the workflows and the validations at every level of each

workflow.

5. The detailed solution design document shall specify the detailed

solution architecture. The solution architecture shall highlight the

major components of the solution and map it to the requirements

identified in the SRS.

6. The SI shall perform the development/customization of proposed

solution based on the approved functional, system requirement

specifications and design document.

7. During the development/customization phase, SI shall conduct

demos to the team identified by the University to demonstrate the

prototype of the solution and to obtain inputs on the proposed

prototype. SI shall avoid demonstrating the final solution to the

University without any interim reviews of prototypes of the system.

8. The system/solution provided by the SI should be a web based

solution and shall support deployment of the system based on

both centralized and decentralized architecture. It is planned that

the system will be implemented in a centralized architecture based

environment and will be hosted in the cloud. To the extent

possible, the system development shall be carried out based on

open standards and technologies.

9. The SI shall design the software testing strategy including

traceability matrix, test cases and conduct testing of various

components of the system.


1. Technical/system design document including but not limited to: Logical and physical

database design

2. Logical data dictionary and data/file formats

3. Component and deployment views of the application

4. Performance features, audit features

5. Interface/control design features

6. Design of an audit trail capturing mechanism for all transactions (add, update and

delete) using transaction log reports, so that errors in data, intentional or otherwise,

can be traced and reversed, throughout the project duration.



41


7. The security aspects, measures, etc., to deployed for the solution

8. Access controls measures - To ensure the adequate protection of the databases from

malicious operations from authorized and unauthorized users including the system

operators or database administrator.

9. Implementation plan for data security - To allow for changes in technology and

business needs.

10. Plans for various types of testing and audit as required by this RFP. Any other section

as required as per the process followed by the SI.

11. Requirements traceability matrix

12. Test strategy and test plans

13. Data migration plan

14. Prototypes of proposed solution based on the agreed SRS and system design

Activity #4:

Software

Testing

The SI shall perform testing of the solution based on the approved test

plan, document the results and shall fix the bugs found during the

testing. Though Magadh University is required to provide formal

approval for the test plan, it is the ultimate responsibility of SI to

ensure that the end product delivered by SI meets all the requirements

signed-off with the University.

The basic responsibility of testing the system lies with SI. The

acceptance testing by the University or any third party identified by the

University is for ensuring that the systems provided by SI meets the

requirements. SI shall provide and ensure all the necessary support to

the University or any third party in conducting the acceptance testing

including sharing necessary project documentation, systems designed

& developed, testing strategy, test cases developed for the project, test

results etc. The various testing phases are as follows:

1. Unit Testing - The SI will test all individual units/modules under

unit testing. The SI will submit a unit testing report along with test

cases, tests results, etc., at the end of the unit testing exercise.

2. Integration and System Testing - The purpose of the integration

test is to execute the integrated components, including simulation

of live operations, and analyze the results that are important for the

functional verification of the production system. Integration testing

shall be accomplished through the execution of predefined

business flows, or scenarios, that emulate how the system will run

the processes of the University. These business flows shall be

performed in a multifaceted computing environment comprising of

developed application, third-party software, system interfaces and

various hardware and software components. The integration tests

shall build the necessary level of confidence that the solution is

complete and will perform the business processes of the client.

Integration testing shall be done in two iterations.

a. The first iteration (Integration test) shall concentrate on testing



42


all important business processes inside the system, starting with

touch point scenarios and ending with end-to-end-scenarios.

SI‟s functional consultants will do it. Authorizations and user

roles would also be tested in the integration test.

b. System testing, as a second iteration, shall focus on the most

important cross-enterprise scenarios with touch points to

external components, including testing of conversions,

interfaces, reports, and the necessary authorizations. It will be

conducted in the presence of officials of the University or any

other nominated agency of the University.

c. SI should ensure that any closure of bugs, observations, etc.,

should not lead to any adverse cascading effect on the overall

solution.

d. The SI will submit a testing report along with the test cases,

tests results, etc., at the end of the testing exercise.

3. Performance Testing - Once the system integration testing has

been conducted successfully, load, scalability and stress testing

would be conducted prior to go-live. SI should use suitable

simulation tools in accordance with the agreed test procedures

keeping in view the Year on Year (YoY) growth in transactions. The

SI will submit a testing report along with test cases, tests results

etc. at the end of the testing exercise. SI should submit a self-

certificate stating the solution is meeting the required functional

and performance features as agreed.

4. User Acceptance Testing – SI shall prepare test cases for User

Acceptance Testing (UAT) in consultation with the University. SI

shall facilitate the team from the University to conduct this test

after successful completion of performance testing. SI will close all

observations, bugs, etc., identified during the UAT. This process of

UAT will continue in an iterative manner till zero defects are shown

by the SI for the test cases developed. The SI also needs to ensure

that errors/ defects detected in previous round of tests do not get

repeated in successive tests. The SI should submit a UAT report

along with test cases; tests results etc. at the end of the testing

exercise and get a sign-off on the UAT report from the University.


1. Test cases, test logs detailing the testing performed and provides evidence of the

results achieved

2. Self-certificate of functional and performance requirements of the system

Activity #5:

Third party

acceptance

testing and

verification

The SI shall install the application software instance required for

testing, training and data entry in the staging environment and shall

perform installation of the proposed application, database and other

related software. For installation of system and application software, SI

shall work in close coordination with the team identified by the



43


University. The SI shall be completely responsible for hosting the

application in the staging environment including any cost incurred for

hosting in staging environment.

University may perform review of supplied system software to ensure

that they are in line with the specifications quoted by SI in its proposal

and the University reserve the right to reject any material found with

deviations. It is SI‟s responsibility to rectify the deviations without

losing any time in meeting the timelines prescribed in the RFP.

University may engage a third party quality assurance service provider

or a team of internal experts to perform independent verification and

validation of solution delivered by SI to assess the solution in various

areas such as functionality, security, scalability, integration,

performance etc.

The SI shall provide access to the instance to the team identified by the

University for performing acceptance testing and shall provide

complete coordination and support in conducting the testing including

detailed demonstrations/walkthrough of system developed for the

University.

SI shall address all the gaps identified during the acceptance testing,

which will be revalidated by the team identified for acceptance testing.

SI shall deliver an error free solution/software including the application

source code and related documentation upon addressing all the

identified gaps. The application source code and related

documentation will be the property of the University without any pre-

conditions.

After the solution has been certified by the 3rd party, the SI will prepare

the Solution Application Readiness Report and submit it to the

University.


1. System walkthroughs and demonstrations to the identified third party for performing

acceptance testing

2. Solution application readiness report

3. Source code (soft copy)

4. Report formats (soft copy)

5. Test script (soft copy)

6. Database (soft copy)

7. Data migrated (soft copy)

8. Executable file (soft copy)

9. Others relevant documents deemed necessary



44


Activity #6:

Documentation

The SI shall prepare/update the documents including that of systems

requirement specification, test cases & results, user manuals, training

manuals, operational manual, maintenance manuals etc. as per

applicable standards. The SI shall obtain the sign-off from the

University for all the documents submitted and shall make necessary

changes as recommended by the University before submitting the final

version of the documents.


1. SRS, test cases and results

2. User manual

3. Installation, operation and maintenance manual

4. Training manual

5. Backup and recovery policy

6. Access control policy

7. Incident management policy etc.

Activity #7:

Configuration,

Implementation

and go-live of

the system

After successful acceptance testing of the software in the test instance,

SI needs to configure the accepted solution for all the offices identified

by the University. SI will install and configure the application software,

system software and other necessary tools for implementation of the

system in the cloud.

SI shall provide staff, technical and supervisory, in sufficient numbers to

operate and manage the functioning of the application setup with

desired service levels.

SI is also required to perform the migration of data and documents to

the production instance for the offices identified by the University and

need to ensure that system is operational in all aspects. SI shall be

responsible to coordinate with cloud data center operator to host,

install and configure the system.

Upon implementation of the production system, another round of

acceptance testing shall be carried out for ensuring completeness of

the implementation. Upon successful acceptance testing and

addressing all the gaps identified during the testing, system shall be

put into operations and it will be declared as „go-live‟.


1. Deployment plan

2. Final production deployed source codes bundles (e.g. configured packages, binaries,

configuration files, integration components)

3. Configured Digital University System in production instance



45

Note: The SI shall be responsible for procurement and installation, configuration and

commissioning of any system software required for configuring, installation and go-live of

Digital University System.

3.2 Component #2: DC and DR Virtual Private Cloud Hosting

Services on IaaS Model

SI shall perform a detailed assessment of the Digital University System requirements

discussed in the RFP, the number of locations, users, transactions and assess the

infrastructure requirements for operationalization of the system and to provide the services

in conformance with the SLA and growth in transactions during the project life cycle. Post

this assessment SI to provision for compute, storage, network, security, connectivity, backup

etc. for DC and DR on cloud hosting/IaaS model.

Both the leased and procured items should be in the name of Magadh University. The IT

infrastructure procured by the SI in the name of Magadh University may be subjected to a

BoM audit to be carried out independently by the University at their own cost. Any gaps

found out in such audits or otherwise shall be addressed by SI at no additional cost.

All products should be supported by back to back support from OEM (for the products

where SI is not the OEM) for the entire duration of the project.

This section provides the requirements that shall be met by the Cloud Service Provider (CSP)

and service offerings of the CSP being proposed by the SI for the Digital University project.

3.2.1 Service Provisioning:

The CSP should offer cloud service provisioning portal for the University in order to provision

cloud services either via portal, mobile app or automated using Application Programming

Interface (API0.

1. Cloud service provider should enable the University to provision cloud resources through

self service provisioning portal.

2. CSP should enable the University to provision cloud resources from API.

3. The user admin portal should be accessible via secure method using SSL certificate.

4. University should be able to crate, delete, shutdown, reboot virtual machines from

provisioning portal.

5. University should be able to provision additional resources from provisioning portal as

and when require.

6. University should be able to take snapshot of virtual machines from provisioning portal.

7. University should be able to size virtual machine and select require operating system

when provisioning any virtual machines.

8. University should be able to predict his billing of resources before provisioning any cloud

resources.

9. University should be able to set threshold of cloud resources of all types of scalability.

10. University should be able to provision all additional storages require for cloud services.



46

11. University should be able to provision any kind of resources either static or elastic

resources.

12. University should be able to take console of cloud virtual machines from portal to

perform any operations.

13. University should get list of all cloud resources from provisioning portal.

14. University should be able to set the scaling parameters like in case of horizontal scaling,

a. University should be able to set percentage/quantity of RAM consumption to trigger

new virtual machines.

b. University should be able to set percentage/quantity of CPU consumption to trigger


c. University should be able to set percentage/quantity of network bandwidth to trigger


15. University should be able to set port on which horizontal scaling will work.

16. University should be able to set minimum and maximum number of virtual machines

which will be automatically provisioned as part of horizontal scaling to handle spike in

load.

17. The cloud virtual machine created by portal should be have at-least two virtual NIC cards.

One NIC card should be used for internet traffic while other should be used for internal

service traffic.

3.2.2 Operational Management

1. CSP should provide access of cloud virtual machines either by SSH in case of Linux and

RDP in case of Windows servers.

2. CSP should enable the University to get console access of cloud virtual machine from

portal and perform operations.

3. CSP should upgrade its hardware time to time to recent configuration to delivery

expected performance for the University

4. Investigate outages, perform appropriate corrective action to restore the hardware,

operating system, and related tools.

5. CSP should manage their cloud infrastructure as per standard ITIL framework in order to

delivery right services to the University

3.2.3 Data Management

1. CSP should provide access of cloud virtual machines either by SSH in case of Linux and

RDP in case of Windows servers.

2. CSP should enable the University to get console access of cloud virtual machine from

portal and perform operations.

3.2.4 Compatibility Requirements

1. CPS must ensure that the virtual machine format is compatible with other cloud provider.

2. The University should be able to export the virtual machine from CSP cloud and use that

anywhere.

3. CSP should give provision to import cloud VM template from other cloud providers.



47

4. CSP should ensure connectivity to and from cloud resources of the University is allowed

to/from other cloud service providers if require.

3.2.5 Cloud Network Requirement

1. CSP must ensure that cloud virtual machine of the University is into separate network

tenant and virtual LAN.

2. CSP must ensure that cloud virtual machines are having private IP network assigned to

cloud VM.

3. CSP must ensure that all the cloud VMs are in same network segment (VLAN) even if they

are spread across multi datacenters of CSP.

4. CSP should ensure that cloud VMs are having Internet and Service Network (internal)

vNIC cards.

5. CSP should ensure that Internet vNIC card is having minimum 1 Gbps network

connectivity and service vNIC card is on 10 Gbps for better internal communication.

6. In case of scalability like horizontal scalability, the CSP should ensure that additional

require network is provisioned automatically of same network segment.

7. CSP must ensure that University gets ability to map private IP address of cloud VM to

public IP address as require by University from portal of CSP.

8. CSP must ensure that public IP address of cloud VMs remains same even if cloud VM

gets migrated to another datacenter due to any incident.

9. CSP must ensure that public IP address of cloud VMs remains same even if cloud VM

network is being served from multiple CSP datacenters.

10. CSP must ensure that the public network provisioned for cloud VMs is redundant at

every points.

11. CSP must ensure that cloud VMs are accessible from the University private network if

private links P2P/MPLS is used by the University

12. CSP must ensure that there is access to cloud VMs if the University require to access it

using IPSEC/SSL or any other type of VPN.

13. CSP should ensure that cloud VM network is IPV6 compatible.

14. CSP should have provision of dedicated virtual links for data replication between their

multiple datacenter in order to provide secure data replication for DR services.

15. CSP should ensure use of appropriate load balancers for network request distribution

across multiple cloud VMs.

3.2.6 Cloud Datacenter Specifications

1. The datacenter of CSP must be within India only.

2. All the physical servers, storage and other IT hardware from where cloud resources are

provisioned for the University must be within Indian datacenters only.

3. The datacenters of CSP should be spread across different geolocation in different seismic

zones (Preferably).

4. The CSP datacenters should have adequate physical security in place.

5. The CSP datacenters should comply/certified Tier III datacenter norms.

6. The data center should conform to at least Tier III standard (preferably certified under TIA

942 or Uptime Institute certifications) and implement tool-based processes based on ITIL

standards.



48

3.2.7 Cloud Storage Service Requirements

1. CSP should provide scalable, dynamic and redundant storage.

2. CSP should offer provision from self-provisioning portal to add more storage as and

when require by the University.

3. CSP should clearly differentiate its storage offering based on IOPS. There should be

standards IOPS offering per GB and high performance disk offering for OLTP kind of

workload.

4. CSP should have block disk offering as well as file/object disk offering to address

different kind of the University needs.

5. CSP should allow minimum block of 5 GB to be provisioned by the University from self-

service provisioning portal.

6. CSP must give provision to attached new disk block to any cloud VM the University

needs from self-service portal.

3.2.8 Cloud Security Requirements

1. CSP should ensure there is multi-tenant environment and cloud virtual resources of the

University are logically separated from others.

2. CSP should ensure that any OS provisioned as part of cloud virtual machine should be

patched with latest security patch.

3. In case, the CSP provides some of the system software as a service for the project, CSP is

responsible for securing, monitoring, and maintaining the system and any supporting

software.

4. CSP should implement industry standard storage strategies and controls for securing

data in the storage area network so that clients are restricted to their allocated storage

5. CSP should deploy public facing services in a zone (DMZ) different from the application

services. The database nodes (RDBMS) should be in a separate zone with higher security

layer.

6. CSP should give ability to create non-production environments and segregate (in a

different VLAN) non-production environments from the production environment such

that the users of the environments are in separate networks.

7. CSP should have built-in user-level controls and administrator logs for transparency and

audit control.

8. CSP cloud platform should be protected by fully-managed Intrusion detection system

using signature, protocol, and anomaly based inspection thus providing network

intrusion detection monitoring.

3.2.9 Virtual Machine Specifications

1. The cloud virtual machine provided by CSP should be provisioned on redundant physical

infrastructure.

2. The cloud virtual machines should be auto-scalable in terms of RAM and CPU

automatically without reboot.

3. University should be able to provision cloud virtual machine of any operating system like

Linux and Windows.

4. CSP should clearly define policies to handle data in transit and at rest.



49

5. CSP should not delete any data at the end of agreement without consent from the

University.

6. CSP should provide facility to make template from virtual machines.

7. CSP should enable the University to select configuration of cloud virtual machine like

custom RAM, CPU and disk.

8. CSP should enable the University to add either block storage volume or file level storage

block to cloud VM from provisioning portal.

9. CSP should enable the University to select even 512 MB RAM configuration of cloud

virtual machines.

10. CSP should give provision to make clone of cloud virtual machine of the University from

provisioning portal.

11. CSP should make provision so that the University can add any virtual machine as part of

scalable infrastructure.

12. CSP should have provision to live migration of virtual machine to another physical servers

in case of any failure.

13. CSP should provide facility to use different types of disk like SAS, SSD based on type of

application.

3.2.10 Data Management

1. CSP should always ensure that data is destroyed whenever any cloud virtual machine is

recycled or deleted. The data destruction policy of CSP should be shared with the

University before.

2. CSP should clearly define policies to handle data in transit and at rest.

3. CSP should not delete any data at the end of agreement without consent from the

University.

4. In case of scalability like horizontal scalability, the CSP should ensure that additional

generated data is modify/deleted with proper consent from the University.

3.2.11 Disaster Recovery Management (If Services Obtained)

1. CSP is responsible for disaster recovery services so as to ensure continuity of operations

in the event of failure of primary data center and meet the RPO and RTO requirements.

2. RPO should be less than or equal to 2 hours and RTO shall be less than or equal to 4

hours

3. The key transaction data shall have RPO of 15 minutes. However, during the change from

primary DC to DRC or vice-versa (regular planned changes), there should not be any data

loss.

4. There shall be asynchronous replication of data between primary DC and DRDC and the

CSP will be responsible for sizing and providing the DC-DR replication link so as to meet

the RTO and the RPO requirements.

5. During normal operations, the primary data center will serve the requests. The disaster

recovery site will not be performing any work but will remain on standby. During this

period, the compute environment for the application in DR shall be available but with

minimum possible compute resources required for a functional DR as per the solution

offered. The application environment shall be installed and ready for use. DR database

storage shall be replicated on an ongoing basis and shall be available in full (100% of the



50

PDC) as per designed RTO/RPO and replication strategy. The storage should be 100% of

the capacity of the primary data center site.

6. In the event of a site failover or switchover, DR site will take over the active role, and all

requests should be routed through that site. The pre-requisite to route request to DR

should be articulated properly and shared by CSP.

7. Whenever there is failover from primary to secondary, compute environment for the

application at DR site shall be equivalent to DC.

8. The installed application instance and the database shall be usable and the same SLAs as

DC shall be provided.

9. The bandwidth at the DR shall be scaled to the level of data center when DR is activated.

10. The CSP shall conduct DR drill for two days at the interval of every six months of

operation wherein the primary DC has to be deactivated and complete operations shall

be carried out from the DR site. However, during the change from DC to DRC or vice-

versa (regular planned changes), there should not be any data loss. The pre-requisite of

DR drill should be carried out by CSP and the University jointly.

11. The CSP shall clearly define the procedure for announcing DR based on the proposed DR

solution. The CSP shall also clearly specify the situations in which disaster shall be

announced along with the implications of disaster and the time frame required for

migrating to DR. The CSP shall plan all the activities to be carried out during the disaster

drill and issue a notice to the University at least two weeks before such drill.

12. The CSP should offer dashboard to monitor RPO and RTO of each application and

database.

13. Any lag in data replication should be clearly visible in dashboard and alerts of same

should be sent to respective authorities.

3.2.12 Cloud Resource and Network Monitoring

1. CSP should give provision to monitor the network traffic of cloud virtual machine.

2. CSP should offer provision to analyze of amount of data transferred of each cloud virtual

machine.

3. CSP should provide network information of cloud virtual resources.

4. CSP should offer provision to monitor latency to cloud virtual devices from its datacenter

or the University should be able to set monitoring of latency to cloud VMs from outside

world.

5. CSP must offer provision to monitor network uptime of each cloud virtual machine.

6. CSP must make provision of resource utilization i.e. CPU graphs of each cloud virtual

machine.

7. CSP must make provision of resource utilization graph i.e. RAM of each cloud virtual

machine. There should be provision to set alerts based on defined thresholds. There

should be provision to configure different email addresses where alerts can be sent.

8. CSP must make provision of resource utilization graph i.e. RAM of each cloud virtual

machine.

9. CSP must make provision of resource utilization graph i.e. disk of each cloud virtual

machine. There should be graphs of each disk partition and emails should be sent if any

threshold of disk partition utilization is reached.

10. CSP should give provision to monitor the uptime of cloud resources. The report should

be in exportable form.



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11. CSP must give provision to monitor the load of Linux/Windows servers and set threshold

for alerts.

12. CSP should make provision to monitor the running process of Linux/Windows servers.

This will help the University to take the snapshot of processes consuming resources.

13. CSP must ensure that there should be historical data of minimum 6 months for resource

utilization in order to resolve any billing disputes if any.

14. CSP must ensure that audit logs of scalability i.e. horizontal and vertical is maintained so

that billing disputes can be addressed.

15. CSP must ensure that log of reaching thresholds used to trigger additional resources in

auto provisioning are maintained.

16. CSP must ensure that there are sufficient graphical reports of cloud resource utilization

and available capacity.

3.2.13 Managed Services

1. Network and Security Management:

a. Monitoring and management of network link proposed as part of the solution.

b. Bandwidth utilization, latency, packet loss etc.

c. Call logging and co-ordination with vendors for restoration of links, if need arises.

d. Redesigning of network architecture as and when required by the University.

e. Addressing the ongoing needs of security management including, but not limited to,

monitoring of various devices/tools such as firewall, intrusion protection, content

filtering and blocking, virus protection, and vulnerability protection through

implementation of proper patches and rules.

f. Ensuring that patches/workarounds for identified vulnerabilities are patched/blocked

immediately.

g. Ensure a well-designed access management process, ensuring security of physical

and digital assets, data and network security, backup and recovery etc.

h. Adding/changing network address translation rules of existing security policies on the

firewall

i. Diagnosis and resolving problems related to firewall, IDS/IPS.

j. Managing configuration and security of Demilitarized Zone (DMZ) alert/advise the

University about any possible attack/hacking of services, unauthorized

access/attempt by internal or external persons etc.

2. Server Administration and Management:

a. Administrative support for user registration, user ID creation, maintaining user

profiles, granting user access, authorization, user password support, and

administrative support for print, file, and directory services.

b. Setting up and configuring servers and applications as per configuration documents/

guidelines provided by the University.

c. Installation/re-installation of the server operating systems and operating system

utilities

d. OS administration including troubleshooting, hardening, patch/upgrades deployment,

BIOS & firmware upgrade as and when required/necessary for Windows, Linux or any



52

other OS proposed as part of the solution whether mentioned in the RFP or any new

deployment in future.

e. Ensure proper configuration of server parameters, operating systems administration,

hardening and tuning.

f. Regular backup of servers as per the backup and restoration policies stated by the

University from time to time.

g. Managing uptime of servers as per SLAs.

h. Preparation/updation of the new and existing Standard Operating Procedure (SOP)

documents on servers and applications deployment and hardening.

3.2.14 Backup Services

1. CSP must provide backup of cloud resources. The backup tool should be accessible.

2. To perform backup and restore management in coordination with policy and procedures

of the University for backup and restore, including performance of daily, weekly, monthly,

quarterly and annual backup functions (full volume and incremental) for data and

software maintained on the servers and storage systems using enterprise backup solution.

3. Backup and restoration of operating system, application, databases and file system etc. in

accordance with defined process/procedure/policy.

4. Monitoring and enhancement of the performance of scheduled backups, schedule

regular testing of backups and ensure adherence to related retention policies

5. Ensuring prompt execution of on-demand backups and restoration of volumes, files and

database applications whenever required.

6. Real-time monitoring, log maintenance and reporting of backup status on a regular basis.

Prompt problem resolution in case of failures in the backup processes.

7. Media management including, but not limited to, tagging, cross-referencing, storing

(both on-site and off-site), logging, testing, and vaulting in fire proof cabinets if

applicable.

8. Generating and sharing backup reports periodically.

9. Coordinating to retrieve off-site media in the event of any disaster recovery.

10. Periodic restoration testing of the backup.

11. Maintenance log of backup/restoration.

12. CSP should provide network information of cloud virtual resources.

13. CSP should offer provision to monitor latency to cloud virtual devices from its datacenter

or the University should be able to set monitoring of latency to cloud VMs from outside

world.

14. CSP must offer provision to monitor network uptime of each cloud virtual machine.

3.2.15 Web Application Firewall (WAF) as Service

1. Cloud platform should provide web application filter for OWASP Top 10 protection.

2. CSP WAF should be able to support multiple website security.

3. CSP WAF should be able to perform packet inspection on every request covering all 7

layers.

4. CSP WAF should be able to block invalidated requests.

5. CSP WAF should be able to block attacks before it is posted to website.



53

6. CSP WAF should have manual control over IP/Subnet. i.e., Allow or deny IP/subnet from

accessing website.

7. The attackers should receive custom response once they are blocked.

8. CSP must offer provision to customize response of vulnerable requests.

9. CSP WAF should be able to monitor attack incidents and simultaneously control the

attacker IP.

10. CSP WAF should be able to Greylist or Backlist IP/subnet.

11. CSP WAF should be able to set a limit to maximum number of simultaneous requests to

the web server and should drop requests if the number of requests exceed the threshold

limit.

12. The WAF should be able to set a limit to maximum number of simultaneous connections

per IP and should BAN the IP if the threshold is violated.

13. Should be able to set a limit to maximum length of path to URL.

14. Should be able to limit maximum size of request to Kilobytes.

15. CSP WAF should be able to limit maximum time in seconds for a client to send its HTTP

request.

16. Should be able to BAN an IP for a customizable specified amount of time if the HTTP

request is too large.

17. Should be able to limit maximum size of PUT request entity in MB.

18. The WAF should be able to close all the sessions of an IP if it is ban.

19. Should be able to BAN IP on every sort of attack detected and the time span for ban

should be customizable. There should be a custom response for BAN IP.

20. The dashboard should show a graphical representation of:

a. Top 5 attacked websites

b. Top 5 attacking IP

c. Top 5 attack types

d. Top 5 attacked URLs

21. For analysis purpose the dashboard should contain following information:

a. Number of requests to web server

b. Number of attacks

c. Number of attackers

d. Total bytes sent during transaction

3.2.16 Helpdesk Support from CSP

1. CSP should provide flexibility of logging incident manually via windows GUI and web

interface.

2. The web interface console of the incident tracking system would allow viewing, updating

and closing of incident tickets

3. Allow categorization on the type of incident being logged.

4. Provide classification to differentiate the criticality of the incident via the priority levels,

severity levels and impact levels.

5. Provide audit logs and reports to track the updating of each incident ticket.

6. It should be able to log and escalate user based requests.

7. CSP should allow ticket logging by email, chat or telephone.



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3.2.17 Database Support Service

1. Installation, configuration, maintenance of the database (Cluster and standalone).

2. Regular health checkup of databases.

3. Regular monitoring of CPU & memory utilization of database server, alert log monitoring

& configuration of the alerts for errors.

4. Space monitoring for database table space, index fragmentation monitoring and

rebuilding.

5. Performance tuning of databases.

6. Partition creation & management of database objects, archiving of database objects on

need basis.

7. Patching, upgrade & backup activity and restoring the database backup as per defined

interval.

8. Schedule/review the various backup and alert jobs.

9. Configuration, installation and maintenance of Automatic Storage Management (ASM),

capacity planning/sizing estimation of the database setup have to be taken care by the

vendor.

10. Setup, maintain and monitor the database replication/physical standby and asses IT

infrastructure up-gradation on need basis pertaining to databases.

3.3 Component #3: Installation and Commissioning of Biometric

Attendance System Hardware and Software

The SI shall procure, supply and install biometric fingerprint attendance machines with

required software at all medical colleges. The SI shall procure, supply and install SIM cards in

these biometric devices to provide GPRS connectivity between the attendance devices with

central server at DC. The SIM cards shall be procured in the name of the University

(Necessary cost for these SIM cards will be borne by the University). SI shall also provide the

central software for biometric attendance which shall be interfaced with UIDAI for verification.

There should be a protective sheet/layer/screen on the biometric sensors of the devices

installed.

SI should test the accessibility and functionality of biometric attendance application from

these devices at all the locations. List of colleges is provided in Annexure C.

The SI will submit a consolidated report and self-certification on biometric hardware

deployment – post successful commissioning at respective locations. The SI shall attach a list

of installed devices with machine code, location code etc. with first biometric attendance

entries of faculty. The SI shall render off-site maintenance and support services of the devices

at the installed locations.

Minimum specifications of the biometric attendance system are as below:

Sl.

No.

Description Specification Compliance

(Yes/No)

1 Processor 1.0 GHz Quad Core or better

2 Display At least 7 inch display or better



55

Sl.

No.

Description Specification Compliance

(Yes/No)

3 Memory 8GB

4 RAM - 1 GB or higher

5 Connectivity Wi-Fi 802.11 b/g/n

6 Bluetooth v4.0

7 One Micro USB v2.0 Port and one round pin

charger connector. (Any other arrangement

fulfilling charging of device while USB port

is in use for data connectivity is also

acceptable.)

8 SIM Card Support Security 3DES with 2G &

3G support or better

9 Operating System OS – Android 5 or higher

10 Location Technology GPS/AGPS

11 Battery 2500 mAH or higher

12 Screen Guard To be provided with clear finish screen

guard

13 Fingerprint Sensor STQC / UIDAI Certified

14 Optical Fingerprint Sensor with 500 DPI

15 Sensor should be integrated with NIC

attendance application as well as OEM

should provide custom build real time

attendance application as per requirement

16 Response time Real time service based response and

communication, requirement of SOA

architecture

17 Application compatibility 1. Device should capable to integrate NIC

attendance application and sensor

extractor should be compatible

2. Device is compatible with custom based

attendance application as per

requirement of tendering authority

3. Devices can able to monitor through

centralized and customized software

consol.

4. Device are capable to store all 10

fingerprint of each users suing custom

attendance punching application

5. Devices are capable to provide GPS

coordinates along with punching

transaction data

18 Other The fingerprint scanner should be

ergonomically placed to support ease of

usage for biometric attendance in standing

posture of the users

19 Enclosure ingress

protection

IP54 or better

20 Warranty 1 years warranty



56

Note: The ten finger scanner to be used during registration of faculty by the SI shall be

provided as part of the registration services and need not be made part of the Bill of Material.

In no case the University is going to procure these registration devices.

3.4 Component #4: Setup, Operate and Maintain Call Center

Magadh University plans to establish a dedicated call center for uses. The proposed call

center will function as:

Help desk for users of the application – The call center will act as a help desk to resolve

problems of the users for any technical problems related to use of the system.

A center to register complaints and grievances with respect to application.

Brief overview of the scope of work related to setting up and maintaining call center is

presented below.

Area Brief Scope of Work

Setup of Call

Center

SI shall set up the call center which will include procurement, supply,

installation and commissioning of requisite hardware, software,

supporting tools etc. as per the requirements identified in the RFP.

SI shall be responsible for operation and maintenance of the Computer

Telephony Integration (CTI) enabled call center with Interactive Voice

Response System for a period of 3 years from go-live, at University

premise with well trained staff to handle queries to the satisfaction of

the caller.

The call center will be manned by University and SI staff jointly to

enable adequate knowledge transfer to the University employees. Call

center service will be available only during office hours on all working

days of the University. The call center will be initially a small call center

with a capacity of five (5) agents for handling the calls. There will be

provision to increase the scale of operation based on the demand.

The number of agents, technical and managerial staff, related

equipment and infrastructure required for managing the call traffic

arriving at the call center shall be scalable to meet the growth in the

call traffic during the agreement period.

The call center agent shall respond to all inbound calls by:

1. Providing accurate information in a timely manner.

2. Providing information on the Digital University system and address

any issues related to the system. Agent should be well versed with

the system and technicalities related to operation of the system.

3. Provide status update on complaints/grievances registered by the

users.



57

Area Brief Scope of Work

4. SI shall offer the services in two languages i.e. in Hindi & English.

Agents should have a provision to report to support engineers of

outages observed in the system or other application maintenance

issues related to the system as observed/reported by the callers.

Provision an interactive mechanism to flag/escalate departments

(authorized officials) for delay on complains.

Operation and

Maintenance

1. Operation of the call center is for a period of three (3) year from

go-live the Digital University application

2. O&M phase includes application software maintenance, problem

identification & resolution, change request management and

configuration management.

3. Develop/customize and implement a suitable service levels

monitoring tool in consultation with the University for service level

monitoring during O&M phase.

3.5 Component #5: Training and Capacity Building

The selected SI shall be required to provide proper hands-on training to designated end user

of the University and to its stakeholders relating to the solution and other areas so as to

make them well conversant with the functionalities, features and processes built in the

system and call center operation. The SI needs to carry-out the following as part of the

training and capacity building activity:

1. Developing the Training Content - SI shall ensure that the training content is relevant

to the target trainees depending upon the role played by them. The SI shall submit the

training content to the University for approval. It shall be submitted at least three (3)

weeks in advance before the conduction of the training. University will review and

provide comments to SI on the training content. SI shall incorporate and implement

changes suggested by the University in training delivery and content.

2. Prepare Training Schedule - A detailed training schedule will be prepared by SI after

consultation and approval from the University. Any update in the training schedule shall

require approval by the University before the conduction of training.

3. Training Venue and other Logistical Arrangements

a. The number of end users and location wise distribution of these users will be shared

by the University with SI.

b. SI needs to submit training completion report at end of training.

c. Training shall take place at the location identified by the University.

d. Cost of travelling of participants for attending the training will be borne by the

University. However, the cost of trainer provided by SI for conducting the training

shall be borne by SI.

e. SI is required to arrange for all equipment, software, hardware etc. required for the

training, at no cost to the University.

f. Providing hard copies of training material to participants shall be responsibility of SI

and the cost for the same must be included in the training costs as proposed by

bidder in their proposal.



58

4. Identification of Training Participants – The University shall be responsible for

identifying the participants for the training based on the functionalities going live. It is

the responsibility of the SI to follow-up on getting the requisite details from the

University.

5. Circulating Pre-training Material - SI shall make adequate provision for circulating pre-

training material to all the participants before the conduction of the training. The pre-

training material may be circulated in electronic form and hard copy form to the

University.

6. Language for Delivery of Training - The mode of training delivery shall be in English

and Hindi.

7. Type of Training and Other Logistical Arrangements - Training program will be a

combination of classroom training and hands-on training to the officials and any other

agencies nominated by the University. SI will conduct class room training centrally at the

University for the identified officials. Training program to be provided includes:

Category of

Training Course

List of Training Course

Training Course

for System

Users

IT systems usage and operations course for employees of the

university.

Digital University System usage and operations course for system

users.

Training Course

for System

Administrators

Digital University System administration and maintenance course for

technical staff at the University.

Training Course

for Call Center

Agents

Training on call center operation.

Change

Management

1. Conduct change management workshops (including presentation

materials and related documents) before the go-live.

2. Monitoring and reporting on the University including other

agency‟s preparedness to adopt planned changes and identifying

corrective actions to achieve the desired goals at all times.

3. Provide officials with the necessary training in the methods,

principles and standards of change management to be adopted for

institutionalization of the planned implementation.

Note:

1. The content of the training plan and schedule shall be mutually decided by the University

and the SI.

2. The SI shall take training feedback from the trainees for the classroom training and

handholding support. In case more than 30% of the respondents suggest that the training

provided to them was unsatisfactory or less than satisfactory, then SI would re-conduct the

same training at no extra cost.

3. The space for class room based training will be provided by the University. The requisite

training infrastructure like all equipment, software, hardware etc. required for the training



59

shall be provided by the SI. University will provide projector with screen for presentations,

and refreshments for each of these training sessions.

3.6 Component #6: Data Digitization

Document scanning of old records like application received from colleges, recommendation

notes etc. The SI will ensure 100% clarity and accuracy in documents being scanned. The

scanned documents should have a resolution of 200 dpi B/W and should be free of scanning

errors like specks, black bands/dots, dis-orientation, edge folds, smudges etc. The SI will

ensure 100% accuracy in indexing and meta-data creation for the documents being scanned.

The documents shall be scanned in PDF/TIFF (Resolution of 200 X 200 dpi; b/w). The scanned

documents need to be meta tagged, referenced with respect to subject, college name etc.

and stored in the relevant folders etc. for future referencing through the Digital University

solution including workflow.

Provide checklists for digitized data to the University for verification, including number of

records, validations (where possible), other controls, etc. Any corrections identified by the

University in the migrated data during data quality assessment and review shall be addressed

by SI at no additional cost.

3.7 Component #7: Operation and Maintenance Support for the

System

The SI shall provide operation and maintenance services for the system including hardware,

system software etc. (if any) from the date of go-live/operational acceptance of the solution

and such services shall be provided for a period of three (3) years. The operation and

maintenance support for application and system software includes, but not limited to,

ensuring defect free operation of the systems, troubleshooting & addressing the

functionality, availability & performance issues, implementing the system change requests

etc. The SI shall keep the application software in good working order; perform changes and

upgrades to applications as requested by the University.

The following outlines the overview of operation and maintenance services to be provided

by SI for the system and related hardware, system software etc. (if any) implemented by SI.

The following is the broad scope for maintenance and support functions with regard to the

software.

Requirement Scope

Application

Software

Maintenance

The SI shall address all the errors/bugs/gaps in the functionality

offered by the system (vis-à-vis the SRS signed off including any

changes) at no additional cost during the operation and maintenance

period.

SI should provide the latest updates, patches/fixes, version updates

relevant for the software components. This will also include installation

of the necessary patches and application updates at various locations

including data center and all other locations, if required



60

Requirement Scope

For performing of any functional changes to system, which deviates

from the signed-off system requirements, a separate Change Control

Note (CCN) shall be prepared by SI and effort & cost estimates shall be

mutually agreed between SI and the University at the man-day cost.

Any changes/upgrades to the software performed during the

operations & maintenance phase shall be subjected to the

comprehensive & integrated testing by SI to ensure that the changes

implemented in the system meets the desired and specified

requirements of the University and doesn‟t impact any other function

of the system.

Support services for the system will include the following:

1. Overall administration, operations, monitoring, maintenance of the

deployed application software and the database to ensure the

desired uptime.

2. Periodic backup and recovery of database, application and web

content.

3. During O&M period, the University may request SI, to make

necessary changes in the layout, color schema, MIS reports format,

input forms layout. However, these changes shall be suggested

keeping in view that it should not transform the database schema.

The SI shall be responsible to make these changes at no extra cost

to the University.

O & M for the

Licensed

Software

All supplied software should be supplied with applicable OEM

warranties and support (including back to back) for the entire duration

of the project. During O&M period, SI has to provide updates and

patches.

SI must carry out any requisite adjustments/changes in the

configuration for implementing different versions of application

software.

The SI shall provide from time to time the updates/upgrades/new

releases/new versions of the software and operating systems as

required. The SI must provide free upgrades, updates & patches of the

software and tools to the University as and when released by OEM/SI.

The SI will implement from time to time the updates/upgrades/new

releases/new versions of the software and operating systems as

required after necessary approvals from the University about the same

SI shall provide and apply regular patches to the licensed software

including the software, operating system, databases and other

applications.



61

Requirement Scope

The SI shall provide for software license management and control. SI

shall maintain data regarding entitlement for software upgrades,

enhancements, replacements, and maintenance. SI must perform

periodic audits to measure license compliance against the number of

valid end user software licenses consistent with the terms and

conditions of license agreements, volume purchase agreements, and

other mutually agreed upon licensed software terms and conditions

and report to the University on any exceptions to SI terms and

conditions, to the extent such exceptions are discovered.

SI shall manage complete OEM‟s technical support for all the licensed

software problems and/or questions, technical guidance, defect and

non-defect related issues. SI shall provide a single-point-of-contact for

software support and provide licensed software support including but

not limited to problem tracking, problem source identification,

problem impact (severity) determination, bypass and recovery support,

problem resolution, and management reporting.

The SI shall undertake regular preventive maintenance of the licensed

software. If the operating system or additional copies of operating

system are required to be installed/reinstalled/uninstalled, the same

shall be done as part of O&M.

System

Administration,

Maintenance &

Management

Services

The objective of this service is to support and maintain all the systems

including hardware (if any) provided as a part of this project by SI, and

shall include:

1. Regular monitoring of all the applications hosted.

2. Regular analysis of events and logs generated in all the sub-

systems to identify vulnerabilities. Necessary action shall be taken

by the SI in accordance with the results of the log analysis. Suitable

mechanism has to be maintained for security and forensic related

logs or as per extant IT Act and that of other Government

regulations issued from time to time.

3. Adoption of policies and procedure, compliances, guideline or

international standard as defined by the University.

4. Troubleshoot problems with web services, applications software

etc.

5. Problems shall be logged in at the help desk and resolved as per

the SLAs defined.

6. Operating system administration, including but not limited to

management of users, processes, preventive maintenance and

management of upgrades including migration to higher versions

and patches to ensure that the system is properly updated.

7. Periodic health check of the systems, troubleshooting problems,

analyzing and implementing rectification measure

8. Perform database administration activities for database. The SI will



62

Requirement Scope

ensure that all databases of the University will be administered as

per standards and requirements. The service covers all the

databases run on servers/SAN at cloud and backup site including

but not limited to start-up and shutdown of databases,

daily/weekly/monthly backup of databases, database recovery

when required, weekly database recovery check, required logs

maintenance as per policies of the University, disaster recovery as

per polices of the University, documentation upkeep and records

maintenance, user account management, database problem

resolution, performance tuning etc.

The scope of this activity is limited to the proposed solution only.

Backup and

Restore

Services

The services to be provided by SI shall include:

1. Backup of storage as per the defined policies.

2. Monitoring and enhancing the performance of scheduled backups,

schedule regular testing of backups and ensuring adherence to

related retention policies as defined by the University.

3. Prompt execution of on-demand backups of volumes and files

whenever required or in case of upgrades and configuration

changes to the system.

4. Real-time monitoring, log maintenance and reporting of backup

status on a regular basis.

5. Media management tasks, including, but not limited to, tagging,

cross-referencing, storing, logging, testing, and vaulting in fire

proof cabinets (onsite and offsite)

Helpdesk

Support

The SI shall establish a helpdesk/support to provide clarifications and

support to the users during system usage and operations. The contact

numbers of the support/helpdesk established by the SI shall be made

available to the respective officials. Some of the key support required

includes:

1. Handle teething issues of the users.

2. The helpdesk persons should be accessible to all the project

locations and their end-users on telephone during office hours via

e-mail/chat.

3. The SI should equip the helpdesk staff with necessary IT equipment

such as laptop etc. to provide necessary support to the University

effectively and efficiently.

4. The SI shall have to maintain an online call log register with all the

necessary details/references and submit the report from same to

the nodal officer as and when required. The format of the report

would be mutually decided later at appropriate time.

5. The end-users should be allowed to create a ticket for any problem

faced by him and same should be closed only by him/her after the

resolution of the problem.



63

Requirement Scope

6. Helpdesk staff shall escalate the problem to the project manager

and maintain the log/status of the complaint in the online call log

register.

7. Reply to the queries/feedback/suggestions/complaints from all the

stakeholders.

8. Help desk should provide handholding support at all project

location through online/telephone line.

Software

Change Version

Control

All planned changes to application systems shall be coordinated within

established change control processes to ensure that:

1. Appropriate communication on change required has taken place.

2. Proper approvals have been received.

3. Schedules have been adjusted to minimize impact on the

production environment.

The SI shall define the software change management & version control

process and obtain approval for the same from the University. For any

changes to the software, SI has to prepare detailed documentation

including proposed changes, impact to the system in terms of

functional outcomes/additional features added to the system etc. SI is

required to obtain approval from the University for all the proposed

changes before implementation of the same into production

environment and such documentation is subject to review at the end

of each quarter of operations and maintenance support.

Maintain

System

Documentation

Maintain and update documentation of the following:

1. Source code for the customizations is documented.

2. Application documentation is updated to reflect on-going

maintenance and enhancements including SRS in accordance with

the defined standards.

3. User manuals and training manuals are updated to reflect on-going

changes/enhancements.

4. Standard practices are adopted and followed in respect of version

control and management.

Monitoring of

Service Levels

The SI will be required to monitor the service levels as set forth in this

document. SI will also be required to procure, install and operate

monitoring tools to monitor these SLAs. The tools shall be transferred

to the University at the completion of the contract.

The SI will ensure that the reports for monitoring of most of the SLAs

like system uptime, connectivity uptime etc. are generated

automatically from the system.

The SI will be required to establish a well-defined escalation procedure

for resolution of any dispute. The same will need to be approved from

the University. The SI will also maintain a list of the issues which could



64

Requirement Scope

affect the functioning and services of the system.

MIS Reporting The SI is responsible to submit certain key MIS reports. The SI shall

prepare and submit all other required information in the desirable

format as notified by the University related to project. The formats for

all the MIS reports shall be prepared by the SI and submitted to the

University for approval. The MIS reports submitted by the SI should

strictly be in the approved format only which, if required, may be

revised from time to time.

3.8 Change request

Any changes till go-live, (e.g. new functionalities, improvement in execution time,

performance tuning etc.) and which were not there in base line i.e. SRS, design description,

etc. will not qualify as change request. The bidder will implement such changes in the

solution required at no additional cost to the University.

Any configuration, performance tuning, change in statutory requirement, mitigation of

security observation during annual/periodical audits, changes required to accommodate

patches, upgrades etc. which are required for the operation of the project shall not qualify as

change request.

The requirements given are indicative only and not exhaustive in any manner and/or kind

and/or form. The bidder by responding is deemed to have understood and agreed that the

requirements are subject to change at sole discretion of the University and will be finalized

during software requirement specification, as-is, to-be, requirement analysis, design phase

etc. i.e. till go-live. Failure to comply with which invite forfeiture of performance bank

guarantee and any other terms and conditions of RFP.

All the development/customization/configuration must meet the requirements for security,

performance, ease of use for operations, administration and management.

3.9 Project Team

The requirement of key professional staff from the perspective of the University is indicated

below. The SI may modify and propose as they deem best for the assignment.

Sl.

No.

Role Responsibilities Minimum Qualifications

1. Project Manager

Managing the entire set of

functions and day-to-day

operations of the

application

Monitoring performance

&efficiency of various

Fluency in English and Hindi

(Speaking, reading & writing)

Knowledge and at least 10 years of

experience in managing operations

(in Government/public sector/private

sector) similar to envisaged



65

Sl.

No.


teams and resources

Reporting to the

University regarding

operations of the

application on periodic

basis

requirement

Experience in at least 2 end to end

implementation and operation of

centralized information systems

Minimum B. Tech/BE/MCA

PMP/Prince 2 certified

2. Solution

Architect

Leading team of solution

architects, DBAs,

application specialists and

hardware specialists

Fluency in English and Hindi

(Speaking, reading & writing)

Knowledge and at least 7 years and

minimum 5 projects experience in

designing solution (in Government/

public sector/private sector)


3. Test Lead Carrying out testing activities

for the application and

managing a team of test

engineers.

Min. 7 years of experience of testing

IT applications

Experience of testing Government/

public sector applications

Excellent communication, analytical

and problem solving skills


4. Database Lead Database maintenance and

support functions for the

application, helpdesk, DC and

DR.

Minimum 7 years of professional

experience in storage and

management of electronic data

software

Should have worked with database

management systems software,

determining effective storage

methods while managing tasks

involved in database environment

Excellent problem solving abilities

and detail orientation.

In depth knowledge in the proposed

DB


DBA certification from the OEM of

the proposed DB

5. Cloud and

Network Lead

Cloud (Server & Storage)

sizing, specifications,

deployment

Installing, supporting, and

maintaining cloud

infrastructure, and

planning for and

responding to service

outages and other

problems

Min. 7 years of professional cloud

and network design experience

Experience in preparing cloud

(Server & storage, network) sizing,

specifications, deployment

Experience in working with a team of

experts

Should have excellent verbal and

written communication skill

Hands-on experience in design,

implementation and administration



66

Sl.

No.


of different types of network

Minimum B. Tech/BE/MCA/B.S.C/

BCS/graduate from technical stream

6. Security Lead Designing and implementing

of IT security policy.

Min. 7 years of experience designing

and implementing IT security policies

for large applications

Experience of designing IT security

policy for Government/ public sector



Minimum B. Tech/BE/MCA/B.S.C/

BCS/graduate from technical stream

7. Lead Trainer Lead the training activities,

design content and manage

trainings and workshops.

Graduate in any discipline

Min. 7 years of experience designing

and conducting trainings for IT

applications

Experience of designing and

conducting trainings for

Government/public sector



Note:

1. The minimum qualifications for each category of resources have been provided in RFP.

2. It would be the responsibility of the selected SI to retain the deployed manpower for the

entire contract/project duration or in the event of a resource leaving the employment with

SI, the same shall be immediately replaced with another resource of equivalent minimum

qualifications and experience. All such events should be notified prior to the University.

3. The staff provided by the SI will perform their duties in accordance with the instructions

given by the designated officers of the University from time to time. University has every

right to reject the personnel, if the same is not acceptable, before or after commencement

of the awarded work/project.

4. At no time, the provided manpower should be on leave or absent from the duty without

prior permission from the designated nodal officer of the University. In case of long term

absence due to sickness, leave etc. the SI shall ensure replacements and manning of all

manpower posts by without any additional liabilities to department.

3.10 Project Timelines

The high level project timelines and key deliverables are provided below:

Sl.

No.

Deliverable/Milestone Timeline

1. Contract signing/issue of work order/issue of LoI (whichever is

earlier)

T – effective date



67

2. Inception report T+ 1 week

3. SRS T+ 1 months

4. SDD T+ 1.5 months

5. DC and DR on IaaS model T + 5 months

6. Biometric component commissioning at project locations T + 5 months

7. Submission of training completion report T + 5.5 months

8. Go-live of Digital University Solution T + 6 months

9. Operations and maintenance 3 years from go-live

3.11 Minimum Bill of Material

The minimum Bill of Material (BOM) for the Digital University solution is provided below:

Sl.

No.

Description UOM Qty.

1. Supply, installation and commissioning of biometric

machines

No 600

2. Training and capacity building for 150 participants One time 1

3. Provisioning of application in SaaS model per student (5

lakh student per year)

No of students 1,500,000

4. Hosting charges in DC/DR in IaaS model per student (5


No of students 1,500,000

5. Manpower for hand holding and support (10 resources for

entire duration of the project)

No of man

months

360

6. Scanning/digitization of legacy records Per page As per reqd.

7. AMC of all components No of years 3

Note:

1. The requirement given above is minimum and the bidder must assess on their own and

propose the items, hardware, software, licenses, services etc. to meet the requirements of

the RFP.

2. Bidder must quote appropriate number of licenses with cost separately wherever required.

In case the licenses are not quoted separately and any additional licenses are required

during the course of the project, the successful bidder shall have to supply them free of cost

to the University.

3. Items including the licenses shall be supplied keeping in view the growth rate, future

requirements etc.

4. Any other software/tool required to ensure the completeness of the complete solution for

entire contract period to be added by the bidder can add additional lines for different items.



68

4 Annexure A – Modules and Overview

Module Overview/Functionality

Student Application Student will have online option to apply for colleges

through website

Fees are fixed across all colleges for college application

Payment as part of the application goes to college

Payment gateway to be integrated

Student to get the email acknowledgement of receipt

and an SMS on registered number

Student to have an option to apply for multiple colleges.

Fee payments from college to university

Documents needed to be uploaded by the student:

Marks Card, Transfer Certificate (DLC/SCL/CLC), DOB,

Caste Certificate, Aadhaar Card, Quota, Declaration

Payment

Mobile and email mandatory field.

Receipt – SMS and email

Correction option to be given to student before the

admission cut-off date

Selection Selection happens at the college level based on merit and

quota cut off dates

College will check the database and approve the list of

students – up-to 3, 4 lists can come up in an academic

year

On selection by college, an auto email & SMS to go to

the concerned student intimating him/her of the

selection and asking him/her to complete the registration

process online for the selected college

List of selected student is auto shared with the university

on list confirmation by college

Admission Process Student

Student logs in with his login details

Selects the college

Fills the form with required details

Online payment of admission fees

Fee: Uniform fee structure.

Exempt fee: For girls it is zero, SC/ST – 50%, on fees (To

be programmed as per guidelines given by the

University)

Online mode – Payment gateway or PNB bank challan

(auto fill forms for bank challan)



69


Payment acknowledgement receipt to be shared with

student by email and SMS

College

Intake to be done basis the sanctioned seats of the

college

College checks the student details and acknowledges

payments done

Selects student admitted/rejected option, digital

signature of HOD/principal

On „Admitted‟ a unique registration number is generated

Registration number logic will be provided by the

University

ID card format will be generated and copy issued to

college (with all admission details – University given

format)

SI to print this on card and share with college before the

student admission cut-off date

ID renewal – ID issued every year

List of students with all the details shared automatically

with the University on completion on admission process

by college – Digital signature of HOD/principal

Pre-examination –

College

College to add data of the student attending the exams

Data to be filled in by the college: Attendance, Last

year marks. – Digital certificate (principal/HOD)

NOC by college

No dues certificate (tick based for each function) –

College to give declaration for no dues

List is digitally signed and submitted by college principal/

HOD

On online submission by college admit card is digitally

generated (date validation option)

Individual student will get admit card on their email and

SMS to be sent as an intimation – Format of the admit

card to be shared by the University

Examination –

University

University to select the college and the centers for

conducting the exams – List based

Final list to be digitally signed by the examination

controller of the University

Basis the student list submitted by colleges, the exam

attendance sheet with hall ticket number to be generated



70


for the respective colleges

Exam attendance list to have OMR option for present/

absent.

This list along with the question paper is physically

shared with colleges

On conduct of exams, the attendance sheet is shared

back with the answer sheet to the examination dept. of

the University

QR code to be added for security feature

On results – Trigger to colleges (online for download –

provisional marks sheet)

Evaluation –

University

Five evaluation centers to be setup for paper evaluation

Printing degree certificates – Inventory will be given by

the University

Security features – Barcode, QR, Watermark – Imbedded

by the University

OMR based scoring sheet will be introduced by the

University

Auto record the scores on scanning the answer sheet

Scrutiny of marks – Re-evaluation can be requested by

students online by paying the required scrutiny fees

payable to university.

After scoring process is complete, results to be

communicated by the University

Marks by college/dept. to be approved and authorized by

the registrar/examination controller – Digital certificate

Marks shared with all respective colleges

Soft copies to be made available on website for

download by students

Hard copy of marks sheet will be printed in five

evaluation centers

Marks sheet and provisional certificate – Digitally signed

by Vice Chancellor (VC)

Final certificate – VC sign. Digital – QR code process

Online Degree

Verification

Online certificate verification

For students, free mobile App to be provided on scanned

the degree certificate can be verified by students

For external agencies – Online application with online

payment option – Fees details to be given by the

University

At university level; based on the unique registration

number, the college will fetch the data online and



71


authorize the verification. – This to be digitally signed

only by examination controller/registrar

Confidential marks issue (After exams before releasing

results) – University to college

Online payment (where ever applicable)

Certificate Request/

Issue

Bona Fide certificate

Character certificate

Residential certificate

Online payment (where ever applicable).

Grievances and

Student Helpdesk

Grievances and queries for students and colleges to be

handled

SI to provide for five manpower for help desk

Space for helpdesk setup will be provided by the

University

Telephone number to be provided by the University

Necessary IT infra to be setup by SI

Website Content

Update/Redesign

Results – Website (option for release of temporary marks

sheet)

Redesign of existing website

Convocation – Date to be published and sent to each

student to existing student database for sending circulars

and SMSs

Alumni module – Events, conferences etc. date to be

published and sent to each student to existing student

database for sending circulars and SMSs

Digi locker – Provisional certificate and other certificated

to be stored in digital locker

Staff training at all colleges – SI

Handholding – SI

Outsource manpower – Study hall (through CDC)

Legacy Data

Digitization

Digitization of 20 years data

Tabulation Register – To be scanned and updated

Total digitization – Examination records only

Document Management System (DMA) for store data

Biometric Device Staff – Total to be scoped for around 1,000 within

Magadh university (Teaching + Nonteaching)

Devices to be installed in: B. Ed colleges 100 (all),

Constituent colleges 44 (teaching and nonteaching staff),

4 minority and MU headquarters

Aadhaar authentication needed

Only reports to be shared at this stage (Scope to link to

payroll in future)



72


Rate contract for colleges – Upgrade up to 300 colleges

Protection for devices

Payment – Colleges will pay for their devices/dept. will

pay for their devices

Student attendance – To be scoped for scalability to add

in students at later stage

Bio metric at University dept. – 24 depts. Dept. detail will

be shared by the University

Location of machines – Proximity to the department

blocks

One each for each dept.

Faculty and non-faculty – For teaching faculty and staff

separately (2 each); Location – HOD office/staff room

University central office – To be at Registrar, Controller,

Inspection Office

SIM based with UPS power point backup

Electrical cabling, socket to be provided by the users

(integrated with UPS)



73

5 Annexure B – Bid Response Formats

5.1 Form A.1: Request for Clarifications/ Pre-bid Queries

(To be submitted on the Letterhead of the bidder)

Bidders requiring specific points of clarification may communicate with Magadh University

during the specified period using the following format:

Bidder’s Request for Clarification / Pre Bid Queries

Name of organization

submitting request

Name and position of person

submitting request

Full address of the organization

including phone, fax and email

Address:

Phone:

Fax:

Email:

Sl.

No.

Bidding Document

Reference(s)

(Section Number/

Page)

Content of RFP Requiring

Clarification

Points of Clarification Required

1

2

3

Note: The above queries should be sent in Word or Excel format only to the email address

mentioned in the Tender Notification Table.

5.2 Form A.2: Authorization for Representation at Bid Opening


[Date]

To

The Registrar

Magadh University

Bodhgaya , Bihar

Dear Sir,

Sub: Authorization for Representation at Bid Opening – Implementation of Digital

University Project



74

I/We declare and confirm that the below listed persons been duly authorized by us to

represent us at the opening of pre-qualification/technical/commercial bids.

Name as on the ID

ID number

Designation

Note: Maximum two persons per bidder

Authorized Signature

Name and Title of Signatory:

Name of Firm:

Address:

Seal/Stamp of bidder:

5.3 Form A.3: Bidder Profile

(To be submitted on the letterhead of the prime bidder and consortium partner, if

applicable)

[Date]

To,

The Registrar

Magadh University

Bodhgaya , Bihar

Dear Sir,

Ref: RFP for Implementation of Digital University Project

1 Name of the bidder:

2 Address of the bidder:

3 Status of the company (Public Ltd. / Pvt. Ltd.):

4 Details of incorporation of the company Date:

Ref:

6 Permanent Account Number (PAN)

7 Valid GST registration no.

9 Name & designation of the contact person to

whom all references shall be made regarding this

tender



75

10 Telephone no. (With STD code) Telephone:

Mobile:

11 E-Mail of the contact person:

12 Fax No. (with STD Code)

13 Website

Primary Contact Secondary Contact

Name:

Title:

Company Name:

Address:

Phone:

Mobile:

Fax:

E-mail:

We understand that it will be the responsibility of our organization to keep Magadh

University informed of any changes in this list of authorized persons and we fully understand

that Magadh University shall not be responsible for non-receipt or non-delivery of any

communication and/or any missing communication in the event reasonable prior notice of

any change in the authorized person(s) of the company is not provided to Magadh University.

Dated this _______ Day of ________________ 2017



Name of Firm:

Address:


Note: Authorized signatory should be an employee of the SI and should have been authorized

vide a board resolution, authorizing him/her to sign/execute the proposal as a binding

document and also to execute all relevant agreements forming part of RFP. Please provide

complete chain of documents showing initial delegation by the board and any further sub

delegation.



76

5.4 Form A.4: Turnover Details


[Date]

To

The Registrar

Magadh University

Bodhgaya , Bihar

Dear Sir,

We would like to provide/confirm the following information on the turnover details of our

organization in INR Crores.

Turnover Details

Financial Year 2016-17





Name of Firm:

Address:


5.5 Form A.5: Quality Certifications


[Date]

To

The Registrar

Magadh University

Bodhgaya , Bihar

Dear Sir,

We would like to provide/confirm the following information on the quality certification of

our organization.



77

ISO Certification

Date of issue of certificate

Details

Mandatory Supporting Documents: Copy of certificate



Name of Firm:

Address:


5.6 Form A.6: Undertaking for not Being Black Listed

(To be submitted on the letterhead of the prime bidder and consortium partner, if

applicable)

[Date]

To

The Registrar

Magadh University

Bodhgaya , Bihar

Dear Sir,

We confirm that our company is not blacklisted in any manner whatsoever by Magadh

University, any State Government, Central Government or any other Public Sector

Undertaking or a Corporation or any other Autonomous organization of Central or State

Government as on Bid submission date.

It is hereby confirmed that 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.



Name of Firm:

Address:




78

5.7 Form A.7: System Integrator Experience


[Date]

To

The Registrar

Magadh University

Bodhgaya , Bihar

Client Information

Name of client

Name of the person who can be referred to from Clients' side, with name, email and contact

number

Project Details

Brief description of the Project

Month & year of go-live/completion

Project value

Scope of work

Note: Please use separate forms for multiple citations (if applicable)

Supporting Documents

Bidder need to submit any one or more of the following documents. These supporting

document(s) should clearly specify the scope of project, value of the project and project

status with month & year of go-live/completion.

1. A client letter

2. Work order/contract copy

3. Completion/ go-live certificate/ partial completion certificate

4. A client email

The above document(s) should be duly certified by authorized signatory.



Name of Firm:

Address:




79

5.8 Form A.8: OEM Authorization

(To be submitted on the Letterhead of the OEM)

[Date]

To,

The Registrar

Magadh University

Bodhgaya , Bihar

Ref: Authorization for Magadh University – Digital University Project

Tender Ref. No. ________________________________

Dear Sir,

We _______________________, (name and address of the manufacturer) who are established and

reputed manufacturers of __________________ (details of hardware/ software supported as part

of the tender) do hereby authorize M/s ________________________________ (name and address of

the bidder) to bid, negotiate and conclude the contract with you against the above

mentioned tender for the above equipment/ software manufactured/ developed by us.

We confirm that the products quoted are not “end of life or end of sale products” as on bid

submission date. If in case the support for the product quoted has been stopped/ withdrawn

till the time of delivery of equipment, the same will be changed with the equivalent or

superior product at no extra cost.

We also undertake that the support including spares, patches, and upgrades for the quoted

products will be available during the project duration.

Yours faithfully,

(Signature)

Name:

In the capacity of:

Name and Address of Company:

Seal/Stamp



80

5.9 Form B.1: Proposal Covering Letter


[Date]

To,

The Registrar

Magadh University

Bodhgaya , Bihar

Ref: RFP for Implementation of Magadh University – Digital University Project

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 implementation of Digital University Project.

1. We attach hereto the response as required by the RFP, which constitutes our proposal.

2. We have submitted one bid only.

3. 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 SIX MONTHS

from the date fixed for bid opening.

4. We hereby confirm that in our bid there is no deviation from the requirements of this

RFP.

5. We undertake and assure that we fully comply with the requirements of the RFP

including but not limited to requirement specifications and minimum bill of material.

6. We confirm that the information contained in this response or any part thereof, including

its exhibits, and other documents and instruments delivered or to be delivered to

Magadh University 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 department in its short-listing process.

7. Subject to us being the successful bidder, until a formal agreement is prepared and

executed, this bid response, together with your written acceptance thereof in your LoI,

shall constitute a binding agreement between us.

8. We, the bidder, would like to confirm that the proposed solution components

(hardware/software etc.):

a. Comply to the requirements of this RFP and

b. Have been sized to meet the requirements of this RFP

c. If during the implementation of the Project, it is found that any of the proposed

solution components (software/hardware etc.) are inadequate to meet the



81

specifications/requirements of this RFP, the required components in terms of scale or

coverage will be supplied without any financial burden to Magadh University.

9. We as bidder do hereby undertake that we shall monitor, maintain, and comply with the

service levels stated in the RFP

10. We do hereby confirm to deliver and upgrade to the latest versions of the software, as

applicable & available during the entire project duration at no additional cost

11. We do hereby undertake that none of the deliverables being provided by us is infringing

on any patent or intellectual and industrial property rights as per the applicable laws of

relevant jurisdictions. We shall indemnify Magadh University against all cost/claims/legal

claims/liabilities arising from third party claim in this regard at any time on account of the

infringement or unauthorized use of patent or intellectual and industrial property rights

of any such parties, whether such claims arise in respect of manufacture or use.

12. We undertake, if our proposal is accepted, to provide all the services put forward in this

RFP or such features as may subsequently be mutually agreed between us and Magadh

University or its appointed representatives.

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

provided here is found to be misleading the short listing process, we are liable to be

dismissed from the selection process or termination of the agreement during the project,

if selected to do so.

14. We hereby declare that in case the agreement is awarded to us, we shall submit the

performance bank guarantee in the form prescribed in the Form D.1 of this volume.

15. We agree that Magadh University is not bound to accept any tender response that they

may receive. We also agree that Magadh University reserves the right in absolute sense

to reject all or any of the products/services specified in the tender response.

16. It is hereby confirmed that 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.

Primary Contact Secondary Contact

Name:

Title:

Company Name:

Address:

Phone:

Mobile:

Fax:

E-mail:

17. We understand that it will be the responsibility of our organization to keep Magadh

University informed of any changes in this list of authorized persons and we fully

understand that Magadh University shall not be responsible for non-receipt or non-

delivery of any communication and/or any missing communication in the event

reasonable prior notice of any change in the authorized person(s) of the company is not

provided to Magadh University.



82

Dated this ______ Day of ________________ 2017



Name of Firm:

Address:






delegation.

5.10 Form B.2: Undertaking on No Conflict of Interest


[Date]

To

The Registrar

Magadh University

Bodhgaya , Bihar

Dear Sir,

Sub: Undertaking on Conflict of Interest Regarding Implementation of Magadh

University – Digital University Project

I/We do hereby undertake that there is absence of, actual or potential conflict of interest on

the part of the bidder or any prospective subcontractor due to prior, current, or proposed

contracts, engagements, or affiliations with Magadh University that could improperly

influence our judgement and the exercise of our duties.

I/We also confirm that there are no potential elements (time-frame for service delivery,

resource, financial or other) that would adversely impact our ability to complete the

requirements as given in the RFP.

We undertake and agree to indemnify and hold Magadh University harmless against all

claims, losses, damages, costs, expenses, proceeding fees of legal advisors (on a

reimbursement basis) and fees of other professionals incurred (in the case of legal fees and

fees of professionals, reasonably) by Magadh University and/or its representatives, if any

such conflict arises later.



83



Name of Firm:

Address:


5.11 Form B.3: Non Malicious Code Certificate


[Date]

To

The Registrar

Magadh University

Bodhgaya , Bihar

Sub: Non-Malicious Code Certificate

Dear Sir,

1. We hereby certify that the hardware and the software being offered as part of the

agreement does not contain any kind of malicious code (at the time of delivery) that

would activate procedures to:

a. Inhibit the desired and the designed function of the equipment.

b. Cause physical damage to the user or his equipment during the operational

exploitation of the equipment.

c. Tap information regarding network, network users and information stored on the

network that is classified and / or relating to National Security, thereby contravening

Official Secrets Act 1923.

2. At the time of delivery, there are no Trojans, Viruses, Worms, Spywares or any malicious

software on the system and in the software developed.

3. Without prejudice to any other rights and remedies available to Magadh University we

are liable in case of physical damage, loss of information and those relating to copyright

and Intellectual Property rights (IPRs), caused due to activation of any such malicious

code in embedded/shipped software at the time of delivery.



Name of Firm:

Address:




84

5.12 Form B.4: Undertaking on Personnel


[Date]

To

The Registrar

Magadh University

Bodhgaya , Bihar

Sub: Undertaking on Personnel

Dear Sir,

1. We do hereby undertake that those persons whose CV‟s have been submitted as part of

technical proposal shall be deployed during the project as per our bid submitted in

response to the RFP.

2. We undertake that any of the above personnel shall not be removed or replaced without

the prior written consent of the University.

3. Under exceptional circumstances, if the above personnel are to be replaced or removed,

we shall put forward the profiles of personnel being proposed as replacements, which

will be either equivalent or better than the ones being replaced. However, whether these

profiles are better or equivalent to the ones being replaced will be decided by Magadh

University. Magadh University will have the right to accept or reject these substitute

profiles.

4. We also undertake to staff the project with competent team members in case any of the

proposed team members leave the project either due to voluntary severance or

disciplinary actions against them.

5. We acknowledge that Magadh University has the right to seek the replacement of any

member of the project team being deployed by us, based on the assessment of Magadh

University that the person in question is incompetent to carry out the tasks expected of

him/her or found that person does not really possess the skills/experience/qualifications

as projected in his/her profile or on the ground of security concerns or breach of ethics.

6. In case we assign or reassign any of the team members, we shall be responsible, at our

expense, for transferring all appropriate knowledge from personnel being replaced to

their replacements within a reasonable time.



Name of Firm:



85

Address:


5.13 Form B.5: Solution Details

Technical proposal submitted the bidders shall cover the below:

1. Understanding of overall project requirements

2. An overall solution and architecture of the proposed solution for Digital University.

Please provide an architecture schematic on the major components (both hardware,

network and security components) required to implement the solution.

3. Please provide details of bidder‟s plan to address the solution design considerations and

technology requirements, such as scalability, availability, performance and other

requirements of the system as mentioned in this RFP

4. Provide deployment architecture of the proposed solution at Data Centre (DC) including

network, compute, storage, security and management

5. Provide description of your overall solution‟s security system and architecture. Include a

brief discussion of how your overall solution is designed to detect and mitigate possible

security breaches.

6. Please elaborate your approach and methodology including proposed approach to make

the project go-live as per project timelines.

7. Risk management approach and plan

8. A detailed work plan showing clearly how the tasks/stages will be carried out to achieve

the project timelines.

9. Operation and maintenance methodology

10. Helpdesk – Bidder should provide the following description of the proposed centralized

IT helpdesk:

a. Ticket management process right from incident reporting to closure

b. Escalation mechanism and structure

11. Description about how the proposed SLA monitoring system will measure performance

against each of the service levels and calculate the eligible compensation to the SI.

12. Project staffing plan- Please provide the proposed staffing plan (including number and

quality) across various teams and stages like:

a. Analysis stage

b. Design

c. Testing

d. Implementation

e. Training

f. Operation and maintenance

13. Profiles of project team – Key resources as per the format given below Form B.6

14. Un-priced bill of material

15. Compliance to technical specifications (if any) as given in the RFP



86

5.14 Form B.6: Format for Key Resources

Name

Proposed Position

Date of Birth

Languages Known (Read/ Write/ Speak)

Education Qualification

Year Name of Institution/University Degree with Details

Membership of Professional Associations &

Publications

Professional Background

Employment Record

Years – Starting

with Present

Position

Employer Position

Held

Summary of Activities Performed Relevant

to the Assignment

Project References

Project 1

Name of the Project

Client Name

Project Features

Position Held

Activities Performed



87

Note: Please add more tables as may be required to showcase project experience of the

resources.

5.15 Form C.1: Commercial Proposal Covering Letter


[Date]

To

The Registrar

Magadh University

Bodhgaya , Bihar

Ref: RFP: Implementation of Magadh University – Digital University Project

Dear Sir,

1. 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 implementation of Digital University Project. To meet such requirements and

to provide services as set out in the RFP following is our quotation summarizing our

commercial proposal.

2. We agree for unconditional acceptance of all the terms and conditions in the RFP and

also agree to abide by this bid response for a period of SIX MONTHS from the date fixed

for opening the commercial bid.

3. We do hereby undertake that commercial proposal submitted by us is inclusive of all the

items in the technical proposal and is inclusive of all the clarifications provided/may be

provided by us on the technical proposal during the evaluation of the technical offer.

4. We understand and agree that our commercial proposal is firm and final and that any

clarifications sought by you and provided by us would not have any impact on the

commercial proposal submitted by us.

5. We understand and agree that assumptions made in the bid proposal shall not have any

commercial implications.

6. We undertake, if our proposal is accepted, to provide all the services to implement the

solution as put forward in this RFP or such modified requirements as may subsequently

be mutually agreed between us and Magadh University or its appointed representatives.

7. If our proposal is accepted, we will obtain a performance bank guarantee in the format

given in the RFP issued by any Nationalized Banks/Scheduled Bank in India, acceptable to

agreed between us and Magadh University for a sum equivalent to 5% of the total

project value for the due performance of the agreement.

8. Subject to us being the successful bidder, until a formal agreement is prepared and

executed, this bid response, together with your written acceptance thereof in your LoI,

shall constitute a binding agreement between us.

9. We confirm that the information contained in this proposal or any part thereof, including

its exhibits, schedules, and other documents and instruments delivered or to be delivered



88

to agreed between us and Magadh University is true, accurate, and complete. This

proposal includes all information necessary to ensure that the statements therein do not

in whole or in part mislead agreed between us and Magadh University as to any material

fact.

10. We agree that you are not bound to accept the lowest or any bid response you may

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

the products/ service specified in the bid response without assigning any reason

whatsoever.

11. It is hereby confirmed that I/we are entitled to act on behalf of our

corporation/company/ firm/organization and empowered to sign this document as well

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

Dated this _______ Day of ___________ 2017



Name of Firm:

Address:






delegation.



89

5.16 Commercial Proposal Response Forms

Sl.

No.

Description UOM Total Qty.

(A)

Cost per

Unit [in INR]

(B)

Sub Total

Amount

[in INR]

C=(A*B)

Taxes [in

INR]

(D)

Total

Amount

[in INR]

(C+D)

A CAPEX

A1 Supply, installation and

commissioning of biometric

machines

No of

Devices

600.00

A2 Training and capacity building

for 150 participants

One time 1.00

Total CAPEX Value (X)

(A1+A2)

Sl.

No.

Description UOM Total Qty.

(A)

Cost per

Student [in

INR] (B)

Sub Total

Amount

[in INR]

C=(A*B)

Taxes [in

INR]

(D)

Total

Amount

[in INR]

(C+D)

B OPEX for Three Years

B1 Provisioning of application

in SaaS model per student

(5 lakh student per year)

B2 Hosting charges in DC/DR in

IaaS model per student (5


No of

Students

Enrolled

1500000

Students for

3 years

B3 Manpower for hand holding

and support (10 resources

for entire duration of the

project)

B4 Scanning/digitization of

legacy records

B5 AMC of all components

Total OPEX Value (Y)

(COMPRISING OF B1,B2,B3,B4,B5))

TOTAL BID VALUE

CAPEX VALUE (X) + OPEX VALUE (Y)

Note: Soft copy of the commercial bid has to be submitted in Excel as per the above format.



90

5.17 Form D.1: Performance Bank Guarantee

BANK GUARANTEE (PERFORMANCE BANK GUARANTEE)

(To be stamped in accordance with Stamp Act)

Bank Guarantee No. ………..

Date ………………………...

To

<<Please insert address as mentioned in the Tender Notification Table>>

Dear Sirs,

In consideration of …………….. [Magadh University]…………. (herein after referred to as the 'the

University,' which expression shall unless repugnant to the context or meaning thereof,

include its successors, administrators and assigns) having awarded to M/s. ………..[SI's Name]

………..with its Registered/Head Office at …………………………..…………………… (Hereinafter referred

to as the SI', which expression shall unless repugnant to the context or meaning thereof,

include its successors administrators, executors and assigns), a Agreement by issue of

Magadh University Notification of Award No. …………….. Dated ………….. and the same having

been unequivocally accepted by the SI, resulting in to a agreement bearing No…………. dated

…………. Valued at……………….. for ……………… and the SI having agreed to provide a

Performance Guarantee for the faithful performance of the entire Agreement equivalent to

….. (*) ….. % (………………. percent) of the said value of the agreement to the University.

We ……………….. [Name & Address of the Bank] …..………. having its Head Office at

………………………….. (hereinafter referred to as the 'Bank', which expression shall, unless

repugnant to the context or meaning thereof, include its successors, administrators,

executors and assigns) do hereby guarantee and undertake to pay the University, on demand

any and all monies payable by the SI to the extent of ………... (*) ………. as aforesaid at any time

upto ……………. (@) ………… [days/month/year] without any demur, reservation, context,

recourse or protest and/or without any reference to the SI. Any such demand made by the

University on the Bank shall be conclusive and binding notwithstanding any difference

between the University and the SI or any dispute pending before any Court, Tribunal,

Arbitrator or any other authority. The Bank undertakes not to revoke this guarantee during

its currency without previous consent of the University and further agrees that the guarantee

herein contained shall continue to be enforceable till the University discharges this guarantee.

The University shall have the fullest liberty, without affecting in any way the liability of the

Bank under this guarantee, from time to time to extend the time for performance of the

agreement by the SI. The University shall have the fullest liberty, without affecting this

guarantee, to postpone from time to time the exercise of any powers vested in them or of

any right which they might have against the SI, and to exercise the same at any time in any

manner, and either to enforce or to forbear to enforce any covenants, contained or implied,

in the Agreement between the University and the SI or any other course or remedy or



91

security available to the University. The Bank shall not be released of its obligations under

these presents by any exercise by the University of its liberty with reference to the matters

omission or commission on the part of the Owner or any other indulgence shown by the

University or by any other matter or thing whatsoever which under law would, but for this

provision, have the effect of relieving the Bank.

The Bank also agrees that the University 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 SI and notwithstanding any security or other guarantee that the University may

have in relation to the SI‟s liabilities.

Notwithstanding anything contained hereinabove, our liability under this guarantee is

restricted to …………. (*) ……….. and it shall remain in force up to and including…………. (@)

……… and shall be extended from time to time for such period, as may be desired by

M/s………….. [SI‟s Name] ………... on whose behalf this guarantee has been given.

In witness where of the Bank, through its authorized officer, has set its hand and stamp on

this

………………………… day of ……………….. 2017 at …………………… This ………………. day of …………..

2017 at …………………………...

………………………………

(Signature)

(Designation with Bank Stamp)

Attorney as per Power of

Attorney No………………

Dated …………………….

(Official Address):

WITNESS

…………………………..…

(Signature)

(Name)

Notes:

1. (*) This sum shall be five percent (5%) of the value of the contract.

2. (@) This date will be one year after the completion of term of agreement including

warranty obligations.

3. The stamp papers of appropriate value shall be purchased in the name of Guarantee

issuing Bank.



92

6 Annexure C – Checklist (To be submitted on the Letterhead of the bidder)

[Date]

To

The Registrar

Magadh University Bodhgaya, Bihar Sl.

No

Area Description Form/

Description

Compliance

(Y/N)

Page/ Section

Reference

Number in

Bidder's

Proposal

Pre-qualification Bid

1. Bid response form Authorization for Representation

at Bid Opening

A.2

2. Bidder Profile along with copies

of supporting documents

A.3

3. Turnover Details along with

copies of supporting documents

A.4

4. Quality Certifications along with

copies of supporting documents

A.5

5. Undertaking for not Being Black

Listed

A.6

6. System Integrator Experience

along with copies of supporting

documents

A.7

7. OEM Authorization A.8

8. MoU/ agreement Original signed copy of the

MoU/ agreement between the

prime bidder and consortium

partner (if applicable)

As per bidder

Technical Bid



93

Sl.

No


Description

Compliance

(Y/N)

Page/ Section

Reference

Number in

Bidder's

Proposal

9. Bid response form Proposal Covering Letter B.1

10. Undertaking on No Conflict of

Interest

B.2

11. Non Malicious Code Certificate B.3

12. Undertaking on Personnel B.4

13. Quality Certifications along with

copies of supporing Documents

A.5

14. System Integrator Experience

along with copies of supporting

Documents

A.7

15. Solution proposed Detailed Technical Solution

comprising of the following:

B.5

16. Understanding of overall project

requirements

As per bidder

17. Solution architecture based on

the major components (both

hardware, network and security

components)

As per bidder

18. Detailed solution for Magadh

University

As per bidder

19. Deployment architecture of the

proposed solution at Data Centre

(DC) including network,

computer storage, security and

management.

As per bidder

20. Description of overall solution’s

security system and architecture.

As per bidder



94

Sl.

No


Description

Compliance

(Y/N)

Page/ Section

Reference

Number in

Bidder's

Proposal

21. Details of bidder’s plan to

address the solution design

considerations and technology

requirements, such as scalability,

availability, performance and

other requirements of the system

as mentioned in the RFP.

As per bidder

22. Approach and

methodology

Approach and methodology

including proposed approach to

make the project go-live as per

project timelines.

As per bidder

23. Risk Management approach and

plan

As per bidder

24. Detailed work plan showing

clearly how the tasks/ stages will

be carried out to achieve the

project timelines.

As per bidder

25. Operation and

maintenance

methodology

Description of the proposed

centralized IT helpdesk.

As per bidder

26. Description about the proposed

SLA monitoring system.

As per bidder

27. Project staffing plan Proposed staffing plan across

various teams and stages like

(Analysis stage, Design, Testing,

Implementation, Training,

Operation and maintenance)

As per bidder

28. Profiles of key resources B.6

29. Bill of material Bill of material As per the

bidder.



95

Sl.

No


Description

Compliance

(Y/N)

Page/ Section

Reference

Number in

Bidder's

Proposal

30. Compliance Compliance by the bidder along

with necessary datasheet in

support for the compliance

against the technical

specifications given in RFP.

As per the

technical

specification

given for each

item.

Commercial Bid

31. Bid response form Commercial proposal covering

letter

C.1

32. Commercial bid response forms As per format

given in RFP



96

7 Annexure D – List of Colleges

List of colleges affiliated with Magadh University

7.1 Constituent Colleges

Sl.

No.

Name of the College

1. A.M. College, Gaya-823001

2. A.N. College, Patna-800013

3. A.N.S. College, Barh-803213

4. A.N.S. College, Nabinagar-824301

5. B.S. College, Danapur-800012

6. B.D. College, Patna-800001

7. College of Commerce, Sc. & Arts, Patna-800020

8. Daudnagar College, Daudnagar-824113

9. G.B.M. College, Gaya-823001

10. G.J. College, Rambagh, Bihta-801103

11. Gaya College, Gaya-823001

12. G.D.M. College, Patna-800020

13. J.D. Women‟s College, Patna-800023

14. J.N.L. College, Khagaul, Patna-801105

15. J.J. College, Gaya-823003

16. K.L.S. College, Nawada-805110

17. Kisan College, Sohsarai-803118

18. Kishori Sinha Mahila College, Aurangabad-824102

19. M.D. College, Naubatpur-801117

20. M.M. College, Bikram-801102

21. Mahila College, Khagual-801105

22. Nalanda College, Biharsharif-803101

23. Nalanda Mahila College, Biharsharif-803101

24. R.L.S.Y. College, Bakhtiyarpur-803212

25. R.M.W. College, Nawada-805110

26. R.P.M. College, Patnacity-800009

27. R.R.S. College, Mokama-803302

28. R.L.S.Y. College, Aurangabad-824102

29. R.K.D. College, Patna-800020

30. S.M.D. College, Punpun-804453

31. S.N. Sinha College, Tekari-824236

32. S.N. Sinha College, Jehanabad-804408

33. S.N. Sinha College, Warsaliganj-805130

34. S.P.M. College, Udantpuri-803101

35. S.S. College, Jehanabad-804408

36. S.D. College, Kaler-824127

37. S. Sinha College, Aurangabad-824102

38. S.U. College, Hilsa-801302

39. S.M.S.G. College, Sherghati-824211

40. Sri Arvind Mahila College, Patna-800004

41. S.G.G.S. College, Patnacity



97

Sl.

No.

Name of the College

42. S.B.A.N. College, Darheta Lari-804421

43. T.P.S. College, Patna-800001

44. T.S. College, Hisua-805103

7.2 Affiliated Colleges

Sl.

No.

Name of the College

1. Surendra Prasad Yadav College, Gaya

2. Mahesh Singh Yadav College, Gaya

3. Wazirganj College, Wazirganj, Gaya

4. Mahavir College, Gaya

5. Ram Lakhan Singh Yadav College, Delha, Gaya

6. Ram Govind Sharma Memorial Evening College, Nutan Nagar, Gaya

7. Maa Sarwashati Sant Dahu Maharaj College, Kosma, Gaya

8. Sharda Degree College, Imamganj, Gaya

9. Kesho Mahato Memorial College, Pathara, Imamganj, Gaya

10. Meena Devi Evening College, A.P. Colony, Gaya

11. Rameshwar Prasad Yadav Evening College, Mushtphabad, Gaya

12. Sanjay Memorial Evening College, Badki, Delha, Gaya

13. Ram Sharan Singh Evening College, Delha, Gaya

14. Ram Bhajan Paswan College, Gurua, Gaya

15. Dr. Zakir Husain Evening College, Sherghati, Gaya

16. Babulal Yadav College, Dobhi, Gaya

17. S.M.P. College, Fatehpur, Gaya

18. Santosh Kumar College, Sherghati, Gaya

19. D.P.S. Evening College, S.B.S. Colony Mustafabad, Gaya

20. Gurua Evening College, Gurua, Gaya

21. Sri Sitaram College, Khizarsarai, Gaya

22. Magadh Evening College, Vishnupad Road, Gaya

23. Prof. Vijay Shankar Rai Mahila College, Sherghati, Gaya

24. Bishwnath Singh College, Shobh, Barachatti, Gaya

25. Chandrashekar Janta College, Gaya

26. Sanjay Gandhi Mahila College, Gaya

27. Laloo Mandal College, Delha, Gaya

28. Gaya Evening College, Gaya

29. Maa Bageshwari College, Chhotki, Nawada, Gaya

30. Sanjay Singh Yadav College, Gaya

31. Sanjay Singh College, Kendui, Gaya

32. S.M. College, Bodh-Gaya

33. Mahabodhi College, Belaganj, Gaya.

34. Swami Dharnidhar College, Khushdihara, Paraiya, Gaya

35. Bodhi Satva Ramkriti Mahila College, Rajapur, Bodh-Gaya

36. R.P.S. Evening College, Lakshan Bigha, Kashta, Gaya

37. Laldhari Memorial Evening College, Gaya

38. Lalan Prasad Mission College, Tekari, Gaya

39. Swami Baijnath Sharan jee Maharaj College, Dubhal, Gaya

40. Shahid Baliram Singh Yadav College, Dobhi, Gaya



98

Sl.

No.

Name of the College

41. Shiv Bachan Yadav College, Pachanpur, Tekari, Gaya

42. Radha Krishan Sri Krishan College, Makhpa, Tekari, Gaya

43. Jitendra Prasad Sinha College, Solra, Paraiya, Gaya

44. A.B. Yadav College, Bodh-Gaya

45. Kamta Prasad Sinha College, Gaya

46. Girjanandan Prasad Ramchandra Chaudhari College, Fatehpur, Gaya

47. Shakuntla Uma Evening College, Katarihil Road, Gaya

48. Lalan Prasad Yadav College, Belaganj, Gaya

49. Jitendra Kumar Yadav College, Sherghati Road, Gaya

50. Mahesh Singh Yadav Evening College, Dirama, Gaya

51. Dr. Jagnath Mishra College, Mau, Tekari, Gaya

52. Mahila College, Tekari, Gaya

53. Rahul Sankrityayan College, Ismilepur, Khizarsarai, Gaya

54. Guru Binda College, Nawada

55. Mahila College, Warisaliganj, Nawada

56. Saptrishi Degree College, Rajauli, Nawada

57. Brahmdeo Singh Sumitra College, Bali, Nawada

58. Warsi College, Pandey Gangot, Kouakol, Nawada

59. Nardiganj College, Nardiganj, Nawada

60. Ram Lakhan Singh Yadav Evening College, Nawada

61. Sitaram Sahu College, Nawada

62. Krishak College, Devdha College, Pakriwaran, Nawada

63. Sri Krishan Memorial College, Nawada

64. Siya Balmiki Evening College, Dumrawan, Nawada

65. Agrwal Evening College, Purani Jail Road, Nawada

66. Ravikant Poonam College, Vindhwasini Nagar, Dosut, Nawada

67. B.L.P. College, Masaurhi, Patna

68. R.P.S. College, Beli Road, Patna

69. R.P.S. Mahila College, Beli Road, Patna

70. C.P Verma College, Simari, Bihta, Patna

71. B.B.M.B.G. Kanya Mahavidyalaya, Bihta, Patna

72. R.L.S.Y. College, Anishabad, Patna

73. P.N.K. College, Acchua, Patna

74. Jyoti Kunwar College, Fatehpur, Patna

75. Ram Rup Prasad College, Bhergawan, Patna

76. L.P. Shahi College, Patna

77. S.G.D.M. College, Patna

78. Oriental College, Patnacity.

79. D.N. College, Masaurhi, Patna

80. K.P.S. College, Nadawan, Patna

81. Kanti Indra Mahila College, Dighaghat, Patna

82. Dymanti Devi Mahila College, Khajpura, Patna

83. S.K.M.V. College, Fatuha, Patna

84. Patna Muslim Science College, B.M. Das Road, Patna

85. Bhuneshwari Raja College,

86. Bhatthawan, Barh, Patna

87. P.L.S. College, Masaurhi, Patna

88. N.J.S. College, Bakhityarpur, Patna



99

Sl.

No.

Name of the College

89. St. Xaviers College, Dighaghat, Patna

90. Danapur Degree Mahila College, Cant. Area, Patna

91. Sanjay Gandhi Mahila College, Patna

92. Patel Trimurti Evening College, Patna

93. Dr. C.P. Thakur College, Naubatpur, Chachaul, Patna

94. B.R.S.Y. College, Kanhauli, Patna

95. Gautam Buddha Evening College, Patna

96. Sant Sandhya Das Mahila College, Barh, Patna

97. Awadhesh Prasad Baijnath Evening College, Nadaul, Masaurhi, Patna

98. Mahila College, Bikram, Patna

99. R.L.S.Y. College, Paliganj, Patna

100. Firoz Gandhi College, Karbighya, Patna

101. R.P. College, Datina, Bikram, Patna

102. Roop Bihari Singh Basudeo Singh Mahila College, Punpun, Patna

103. R.S. Evening College, Izarta, Paliganj, Patna

104. Syed Nehal Ahsan Evening College, Barh, Patna

105. Sidhartha Mahila College, Boring Road, Patna

106. Bidya Evening College, Neura, Patna

107. Allama Eqbal College, Biharsharif, Nalanda

108. Soghara College, Biharsharif, Nalanda

109. Deo Sharan Mahila Evening College, Biharsharif, Nalanda

110. Snatak College, Islampur, Nalanda

111. Ram Lakhan Singh Yadav College, Biharsharif, Nalanda

112. Lal Singh Tyagi College, Biharsharif, Nalanda

113. R.P.S. College, Harnaut, Nalanda

114. Sardar Patel College, Hilsa, Nalanda

115. Magadh Mahavidyalaya, Chandi, Nalanda

116. Sadananad College, Biharsharif, Nalanda.

117. Mahatma Budha Hiraman College, Patuana, Biharsharif, Nalanda

118. Somari Harinath Mahila College, Hilsa, Nalanda

119. Mahabodhi College, Nalanda

120. Nalanda Sodh Sansthan and College, Biharsharif, Nalanda

121. G.D.M. College, Harnaut, Nalanda

122. K.S.T. College, Sohsarai, Nalanda

123. Ram Raj Singh Mahila College, Chandi, Nalanda

124. Vardhman Mahavir College, Pawapuri Nalanda.

125. Dr. Rayeez Azam Evening College, Biharsharif, Nalanda

126. Shilbhadra Makhdum Sandhyakalin, College, Silav, Nalanda

127. P.M.S. College, Paharpura, Nalanda.

128. R.L. College, Alinagar, Nalanda

129. Ram Lakhan Singh Yadav College, Jehanabad

130. Sri Ram College, Owa, Makhdumpur, Jehanabad

131. Sant Lochan Evening College, Jehanabad

132. Basudeo Baliram Muluk Rani College, Okari, Jehanabad

133. Tara Mahavidyalaya, Kako, Jehanabad

134. Maa Kamla Chandrika Jee Mahila College, P. Road, Jehanabad

135. Sri Krishan Mahila College, Jehanabad

136. Kamta Prasad Sharma Snatak College, Hulasganj, Jehanabad



100

Sl.

No.

Name of the College

137. Shambhu Musafir Yadav Evening College, Tehta Jehanabad

138. Anugrah Smarak College, Jehanabad

139. Magadh College, Shakurabad, Jehanabad

140. Roy Bahadur Ramchandra Ram Lakshi Narayan Mahila Evening College, Kurtha, Tehta,

Jehanabad

141. Jehanabad College, Jehanabad

142. Shahid Jagdeo Smarak College, Kurtha, Arwal

143. Fatehpur Sanda College, Fatehpur, Arwal

144. Kamta Prasad Sinha College, Kinjar, Arwal

145. Shiv Bachan Yadav College, Kinjar, Arwal

146. Mundrika Singh Yadav College, Kinjar, Arwal

147. Prof. Ram Naresh Singh Yadav Mahadalit Degree College, Arwal

148. Dr. Ram Narayan Prasad College, Arwal

149. Maa Panpati Jatan Evening College, Manikpur, Barhiya, Arwal

150. Jagrani Shlok Snatak College, Akraunja, Arwal

151. Swatantrata Sangram Senani Godani Singh College, Arwal

152. Sahdeo Prasad Yadav College, Karpi, Arwal

153. Sumitra Devi Yadav Mahadalit Degree Women's College, Arwal

154. Ram Charitra Singh College, Kurtha, Arwal

155. Sanjay Singh Yadav College, Rafiganj, Auranbad

156. Dr. K.K. Mandal Science College, Daudngar, Aurangabad

157. Ram Sharan Yadav College, Devkund, Aurangabad

158. Kusum Yadav College, Tarahi, Aurangabad

159. Ramdeo Prasad Sainik Mahila College, Haspura, Aurangabad.

160. Mahant Ramdhyan Das College, Deokund, Aurangabad

161. A.N.S.M. College, Aurangabad

162. Girish Mishra College, Aurangabad

163. Adhikar College, Silar, Aurangabad

164. Keshav Singh Yadav College, Aurangabad

165. Dr. Vijay Kumar Singh College, Rafiganj, Aurangabad

166. Mahila College, Daunagar, Aurangabad

167. Prof. Ram Naresh Singh Yadav Mahadalit Degree College, Daudnagar, Aurangabad

168. Prof. Ram Naresh Singh Yadav Alp-Sankhiyak Sah Atipichhra Degree College, Jasoia,

Aurangabad

169. Kameshwar Prasad Yadav College, Daudnagar, Aurangabad

170. Janta College, Labhari, Parsawan, Amba, Aurangabad

171. Maharana Pratap College, Deo, Aurangabad

172. Thakur B.D. Singh Jatna College, Akauna, Goh, Aurangabad

173. Mahila College, Murila, Amba, Aurangabad

174. Pravat Purush Dashrath Manjhi College, Chilki, Amba, Aurangabad

175. Bihar College of Pharmacy

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