Request for Proposal For Examination Management System KERALA TECHNOLOGICAL UNIVERSITY Prepared By: Registrar, Kerala Technology University th Date: 15 June 2015 Kerala Technological University 1 NOTICE INVITING TENDERS……………………………………………………………… 6 2 INTRODUCTION & OBJECTIVE .................................................................................. 7 3 ELIGIBILITY CONDITIONS .......................................................................................... 8 4 SCOPE OF WORK, DELIVARABLES .........................................................................10 4.1 SCOPE OF WORK .................................................................................................10 4.2 DELIVERABLES .......................................................................................................10 5 RESPONSIBILITIES OF THE UNIVERSITY ................................................................11 6 ESTIMATED VOLUME OF WORK ..............................................................................12 7 INSTRUCTIONS TO BIDDERS....................................................................................13 7.1 SALE OF BIDDING/ TENDER DOCUMENTS AND USE OF BID DOCUMENT ........................13 7.2 PRE-BID MEETING/ CLARIFICATIONS .........................................................................13 7.3 CHANGES IN THE BIDDING DOCUMENT .....................................................................13 7.4 PERIOD OF VALIDITY OF BIDS. .................................................................................14 7.5 FORMAT AND SIGNING OF BIDS ................................................................................14 7.6 TENDER FEES .........................................................................................................14 7.7 ELIGIBILITY DOCUMENTS .........................................................................................14 7.8 TECHNICAL DOCUMENTS .........................................................................................15 7.9 FINANCIAL BID SHALL INCLUDE THE FOLLOWING DOCUMENTS: - ..................................15 7.10 ALTERNATIVE/ MULTIPLE BIDS: ................................................................................15 7.11 BID SECURITY (EMD): .............................................................................................15 7.12 DEADLINE FOR THE SUBMISSION OF BIDS..................................................................16 7.13 WITHDRAWAL, SUBSTITUTION, AND MODIFICATION OF BIDS. ......................................17 7.14 OPENING OF BIDS ...................................................................................................17 7.15 SELECTION METHOD: ..............................................................................................18 7.16 RFP EVALUATION PROCESS………………………………………… ……….19 7.17 CLARIFICATION OF BIDS ..........................................................................................21 7.18 EXCLUSION OF BIDS/ DISQUALIFICATION. ..................................................................22 7.19 LACK OF COMPETITION ............................................................................................22 7.20 ACCEPTANCE OF THE SUCCESSFUL BID AND AWARD OF CONTRACT ............................23 7.21 INFORMATION AND PUBLICATION OF AWARD: .............................................................24 7.22 RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS. ......................................................24 7.23 PERFORMANCE SECURITY .......................................................................................24 7.24 FORFEITURE OF SECURITY DEPOSIT: .......................................................................24 7.25 SIGNING OF CONTRACT………………………………………………….…………..25 8 RFP RESPONSE REQUIREMENTS ............................................................................25 8.1 RESPONSE FORMAT (PROPOSAL FORMAT) ................................................................25 8.2 TECHNICAL PROPOSAL CONTENT .............................................................................26 8.3 COMMERCIAL/FINANCIAL PROPOSAL. ........................................................................26 9 RFP TERMS & CONDITIONS ......................................................................................28 9.1 LIABILITIES OF KTU .................................................................................................28 9.2 PROPOSAL PROCESS MANAGEMENT ........................................................................28 9.3 CONFIDENTIALITY & RFP OWNERSHIP .....................................................................28 9.4 SECURITY – NON DISCLOSURE AGREEMENT .............................................................28 9.5 BIDDER PRESENTATION ..................................................................................... 9 9.6 REFERENCES .........................................................................................................29 9.7 CONTRACT NEGOTIATIONS ......................................................................................29 Request for Proposal – Examination Management System 2 Kerala Technological University 9.8 SOLUTION / SERVICE ACCEPTANCE TESTING ............................................................29 9.9 IMPLEMENTATION SCHEDULE ...................................................................................29 9.10 PROJECT MANAGEMENT ..........................................................................................30 10 ANNEXURE-I: FUNCTIONAL/TECHNICAL REQUIREMENTS ...............................30 10.1 COMPLIANCE MATRIX ..............................................................................................30 10.2 WORKFLOW OF THE EXAMINATION MANAGEMENT PROCESS .......................................31 10.3 FUNCTIONAL REQUIREMENTS OF EXAMINATION MODULE: ..........................................32 10.4 SECURITY/PERFORMANCE REQUIREMENTS ..........................................................37 10.5 OTHER REQUIREMENTS ...........................................................................................38 11 ANNEXURE-II: BIDDER INFORMATION & REFERENCE ......................................40 11.1 BIDDERDETAILS ......................................................................................................40 11.2 STAFF DETAILS .......................................................................................................40 11.3 PRODUCT DETAILS ..................................................................................................40 11.4 FINANCIALS ............................................................................................................41 11.5 REFERENCE ...........................................................................................................41 12 ANNEXURE-III: LIST OF COLLEGES IN SCOPE ...................................................42 13ANNEXURE-IV:DRAFT SLA AND DRAFT MSA…………………………………… 46 Request for Proposal – Examination Management System 3 Kerala Technological University ABBREVIATIONS AB Answer Books BG Bank Guarantee CERT Computer Emergency Response Team DC Data Centre DR Disaster Recovery EE External Examiner EMS Examination management system IE Internal Examiner FRS Functional Requirement Specifications IT/ICT Information and Communication Technologies KTU Kerala Technological University MCQ Multiple Choice Question MSA Master Service Agreement OEM Original Equipment Manufacturer / Original Licensor of EMS Solution QP Question Paper QPM Question Paper Moderator QPR Question Paper Reviewer QPS Question Paper Setter RFP Request for Proposal EMD Earnest Money Deposit NIT Notice Inviting Tender Service Provider. The terms Systems Integrator/ Implementation Partner / Bidder are also used interchangeably. In case of a consortium, lead SP/SI bidder. PBG Performance Bank Guarantee PMU Project Management Unit SPOC Single Point of Contact SRS Software Requirements Specification. COTS Commercial Of The Shelve IT Information Technology ICT Information and Communication Technology SLA Service Level Agreement STQC Standard Testing and Quality Certification SGR Semester Wise Generated Revenue UAT User Acceptance Testing CE Chief Examiner DSC Digital Signature Code PoA Power of Attorney NPV Net Present Value Request for Proposal – Examination Management System 4 Kerala Technological University BC Business Continuity BoQ Bill of Quantity CVC Central Vigilance Commission Request for Proposal – Examination Management System 5 Kerala Technological University 1. NOTICE INVITING TENDER Tender Reference No: KTU/P/768/2015(1) Date: 03-08-2015 KTU hereby invites fresh bids from interested firms for providing a web enabled integrated Examination Management System and related services. Interested firms may download the „Request For Proposal for Examination Management System‟ from the KTU website: www.ktu.edu.in.andhttps://etenders.kerala.gov.in. The last date to submit the bids is 14 – 08 – 2015, 10 am Registrar KTU Tender Processing Fee Rs. 26250/- (Including Taxes) Tender Inviting Authority and Contact Registrar, Kerala Technological University, CET Campus, Person Thiruvananthapuram – 16 Nature of Project Work Examination Management System Tender Reference KTU/P/768/2015(1) Availability of Tender Documents (RFPs) Available to interested bidders as per advertisement referred above. List of Tender documents (RFPs) Document titled „Request For Proposal for Examination Management System‟ Date of release of tender