BIDDING DOCUMENTS FOR ACQUISITION & IMPLEMENTATION … · 2020. 5. 25. · page 1 of 31 hazara...

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HAZARA UNIVERSITY, MANSEHRA

OFFICE OF THE PROCUREMENT OFFICER

Phone No. 0997-414178, Fax No. 0997-414111

www.hu.edu.pk, [email protected]

BIDDING DOCUMENTS FOR ACQUISITION & IMPLEMENTATION OF HAZARA

UNIVERSITY CAMPUS MANAGEMENT SYSTEM (HCMS)

Tender Reference: HU/PO/2020-21/06-11

Technical Bid will be opened on Tuesday, June 09, 2020 at 1400 hrs in the conference room of

Administrative Block of Hazara University, Mansehra. The Bids complete in all respect should

reach to the Procurement Office Hazara University, Mansehra on or before Tuesday, June 09,

2020 at 1300 hrs.

Name of the Company / Dealer: (Block Letter):

_____________________________________________________________________________

_____________________________________________________________________________

Address of the Company / Dealer: (Block Letter):

_____________________________________________________________________________

_________________________________________________________________________

SIGNATURE AND SEAL

Telephone No: Fax:

E. mail:

Tender Fee of Rs.2,000/- (Non-Refundable) vide Demand Draft / Pay order No: date

http://www.hu.edu.pk/

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1. ABOUT THE HAZARA UNIVERSITY, MANSEHRA

Hazara University, Mansehra is a public sector University. The University is providing affordable quality

education to groom future leadership attributed with strong national character and professional expertise

for various domains of national life.

The mission of Hazara University is to impart knowledge in the fields of emerging and social sciences as

well as liberal arts inculcating the universal values of truth, beauty and goodness among the younger

generations, on the one hand, and to provide a befitting research base for contributing original research to

the world research pool for the service of mankind, on the other. It further aims at imbuing the students

with higher and nobler ideals of Islam and socializing them into well-rounded persons ever ready to serve

their own nation, the Ummah and humanity at large.

2. OBJECTTIVE OF THE ASSIGNMENT

The objective of this assignment is to identify and select a Software Development firm or IT vendor with

proven experience of development and implemention of University Management System (UMS). The

PROPOSER will provide off-the-shelf solution which can be deployed and implemented in a shortest span

of time. The PROPOSER will perform an analysis of the Hazara University’s current environment,

business processes and organizational strategy prior to the deployment of the software.

The high-level objectives of UMS are as follows:

1. Off-the-shelf solution, with liacence and all rights and previlages, to satisfy data mamagement

requirments of the University and its scalabitity and expandibilty;

2. Deveoplment a software from starch as per data management requirements of the University. This

will involve all steps of software design from requriment gathrings, analysis design, coding to the

quality testing, successful implementation & operation and after sale maintenance and sacalitiy and

expendibitlity.

The PROPOSER will perform in depth complete analysis of the Hazara University’s current environment,

business processes and organizational strategy prior to the deployment/development of the software. The

PROPOSER will also provide;

a) All information about the proposed plateform for the software and its viabilitiy;

b) Source code availabilty and liacense to use it as per the Univesity needs;

c) Training manuals and methods to efficiently use, update and expand the software;

d) Complete information about the trained men power required for successful and smoothly operation

and maintenace the software

e) Any hardware or networking requirement of that software

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f) Complete and detailed Gantt Chart reflecting all activities and required time for completion of each;

g) Any other information not mentioned above (a to f), but required for software optimal design,

coding, implementation and maintenance.

The high-level objectives of UMS are as follows:

• It must be an Integrated software application system for process management;

• It must meets all standards requirements for coat effective implementation of the a student lifecycle

• It must be an effective and efficient solution to the requirements of the University;

• It must be a self-sustainable and cost-effective solution; It must be scalable and expandable and

caters data management needs of the University for the next 10 years atleast;

• Source code of the software must be provided to the University for future updation, expension and

scalabilty.

• The succeffull implementation of the system culminate in achieving paper less efficient, effective

and user friendly healthy working environment;

• Ensure state of the art service level and coordination among all functional hierarchical

compoments of the university; i.e departments, sections etc.;

• It must optimally reduce processing time by effective automation of workflow at all levels of

University functional Hierarchy.

• It must facilitate faculty, students, officers and staff to smoothly, efficiently and effetively

accomplish their respective data processing and report generation.

• It must have facilities for Integration with the banks to productively streamline all required

financial and accounting process, with FBR, KPRA, KPPRA, KPITB and Hazara University’s

websites;

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3. TERMS OF REFERENCE (TOR)

Hazara University intends to have University Management System (UMS) with desired Attributes/Modules

at Data Centre of its Main Campus. Users of Main Campus will access these centralized web-based services

through intranet platform, however; remote users of sub campuses will access these services through

Pakistan Education and Research Network (PERN) which is a high speed network of Higher Education

Commission (HEC) of Pakistan and is being used for inter-site connectivity and remote site users of sub

campuses will also access these services through internet as well”.

A.The main components and deliverables of the assignment are as follows:

1. A smoothly and efficiently operating user friendly state of the art Software System having all

desired Attributes/Modules and with all documentation & training required for implementation,

operation, maintance, scalability and expandibility of the system, to the entire satisfaction of the

Hazara University.

2. Parrallel satisfied operation of the system for a time period of 06 to 09 Months dully certified by

the Univesity;

3. Technicall support service for 03 Years without any additional maintance or operational cost.

B. In Scope Locations

Following is the list of in-scope locations:

i. Hazara University Garden Campus (Main)

ii. Battagram Campus

iii. Affiliated colleges

iv. Private candidates/Distance learning candidates

v. All Banks

vi. Federal Board of Revenue (FBR), KPPRA, KPRA, KPITB & HEC etc.

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4. ELIGIBILITY CRITERIA

Following particulars/documents make merit for assessment of eligible bidders;

S.NO

DESCRIPTION

REMARKS

1 Certificate of Company / Firm Registration/ Incorporation under the laws of

Pakistan

Mandatory

2

Government-owned enterprises in the Purchaser’s country may participate only if they are

legally and financially autonomous, if they operate under commercial law, and if they are

not a dependent agency of the Purchaser.

Mandatory

3

Valid Income Tax Registration (NTN). Must be on Active Tax Payer List of FBR.

Mandatory

4

Valid General Sales Tax Registration.

Mandatory

5

Valid Khyber Pakhtunkhwa Revenue Authority (KPRA) Registration Certificate.

Mandatory

6

Submission of undertaking on legal valid and attested stamp paper mentioning that the firm

is not blacklisted by any of Provincial or Federal Government Department, Agency,

Organization or autonomous body anywhere in Pakistan.

Mandatory

7

Time Line for completion of work on all modules is forty-five (45) days from the date of

issuance of work order. Minimum will be given preference.

Mandatory

8

Affidavit on stamp paper to the effect that 2% bid security (Without indicating the

amount) in shape of DD/Pay Oder in the name of Treasurer Hazara University

Mansehra in original available in Financial Bid.

Mandatory

9

The bidder should have strong understanding of UMS and extensive experience with

academic institutions of at least medium size university, preferably in public sectors.

Mandatory

10

The bidder should have completed at least 1 successful implementations of UMS software

preferably in universities of at least similar nature and size.

Mandatory

11

Proof that the PORPOSER is original owner of the software or authorized dealer (Annex–A)

(installation/commissioning/training undertaking by original equipment/software

manufacturer)

Mandatory

12

Client’s Reference(s) of similar work experience as mentioned in (Annex-V (reference list of

similar nature completed projects)).

Mandatory

13 CVs of key personnel (along with the certificates)

Mandatory

Documents regarding “Eligibility Criteria” should be enclosed with Technical Bids. Hazara University may

ask clarification/additional documents other than mentioned above till the opening of Financial Proposal.

The preliminary examination will be conducted on a Responsive or non-responsive basis. Only bids

which have been rated "responsive" in the preliminary examination of bids shall be considered for further

evaluation.

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5. TECHNICAL EVALUATION CRITERIA AND SELECTION PROCEEDURE

S.

NO DESCRIPTION REMARKS

1. Compliance to Specifications:

➢ 90-100% compliance with End User's specifications: (16 to 30)

➢ 80-89% compliance with End User's specifications subject to Main Function is NOT Affected.

(10 to 15)

30

2. Special Feature (s) and additional Modules NOT mentioned by the End User's, provided by the firm

which enhances the feature and function (s) of the service(s)

15

3. Past experience over the last seven years in performing similar services to large academic clients.

Please include the year, key scope objective(s), and UMS (along with the list of modules) that your

firm implemented, include the names of the project manager, team members and their roles.

The firm’s ability to complete the work and produces the required products in a timely fashion and the

ability to present any necessary reports and recommendations to University. This section should

contain the description of at least one (1) successfully completed project in the last seven (7) years,

including the name of public sector educational institution for which work was performed, general

description of the scope of work, budget, name and contact information of agency representative

responsible for the project.

{Also attach

work

completion

certificates}

10

4. Current work in hand of at least one entire UMS project in other University. Details of the project

along with Work Order & Agreements are compulsory. {Also attach copies of work order}

10

5. A statement identifying the names of key personnel that will be assigned to this project, including their

titles, length of relevant experience (name of projects executed in education institutions and task

performed), qualifications and proof of certifications for the products and services being offered (attach

resumes). Please include the PROPOSER’s ability to adequately and consistently staff the project with

the same team.

05

6. Outline methodology, planning, design and execution strategies that will result in the analysis, design,

implementation, and training of UMS that are practical to the University. Include a detailed plan for

the services to be provided, along with deliverables to be provided at each step, with a

corresponding timeline, including meetings with University officials. The work plan should be

consistent with the scope of work presented above, however; the PROPOSER may suggest

changes where appropriate.

10

7. Official Partner of the proposed program 05

8. Presence of Local Office in Islamabad and/or (Peshawar or KPK). Bidder(s) shall provide Office

Address Proof.

05

9. Ann ua l Au di t ed rep or t s o f l a s t f in an cia l y ear 05

10. Cover letter along with Annexure-B; The cover letter should a l so introduce short synopsis of

the proposal and credentials to deliver the services sought under UMS.

05

TOTAL TECHNICAL MARKS 100

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5.1. SELECTION PROCEDURE

The objective of this section is to define the steps and procedures that shall be adopted for the

award of the tender to the Selected Bidder. Following procedures will be followed for the

Selection of the successful bidder;

i. In the first stage, only Technical Proposals will be opened in the presence of the bidders’

representatives who choose to attend.

ii. Technical evaluation of the bids shall be based on the information provided in the respective

Technical Proposals.

iii. As a part of technical evaluation, bidders will be asked to conduct, on a prescheduled time, a

Presentation/Demonstration/Proof of Concept.

iv. On the basis of technical evaluation, the Financial Proposal of only technically responsive

bidders (qualified bidders) will be opened in the presence of their representatives if they choose

to attend.

v. For the overall evaluation the weightage of Technical and Financial proposals shall be 70% and

30% respectively.

vi. In order to qualify on Technical responsiveness, bidders must fulfill all the requirements as laid

down in the Technical Evaluation Criteria and secure at least 65% of the overall weightage

assigned to the Technical Proposal.

Note:

• Bidders should read these conditions carefully and comply strictly while

sending their tenders.

• If the Tenderer find any discrepancy, error, or omission in the tender Documents

he may notify it to Hazara University, Mansehra in writing before / pre-bid

meeting.

• The University reserves the right to accept or reject any or all tenders fully or partially

as per provision available under Rule-47 of the Khyber Pakhtunkhwa Public

Procurement of Goods, Works and Services Rules, 2014 and invoke Rule-48 of the

said Rules for re-bidding. The University reserve the right to cancel all the bids where

quoted price exceed estimated cost / or market value as per provision available under

Rule-47.

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6. TERMS & CONDITIONS OF TENDER

1. Single stage/two envelope bidding procedure shall be applied in response. The envelops shall be marked as

“TECHNICAL PROPOSAL” and “FINANCIAL PROPSAL”. The financial proposal of bids found

technically non-responsive shall be returned unopened to the respective bidders. Technically responsive

bidders shall be informed and their financial bids shall be opened after informing the technically responsive

bidders. The envelopes shall contain;

• Technical Proposal-(1 Original +1 Copies + 1 DVD/USB) in first envelope

• Financial Proposal - (1 Original) in second envelope

2. Rs.2,000/- in form of DD/Pay Order in Favour of Treasurer Hazara University, Mansehra. In case of Tender

Documents are downloaded from University website (www.hu.edu.pk) it should be submitted along with

Pay Order/ Demand Draft of Rs. 2,000/-. (To be attached with Technical Proposal. No bid will be accepted without

Tender Document fee.

3. 2% amount of total bid price (be attached with Tender form) in the form of DD/Pay Order in Favour of Treasurer

Hazara University Mansehra

4. (Technical & Financial Bids) shall be submitted on or before Tuesday, June ,9 2020 at 1300 hrs to the

Procurement Office, Hazara University, Mansehra. The bids will be opened on the same date at 1400 hrs. in the

presence of the bidders or their representative who wish to be present in the Conference Room of Administrative

Block of University.

5. The Employer may, on his own motion or at the request of any prospective Bidder/Supplier(s), hold a pre-bid meeting

to clarify issues and to answer any questions on matters related to the Bidding Documents. All prospective

Bidder/Suppliers or their authorized representatives shall be invited to attend such a pre-bid meeting. The

Bidder/Suppliers are requested to submit questions, if any, in writing so as to reach the Employer on or before pre-

bid meeting i.e Tuesday, June 02 2020 at 1400 hrs in the Conference Room of the University.

Any modification of the Bidding Documents hereof which may become necessary as a result of the pre-bid meeting

shall be made by the Employer/ exclusively through the issue of an Addendum on Hazara University’s website

and not through the minutes of the pre-bid meeting. Absence at the pre-bid meeting will not be a cause for

disqualification of a Bidder/Supplier.

6. Bids received after the due date and the specified time (including the extended period if any) for any reason

whatsoever, shall not be entertained and shall be returned unopened. No correspondence will be entertained on

this matter. The University shall not be responsible for any postal delay or non-receipt/non- delivery of the

documents. No further correspondence on the subject will be entertained. The University reserves the right to

modify and amend any of the above-stipulated condition/criterion depending upon project priorities vis-à-vis

urgent commitments.

7. The Proposal should be filled by the bidders in English language only. If any supporting documents submitted are in

any language other than English, translation of the same in English language is to be duly attested by the Bidders.

For purposes of interpretation of the documents, the English translation shall govern.

8. Any dispute arising during course of completion of assignment will be referred to the Vice Chancellor of Hazara

University, Mansehra and his decision will be final and binding upon the bidder


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9. Bid security shall be kept sealed in the financial proposal. The bidder(s) are also required to keep an affidavit in

the technical proposal stating that a bid security amounting to 2 percent of total amount, without indicating the

figure in the letter, has been placed in the financial proposal. Otherwise the technical proposal will be considered

non-responsive and will be returned to the bidder(s) after being examined by the University Purchase Committee.

10. The winner of bid shall submit a performance guarantee @10% of the total won bid amount in form of demand

draft/pay order/Bank Guarantee in favor of Treasurer Hazara University Mansehra. Performance guarantee will be

released after successful completion of 100% work. However, retention money @10% of the total amount will be

deducted from the bill which will be released after successfully lapse of warranty / defect liability period from the

effective date of taking over certificate.

11. Warranty:

Limited Media Warranty. The Developer warrants that, for a period o f 3 years following delivery of the

Software, the media upon which the Software is delivered will be free from defects in materials and workmanship

under normal use.

The Developer's sole obligation in this regard will be to provide the purchaser with a performing copy of the

Software without costs to the purchaser within a reasonable time (within one month) following the purchaser

written notice to the Developer of the defect.

Limited Support Warranty. For a period of three (03) years following the deployment of the Software,

the Developer shall perform its maintenance and support services consistent with generally accepted industry

standards, but only if the Software is installed and operated in accordance with the Developer's documentation

and other instructions.

Limited Performance Warranty. The Developer warrants that, for a period of three (03) years starting on the

date of deployment of the Software, the Software will perform substantially in accordance with the functional

specifications set forth in the documentation, but only if the Software is installed and operated in accordance with

the Developer's documentation and other instructions.

If the Supplier, having been notified, fails to remedy the defect(s) within the specified period, the Purchaser

may proceed to take such remedial action as may be necessary, at the Supplier’s risk and expense and without

prejudice to any other rights which the Purchaser may have against the Supplier under the Contract.

12. The bidder shall indicate in his offer, list of items / modules with prescribed specifications / features etc, the unit

price and total bid prices of each items / modules (Total price must Include transportation, insurance, fixing, placing,

demonstration, testing, training, deputation of staff for atleast three years and all Government taxes etc). Taxes levied

by the Government, if any, shall be recoverable from the bidder as per rules. The Price should be quoted in Pakistani

Rupees.

13. No advance payment will be made as per Government rules. The payment will be made to the supplier after

completion of entire work. The retention money / performance guarantee will be released after successfully laps of

warranty / defective period. As per mutual agreement, payment may be released as per following breakup;

• 20% Submission of System Analysis Document & System Requirement Specification

• 30% upon Deployment of Project.

• 40% after complete deployment/training of Complete System at Hazara University, Mansehra per contract.

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• 10% after successful completion of warranty / defect period.

14. Liquidated Damages: If the Supplier fails to deliver any or all of the Goods or to perform the Services

(modules/software/training/documentation etc.) within the period(s) specified in the Contract, the Purchaser shall,

without prejudice to its other remedies under the Contract, deduct from the Contract Price, as liquidated damages,

0.5% of the total amount of the Contract per week, up to a maximum of 10% of the total amount of contract. Once

the maximum is reached, the Purchaser may consider termination of the Contract.

15. Force Majeure: The Supplier shall not be liable for forfeiture of its performance security, liquidated damages, or

termination for default if and to the extent that it’s delay in performance or other failure to perform its obligations

under the Contract is the result of an event of Force Majeure.

For purposes of this clause, “Force Majeure” means an event beyond the control of the Supplier and not involving

the Supplier’s fault or negligence and not foreseeable. Such events may include, but are not restricted to, wars or

revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes.

If a Force Majeure situation arises, the Supplier shall promptly notify the Purchaser in writing of such condition

and the cause thereof. Unless otherwise directed by the Purchaser in writing, the Supplier shall continue to

perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative

means for performance not prevented by the Force Majeure event.

16. Offer should be valid for 60 days from the date of opening of tender.

17. The Purchaser may at any time terminate the Contract by giving written notice to the Supplier if the Supplier

becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the Supplier,

provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will

accrue thereafter to the Purchaser.

18. The bidder(s) shall quote their best delivery period and following deliverables are expected from this project:

i. Detailed plan for the project execution

ii. Requirements Specification Document(s) and their Design Document(s) based on Requirements Specification,

Installation, configuration, customization, and integration covering the scope of the project System’s documentation

in the form of installation and configuration guides, user and administration manuals etc.

19. If the acceptance of tender issued during the validity period of the tender is not accepted by the bidder. The

Earnest Money shall be forfeited.

20. Any overwriting/crossing, etc. appearing in the offer may be properly signed by the person signing the tender. All

pages of the tender must be properly signed & stamped. Offer with any overwriting/use of Blanco shall not be

accepted in any circumstances.

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21. Deliverables: Two copies of final version, hard copy along with soft copies on CDROM shall be given to Hazara University,

Mansehra. The document must have the following: - A Complete Analysis details

• Database design

• Data dictionary with complete meta data

• Complete System Design and Complete final version of Source Code along with details and liacencse of the language /

tool used for developing software system.

• Input forms / screens

• Output report formats

• Screens for queries

• Codification-naming convention.

• Design methodology

• Inter system linkages/ interfaces

• Security and backup considerations

• System Manuals (Hard Copy + Soft Copy)

• User Manuals (Hard Copy + Soft Copy)

• Detailed Training Material for all modules covered in the project and trainings for all leels of users.

• Hardware and Software platforms available at the University Scanner and necessary software (to be suggested by the

tenderer)

22. In case, the bidder fails to execute the contract strictly in accordance with the terms and conditions laid down

in the contract, the security deposited by him shall be forfeited.

23. Any conditional, ambiguous, incomplete, supplementary or revised offer after the opening of tender, shall not be

entertained.

24. Bidders shall have office in Islamabad or Khyber Pakhtunkhwa.

25. The contractor shall not assign or sub-let his contract or any substantial part thereof to any other agency.

26. The evaluation will be based on the comparison specification/ modules/ features, technical team, past experience and

software etc. The University reserves the right to add any other modules / features at its own discretion / requirement

without any additional cost on University.

27. Any overwriting / crossing etc. appearing in the offer, may be properly signed by the person signing the

tender. All pages of the tender must be properly signed.

28. After Sale service and proper training must be guaranteed for a period of atleast three years. Successful bidder

will also depute technical team to the Hazara University during the entire warranty period without any additional

liability on Hazara University. (Attached with Technical proposal)

29. From amongst the “Technically Responsive” bids the one found highest scorer for the cumulative value of both

Technical and Financial scores (Score on Technical Evaluation + Score on Financial Evaluation), will qualify for the

award of tender.

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30. The university reserves the right at the time of award of contract to increase or decrease the number of modules

and their features.

31. Within a week of receipt of contract, the successful bidder shall sign the contract and return it to the University.

32. Bidder shall be bound for complete installation/commissioning, proper training and indoor availability of technical

staff for atleast three years Free of Cost on site (At Hazara University, Mansehra).

33. Work order/ contract will be issued subject to the availability of funds.

34. The bidders are required to submit the company profile including Technical, Engineering, managerial

capabilities after-sale service and past experience / performance along-with their Technical bid and also list of

reference installation in Pakistan for similar equipment. (Attached with proposal)

35. Modules &features mentioned at section No-8 under the heading “Hazara University Management System

(HUMS)” are minimum. Maximum Modules & features in each module may increase / decrease as per actual

requirement of the University without any additional cost on the University.

36. The formal Agreement between the Employer and the successful Bidders shall be executed as per instructions of

tender documents within 14 days of the receipt of the Contract Agreement by the successful Bidder(s) from the

Employer. The Contract form is provided at Annexure-D, which may be modifiable as per mutual consent of both

the parties.

37. The successful bidder shall be responsible for complete installation / commissioning / training and shall also depute

of team to Hazara University, Mansehra to upgrade the modules and features as per actual requirement of the

University for a warranty period of three years without any additional cost and shall provide undertaking as per

Annexure-F.

38. All the bidder(s) are required to regularly visit Hazara University website www.hu.edu.pk for time to time

notifications / information and updates about the tender process.

7. SPECIAL / MANDATORY CONDITIONS

• Refurbished or Grey smuggled products / software will not be accepted in any case.

• Manufacturer’s Authorization Letter (Where applicable) will be provided by the bidder(s). The same shall

be verified with the Manufacturer / issuing authority.

• Any product inferior to the given specification / University requirement shall be disqualified straight away.

• Compliance sheet must be provided by the bidder along with the quotation

• Specification shall be equivalent or higher.

• The modules alongwith its features once approved may be changed with another one (Not available in

tender documents) as per actual requirement of University without any change in price once approved.


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8. HAZARA UNIVERSITY – CAMPUS MANAGEMENT SYSTEM (HCMS)

8.1 CAMPUS MANAGEMENT SYSTEM Hazara University, Mansehra intends to develop a comprehensive information system to computerize all functions

performed at the university including the entire student lifecycle starting from the admissions to graduation, HR,

Finance, Examination and others. The whole system shall be divided into two major parts: CMS (student information

system) and University Management Information (UMS) (to manage and automate all functions at the university for

smooth running of the business). As this is a long-term solution, therefore, the database engine and other technical

aspects of the HCMS should also be identified and acquired so that university has no problem in future.

8.2 TITLES OF THE MODULES AND SUB MODULES

Titles of the modules and sub modules are given in below table;

Unit# Title of the Module Type CMS/UMS

1 Core Module CMS/UMS

2 Access to data and Security

Management of the System

UMS

3 Admission Module CMS

4 Academic Module CMS

5 Online Learning Module CMS

6 Student Portal Module CMS

7 Student Financial and Scholarship CMS

8 Student Services Center (SSC) Portal UMS

9 Examination Module UMS

10 Hostel Management Module CMS/UMS

11 Library Management System Module UMS

12 Human Resource Management UMS

13 Financial, Payroll, Store & Inventory Management UMS

14 Planning and Budget Management UMS

15 Project Management UMS

16 Repair and Maintenance and Record of

Buildings

UMS

17 Campus Accommodation and House Management System

UMS

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18 Transport Module UMS

19 Job Portal – Module UMS

20 Data Migration UMS

21 Collaboration Details UMS

22 Document Manager UMS

23 Historical Events and its records UMS

24 Quality Enhancement Cell (QEC) UMS

25 Office of Research, Innovation and Commercialization (ORIC)

UMS

26 Sports Management System CMS

27 Affiliated Colleges UMS

28 Alumni Association UMS

29 Question Bank and Paper Generator for Entry test and other tests and examinations.

CMS/UMS

30 Staff Welfare Module UMS

8.3 TECHNOLOGICAL ASPECT:

All those who want to take part in tender process must also propose the technical platform which will be used to

developed the whole system. The rapid changes in the technology should also be brought into consideration for

future sustainability of the system.

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8.4 CMS – STUDENT INFORMATION SYSTEM:

The functionalities of the CMS can divided into the following modules/sub-systems:

Unit # MAIN MODULES & MAJOR FEATURES

(CMS/UMS)

UNIT

COST

Total amount (Inclusive of all

charges, taxes, support cost

during warranty period, demo,

testing, training etc)

Unit

No. 1

Core Module: (CMS/UMS)

Setting up basic academic and administrative rules related to the

Student information system. For example:

• System of Education setting up - policies, rules and regulation

• Campuses

• Affiliated Colleges

• Private and external students

• Faculties, academic departments, centers, degree programmes,

diploma and certificates courses

• Outcome based Education (OBE) • Data Security and access control • Back-up

Unit

No. 2

Access to data and Security Management of the

System: (UMS)

• Access should be provide to all users as per their

need and role to various data and information with

full privacy and confidentiality.

• A complete list of users with their requirements will be

provided to the developer by the university.

• Maintaining record of each transaction and operation on

the data

• Maintaining of log files

• A mobile Apps shall also be developed for this purpose.

Unit

No. 3

Admission Module: (CMS)

The following functions shall include under the Admission

Module:

• Online Registration of the candidates for the admission to

various academic programmes.

• Online Submission of admission form/application in one or

more than one programs or a single application with

multiple options available to the candidates. Uploading

required information to the system will be part of this

module.

• Application processing

o Evaluating applications using rules and regulations for

admission to various academic programmes

o Generation of merit-list and waiting lists as per the

university requirements.

• Linking the admission system with other systems available

or to be developed by the university in the future as per the

requirements of the university.

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• Generation of fee slip, deposit details and linking the

system with the Banks in asynchronous and synchronous

modes.

• Linking the admission system with the third party testing

system.

• Admission Analysis, i.e, trends of application in each

programme, etc.

• Generation of various reports as per the requirements of the

University including .

Unit

No. 4

Academic Module: (CMS)

• Catalogs and Curriculum of each degree programme as per

the university approved policy.

• Keep record of various activities such as versions of

approved curriculum, equivalence of courses, transfer

students’ option, cross-coded courses, and maintaining list

of non-credit courses.

• Enrollment as per the university requirements

(requirements will be given by the User that how students

can be enrolled in the system).

• Grading schemes and linking it with OBE.

• Student portal to be linked with this module.

• Graduation Processing (registration for convocation,

medals, other certificates, academic costume, fee, etc)

• Planning for semesters as per the academic calendar

• Pre-registration by students

• Teacher and course information offered in various semester

• Faculty and Facility to assign teachers with courses offered

in the semester of the specific batch.

• Facilities and support for various functions required during

a semester such as add & drop of courses, withdrawal of

courses, System should support the replacement of an

abolish course with an equivalent course (if any).

• Student Attendance System sub module as per the

university rules and regulations.

• Student’s Academic Advisory System

• Students’ Counselling session by the Academic Advisors

• OBE concept shall be incorporated to the academic

(curriculum of each degree programme) – ELOs, PLOs,

CLOs and other principles of the OBE based shall be

incorporated

• All required function of the OBE based system such as

Mapping of various LOs, remedial process, grading, and

others shall be incorporated.

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Unit

No. 5

Online Learning Module: (CMS)

The university has already developed LMS based on Open

Source Software which should be integrated with the CMS

by including more sophisticated features such as video/audio

lectures, zoom connectivity and course management. This

module should also be linked with the student portal and

academic modules to share data for the users.

Unit

No. 6

Student Portal Module: (CMS)

The main purpose of this module to provide services to

student and their parents to view data concerning to them. A

flexible module should be developed so where new features

(reports) can be added. Some of the following common data

which shall be made visible to students through the system:

• Personal information

• Course enrollment status

• Updated Class schedules and timetable

• GPA and other marks

• Attendance Status in each course

• Dues Status - paid and outstanding

• Printing vouchers etc,

• Review all financial transactions made by the student

Unit

No. 7

Student Financial and Scholarship: (CMS)

In order to facilities students and candidates (external

candidates for examination) who would like to pay dues or

other amount, a comprehensive module would be required to

handle this important matter through automatic means. The

following should have the following features and performing

tasks, which are listed below:

Prominent features

• Making payment through online system

• Linking modern payment methods such as auto payment

from ATM, Credit Cards and through mobile companies

payment systems (JAZZ, Easy paisa, etc).

• Payment Alert for students and finance dept of the

university.

Functions:

• Generating tuition & other Fees vouchers and bills for

students and candidates for various types of activities such

as test fee, admission fee, examination fee, etc.

• Hostel payments management

• Creating students payment plans along with installment

and/or discount as per the rules.

• Miscellanies (fine, freezing , wavier etc.) as per the

university requirements.

• Managing Student Account and generating messages as

per the university requirements.

• Financial Aid and Scholarship (an independent sub-

module to be created for this purpose). The scholarship sub

module should include all functions required from the

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announcement till the award of scholarship.

• Various reports as per the university requirements.

Unit

No. 8

Student Services Center (SSC): (UMS)

• Online Application System for student where student

should be able to submit any application for academic and

non-academic matters.

• Processing of student application by the SSC staff.

• Making decision on the application by relevant officer or

section.

• Communication of decision to student

• Student’s Appeal System: student may launch appeal

against any decision as per the rules and regulations of the

university.

Unit

No. 9

Examination Module: (UMS)

• In addition to the Academic Module stated above, an

independent module for the examination section will be

created with the following functions:

• Planning and announcement of Examination schedule

• Fee/Payment of examination to be integrated with the

Students’ finance as shown above.

• Allocation of invigilation staff along with the TA/DA (if

any).

• Conduct of exam including all function starting from

issuing of admit card/roll number slip and till

announcement of results.

• Generation of Degree, transcript, and other certificate as per

the requirements.

o Issuing of degree after completing all formalities

through the integration of this module with the

students’ finance and academic.

o Auto issue degree and transcript system (Vice

Chancellor and others).

o Watermarking on the printed degree and transcript

o Various report as per the examination

department requirements.

Unit

No.

10

Hostel Management Module: (CMS/UMS)

The university provides hostel facilities for both male and

female students. The following functions shall be required

for the Hostel Management Module:

• Application for hostel during the admission time (while

candidates applying for admission should opt for the

hostel).

• Allotment of hostel based on the merit as per the

university rules and regulations

• All routine matters/functions shall be included from

hostel fee, food, change of room, availability of rooms,

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discipline matters, in-out record, permission to leave

hostel especially for female student, mess management,

etc.

Unit

No.

11

Library Management System Module: (UMS)

• Configuration of Koha with all functions (issue, return,

circulations, etc.) at the university

• Integration of Koha with other system/module

• Digital Library

• Thesis and research Repository

Unit

No.

12

Human Resource Management: (UMS)

A comprehensive module shall be developed to provide

useful information and support the university

management to make decision regarding the HR System.

A well taught Decision Support System (DSS) shall be

developed.

Major Functions:

• Development of HR Database and migration of the

current data into the system.

• Hiring and need based assessment as per rules and in the

light of the existing HR available.

• Job Portal shall be developed as per the HU Statutes and

rules.

• Implanting new hired personnel

• HR Module shall include all functions required from

hiring till Retirement

• Auto Leave application based on DSS

• Auto NOCs issuing system for different situation based

on DSS

• Request forms for GP fund and other matters through

online system.

• Auto Housing Allotment based on DSS

• Auto billing system for services at the University

(including canteen, transport, etc).

• Various HR Reports as per the requirement of the

university.

Unit

No.

13

Financial, Payroll and Store Management: (UMS)

Financial unit plays a vital role in the success of the

universities in modern ages. A well taught financial module

would be required to provide support to the management

to make appropriate and timely decisions. Preparation of

budget, planning for new activities, purchases, and financial

analysis of the various units of the university shall be

included in this module. The Finance module shall include

the following sub-module also:

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1. Payroll

2. Store

3. Procurement

Note: Open source software or licensed based (with a

reasonable annual subscription or one time cost) can also be

used for this module which can be then integrated with all

other modules every it is applicable and required.

Major Functions:

• Integration of all fee collections to the finance of the

university.

• Development of budget as per the required format.

• Live Dashboard to show the update status of each major

budget head to Vice Chancellor and other designated

managers.

• Record of all transactions.

• Integration all transactions to the online Cash management

system and banks.

• Investment details and updated information for timely

decision.

• Cost and benefits analysis of each unit within the

university in term of the vision and mission of the

university.

• All routine functions such as Bank & Cash Voucher,

Journal Voucher, Trial Balance, Balance, Profit & Loss,

Income Statement, Financial Reports, Pay Generation,

Tax Calculation and Certificates, Pay Slip Generation

and Advance Salary

• Monthly issuance of payslips via email to all employees

with updated balances of GPF balances etc.

• Maintinance of pension record

• Printing of cheques, vouchers and reports

• Maintinance of Department Developmental Fund

Accounts as per requirement.

• Maintinance of internal audit record as per requirement

• Complete record of all payment to individual in form of

TA/DA, allowances, honorarium, and other payments.

• Auto Ident system for purchasing through store and

procurement.

• Record of all stocks in the main store

• Record of all stocks in each section / department and its

integration with main store

• Integration of all assets with KPITB website

• Generation, printing and scanning of Bar Codes as per

KPITB requirement for all assets

• Record of all consumables

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• Maintinance of Comparative Statements

• Integration of Procurement record with KPPRA and

Hazara University’s websites as per KPPRA Rule.

• E-tendering as per KPPRA Rule

• Purchase Order/Supply Order

• Integration of BPV, Cheque Nos, amount, invoice &

vender references etc with assets record.

• Good Receive Notes

• Complete Inventory Management

• Issuance and Return

• Various Reports as per the requirement of the university.

Unit

No.

14

Planning and Budget Module: (UMS)

• Planning for the Annual budget

• Integrating the departmental requirements –

requirements may be obtained from each department

using approved format.

• Integrating requirements of all department

• Budget preparation as per the approved format

• Execuation of annual budget

• Integration of Budget Record with Books of Accounts

• Integration of headwise budget in vouchers with

comparative analysis of allocated, consumed and actual

available budget etc.

• Dashboard shall be created for Vice Chancellor and

others to view latest position of each budget head.

• Alarms generation if spending is exceeded for any head.

Unit

No.

15

Project Management: (UMS)

• All projects must be recorded in the system with details.

• Any project given to the university by Government must

be recorded and managed through the automatic system

using the following data

o Title of the project

o Amount

o Sponsor agency

o Dates – launch and completion

o Current progress and status

o Audit report (if required)

o Completion of project

o Review after completion

o Maintenance period

o Integration of project record with main book of

accounts.

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Unit

No.

16

Repair and Maintenance and Record of Buildings:

(UMS)

• Request and maintenance form

• Request for maintenance shall be traced through the auto

system

• Complete Annual Maintenances record of each building

• Budget allocation based on the historical data

Unit

No.

17

Campus Accommodation and House Management

System: (UMS)

Currently a number of houses, hostels and guesthouses

are available at the university. The following function

shall be included in this module:

• Allotment procedure – from application to the

occupation

• Complete financial record of each staff hostel,

residence and guesthouse

• Complete Annual Maintenances record of each house,

staff hostel and guesthouse

• Record of complaint received and settled.

Unit

No.

18

Transport Module: (UMS)

• All university vehicles to be recorded with appropriate

details

• Current usages

• Maintenance record on annual basis

• Allotment of Vehicle for official use

• Budget of the transport section

• Fuel consumption (pkm) & ceiling comparison reports

• Auction of vehicle

Unit

No.

19

Job Portal – Module: (UMS)

• Integration of existing online application and its

conversion to a full-fledged job portal.

• Announcement of jobs

• Online Applications

• Processing of application as per the rules and regulations

• Communicating outcome to candidates.

• Appeal against scrutiny if any

• Shortlisting and calls for interview

• Complete record and back-up of the system

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Unit

No.

20

Data Migration: (UMS)

• Migration of Existing Data

• Import Data from Existing Software, Excel Sheet or Word

• Data Verification

Unit

No.

21

Collaboration Details: (UMS)

• Record of all collaboration with national and international

organizations

• Major outcome of the collaboration

• Auto Update about each collaboration to the Vice

Chancellor and other senior management

Unit

No.

22

Document Manager: (UMS)

• Record of all official documents

• Minutes of major bodies – Academic Council, F&PC,

Syndicate and Senate with all searching facilities.

• Searching of any document or specific decision in minutes.

• Providing document to a person or organization with

approval.

• Maintinance of personal record of all employees

• Maintinance of pension record

• Other Useful function

Unit

No.

23

Historical Events and its records: (UMS)

• Record of convocation with details such as Chief

guest, vice chancellor, students graduated, date and

other useful information.

• Conferences and other events

• Sport events

• Various ceremonies

Unit

No.

24

Quality Enhancement Cell: (UMS)

• Various forms and reports to be submitted and generated

by the QEC.

• Course evaluation through electronic questionnaire,

which requires a written or selected response answer to

a series of questions in order to evaluate the instruction of

a given course.

• Teacher evaluation for improvement focuses on the

provision of feedback useful for the improvement of

teaching practices, namely through professional

development. It involves helping teachers learn about,

reflect on, and improve their practice.

• Course and teacher evaluation is a mandatory process for

students in the end of a semester.

• Various reports as per the requirement of the Department.

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Unit

No.

25

Office of Research, Innovation and

Commercialization (ORIC): (UMS)

• Various forms and reports to be submitted and generated

by the ORIC.

• Recording all R&D matter at the University.

• Record of research paper published in each year.

• Record of Patents by the university staff and students

• Record of products development

• Record of funded projects

• Impact of projects and major outcome

• Various reports as per the requirement of the Department.

Unit

No.

26

Sports Management System: (CMS)

• Existing sport facilities

• Events organized by the Sport Directorate.

• List of teams

• Selection of players for each team

• Budget

• Indoor and outdoor gymnasium

Unit

No.

27

Affiliated Colleges: (UMS)

• List of affiliated college with allowed academic

programmes

• Portal for the colleges to interact with the university.

• Integration of Assessments & visit reports of Committees

• Required record of the students from affiliated colleges

• Payment details

Unit

No.

28

Alumni Association: (UMS)

• Online Auto registration system of the graduated students

to Alumni

• Recording of Success stories by Alumni

• Donation by the Alumni

• Issuance of Alumni Card

• Notable Alumnus

• Major achievement by the Alumni

• Reunion

• Contribution by Alumni to the university

• Details about elections

• Alumni portal for the Alumni association to

communicating Alumnus and university.

Unit

No.

29

Question Bank and Paper Generator for Entry test

and testing??? (CMS / UMS)

• Question Bank Definition both Subjective and Objective

• Random Paper Generation

• Paper Format Definition

• Paper Printing

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Unit

No.

30

Staff Welfare & Insurance Fund Module: (UMS)

• Record of Subscription, donations, gifts and endowments

etc to the Fund

• Investment record

• Integration of unclaimed amount of interest on Provident

Fund of an employees

• Integration of unclaimed amount of Provident Fund for last

six years

• Maintinance of Bank record, ledger & vochers etc

• Generation of Reports for Management Committee, Board

of Trustees, Annual Audit, and other Statutory Bodies etc

as per requirement.

• Generation of payment default report

• Association of record with subscription and benefits

• Head wise Ledgers and maintenance of record of

employees availed the benefits from fund

• Incorporation of approved subscription and benefit rates

etc.

Support cost of two years after expiry of warranty period of three years

with number of personal __________________

Total amount

Note: Bidder(s) are required to provide unit cost, total amount and support cost in financial proposal and

provide the modules / features in technical proposal.

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ANNEXURE – BIDDING FORMS

Annexure - A

LETTER OF BID (LETTER OF INTENTION

(To be furnished with technical proposal)

Procurement Ref. No: Dated:___/June/2020

To

The Treasurer,

Hazara University, Mansehra

Dear Sir,

Having examined the bidding documents, the receipt of which is hereby duly acknowledged, we, the

undersigned, offer to supply, install, train and commission the Software in conformity with the said bidding

documents and technical offer.

We undertake, if our Bid is accepted, to deliver the services/goods within days from

date of award of contract.

We agree to abide by this Bid for the Bid Validity Period specified in the bidding documents and it shall

remain binding upon us and may be accepted at any time before the expiration of that period.

Until a formal Contract is prepared and executed, this Bid, together with your written acceptance thereof

and your notification of award, shall constitute a binding Contract between us.

We understand that you are not bound to accept the lowest or any bid you may receive. We certify/confirm

that we comply with the eligibility requirements as per bidding documents.

Dated this day of 2020

Duly authorized to sign Bid for and on behalf of

______________________________________

(Name & Designation)

___________________________________

(CNIC No)

_________________________________

(Mobile No)

________________________________

(Stamp)

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Annexure – B

LETTERHEAD OF SUPPLIER/MANUFACTURER)

BIDDER QUALIFICATION STATEMENT

(To be furnished with technical proposal)

Name and Address of Tenderer/Bidder

A. Name of Supplier/Tenderer

B. Address of Head Office

C. No. of Employees/Engineers

D. Date Established and/or Registered

E. Project In-charge

F. Section/Department/Division

G. Email Address: ____________________________________________

H. Telephone Number ____________________________________________

I. Mobile Number ____________________________________________

J. National Income Tax No. ____________________________________________

K. Khyber Pakhtunkhwa Revenue Authority (KPRA) Registration: ___________________

We hereby certify to the best of our knowledge that the foregoing statement are true and correct and all

available information and data have been supplied and that we agree to show documentary proof thereon upon

your request.

Name & Address of the Tenderer

(Signature)

(In the Capacity of)

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Annexure – C

DECLARATION

I have read all the terms and conditions and agree to fully comply and abide by them. Any non-conformity

on my part would result in the rejection of the bid.

__________________ __________________

Name of the Tenderer UMS & IT, Manager

Authorized Signatures Authorized Signatures

& Official Stamp & Official Stamp

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Annexure – D

THIS AGREEMENT made the day of 2020 between Hazara University, Mansehra (hereinafter

called “the Purchaser”) of the one part and [name of Supplier] (hereinafter called “the Supplier”) of the

other part:

WHEREAS the Purchaser invited bids for certain goods and ancillary services, viz., procurement of

Software’s and has accepted a bid by the Supplier for the supply, installation, commissioning and

training of those goods and services in the sum of [contract price in words and figures] (hereinafter

called “the Contract Price”).

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as are respectively

assigned to them in the Conditions of Contract referred to.

2. The following documents shall be deemed to form and be read and construed as part of this

Agreement, viz.:

(a) the Price Schedule submitted by the Bidder;

(b) the Technical Specifications;

(c) the General Conditions of Contract;

(d) the Purchaser’s Notification of Award.

(e) Bidding Documents.

3. In consideration of the payments to be made by the Purchaser to the Supplier as hereinafter

mentioned, the Supplier hereby covenants with the Purchaser to provide the goods and services and to

remedy defects therein in conformity in all respects with the provisions of the Contract

4. The Purchaser hereby covenants to pay the Supplier in consideration of the provision of the

goods and services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of the contract at the times and in the manner prescribed by the

contract.

IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with

their respective laws the day and year first above written.

Signed, sealed, delivered by the (for the

Purchaser)

Signed, sealed, delivered by the (for the

Supplier)

CONTR A CT FORM

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Annexure-E

To

The Treasurer,

Hazara University, Mansehra .

WHERES (Name of Supplier) (hereinafter called “The Supplier”) has undertaken, in pursuance of

Agreement dated to supply, install, train and Commission Software.

AND WHEREAS, it has been stipulated by you in the said Agreement that the Supplier shall furnish you

with a Bank Guarantee by a recognized bank for the sum specified therein as security for compliance with the

Supplier’s performance obligations in accordance with the Agreement.

AND WHEREAS we have agreed to give the Supplier a Guarantee:

THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the

Supplier, up to a total of (Amount of the Guarantee in Words and Figures) and we undertake to pay you, upon your

first written demand declaring the Supplier to be in default under agreement without cavil or argument, any sum

or sums within the limits of (Amount of Guarantee) as aforesaid, without your needing to prove or to show grounds

or reasons for your demand or the sum specified therein.

This guarantee is valid until the (Day) day of (Month), (Year).

Signature and Seal of the Guarantor

Date Address

PERFOR M A N CE BOND ( FORM)

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Annexure - F

INSTALLATION/COMMISSIONING/TRAINING/DEPUTATION OF TEAM

UNDERTAKING BY ORIGINAL EQUIPMENT/SOFTWARE MANUFACTURER

We (Name of Original Software Manufacturer or Authorized Dealer), a manufacturer/ authorized

dealer duly organized under the law of (Name of Country) and having its principal place of business

at (Address of Original Software Manufacturer or Authorized Dealer) hereby undertake that we are

exclusively responsible for the successful Installation, Commissioning, and Training for the

equipment/software offered by us/ our local agent for your Invitation for Bids Reference

Number____________________________ dated____/_____/2020. .

It is hereby further undertake that our technical team comprising of _____persons will be available in

Hazara University, Mansehra on working days to upgrade all modules and features as per actual

requirement of the University for a warranty period of three years.

Any and all costs associated with successful installation, commissioning, training and deputation of

team for a warranty period of three years has been included in our aforementioned quotation.

Date

Name & Address of the Original Software Manufacturer or Authorized Dealer

(Signature)

Note: This letter should be on the letterhead of the Original Software Manufacturer or Authorized Dealer and

should be signed by a duly person.

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