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GUJARAT NATIONAL LAW UNIVERSITY

(Established Under Gujarat Act No.: 09 of 2003)

EOI Notice No.:PC-14/2016

Expression of Interest (EOI)

For

ERP System for University

Gujarat National Law University

Attalika Avenue, Knowledge Corridor, Koba
Gandhinagar - 382007 (Gujarat), INDIA.
Phone No. : +91-79-23276611/23276612
Fax: +917878186624, +91-79-23276613
Email: [email protected]
Visit us: http://www.gnlu.ac.in

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SECTION-I

Expression of Interest (EOI) Notice No: PC-14/2016

1. EOI Notification:
Gujarat National Law University (GNLU), Gandhinagar, invites sealed expression of Interest from eligible,
reputed companies/firms for ERP System for University as specified in this EOI document.

EOI document may be downloaded from GNLU website http://www.gnlu.ac.in/tender.php. The prescribed
EOI fee and Earnest Money Deposit (EMD), as mentioned in the EOI document, shall be sent with your
offer through Demand Draft (DD) drawn in favor of "Gujarat National Law University, payable at
Ahmedabad. Any subsequent amendments in the EOI will be available on the above mentioned website.

Duly filled-in documents may be submitted to the office of The Registrar, Gujarat National Law University,
Attalika Avenue, Knowledge Corridor, Koba, Gandhinagar-382007, Gujarat, India by Speed Post/RPAD or
by hand, on or before 2nd January 2017 up to 05:00 pm.

1.0 NAME OF WORK EOI for ERP System for University

20 EOI Fee ` 2,500/-(Non Refundable)

3.0 Earnest Money Deposit (EMD) ` 10,000/-

4.0 Date of issue of EOI 17th December, 2016 on http://www.gnlu.ac.in/tender.php

Last date for receiving hard copy
5.0 of all the documents along with 2nd January 2017 up to 05:00 pm.
EOI Fees.
6.0 Technical Opening Date 4th January 2017 at 3.30 pm.
7.0 Financial Bid Opening 6th January, 2017 at 3:30 PM
The Registrar,
Gujarat National Law University
Address for Communication,
Attalika Avenue
8.0 Queries and Submission of filled
Knowledge Corridor, Koba,
EOI.
Gandhinagar-382007
Gujarat, India.
Separate DD for prescribed EOI Fee and Earnest Money Deposit (EMD) must accompany the offer as
mentioned in this document. Offers received without the requisite fee shall be summarily rejected.
Eligibility Criteria, Terms and Conditions, Scope of Work, various format and Performa for
submitting the EOI offer and other details are described in this document.
Do not change this document. Any change/s made in the document by the bidder will lead to
disqualification. Bidders are required to sign and submit all the pages of this EOI document and all
other required supporting documents.

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SECTION-II
ELIGIBILITY CRITERIA FOR THE BIDDER
PRE-QUALIFICATION CRITERIA (Stage-I)

1) The bidder/ Company should have been in the software design and development business for at least 5 years
as of 31st March 2016. The Bidder should be registered for Sales Tax/VAT/Service Tax/Excise as applicable.
The copies of documentary evidence in support of this must invariably be enclosed with the offer.
2) The bidder should have a turnover of at least ` 25 Lacs in each of the last 3 financial years, as revealed in
Annual Financial Statements reported in India in each of the last 3 financial years(2013-14, 2014-15, 2015-16).
3) The bidder/Company should have completed at least two project of ERP System Supply/Development and
Implementation with any of Higher Education Institute / University during last 5 years.
4) The bidder/Company should not have been debarred/blacklisted by any Govt. Dept. /Semi-Govt. Dept.
/Educational Institute/University or any other organization. Undertaking in this regard is to be submitted by
Bidder.
5) The bidder/Company should have submitted Bid Processing fees of ` 2,500 (Rupees Two Thousand Five
Hundred only) Earnest Money Deposit (E.M.D.) of ` 10,000/- in the form of Demand draft in favour of
Gujarat National Law University payable at Ahmedabad.
6) Bidders are required to submit all supporting documents for above criteria with signed and stamp.

PRESENTATION TO THE EVALUATION COMMITTEE (Stage-II)

Companies/Agencies shortlisted in pre-qualification will be invited for making presentation in presence of
Evaluation Committee at GNLU. Each of the shortlisted Companies/Agencies will be given a slot of fixed time
period. The Evaluation Committee will see the presentation of ERP System proposed by the bidder and assess
competency of the Companies/Agencies, their capacity of understanding the needs, and sensitivity to provide
services to GNLU on below mentioned parameters:

o Presentation of proposed ERP System for University and its features

o Number of years of existence of Company
o Number of Key Professionals & their post qualification experience
o Number of clients and details of Completed Projects
o Recognition/Accolades won during last 5 years
o Ability to serve GNLU
o Track-record
The Evaluation Committee will shortlist the Companies/Agencies on basis of above evaluation for further
process.

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SECTION-III
BACKGROUND

Gujarat National Law University (GNLU) is the statutory university established by the Govt. of Gujarat under
the Gujarat National Law University Act, 2003. The University is recognized by the Bar Council of India
(BCI) and the University Grants Commission (UGC) (2f & 12b).The University is accredited with 'A' Grade
by NAAC. The University is also a member of the Association of Indian Universities (AIU)and member of United
Nations Academic Impact (UNAI) and International Association of Law Schools (IALS).

The Objectives of the University

The GNLU Act 2003 proclaims that GNLU, "shall be to advance and disseminate learning and knowledge of law
and legal processes and their role in national development: to develop in the students and the research scholars
sense of responsibility to serve society in the field of law by developing skills in regard to advocacy, legal services,
legislation, parliamentary practice, law reforms and such other matters; to make law and legal processes efficient
instruments of social development; and to promote inter-disciplinary study of law in relation to management,
technology, international cooperation and development."
The ethos of imparting education in Gujarat National Law University comprises a mutual endeavour of the
Faculty and the students who become part of our august family after clearing the hurdle of a rigorous and
strenuous selection procedure, since only the cream of the country finds a place amidst us. The University has
been in the process of striving for academic and professional excellence in the field of legal studies in the country.
The University became functional from the year, 2004. Our teaching methodology and the student response to it
can be safely summarized as being par excellence. Our student fraternity has won laurels in the various spheres of
national and international moot court competitions, paper presentations and various cultural activities. We strive
for an all-round and inter-disciplinary academic excellence in sync with the other National Law Schools of the
country.
With over more than 10 years of its existence, the University today has expanded its programmes and activities
not limited to the once mentioned below with about 1000 (approx.) students in a year:

o Under-Graduate Programme - FIVE YEARS B.A/B.Com/B.B.A/B.Sc/B.S.W., LL.B. (Hons.)

o Post-Graduate Programme - One year LL. M., Two years MBA in Financial Management and Business
Laws
o Doctor Of Philosophy (Ph.D.) Programme

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SECTION-IV
GENERAL TERMS AND CONDITIONS

1. Essential technical requirement:

The company /agency must have all statutory registrations like PAN, TAN, Service Tax, PF, ESIC, Shop
and Establishment registration etc., as applicable from time to time, with respect to this EOI.
2. EOI Fee & EMD: The Bidder has to submit Non-refundable Tender Fees of Rs. 2500/- & Earnest
Money Deposit (E.M.D.) of Rs. 10,000/- in the form of Demand Draft in the name of Gujarat
National Law University payable at Ahmedabad from any of the Nationalized Bank including the
Public Sector Bank or Private Sector Banks authorized by RBI (operating in India having branch at
Ahmedabad/ Gandhinagar). in the separate sealed cover should be remitted along with the bid. Bid
without Tender fees & E.M.D. will not be termed valid. In case of non-receipt of Bid processing fees
& EMD as mentioned above your bid will be rejected by GNLU as non-responsive.

3. Unsuccessful bidder's E.M.D. will be returned as promptly as possible but not later than 15 days after the
expiration of the period of bid validity OR upon the successful Bidder signing the Contract, and
furnishing the Performance Bank Guarantee @ 10% of the total order value as prescribed by GNLU,
whichever is earlier. No interest is payable on EMD.

4. Bid validity

Bid submitted by the bidder shall remain valid for a period of 180 days from the date of submission of
offer. The Bidder shall not be entitled during this period to revoke or vary the content of Bid or any term
thereof. In such case of making any variation subsequent to submission of bid at their own, the offer shall
be treated as REJECTED.

5. Submission of Bid:

Technical Bid and Price Bid shall be submitted in two separate sealed envelopes quoting reference number
of EOI at the top of the envelope. The fees shall be enclosed with the Technical Bid documents, in
separate sealed envelopes, stapled with the packet containing Technical Bid documents.

6. Bid Evaluation: The Bidder will be evaluated based on the Pre-Qualification Criteria (Stage-I) and
Assessment of Evaluation Committee (Stage-II). Price Bid of Shortlisted Bidders by the Evaluation
Committee will be opened.

7. Duration of Supply/Development of ERP System with Project Implementation: Within 180 days
from the date of issue of purchase order/work order.

8. Amendment of EOI Document (Corrigendum) :

At any time prior to the deadline for submission of bids, GNLU may, for any reason modify the EOI
document and the corrigendum will be published on GNLUs website under
http://www.gnlu.ac.in/tender.php URL.

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9. Prices, Taxes and Duties:

The Bidder should quote firm prices/ rates taking in to account of all the Taxes, Duties, Levies, Personal
Tax, Corporate Tax and all other expenditure required to be incurred by him/her for providing required
services etc. during the contract period as indicated above and afterwards no variation on any account
unless otherwise specifically mentioned will be allowed. The quoted prices for all the items shall be
inclusive of all applicable taxes.

10. Assignment & Sub-Contract:

The Agency shall not assign, sub-contract or sub-let the whole or any part of the service in any manner
without express approval of the University.

11. Taxes, labour laws and other regulations:

The selected agency shall accept and bear full and exclusive liability for the payment of any and all existing
and future taxes of the Central or State Government or of any other authority with respect to the contract
or any course pursuant thereto or anything done or service rendered pursuant thereto. The selected agency
shall fully comply with all applicable laws, rules and regulations relating to P.F. Act, ESIC Act, Bonus Act,
Minimum Wages Act, Agreement Labour Act, Workmens compensation Act, C.L. (R & A) Act, Migrant
Labour Act, Essential Commodities Act and/or such other Acts or Laws, regulations passed by the
Central, States, Municipal and local governmental agency or authority.

12. Confidentiality and Disclaimer

All information supplied by the GNLU in connection with this EOI must be treated as confidential and,
for the avoidance of doubt, all parts of the EOI are to be treated confidentially by the Bidders.

13. Conditional EOI:

Conditional bids or Bids based on the process/ basic schemes other than mentioned and/ or not
conforming to the technical specifications/ requirements of the Bidding documents shall not be
considered.
14. Contract Agreement:

The successful Bidder shall be required to execute a Contract Agreement with GNLU on the non-judicial
stamp paper of Rs. 100/- (Rupees One Hundred Only). The cost of stamp paper shall be borne by
successful Bidder. GNLU reserves the right to amend the terms & conditions of contract after mutual
discussions and shall only be in writing.
15. Liquidated Damages:
In the event of failure to provide service beyond the specified date, liquidated damages @ 1% per month
or part thereof in respect of the total loss value of the contract will be deducted, subject to a maximum of
10%; alternately the order will be cancelled and the remaining service will be given to any other suitable
agency at the risk and expense of the qualified agency.

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16. Force majeure:

If the whole of any part of the performance by the Parties of any part of their respective obligations
hereunder is prevented or delayed by causes, circumstances or events beyond the control of the Parties
including delays due to floods, fires, accidents, earthquakes, riots, explosions, wars, hostilities, acts of
government, custom barriers, or other causes of like character beyond the control of the Parties, then to
the extent the Parties shall be prevented or delayed from performing all or any part of its obligations here
under by reason thereof despite due diligence and reasonable efforts to do so notwithstanding such causes,
circumstances or events, the Parties shall be excused from performance hereunder for so long as such
causes, circumstances or events shall continue to prevent or delay such performance.

17. Interpretation:
In the event of any difference in the interpretation of any of the clauses of the service contract and / or
the documents, the clarification given by the Registrar of Gujarat National Law University, Gandhinagar
shall be final and binding on the Parties.

18. Exit Clause:

GNLU can terminate the contract at any time i.e. during the contract period without giving any notice or
siting any reasons.
19. Settlement of Disputes:
Any dispute or difference whatsoever arising between the parties out of or relating to the construction,
interpretation, application, meaning, scope of operation or effect of the service contract or the validity or
the breach thereof, shall be referred for settlement to The Director, Gujarat National Law University,
Gandhinagar and the award made in pursuance thereof shall be binding on the parties concerning to the
arbitration.
20. Any dispute whatsoever shall be subject to the jurisdiction of Gandhinagar Courts only.
21. IMPORTANT:
a) University may accept or reject any or all the bids in part or in full without assigning any reason and is
not bound to accept the lowest bid. The University at its discretion may change the upgrade or drop
the criteria or part thereof at any time before awarding the contract.
b) A bid submitted with false information will not only be rejected but the agency will also be debarred
from participation in future processes.
c) Bidders are required to sign and submit all the pages of this EOI document and all other required
supporting documents
d) In case of any dispute, the decision of the Director of this University shall be final and binding on the
Bidders.
e) For any query pertaining to this bid document, correspondence be addressed to: The Registrar,
GNLU, Gandhinagar.

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SECTION-V
TECHNICAL
(A) SCOPE OF WORK:

Gujarat National Law University (GNLU) intends to implement an ERP project to automate and
streamline its core Administrative, Academic, HR, Financial, Examination and other processes to
improve administrative efficiencies and provide improved services to its stakeholders. For the purpose,
it requires services of a competent IT Company/Firm which can understand GNLUs Requirements
of ERP and provide complete ERP Application with implementation. The broad functional
areas/modules identified, to be covered under The ERP System for University include:

General Administration
Academic Administration
Human Resources Management
Examination & Results
Budget, Finance and Accounting
Library Management
Management Information Systems
Extensions and Training Management
Admission
Student Information (LLB/LLM/MBA/PH.D.)
Faculty/Staff Information
Hostel Management
Consulting and Research Projects, Publication
Estate/Infrastructure Management
Alumni

While above inclusions are to guide the core functionality expected, these may however be added/amended based
on Universitys requirement. University reserves the right to procure any one or combination of modules listed
above or proposed by the bidder with necessary required customisation/modification. The participating bidders
are expected to be repute IT Company/firm and having carried out similar assignments in the past.

Implementation:
1. To implement the solution at locations - as required by the University.
2. To ensure that the software design and implementation takes care of necessary security aspects such as data
safety, access controls, integrity, backup measures and disaster recovery
3. The Bidder is expected to incorporate all changes in business requirement in the application during the term of

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the project if any such changes arise.

4. Data integration/migration from the existing system to the ERP System of University.
5. The bidder is required to depute adequate number of appropriate personnel at the user sites for required no. of
days during the ERP Project Implementation.

Training to the Users/Staff:

1. To prepare training schedule of ERP System/Modules for staff/users and take approval from the University.
2. To train the designated technical and end user staff to enable them to effectively operate the ERP
System/Modules.
3. To prepare training manuals for ERP System/Modules and submit to the university.

Warranty:
The Bidder/Company/firm has to give full support for one year after the ERP system goes live with no additional
cost and should thereafter continue to extend maintenance service if desired, on payment as per mutually agreed
terms/as quoted.

(B) Details of ERP System for University :

Bidders are required to provide following details of ERP System. For Additional/More details bidder can
attach Separate Sheet/Brochure/Documents in the Technical Bid with Authorised sign and stamp.

(I) Modules available in the ERP System of University:

Sr. Name of Modules Available Features

No.
1.
.
.
.
.
.
.
.
.

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(II) Platform/Other Technical Details related to ERP System:

1) Software Development Platform/Frontend/Programming Languages etc. :____________________
2) Backend Database Software/Platform: ________________________________________________
3) Compatibility with Operating System:_________________________________________________
4) Browser Compatibility :____________________________________________________________
5) Software Licenses requirements to use/run ERP System(if any):_____________________________
6) Access of System- Cloud/Web Base/LAN Base:_________________________________________
7) Security Parameter/Measures in ERP System:___________________________________________
8) Any Other Application/System Related Technical Details:__________________________________

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SECTION-VI
PRICE BID
Bidders are required to fill Price Bid in the following Format I & II .Bidder can attach additional sheets if
required.
PRICE BID FORMAT-I
Sr. No. ITEM Price/Amount Applicable Taxes Total Amount
(Without (Inclusive of
Applicable Applicable Taxes )
Taxes) (in ` )
(in ` )
1 ERP System for
University:
Software Cost including
cost for development,
installation,
implementation, training,
and with 1 year warranty/
maintenance after ERP
System goes live.
2 Yearly Charges
Operational and
Maintenance support
(After completion of First
Year Support)
PRICE BID FORMAT-II (Module wise)
Sr. No. Modules details /Name Price/Amount Applicable Taxes Total Amount
of Module (Without (Inclusive of
Applicable Applicable Taxes )
With One Year Warranty Taxes) (in ` )
and Maintenance after (in ` )
ERP modules goes live

1
.
.

Sr. No. Module Wise Yearly Price/Amount Applicable Taxes Price/Amount

charges (Without (Inclusive of
Operational and Applicable Applicable Taxes )
Maintenance support Taxes) (in ` )
(After completion of First (in ` )
Year Support)
1
.

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SECTION-VII
APPLICATION FORM
To,
The Registrar
Gujarat National Law University
Attalika Avenue, Knowledge Corridor,
Koba, Gandhinagar - 382007 (Gujarat), INDIA

Subject: EOI for ERP System for University

Sir,

Please refer to your EOI Notice No. PC-14/2016 published in the newspapers for EOI for ERP System
for University. We are hereby applying for the same as per the details specified below:
Bidder Details
Company/Agency Name
Office Location
Address
City
State
Pin Code
Telephone
E-Mail
Fax Number
Website

Signature of the Authorised Signatory

(With seal)

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SECTION-VIII
DECLARATION

1. I, ------------------------------------------------- Son /Daughter of Mr. -----------------------------------------------

Proprietor/Partner/CEO/MD/Director/ Authorized Signatory of M/s. -----------------------------------------
------------- am competent to sign this declaration and execute this document.

2. I have carefully read and understood all the terms and conditions of the EOI and hereby convey my
acceptance of the same.

3. The information/ documents furnished along with the above application are true and authentic to the best
of my knowledge and belief.

4. I/We am/ are well aware of the fact that furnishing of any false information/ fabricated document would
lead to the summarily rejection of my EOI at any stage besides liabilities towards prosecution under
appropriate law.

5. Each page of the EOI document and papers submitted by my Bank is authenticated, sealed and signed,
and I take full responsibility for the entire documents submitted.

Signature of the Authorised Signatory

(With seal)
Place:
Date:

EOI for ERP System for University

EOI Notice No.: PC-14/2016