Gadvasu

Title of Envelope

Envelope No. 1                                       “Technical Bid”

Scope of work to be executed by the Firm

1. Maintenance and set-up of exclusive website:

1. The Company will register domain name for the purpose in the name of GADVASU and provide the control panel to the University.
2. A dedicated Web Server along with sufficient resources will be allocated to this domain with standard Server Database.
3. Server, web space, support for software including any proprietary software required) will be provided by the company free of cost.
4. The website should display information regarding eligibility criteria for different courses, qualifications, experience (wherever applicable), instructions, reservation policies, mode of payments with details and any other information as required by the university etc. 
5. The Company will be responsible for taking proper measures for security, safety of website and data, preventing hacking, data duplication, etc. The company will be responsible for the safe custody and proper backups of data.
6. University will have access to all the applications received in response to its advertisements and reports in real time related to the admission process.  
7. Content to be displayed on website will be provided by the University.
8. No advertisement or pop-up advertisements will be placed.

2. On-line collection of data:

1. Proper instructions/guidelines for filling the online form, attaching/uploading scanned images of photographs, signature and thumb impressions, specification regarding documents to be uploaded etc. will be framed by the company.
2. The company will collect the necessary information (on line) from the candidates as required by the GADVASU, Ludhiana in the form of application form along with attachment of scanned photographs, scanned signatures and scanned thumb impression.
3. The Company will make arrangements to send the necessary information/messages through SMS and Emails to the candidates/applicants
4. Candidates will be issued an application id along with password using which he/she may download/print his/her application form/admit card till specified date(s).  
5. Proper measures for data validation and cross verification will be taken as suggested/ desired by the University.
6. Candidate shall be provided with the online facility to make correction, if any, in his submitted form within time frame as decided by the university.
7. A final excel sheet with all the application details will be shared with the centralised admission cell of the University.
8. All the dates for all events will be declared/finalized by the University. 

3. On-line collection of Fee etc.

1. Payment gateway will be incorporated in the online application system provided by the University. The company will accept payment from the applicant/candidate though Debit Card/Credit Card/Net Banking for the university and will be responsible for making liaison with the bank/payment gateway.
2. The company has to make arrangements to make sure that application fee collected from applicants/candidates is directly credited to the prescribed bank account of the university.
3. The amount of application fee will be decided by the university.
4. Processing charges, fees, payment gateway charges commissions etc., if any, will be borne by the candidate.
5. The University will keep a track of the entire application fee received from the University.
6. The payment reconciliation process will be done by the company by fetching the details of fee directly from the designated bank(s) on daily basis under intimation to the university.
7. Proper checks will be incorporated by the company/firm to ensure that no application form is submitted in case of less/no fee, without late fee, if any, wherever applicable, after the last date of final submission. It will be the responsibility of the company to close the registration of new candidate after last date of registration.

4. Entrance Test Activities, Evaluation and Result:

1. Different Entrance Exams may fall on different dates.
2. For the courses, where entrance test is conducted, the company will prepare examination centre wise attendance sheet with photograph and signatures.
3. The University will to provide the company an algorithm for generating admit cards in stipulated time period.
4. The admit cards would also be available online for the student to download and print the same.
5. The University will have access to all the admit cards through their admin panel. The University can access the panel at its own discretion.
6. Designing and supply of OMR response sheets/answer sheets will be entertained by the company in consultation with the university atleast 3 weeks before the examination / test. However University will provide an approval in writing/e-mail for the same.
7. Evaluation with the final key provided by the University will be undertaken by the company at the University premises.
8. Preparation of absentee list for the University based on scanning of OMR response sheets/answer sheets.
1. Scanning and decoding of response/answer sheet will be done by the company at the University premises strictly on the time and date stipulated by the university and the output will be provided to the University in a pre approved format on the same day.
10. The result is to be processed immediately after the conduct of the exam at the University Premises.
11. Generation of merit list overall course wise, overall and category wise i.e. General, SC/ST, BC, SP, FF, AF, TA, DP; Male, Female; Rural, Urban, address wise, or any other format as required by the universities etc. to be provided by the company to the University.

5. Setting of Admission Helpline/Helpdesk:

1. The company will provide a candidate helpdesk to support filling of online application via phone call (8am to 6 pm except Sundays) and email (24 X 7) and also provide the Step-by-step help guide for “How to fill the Application Form”.
2. The company will provide the University with the Tracking facility of application(s).

6. Man Power and Stationary:

1. All the required man power and infrastructural support to manage the activities such as website, scanning and decoding of OMR, Helpline/Helpdesk etc. will be provided by the Company.
2. The Company will use its own scanners and software for scanning and decoding of OMR sheets.
3. All front-end activities will be executed/ coordinated by a committee constituted by the University for the purpose.

7. Other Terms & Conditions

 a) To begin with, any operational training required for the running of software   by the University faculty or employees is to be provided by the company.

2. A company representative will be stationed at the University as and when required for the admission/recruitment process. NO TA/DA will be borne by the University.
3. The company will not to do any further changes in designing of OMR forms, Online application system, admit card design, attendance sheet design, answer sheet , university access, MIS reports once the final sign off is taken from the University.
4. Payment terms will be mentioned in the purchase order/ offer order.
5. The company will launch the portal for trial run before the final start of online admission process to the satisfaction and approval of GADVASU
6. The company shall provide data and report as per the approved format with 100% accuracy. Data error or data photograph mismatch will be treated as a mistake. The company shall be liable to pay the University a sum of Rs.2000/- per mistake subject to the maximum of 20% of the order value.
7. A refundable security of Rs. 50,000/- is to be deposited by the successful bidder as Bank Guarantee or Fixed Deposit on name of Registrar.
8. The successful bidder will have to sign a MOU with GADVASU.
1. Proof of Experience in field of online admission process should be submitted.
10. Company should provide the supporting documents to show the minimum annual turnover
    Rs. 50 lakh.
11. Feasibility of operating in Ludhiana for online admission process should be attached.

Important Note : Company should provide at compliance table/ statement as per required specifications in a tabular form stating the compliance and giving justification (if any) supported by technical literature with clear reference of page number, paragraph or lines. This statement must be signed, with the company seal for its authenticity and acceptance that any incorrect or ambiguous information found submitted (whether at any later stage) will result in disqualification of the bid quoted by that firm/cancellation of purchase order without assigning any reason and that firm may be blacklisted by GADVASU in future.

Envelope No. 2

“Financial Bid”

Rate should be quoted per student for the Online Admission, Result Evaluation etc. as per scope of work.Quoted price should be including all taxes and quote the AMC cost, if any.