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TENDER NOTIFICATION FOR Pre & Post Examination Automation and Online Evaluation System IN JNTU KAKINADA

Tender Document


Tender Fee: Rs.10,000/-(Rupees Ten Thousand only)

Earnest Money Deposit: Rs.2,00,000/-(Rupees Two Lakhs Only)

Tenders are invited from the reputed and experienced service provider for executing “Pre & Post Examination Automation and Online Evaluation System” for Jawaharlal Nehru Technological University, Kakinada. Interested parties who wish to participate in tenders can purchase the tender documents from the JNTUK.

EMD, Tender Fee, and other essential documents for technical bid must be submitted on or before 22/08/2012, 12:30 hrs in the office of the Jawaharlal Nehru Technological University, Kakinada.

Jawaharlal Nehru Technological University Kakinada  reserves all the right to reschedule, cancel or reject the tender without assigning any reasons thereof. For more details visit us at websites: http://www.jntuk.edu.in/

Last Date of Submission of Tender: 27th August 2012 (15:30 Hours)

Date of Opening of Tender: 27th  August 2012 (16:30 Hours)

Eligibility Criteria Bids and Technical Criteria Bids will be opened to shortlist bidders


1.      INVITATION TO BID

Jawaharlal Nehru Technological University Kakinada (JNTUK) (http://www.jntuk.edu.in/) invites tenders for executing “Pre & Post Examination Automation and Online Evaluation System”. Through this solution JNTUK wishes to automate pre and post examination and adapt to onscreen marking system in its effort to achieve excellence in the conduct of examination and evaluation of answer scripts and declaration of results. The university feels that through this initiative the university can work towards error free and accelerated examination processing, evaluation and result declaration by reducing the redundant laborious activities and processes. Please refer to the below mentioned information and guidelines for submission of the tender.

General Instructions, Terms and Conditions:

·    The tender Document should be obtained from the Registrar Office, Jawaharlal Nehru Technological University Kakinada (JNTUK) on payment of Rs.10,000/- (Rupees Ten Thousand Only) in-person and by registering the exclusive name of the party who intend to actually submit the bids. The tender document fee is non-refundable, non-adjustable and non-transferable and is payable through a demand draft on any nationalized bank drawn in favour of the “The Registrar, Jawaharlal Nehru Technological University Kakinada” payable at Kakinada.

·    Jawaharlal Nehru Technological University Kakinada (JNTUK) reserves the right to select certain items (in single or multiple units) and reject the other mentioned in the tender document without assigning any reasons whatsoever. Jawaharlal Nehru Technological University Kakinada also reserves the right to revise or alter the specifications of the items before the acceptance of any bids.

·    Incomplete bids, amendments and additions to bids after opening or late bids are liable to be ignored, and rejected by Jawaharlal Nehru Technological University Kakinada.

·    The bidder shall be responsible for the delivery of the material(‘s), its successful demonstration, and providing training as required, as per specifications listed in the tender and at the sites allotted by the university.

·    A Demand Draft for Rs.2,00,000/- (Rupees Two Lakh Only) drawn in favour of the “The Registrar, Jawaharlal Nehru Technological University Kakinada” towards Earnest Money Deposit (EMD) must accompany the bid. Bids without EMD will be rejected. The EMD will be refunded to all the unsuccessful bidders only after the purchase orders are placed on the successful bidder.

·    The prices must be quoted in the format as specified in the tender document, and should be inclusive of packing, forwarding, insurances, delivery at listed sites, duties and taxes.

·    All items, deliverable and price mentioned in the tender document should be valid for acceptance up to a period of 6 months. The bidders should be ready to extend the validity, if required by the university.

·    Printed terms and conditions of the bidders will not be considered as forming part of the bid.

·    The bidders shall be responsible for the supply, installation, commissioning and all service deliveries as listed in this tender document.

·    The bidder should commence work as per the scope mentioned in the tender document within 4 weeks from the date of issue of firm order and/or entering into contract.

·    Bidders should enclose their bids with full details of all latest software and/or solutions proposed for the scope of work with full documentation/descriptive literature/leaflets indicating all features proposed.

·    The sealed bids should be addressed and delivered to :
The Registrar,
Jawaharlal Nehru Technological University Kakinada,
Kakinada – 533 003, (Andhra Pradesh)


·    The corresponding sealed envelopes should be titled as “Tender for Pre & Post Examination Automation with Scanning Services and Online evaluation System” and addressed mentioning the notification number to “The Registrar, Jawaharlal Nehru Technological University Kakinada (JNTUK), Kakinada– 533 003” and all the bids must reach on or before 27/08/2012 (by 03.30 p.m.). Bids received or submitted after the specified time will be rejected and no intimation will be sent in this regard.

·    The Registrar on behalf of Jawaharlal Nehru Technological University Kakinada (JNTUK) does not bind himself to accept the lowest bid on any bid and reserves the right of accepting the whole or any part of the bid or portion of the quantity offered; and the bidder shall supply the same at the rate quoted. The Registrar on behalf of JNTUK reserves the right to reject any or all offers received in response to tender or cancel or withdraw the tender notice without assigning any reason, whatsoever.

·    Acceptance of the bid shall be communicated through email to the successful bidders.

·    Any specific queries, communications and references should be made only through an email registrar@jntuk.edu, or  profevprasad@yahoo.com

·    The bidder must enclose a copy of Service Tax Certificate, PAN Card, last 5 years financial statement

·    All bidders should give a warranty declaration in their bids as detailed below:

  • We shall abide by all the specifications, terms and conditions listed in the tender document. 

  • We warrant all deliverable to be supplied by us as part of the tender shall be free from all defects and faults in material, workmanship. All products and services shall be of the highest quality, material and services of the type ordered, shall be in full conformity with the specifications therein.

  • We accept that any deviations in the material and/or solutions/software and/or services from that specified in the tender document and the accepted terms are liable to be rejected. The bidder will be bound the supply all the goods in the specified form to the specifications as per the order/contract and demonstrate the same at their own cost. 

2.      GENERAL INFORMATION

Jawaharlal Nehru Technological University Kakinada has under its umbrella about 297 engineering colleges affiliated to it spread over 8 districts of Andhra Pradesh offering undergraduate and postgraduate programs in various disciplines of engineering, pharmacy and management. The university has over 4.0 Lakh students enrolled in different programmes and the numbers are increasing year on year. Apart from providing quality education the university wishes to achieve excellence in the examination preparation, answer-script processing and evaluation as a first step before moving to complete automation of the examination processes.

On reviewing the existing systems the university feels the orthodox human driven system of answer-script evaluation is not only a costly affair but also is not conducive to present day scenario with the growing number of examination taker which is leading to adaption of faulty process and raising scope to malpractices which is not only worrying but also alarming.

To address the above concerns and scenario the university wishes to adapt to technology as a first step towards automating end-to-end examination automation. On reviewing the various activities in the examination process the university has identified the below activities that are human intensive but if automated lead to better quality of examination processing, answer-script evaluation and result processing. The activities that the university wishes to automate and/or adapt to ready-made solutions are below mentioned:

2.1           Pre Examination Process:
·         Online Student Registration,
·         Hall-Ticket Printing,
·         Question Paper Uploading
2.2           Examination Processing and Evaluation:
·         Answer-script scanning
·         Answer-script Uploading
·         Onscreen Evaluation and Marking
2.3           Post Examination:
·         Result Processing
·         Result Disbursement

In this context JNTUK is looking to implement the “Pre & Post Examination Automation and Online Evaluation System” by inviting private reputed technology organization who have strong, progressive and demonstrable experience of providing online examination services to leading state universities with proven credential of working with individual colleges and associations. The university wish to avail the services of the prospective bidder to realise its objective of achieving excellence through automation of examination processes and streamlining answer-script evaluation method and mechanism in its effort to achieve excellence in examination preparation, answer-script processing and evaluation,

3.      BROAD SCOPE OF WORK

The system (software) should be capable of doing the following functions

A)    Pre-Exam Process should Possess

·         Examination Notification
·         Examination Time Table
·         Online Student Examination Registration
·         Allotment of register number
·         Hall ticket generation and printing in secure mode
·         Downloading of Hall Tickets
·         Question bank Preparation
·         The questions in the question papers to be encrypted
·         Generation of Question Paper
·         Secure Uploading of Online question Paper to colleges


B)    Examination Processing and Evaluation


                 i.            Scanning Services
·         Bar code/OMR reading from answer-scripts
·         High-resolution scanning without tampering the answer scripts scanning i.e., scanned without cutting the answer script(Booklet)
·         High-speed scanning (Specify numbers of pages per hour)
·         Uploading of scanned answer-script on to the JNTUK server for marking
·         Entire scanning activity should be delivered by the vendor, including provision of manpower for scanning and the machinery/infrastructure required


               ii.            Online evaluation System

The university is looking at procuring robust online evaluation system for evaluation of scanned answer scripts. The online evaluation software needs to be in a position to handle the following minimum tasks:

·         Question-wise segmentation of answer scripts should be possible
·         Flexibility to change allocation settings based on the rate of marking by individual marker
·         Adequate technical support personnel to be deployed by the vendor to take care of any technical issues during valuation
·         Vendor should provide adequate training and change management process to make the evaluators comfortable with new technology
·         Escalation possibilities to senior marker or administration
·         Single user interface for exception handling processes
·         Screen space maximization for better marking/evaluation possibilities
·         Thumbnail navigation feature
·         Marking guidance display
·         Annotation based marking possibilities or Direct entry marking
·         Administrator privileges to add or remove markers based on their performance
·         Possibility for marker to review their past marking
·         Annotation based increase in marks or increase in marks by examiner input.

Apart from the above main feature that online evaluation system need to follow a stringent and much needed quality control features to enable the university for better evaluation of answer scripts, proper audit and better administration of the marking system to ensure excellence in the evaluation of answer-scripts and error free report/mark/grade generation. Some of the quality feature the university is looking for is mentioned below:

§  Automatic monitoring of markers performance through moderated answers
§  Continuous sampling of marking activity either automatically or by an examiner that can be audited and authenticated by a senior marker or administrator
§  All round quality checks through sampling rate adjustment while marking or on the basis of individualized marker performance
§  Configurability in applying marking standards that includes and revolves around sampling interval, tolerance and escalation methodology
§  Audit reporting per examiner
§  Hierarchy based review of marking work either by senior markers/administrators
§  Automated quality of marking reporting
§  Marking progress reports
§  Provision for the senior markers to intervene in the marking process to check quality of marking
§  Provision for the administrators to set up for differing levels of access

C)    Post Examination Module

§  Declaration of result by importing the credits and marks from the marking systems
§  Printing of marks and marks memo in the university standard formats
§  Revaluation/Re-counting possibilities
§  Merit generation as per guideline given by the university
§  All the reports are to be provided as per the requirement of university.
§  Soft data is to be handed over to the university after completion of tasks.


4.      CONSORTIUM

The university is looking at primarily a single bidder / primary bidder to frontend the bid which should be an Indian company with strong experience and existence in the education service sector however JNTUK permits consortium of maximum one (1) partner only for the online evaluation system scope of this tender document (listed broadly in Point # 2 sub point - B). JNTUK expects the primary bidder to provide all documentary evidence of partnership between them and non-compete certificate for having tied up with the secondary bidder along with the bid document.

The primary bidder will be the one point contact to provide the solution and services required by JNTUK. The bidder will also provide JNTUK the total solution and will be responsible to ensure quality delivery and services from its partner with regards to the system and all related software, solution and services.




5.      ELIGIBILITY CRITERIA BID
Below mentioned is the minimum Eligibility criteria decided by the university to identify suitable/prospective bidders; whose technical criteria bids will be opened for review by the university evaluation committee.


S. No.
Eligibility Criteria for the Bidder
Documentary Evidence to be Attached
1
The organization need to have a minimum Turnover of Rs.500/- Lakhs in the last five (5) financial years
i.    Purchase Orders/Agreement copies.
ii.    Last 5 years audited balance sheet (i.e., 2007-08, 2008-09, 2009-10, 2010-11 and 2011-12)
2
The organization should have worked with a minimum of 10 Universities in the last 5 years of which a minimum of two (2) should be technological universities and any one project should be worth above two (2) crores
i.    Purchase Orders or Agreement copies
ii.    University / Organization name
iii.    Scope of work & value
iv.    Contact person’s name and contact details
3
The organization should have facilitated examination services for a minimum of 5 Universities and a minimum two (2) such clients being in Andhra Pradesh
i.    Purchase Orders or Agreement copies
ii.    University/Organization name
iii.    Scope of work
iv.    Contact person’s name and contact details
4
The bidder should have worked with a national level industry body/awarding body/examination body on an examination/assessment project
Certificate / Letters / MOU
5
The bidder should have in-house software development capability and manpower on the company payrolls involved in development and training activities
Details of infrastructure and manpower availability and break-up to be provided
6
An ISO 9001 – 2008 company with 10 years of existence
Letter of incorporation and ISO certificate
7
Has your company been blacklisted by any state/central government entities from participating in their projects
Self-Declaration by the bidder on the company letterhead


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