Tender 15878

Indian Aviation Academy
B/h Spinal Injuries Centre, Vasant Kunj

New Delhi 110070
Notice Inviting Tender

Tender Document
For the work of
Design, Development, Implementation and Maintenance of Web-
based Education-cum-Training Institution Management software
for Indian Aviation Academy, Vasant Kunj, New Delhi
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INDEX
Sr. Description Page No.
No. From To
1 Notice Inviting Tender 3 6
2 Instruction for online Bid 7 9
Submission
3 Project Background 10 10
4 Scope of Work 11 19
5 General Condition of 21 27
Contract
6 Special Condition of 28 32
Contract
7 Payment & Time 33 33
Schedule
8 Evaluation of Bids 34 34
9 Bill of Quantities (BOQ) 35 35
10 Annexures-A 36 40
11 Annexures-B 41 41
12 Annexures-C 42 44
13 Annexures-D 45 46
14 Annexures-E 47 47
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INDIAN AVIATION ACADEMY
F.No. IAA/CDU/TIMS/2018 Dt: 01.10.2018

NOTICE INVITING E-TENDER
TENDER ID: 2018_IAA_15878
1. Item rate tenders are invited through the e-tendering portal by Asstt. G.M. Engg(E), Indian Aviation
Academy, B/h Indian Spinal Injuries Centre, Vasant Kunj, New Delhi 110070 (Bid Manager), on behalf
of Director, IAA from the eligible software development companies (contractor) for the work as detailed
below:
 Details of work: “Design, Development, implementation and maintenance of web-based Education-

cum-Training Institution Management software for Indian Aviation Academy, Vasant Kunj, New
Delhi”
 Estimated cost: Rs.33,17,000/-
 Period of completion of design, development and implementation of web-based Education-cum-Training
Institution Management software: 120 days (4 months)
 Total Period of completion of contract including maintenance: 60 months (5 years).
 Earnest Money Deposit (EMD): Rs. 66,340/-
 Tender Fee: Rs. 1180/-
2. Eligibility Criteria
a. Bidders who are developer/system integrator of software and are in business of software development
for minimum three years as on date, shall participate in bidding process.
b. Bidder must have experience of completing at least one assignment of software development worth
Rs.26,53,600/- or more; or at least two assignments of software development worth Rs.16,58,500/- or
more for each assignment; or at least three assignments of software development worth Rs.13,26,800/-
or more for each assignment from 01.01.2012 till date; and
c. The bidder must have experience of successfully completing at least 1 assignment worth Rs. 13,26,800
or more (40% of estimated cost) in developing web-based Education-cum-Training Institution
Management software as on 30th August 2018. This work experience may either be for assignments
mentioned in clause 2.c above or for a different assignment.
d. In no case, relevant documents for more than 3 (three) assignments of software development
including one mandatory assignment of developing web-based Education-cum-Training
Institution Management software shall be submitted. Submitting documents for more than 3
(three) assignments; voluminous documents of irrelevance, documents having incomplete,
incorrect or irrelevant information may lead to rejection of bid.
e. Relevant documents shall be duly authenticated completion certificate issued by authorized person of
client company with name, designation and official seal containing clear mention of the name of work
done, the value of work/contract cost, date of start, date of completion as per agreement, actual date of
completion and satisfactory completion of work.
f. Bidder shall have annual average turnover of at least Rs.9,95,100/- (Rs. Nine Lakh Ninety-five Thousand
and One Hundred Only) or equivalent against works executed during last three financial years ending
31st March of the previous financial year i.e. 2017-18. As a proof, copy of Abridged Balance Sheet and
Profit and Loss Account Statement of the firm should be submitted along with the application. Firms
showing continuous losses during the last three years in the balance sheet shall be summarily rejected,
and
g. Bidder shall submit TDS certificate for experience in private sector .
h. Bidder shall submit valid PAN/GST/ other registration as applicable.
i. Bid without Tender Fee, EMD shall be summarily rejected.
j. Bidder must have not been blacklisted or any case /complaint pending against them in India or abroad.
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k. Joint Venture firms are forbidden to participate.
Note: The value of executed works shall be brought to current costing level by enhancing
the actual value of work at simple rate of 7% per annum, calculated from the date of completion
to the last date of submission of bid.
Only those bidders who are found eligible as per eligibility criteria listed above shall qualify for
opening of financial bid.
3. The tendering process is online at e-portal URL address https://etender.gov.in/eprocure/app.

Aspiring bidders may download and go through the tender document.
i. Prospective Tenderers are advised to get themselves registered at CPP-portal, obtain “login
id” and “password” and go through the instructions available in the home page after login
to the CPP portal https://etender.gov.in/eprocure/app or www.aai.aero. They should also
obtain Digital Signature Certificate (DSC) in parallel which is essentially required for
submission of their application. The process normally takes 03 days’ time. The tenderer
may also take guidance from AAI help desk support through path aai.aero/tender/e-
tender/help desk support.
ii. For any technical related query please call the help desk. The 24x7 help desk details are as
below:
Tel: 0120-4200462, 0120-4001002, Mobile: 91 8826246593, email: support-eproc@nic.in
Bidders are requested to kindly mention the URL of the Portal and tender id in the subject while
emailing any issue along with the contract details.
For any further technical assistance with regard to functioning of CPP portal the bidder may
contact following AAI help desk numbers on all working days only between
a) 0800 hrs to 2000 hrs (Monday – Saturday)
011-24632950, Ext – 3512 (six lines), e-mail: eprochelp@aai.aero
b) 0930 hrs to 1800 hrs (Monday – Friday)
011-24632950, Ext – 3523 (six lines), e-mail: etendersupport@aai.aero;
sanjeevkumar@aai.aero and snita@aai.aero
c) 0930 hrs to 1800 hrs (Monday – Friday)
011-24657900 e-mail: gmitchq@aai.aero
The tenderer shall submit their bid only at CPP portal https://etender.gov.in/eprocure/app by
downloading the same from the e-tendering portal . The tenderer shall fill-up the required
information and upload the digitally signed file of scanned documents in support of their meeting
each criterion mentioned therein. Tenderers are advised to follow the instructions provided in the
tender document for online submission of bids. Bid documents may be scanned with 100 DPI
with black and white option which helps in reducing size of scanned documents.
Uploading of application in location other than specified above shall not be considered. Hard
copy of application shall not be entertained.
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4. CRITICAL DATE SHEET for the tender:
Activity Date and Time in IST

Publishing/download of tender 01.10.2018 1530 hrs
Bid document Download/ sale of tender start 01.10.2018 1545 hrs
Start date for seeking clarification 01.10.2018 1600 hrs
End date for seeking Clarification 15.10.2018 1800 hrs
Pre-bid meeting 16.10.2018 1430 hrs
IAA’s Replies to bidders clarification 19.10.2018 1700 hrs
Bid submission start date 20.10.2018 1000 hrs
Bid submission end date 28.10.2018 1630 hrs
Last date and time of submission of Demand Draft against 29.10.2018 1700 hrs
EMD and tender fee and signed hard copy of IAA
unconditional acceptance letter
Bid opening date (Envelope I) 30.10.2018 1700 hrs
Bid opening date (Financial bid i.e. Envelope II) To be intimated later
Following 2 envelopes shall be submitted through online at CPP portal by the bidder as per the following schedule:
Envelope-I: - Technical Bid

Contains scanned copy of Unconditional Acceptance of IAA’s tender conditions, EMD, Tender fee, PAN, Company/
Agency Registration, GST registration, duly filled Annexure A, B, E and legally relevant documents in support of
Annexure A.
For bidders who fail to submit original DD towards Tender Fee, EMD & all requisite documents before the stipulated
time, their tender shall be rejected out-rightly. Any postal delay will not be entertained.
If any clarification is needed from the bidder about the deficiency in his uploaded document in envelope I and II, he
will be asked to provide it through CPP portal. The bidder shall upload the requisite clarification / documents within
time frame specified by IAA, failing which tender will be liable for rejection.
Envelope-II: The Financial e- Bid in proforma for Bill of Quantities (BOQ ) through CPP portal.
All rates shall be quoted legibly by duly filling all required fields in the format provided as per BOQ given on page no.
35 and no other format is acceptable. The financial bid has been given as a standard BOQ format with the tender
document, the same is to be downloaded and to be filled by all the bidders. Bidders are required to download the BOQ
file, open it and complete the white coloured (unprotected) cells with their respective financial quotes and other details
(such as name of the bidder). No other cells should be changed. Once the details have been completed, the bidder should
save it and submit it online, without changing the filename. If the BOQ file is found to be modified by the bidder, the
bid will be rejected.
Offline Submission:
Tender fee of Rs.1180/- (i/c GST) non-refundable and Earnest Money Deposit (EMD) of Rs. 66,340/-will be paid to
IAA offline in the form of Demand Draft from nationalized or any other scheduled bank (but not from cooperative or
Gramin bank) in favour of Indian Aviation Academy, Vasant Kunj payable at New Delhi. The original Demand Draft
against tender fee and EMD should reach by post/ courier/ given in person to the concerned officials as specified in the
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tender document in a sealed envelope before due date and time mentioned in Critical Date Sheet. The envelope shall
bear the tender No., Name of tender and the words “DO NOT OPEN BEFORE 30.10.2018 1700 hrs”
5. The refund of EMD to bidders who fail to qualify technical bid will be refunded within a maximum fifteen working
days of their rejection without any interest liability. For all bidders whose technical as well as financial bids are opened,
the refund of EMD of all such bidders except L-1 shall be refunded within fifteen working days from the date of award
of work to successful bidder.
IAA reserves the right to accept or reject any or all applications without assigning any reasons. IAA also reserves the
right to call off tender process at any stage without assigning any reason.
IAA reserves the right to verify the credential submitted by the agency at any stage (before or after the award the work).
If at any stage, any information / documents submitted by the applicant is found to be incorrect/false or have some
discrepancy which disqualifies the firm, then IAA shall take the following action:
a) Forfeit the entire amount of EMD submitted by the firm.
b) The agency shall be liable for debarment from participating in tenders in IAA, apart from any other appropriate
contractual /legal action.
6. Purchase preference to Central Public Sector Undertaking shall be applicable as per the directive of Govt. of India
prevalent on the date of acceptance.
7. No single firm shall be permitted to submit two separate applications.
8. Concessions to Indian micro and small enterprises (MSEs) units will be given as per the provisions (Para-10) of public
procurement policy for MSEs order 2012, MSEs registered with DIC/NSIC/KVIC/KVIB/Directorate of handicraft and
handloom etc.
Senior Manager (Engg. -E)

Indian Aviation Academy
New Delhi
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INSTRUCTIONS FOR ONLINE BID SUBMISSION
The bidders are required to submit soft copies of their bids electronically on the CPP Portal, using valid Digital Signature
Certificates. The instructions given below are meant to assist the bidders in registering on the CPP Portal, prepare their bids in
accordance with the requirements and submitting their bids online on the CPP Portal.
More information useful for submitting online bids on the CPP Portal may be obtained at: http://etenders.gov.in/eprocure/app .
REGISTRATION
1) Bidders are required to enroll on the e-Procurement module of the Central Public Procurement Portal (URL:
http://etenders.gov.in/eprocure/app) by clicking on the link “Online bidder Enrolment” on the CPP Portal which is
free of charge.
2) As part of the enrolment process, the bidders will be required to choose a unique username and assign a password for
their accounts.
3) Bidders are advised to register their valid email address and mobile numbers as part of the registration process. These
would be used for any communication from the CPP Portal.
4) Upon enrolment, the bidders will be required to register their valid Digital Signature Certificate (Class II or Class III
Certificates with signing key usage) issued by any Certifying Authority recognized by CCA India (e.g. Sify / nCode /
eMudra etc.), with their profile.
5) Only one valid DSC should be registered by a bidder. Please note that the bidders are responsible to ensure that they
do not lend their DSCs to others which may lead to misuse.
6) Bidder then logs in to the site through the secured log-in by entering their user ID / password and the password of the
DSC / e-Token.
SEARCHING FOR TENDER DOCUMENTS
1) There are various search options built in the CPP Portal, to facilitate bidders to search active tenders by several
parameters. These parameters could include Tender ID, Organization Name, Location, Date, Value, etc. There is also
an option of advanced search for tenders, wherein the bidders may combine a number of search parameters such as
Organization Name, Form of Contract, Location, Date, Other keywords etc. to search for a tender published on the CPP
Portal.
2) Once the bidders have selected the tenders they are interested in, they may download the required documents / tender
schedules. These tenders can be moved to the respective ‘My Tenders’ folder. This would enable the CPP Portal to
intimate the bidders through SMS / e-mail in case there is any corrigendum issued to the tender document.
3) The bidder should make a note of the unique Tender ID assigned to each tender, in case they want to obtain any
clarification / help from the Helpdesk.
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PREPARATION OF BIDS
1) Bidder should take into account any corrigendum published on the tender document before submitting their bids.
2) Please go through the tender document carefully to understand the documents required to be submitted as part of the
bid. Please note the number of covers in which the bid documents have to be submitted, the number of documents -
including the names and content of each of the document that need to be submitted. Any deviations from these may
lead to rejection of the bid.
3) Bidder, in advance, should get ready the bid documents to be submitted as indicated in the tender document / schedule
and generally, they can be in PDF / XLS / RAR / DWF/JPG formats. Bid documents may be scanned with 100 dpi with
black and white option which helps in reducing size of the scanned document.
4) To avoid the time and effort required in uploading the same set of standard documents which are required to be
submitted as a part of every bid, a provision of uploading such standard documents (e.g. PAN card copy, annual reports,
auditor certificates etc.) has been provided to the bidders. Bidders can use “My Space” or ‘’Other Important
Documents’’ area available to them to upload such documents and keep it as a repository.
Note: My Documents space is only a repository given to the Bidders to ease the uploading process. If Bidder has uploaded
his Documents in My Documents space, this does not automatically ensure these Documents being part of any Bid.
SUBMISSION OF BIDS
1) Bidder should log into the site well in advance for bid submission so that they can upload the bid in time i.e. on or
before the bid submission time. Bidder will be responsible for any delay due to other issues.
2) The bidder has to digitally sign and upload the required bid documents one by one as indicated in the tender document.
3) Bidder has to select the payment option as “offline” to pay the tender fee / EMD as applicable and enter details of the
instrument.
4) Bidder should prepare the EMD as per the instructions specified in the tender document. The original should be
posted/couriered/given in person to the concerned official, latest by the last date of bid submission or as specified in
the tender documents. The details of the DD/any other accepted instrument, physically sent, should tally with the details
available in the scanned copy and the data entered during bid submission time. Otherwise the uploaded bid will be
rejected.
5) Bidders are requested to note that they should necessarily submit their financial bids in the format provided and no
other format is acceptable. If the price bid has been given as a standard BOQ format with the tender document, then
the same is to be downloaded and to be filled by all the bidders. Bidders are required to download the BOQ file, open
it and complete the white coloured (unprotected) cells with their respective financial quotes and other details (such as
name of the bidder). No other cells should be changed. Once the details have been completed, the bidder should save
it and submit it online, without changing the filename. If the BOQ file is found to be modified by the bidder, the bid
will be rejected.
6) The server time (which is displayed on the bidders’ dashboard) will be considered as the standard time for referencing
the deadlines for submission of the bids by the bidders, opening of bids etc. The bidders should follow this time during
bid submission.
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7) All the documents being submitted by the bidders would be encrypted using PKI encryption techniques to ensure the
secrecy of the data. The data entered cannot be viewed by unauthorized persons until the time of bid opening. The
confidentiality of the bids is maintained using the secured Socket Layer 128-bit encryption technology. Data storage
encryption of sensitive fields is done. Any bid document that is uploaded to the server is subjected to symmetric
encryption using a system generated symmetric key. Further this key is subjected to asymmetric encryption using
buyers/bid openers’ public keys. Overall, the uploaded tender documents become readable only after the tender opening
by the authorized bid openers.
8) The uploaded tender documents become readable only after the tender opening by the authorized bid openers.
9) Upon the successful and timely submission of bids (i.e. after Clicking “Freeze Bid Submission” in the portal), the portal
will give a successful bid submission message & a bid summary will be displayed with the bid no. and the date & time
of submission of the bid with all other relevant details.
10) The bid summary has to be printed and kept as an acknowledgement of the submission of the bid. This
acknowledgement may be used as an entry pass for any bid opening meetings.
ASSISTANCE TO BIDDERS
1) Any queries relating to the tender document and the terms and conditions contained therein should be addressed to the
Tender Inviting Authority for a tender or the relevant contact person indicated in the tender.
Any queries relating to the process of online bid submission or queries relating to CPP Portal in general may be directed
to the 24x7 CPP Portal Helpdesk
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PROJECT BACKGROUND
Indian aviation Academy (IAA) is an autonomous institute, under aegis of NIAMAR-Society functioning as joint
training academy of Airports Authority of India (AAI), Directorate General of Civil Aviation (DGCA) and Bureau
of Civil Aviation Security (BCAS).
At the institutional level, IAA is governed by a Governing council with Chairman, AAI as Ex-Officio Chairman and
Director, IAA as member secretary along with nominees of Ministry of civil aviation (MoCA), AAI, DGCA and
BCAS as members. Besides this, there is Governing Body, Finance Committee for its governance. For all academic
matters, Director, IAA is the authority having control and responsibility for the maintenance of standards of
instruction, education, evaluations and all other allied academic matters.
IAA conducts various national and international training programs, workshops/symposiums for aviation industry
with participation from Indian as well as international organizations.
The academy has a world class state-of-the-art infrastructure with modern class-rooms, conference halls, video
conferencing room, computer based training (CBT) room, library, hostel, canteen, auditorium, swimming and sports
facilities. The total training capacity is 350.The canteen, house-keeping and security are outsourced. The academy
has tied-up with M/s OLA for transport facilities. The academy also outsources its facilities i.e. class-rooms,
auditorium etc. for revenue generation.
IAA has a regular staff strength of approx. 40 and some of the staff have been hired on contract basis.
IAA publishes a training calendar for scheduled training programs to be conducted during the entire financial year
in addition to some non-schedule training programs being conducted on need basis. Almost a month before a
scheduled training program, course coordinator (designated staff of IAA) disseminates the information about training
program to be conducted through IAA and AAI website, e-mail to various airports, corporate and regional
headquarters, other training institutes, aviation organizations and seeks nominations of trainees. The nomination from
AAI are screened and finalized at corporate and regional headquarters and sent to IAA. Nominations from other
national and foreign organizations are directly sent to IAA. The course coordinator finalizes the nominations and
intimates all concerned. The details of trainees, course fee (if any), enquiry about hostel stay and meal, are sought.
All logistics related to training (classroom, hostel allocation, canteen facility, training material, transport, HR issues
(registration, attendance, relieving), fee deposit, faculty etc.) are arranged by activating concerned internal
departments/staff of IAA. Logistics are procured from vendors/suppliers and also through e-procurement. After
training; examination, evaluation, feedback about course, faculty and facilities are various activities to be performed.
Eventually, reports are generated and all records are maintained.
Invoices are raised by Canteen, hostel and other departments. Eventually, Finance departments does all remittances
and deposits.
IAA plans to provide on-line training in future.
IAA envisages a paperless working for most of its functioning as far as practicable.
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SCOPE OF WORK
SPECIFICATIONS OF THE PROPOSED SOFTWARE
IAA wishes to procure a bi-lingual (English and Hindi) web-based Education-cum-Training Institution
Management software that will help to automate its business processes of training, hostel, canteen, finance
etc. and other associated functions by employing a web - based integrated user interface. IAA will not
provide any hardware or software at any phase of design, development, implementation and maintenance
of the software. Requirement outlined in this section are of high level in nature. The detailed specifications
for the proposed web-based application software would be finalised at the time of SRS with the successful
bidder at Stage-1 milestone of payment and time schedule given on page no. 34. Functional requirements
are incorporated in the scope of work. Deviation in technical specifications which do not have material
impact on overall functional requirements will be permissible.
GENERAL SPECIFICATIONS
In general, the software should be customizable, responsive, dynamic, attractive with good aesthetics,
efficient, user-friendly and cost- effective. The system should be able to meet the following expectation: -
An On-line and Multi User System
The front end of the system will serve as the dynamic website of the Indian Aviation Academy for general
public and will host 15 to 20 pages containing information, activities about the academy. The same website
will have a login function at its home page and only authorized user will be able to login through username
and password. The system must be able to support 150 concurrent system clients/users located in different
geographical areas. These clients should maintain autonomy to allow distributed processing. The users shall
be able to simultaneously use the system efficiently and without unnecessary queues in the system.
Importing /Exporting Data
The system should be able to export and import data to and from other applications (in excel / similar
format).
Access Points
We envisage that the company shall have cloud base hosting infrastructure where the database backend
as well as web frontend will reside. All end users must be able to access that system from any point within
the institute and outside.
Data Migration
The software should provide for the migration of data. The Consultant will be required to migrate data
from the current running systems.
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Operating Platforms
The system should be able to run on Windows 7 and above platform, however system shall be platform
independent. It should work on any device (mobile or static without any restriction under any browser.
Web- enabled
The software should be a fully centralized web- based solution having configurability through web-
interface and client interface. The software should facilitate paperless working. It should be
internet enabled for communication with clients such as trainees, faculties, other aviation
organization etc. The system should enable data access via the web for most of its functions with
multi-level role-based access.
The proposed software shall have a content management system for managing/uploading
contents. It should be compatible for integration of payment gateway.
Backup and Recovery
Data storage should be encrypted for security purposes and the system should provide facility for
automatic and manual backups. Recovery procedures from backups should be seamless and
possible within reasonable time.
Integration
The system shall be implemented in such a way that various email notifications are generated and
delivered to relevant stakeholders along with a monthly delivery report to IAA. It should have data
export/import capability as per prescribed format.
Security and Administration
The system should work in a secured environment with full confidentiality, integrity and
availability. The system should be well-secured against hacking, cyber-attack and should apply
access, update and enquiry security controls. Successful Bidder shall ensure virus-free
functionalities. It should also provide a structured user rights environment.
Bidder has to quote for Data Centre Cloud Services through MeitY empaneled and STQC audited
and compliant CSPs.
All the components and data of software must reside in a datacenter based in India.
Availability and reliability
Training Institution management software should be secured by cloud-based hosting with atleast
99.99% uptime guarantee.
Improvement and Upgradation
The system should have capability for continuous improvement and upgradation.
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MODULAR SPECIFICATION
Proposed software should contain following modules:
1. Administration Module
2. Academic Module
3. Learning Management System Module
4. Commercial use of Facilities module
5. Library Management
6. Finance Management
7. Staff Management
8. Miscellaneous: legal/statutory requirements, MIS, LSO and other report generation,
DSS etc.
9. Enquiry, Feedback and Grievance redressal Module
Some of the Modules may have overlapping functionalities. Those functionalities need to
addressed irrespective of nomenclature and repetition of Modules.
OTHER SOFTWARE SPECIFICATIONS
Further from the general and modular specifications of the system, the vendor should also cater
for:
Training
A comprehensive training of at least 20 IAA users of the system on the area of use is expected.
Technical support training of the IAA support personnel to facilitate low and medium level support
that doesn’t involve changing of original system specifications is also expected.
Implementation schedule
A comprehensive implementation schedule outlining all major and minor activities within the whole
implementation process clearly indicating timelines of each in conformity with Payment and Time schedule
of the tender document.
Acceptance test
The system should undergo a user acceptance tests before commissioning and a documentation of the
same maintained for reference purposes.
System documentation
A fully detailed system technical documentation and user manuals based on modules should be provided
for reference purposes.
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Standards, Licensing and Certification
The software to be provided must be able to provide end-to-end solution by using Open Standards and
Open software and shall comply with GIGW & W3C standards.
All licenses (If any) shall be procured for IAA by successful bidder without any additional cost to be borne
by IAA. The supplier shall get GIGW compliant certificate for the software from STQC. The vendor shall also
get security certification from CERT-in/CERT-in empanelled vendors.
Modules / Functionalities
1. Administration Module
a. Hostel
i. Hostel trainees Management
ii. Hostel resident faculties/visiting guests Management
iii. Hostel Attendance
iv. Hostel ID Cards
v. Canteen Bill for room service
vi. Hostel Out pass
vii. Asset management
viii. Electronic key management/ integration with existing key management system
ix. Room allocation
x. Handling discrepancies in inventory
Xi. Reports
xi. Billing
xii. Complaint/feedback management
b. Transport
i. Create transport request
ii. Transport allotment
iii. Transport Related Notification like FC, Insurance, etc.
iv. Driver and Attender Profiles
v. Transport ID Cards
vi. Vehicle Schedules
c. Inventory management with standard features for Hostel and Academy.

i. Maintain inventory
ii. Requisition management
iii. PO issue, Material receipt and issue
iv. Stock checking etc.
v. Item masters
vi. Supplier Management
d. Archival of information and data: Database of training records and document management system for
office documents, image files.
i. Number of training programs
ii. Number of trainees
iii. Bifurcation of trainees from DGCA/BCAS/AAI/Others etc.
e. Store Management
i. Procurement of items
ii. Request for Items from various authorities
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iii. Issue and Return Store Materials
iv. Automated Reminders on outstanding items
v. Reports
f. Security
i. Reception management
ii. Biometric attendance
iii. Gate pass management
iv. ID management
v. Deployment
vi. Visitor Management
g. Canteen contract management

i. Billing
ii. Staff and guest catering
iii. Catering requirement information based on trainee option (veg/non-veg/special)
h. Housekeeping contract management

i. Deployment & attendance
ii. Various Check lists
i. Complaint recording and forwarding (maintenance / catering/ housekeeping etc.)
2. Academic
a. Management of annual training calendar, schedule and non-schedule programs
b. Automatic mail generation for
 course coordinators
 higher management
 other training centers
 Potential target groups from aviation industry
c. Scheduling a programme
 Course coordinator with mobile and mail id

 Date from and to
 Target group.
 Faculty main and stand -by allotment
 Summary Reports on Course
d. Handle nominations and enquiry
 Inviting nominations through software

 Nomination filing online
 Confirmation of nomination
 Food category
 Stay required or not
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 Nomination acceptance by IAA
 Enquiry Management with Follow- Ups
 Provide quotation
 Converting into Admission
 Billing
 Reports
 Scheduled Email/SMS Reminders
 Follow up mails
e. Budgeting for miscellaneous expense, transport etc. and approval.
f. Resources allocation.
I. Class room
ii. Any other facility with date from and to
ii. Auto info. to all like catering, hostel, security, finance, House-Keeping, IT, store, etc.
iii. Billing for outsourced programmes
g. Training preparation
 Preparation of training calendar with the allotments of class, faculties, etc.
 Automated reminder to all the allotted faculties and students for and after approval
 Confirmation from different authorities
 Weekly Schedule for every involved faculty
 Registration, Name Plate, Certificates printing through software etc.
 Examination, course and faculty evaluation/feedback.
h. Faculty Management Module
 Faculty enrolment
 List of faculties subject wise
 Faculty Grade, Remuneration category
 Faculty Profile with qualification, experience, subject, contact details etc.
 Allocation of Courses
 Course Schedules for every allocated faculty
 Reminders
 Course Materials
 number of past classes , rating in each class and overall rating.

16
i. Faculty payment
 Setting up of faculty payment details

 Automated honorarium Calculation from the number of sessions/days present
 honorarium slip generation
 Tax Deductions
 Reports
j. ID cards printing through software
k. Schedule preparation
 Schedule for trainee

 Schedule for regular Staff
 Schedule for contract staff
 Schedule for faculties
l. Trainee attendance
 Day wise Attendance

 Module Wise Attendance
 Reports
 Automated SMS Reminders for Absentees
 Exam Attendance
m. Trainee
i. Profile
ii. Attendance
iii. Examination, evaluation
iv. Marks, evaluation, any reportable incident
v. Collect Relevant Documents
vi. Notifications
vii. Academic Details
viii. Leave Management
ix. Course Completion
 Closure of training. Relieving order by mail
 Certificate printing and maintain record of certificate issued
 Feedback on session, overall course, individual faculty and facilities
x. Reporting
xi. Digital Diary of profiles
xii. Daily Activities
xiii. Data capturing at various levels including analytical, problem solving skill, etc. for analysis
n. Daily record to be maintained on (during on the job training)
I. Diary for Student

II. Place of work
III. New learning
IV. Challenge faced if any
17
V. Issues identified
VI. Non-compliance to standards and procedure
VII. My suggestion
The dairy should not be editable on later date. Only current date to be taken from server and
stamped.
Mentor name and designation. Comments by mentor.
o. Signage Management
 Create, Read, Update, Delete of Smart Signage Television (Network connected) records
 Unique URL and Display page generation for each Smart Signage Television
 Layout design for different types of Signage display pages in different Resolutions and
Orientation (Horizontal/Vertical/Portrait/Landscape) as per Signage Television
 Schedule creation for display of content on Signage display pages
 Management of content on Display pages
3. Learning Management System should be suitably integrated in to the software with required customization
having
i. Course development
ii. Online examination
iii. Development and delivery of e learning modules
iv. Ability to conduct virtual class rooms
v. Question bank
vi. Feedback from trainees on faculty, course facilities etc.
vii. Integration of Moodle
4. Commercial use of facility

i. Booking of auditorium
ii. Booking of classrooms.
iii. Quotation, Billing etc.
iv. Event management
5. Library management
i. Issue and Renew Book
ii. Purchase and accounting of books
iii. Barcode Integration
iv. Automated Penalty
v. Automated Reminders
vi. Reports
6. Finance management
i. The software should be integrated with the tally in use by the academy.
ii. Invoicing and Receipt
iii. Reports Generated
18
iv. Automated Penalty
v. Automated Reminders for Pending Fee
vi. Integration with Email and SMS for Reminders, Invoices, Receipts and Notifications
vii. Multi-Currency USD and INR
viii. Advance/Imprest
ix. Payment to faculty, vendors/suppliers etc.
x. Remittances and deposits, fee collection
xi. Budget and planning
xii. Statutory requirements like GST etc.
xiii. Payment gateways compatibility
7. Staff Management
i. Name, qualification, experience, job assignments etc.
ii. Trainings undergone
iii. Their competency mapping, HR issues.
iv. Recruitment of contract manpower.
v. Digital signatures.
8. Miscellaneous Function Module

i. RTI /parliamentary questions/legal question
ii. Report Generation
19
Intentionally Left Blank
20
General Conditions of Contract
21
1. CONTACTING THE BUYER :
 Canvassing in any form in connection with the tenders is strictly prohibited and the tenders
submitted by the contractors who resort to canvassing are liable for rejection. Such rejected tenders
will not be returned.
 No bidder shall try to influence directly or through external source, the Buyer on any matter relating
to its bid, from the time of publication of NIT till the time the contract is awarded.
 Any effort by a bidder to influence the Buyer in the bid evaluation, bid comparison or contract
award decisions shall result in the rejection of the bid, and such actions will be considered as bad
performance for future Projects.
2. AWARD OF CONTRACT:
The acceptance of the tender will be intimated to the successful bidder by IAA, either by fax or by
Letter, e-mail, e-portal.
IAA shall be the sole judge in the matter of award of contract and decision of IAA shall be final and
binding.
3. RIGHT TO ACCEPT OR REJECT THE TENDERS:
IAA reserves to it-self the authority to reject any or all the tenders or to annul the bidding process
received at any time prior to award of contract without assigning any reason whatsoever and without
thereby incurring any liability to the affected bidder or bidders on the grounds for the Buyer’s action.
Tenders not accompanied with prescribed information or are incomplete in any respect, and/or not
meeting prescribed conditions, shall be considered non-responsive and are liable to be rejected.
Pursuant to para 1 above the documentation submitted by bidder shall not be returned unless the
bidder explicitly states this request at the time of submission of the tender. IAA also reserves the right
at its sole discretion not to award any order under the tender called. IAA shall not pay any costs
incurred in the preparation and submission of any tender.
If the bidder gives wrong information in his Tender, IAA reserves the right to reject such tender at
any stage or to cancel the contract, if awarded, and forfeit the Earnest Money.
Should a bidder have a relation or relations employed in IAA in the capacity of an officer or the
authority inviting tender, the same shall be informed by the bidder. In the event of failure to inform
and in a situation where it is established that the relation or relations employed in IAA has / have tried
to influence the tender proceedings then IAA at its sole discretion may reject the tender or cancel the
contract and forfeit the Earnest Money.
22
The requirements indicated in this NIT are the minimum and bids of the firms not complying with these
minimum requirements or having deviations from equivalents to the minimum requirements shall be
rejected. However, higher than the minimum requirements shall be technically acceptable without any
additional financial implication.
Any correspondence after the opening of the technical bid, from the bidder, regarding the bid unless
specifically sought by IAA shall not be considered. Such post bid offers / clarifications may be liable
for action.
4. ISSUE OF WORKS ORDER:
The acceptance of the tender will be intimated to the successful bidder by IAA, either by fax or by
letter, e-mail and through e-portal.
The issue of a Works Order / Purchase Order shall constitute the intention of Buyer to enter into the
contract with the bidder.
Acceptance of the Works order / Purchase Order will be deemed as effective from the date of issue of
Works Order / Purchase Order. The issue of Works Order / Purchase Order shall constitute the award
of contract on the bidder.
IAA shall be the sole judge in the matter of award of contract and decision of IAA shall be final and
binding.
5. QUALITY ASSURANCE REQUIREMENTS:
The supplier shall submit copies of Valid Certificates to ensure that all works comply with standards
specified.
6. TRANSFER OF TENDER DOCUMENT:
Transfer of Tender Documents by one bidder to another is not permissible. Similarly transfer of tenders
submitted by one bidder in the name of another vendor is not permissible.
7. CONTRACT MONITORING:
The buyer shall hold regular contract monitoring meetings after the award of the contract to monitor
the performance of the contract.
23
8. Language and Currency:
The bidder shall quote the rates in English language and international numerals. The rates shall be in
whole numbers. The rates shall be written in both figures as well as in words. In case of disparity in
figures & words, the rate in words will be considered. In the event of the order being awarded, the
language of all services, manuals, instructions, technical documentation etc. provided for under this
contract will be English. The bidders should quote only in Indian Rupees and the bids in currencies
other than Indian rupees shall not be accepted.
9. Standard Conditions.
Standard printed conditions of the bidder to the offer, other than the conditions specified here, will
not be acceptable.
For the purpose of the tender, the metric system of units shall be used.
All entries in the tender shall either be typed or be in ink. Erasers shall render such tenders liable to
summarily rejection. The bidder shall duly attest all corrections, cancellation and insertions.
10. Correspondence:
All correspondence would be directly with the bidder and correspondence through agents will not be
entertained.
11. Testing and Inspection:
The acceptance testing of the system to be developed and deployed under this project shall be as per
payment and time schedule.
The testing & inspection as per above clauses in any way does not relieve the Contractor from any
Warranty or other obligations under this contract.
12. Extension of Time:
This work is urgent and the completion period permitted for this work up to milestone stage 6 of
payment and time schedule is 120 days from the date of award which shall be adhered to strictly.
However, in-case of extraordinary situations which may delay the completion of the project, the
contractor shall apply for extension of time.
IAA at its sole discretion may extend the time period for completion of the work without any prejudice
to operate the penalty clauses provided for in the Tender Document. Such extension of time and the
circumstances leading to the extension of time shall be communicated in writing to the contractor
24
13. Compensation for Delay:
Time is the essence of the Contract.
If the successful bidder fails to complete the supply / work within time fixed as per payment and time
schedule under the contract, he shall pay to the IAA without prejudice to any other rights or remedy
as may be available to the purchaser, an agreed compensation amount calculated @ 1 % of the total
value of the uncompleted portion of the work per week or part thereof subject to a maximum value
equal to the 10% of Total Contract value
The amount of compensation for delay and waiver of compensation for delay in case of justified
reasons shall be decided at the discretion of Accepting Authority and the same shall be final and
binding on the contractor. Time taken by IAA and local statutory authorities for approval of drawings,
design, estimate etc., force majeure reasons and any other reasons beyond control of the contractor
shall be considered as justified reasons. The amount of compensation may be adjusted or set off
against any sum payable to the contractor under this or any other contract with IAA.
14. Force Majeure:

IAA may grant an extension of time limit set for the completion of the work / repair in case the timely
completion of the work is delayed by force majeure beyond the contractors control, subject to what
is stated in the following sub paragraphs and to the procedures detailed there in being followed. Force
Majeure is defined as an event of effect that cannot reasonably be anticipated such as acts of God
(like earthquakes, flood, storms etc.), acts of states, the direct and indirect consequences of wars
(declared or un-declared), hostilities, national emergencies, civil commotion and strikes (only those
which exceed a duration of ten continuous days) at successful Bidder’s place of work. The successful
bidder’s right to an extension of the time limit for completion of the work in above-mentioned cases
is subject to the following procedures.
That within 10 days after the occurrence of a case of force Majeure but before the expiry of the
stipulated date of completion, the bidder informs the IAA in writing about the occurrence of Force
Majeure Condition and that the Bidder considers himself entitled to an extension of the time limit.
The contractor shall submit the application for extension of time.
That the contractor produces evidence of the date of occurrence and the duration of the force majeure
in an adequate manner by means of documents drawn up by responsible authorities.
That the contractor proves that the said conditions have actually been interfered with the carrying out
of the contract.
That the contractor proves that the delay occurred is not due to his own action or lack of action.
Apart from the extension of the time limit, force majeure does not entitle the successful bidder to any
relaxation or to any compensation of damage or loss suffered.
15. Patents, Successful bidder's Liability & Compliance of Regulations
Successful bidder shall protect and fully indemnify the IAA from any claims for infringement of
patents, copyright, trademark, license violation or the like.
25
Successful bidder shall also protect and fully indemnify the IAA from any claims from successful
bidder's workmen/employees, their heirs, dependents, representatives etc. or from any person(s) or
bodies/ companies etc. for any act of commission or omission while executing the order.
Successful bidder shall be responsible for compliance with all requirements under the laws and shall
protect and indemnify completely the IAA from any claims/penalties arising out of any infringements
and indemnify completely the IAA from any claims/penalties arising out of any infringements.
All the software licenses shall be in the name of Indian Aviation Academy. All the system
upgrades/patches shall be provided free of cost during the contract period, which includes support
period with latest updates.
16. Settlement of Disputes:
If a dispute of any kind whatsoever arises between the IAA and the Contractor in connection with, or
arising out of the Contract or the execution of the works, whether during the execution of the Works
or after their completion and whether before or after repudiation or after termination of the contract,
including any disagreement by either party with any action, inaction, opinion, instruction,
determination, certificate or valuation of the Engineer-in-charge or his representative, the matter in
dispute shall, in first place be referred to the Director, IAA.
Unless the Contract has already been repudiated or terminated or frustrated the Contractor shall in
every case, continue to proceed with the works with all due diligence and the Contractor and IAA
shall give effect forthwith to every decision of the Engineer-in-charge or his representative unless and
until the same shall be revised.
17. Arbitration and Law:
Except where otherwise provided for in the contract, all questions and disputes relating to the
provisions of this contract shall be settled under the Rules of Indian Arbitration and Conciliation Act,
1996, within thirty (30) days (or such longer period as may be mutually agreed upon from the date
that either party notifies in writing that such dispute or disagreement exists. The single Arbitrator for
settlement of any dispute with regard to this contract shall be appointed by the Director IAA. The
venue of Arbitration shall be New Delhi, India. The arbitration resolution shall be final and binding
upon the parties and judgment may be entered thereon, upon the application of either party, by any
court having jurisdiction.
Should the supplier decide to take the dispute to a court of law, Indian laws shall govern this contract
within the jurisdiction of courts in Delhi only.
18. Termination for Default & Risk Purchase:
The IAA may, without prejudice to any other remedy for breach of contract, by written notice of
default, sent to the Contractor, terminate this Contract in whole or in part in any or the following
events.
If the Contractor fails to deliver any or all of the Items within the time period(s) specified in the
Contract or any extension thereof granted by the IAA.
26
If the Contractor fails to perform any other obligation(s) under Contract.
If the Contractor, in either of the above circumstances, does not remedy his failure within a period of
15 days (or such longer period as IAA may authorize in writing) after receipt of the default notice
from IAA.
19. Termination for Insolvency:
The IAA may at any time terminate the Contract by giving written notice to the supplier, without
compensation to the Contractor, if the Contractor becomes bankrupt or otherwise insolvent as
declared by the competent court provided that such termination will not prejudice or affect any right
or action or remedy which has accrued or will accrue thereafter to IAA.
20. Set Off:
Any sum of money due and payable to the contractor (including security deposit refundable to him)
under this contract may be appropriated by the Buyer to set off the same against any claim of the
Buyer for payment of a sum of money arising out of this contract made by the Contractor with Buyer.
21. Deviation in Quantity:
IAA reserves the right to change the quantity or part thereof to be supplied by +/-50% of the tendered
quantity (for site specific measurable length) but within the overall deviation limit of 30% of the
contract value.
IAA also reserves the right to purchase Extra item, Substitute items as per site requirements up to the
overall limit of 30% of the contract value.
The overall deviation, Extra item or the substitute items taken together shall not exceed 30% of the
contract value unless until it is mutually agreed by both the parties and a specific order is placed on
the vendor in this regard.
22. Limitation of Liability

Notwithstanding any other term, there shall be no limitation of liability in case of any damages for
bodily injury (including death) and damage to real property and tangible personal property due to
gross negligence and willful misconduct of the other party.
In all other cases not covered above the total liability of either party under the terms of the contract
shall not exceed the total contract value and in no event shall either party be liable to the other for any
indirect, incidental, consequential, special or exemplary damages, nor for any damages as to lost
profit, data, goodwill or business, nor for any reliance or cover damages even it was advised about
the possibility of the same.
Non-Disclosure Agreement:
Bidder shall submit Non-Disclosure Agreement (NDA) on Rs. 100/- non judicial stamp paper in
original. This is required to be submitted by the bidder for not sharing the source code etc. to others.
27
SPECIAL CONDITIONS OF THE CONTRACT
28
1. Standards
All designs, codes, developing platforms, developing techniques and workmanship shall be in accordance
with the highest accepted international standards for this type of work.
The bidder shall also state, where applicable, the National or other International standard(s) to which the
whole, or any specific part, of the system, software, or training complies.
2. Time Schedule
The work as per the Notice Inviting Tender shall be completed as per the time limits specified in payment
and time schedule or as per the schedule submitted by the bidder whichever is less.
Time is the Essence of Contract
The time and date of completion of the works as contained in the supplier’s proposal and as agreed to
contractually after modifications, if any, shall be final and binding upon the supplier. It must be understood
that the supplier has made the proposal after fully considering all such factors which may have any bearing
on the time schedule of the contract, and no extension in the time schedule whatsoever shall be permitted
on these accounts by IAA.
The bidder is expected to submit report for stage 1 of milestone of payment and time schedule within 20
days of award of the contract and shall stick to the plan. The contract execution shall be monitored initially
on weekly basis or as agreed upon by both parties. A meeting shall be held every fortnight between IAA
and project team of the vendor led by accountable project manager to assess the progress and plan future
roadmap of project for timely completion.
3. Delay & Non-Conformance
In case of the above time scheduled including levy of compensation for late delivery of systems not being
adhered to, IAA has the right to cancel the order wholly or in part thereof without any liability to
cancellation charges and procure the goods / software elsewhere in which case the successful bidder shall
make good the difference in the cost of goods procured elsewhere and price set forth in the order with the
successful bidder.
4. Performance Bank Guarantee (PBG)
10% of the value of P.O./W.O valid upto 6 months from the date of completion of work including
maintenance period issued by a scheduled bank in India shall be submitted by successful bidder.
5. Validity
The bid shall be valid for 180 days from the date of submission of bid.
6. Payment terms
No mobilization advance shall be paid.
The payment shall be made progressively on completion of each milestone as detailed below in payment
and time schedule. The payments shall be released to the Contractor on submission of documents as below
for each completed milestone.
29
 Bills (Invoices) in duplicate
 Delivery Challan in original
 Original receipt from the Consignee for completion of work
 UAT completion certificate as applicable.
 Payment for Warranty Period support/Annual maintenance Contract Charges (AMC) shall be
made quarterly on quoted annual cost for each year on the basis of SLA performance. SLA will be
formulated on mutually agreed terms and conditions after successful implementation of the
software.
Note: AMC shall start after the completion of warranty period. The support for deliverables under payment
and time schedule shall be part of implementation effort till completion of all Milestones implying that the
project shall be considered complete only when process is complete in all respects as per payment and time
schedule and software has been hosted successfully on cloud base.
7. Guarantee / Warranty
Complete Hardware, Software, Apps, Interfaces & Accessories shall be guaranteed against all defects/bugs
and for a satisfactory performance, as per all the listed features, for a period of one year from the date of
supply/Go-live.
The bidder shall attend at his own expense and get the defect/bugs removed in the systems as detected by
IAA during the period of warranty/AMC Support.
The Bidder hereby represents and warrants that (i) the Services/Products as supplied, installed, tested and
accepted; (ii) use of the Services/Products in accordance with the Contract; and (iii) copying of the Software
and Documentation provided to the Employer in accordance with the Contract do not and will not infringe
any Intellectual Property Rights registered in India held by any third party and that it has all necessary
rights or at its sole expense shall have secured in writing all transfers of rights and other consents necessary
to make the assignments, licenses, and other transfers of Intellectual Property Rights and the warranties set
forth in the Contract, and for the Employer to own or exercise all Intellectual Property Rights as provided
in the Contract. Without limitation, the Bidder shall secure all necessary written agreements, consents, and
transfers of rights from its employees and other persons or entities whose services are used for Project
execution.
8. Substitution & Wrong Supplies
Unauthorized/Pirated substitution or materials delivered in error of wrong description or quality or

supplied in excess quantity or old versions shall be returned to the successful bidder at his cost and risk.
9. Dispatch of Documents
 Pre-receipted Bills in triplicate at each stage of payment.

 Copy of the Delivery Challan.
 Copy of the Inspection/test report as applicable.
 Duly certified Installation / Commissioning Certificate/Certified SLA compliance with the bills.
 Any other Document
10. Upgradation
The successful bidder shall guarantee the long-term availability of Upgraded versions of hardware /
software to the buyer for the full life of the system. The successful bidder shall guarantee that before
30
outdating the current versions/systems covered under the contract, successful bidder shall ensure
deployment of the next up graded version/system. Installation of software Updates/upgrades and Patches
to be covered under warranty/AMC period.
11. Support Services during Warranty Period and Maintenance period:

Bidder shall provide post-implementation support for any kind of modification during the entire period of
contract. The bidder shall deploy at least one support engineer at IAA during warranty period for seamless
operation of the web portal and related applications. The bidder shall ensure appropriate contingency plan
on data recovery process so that continuity of uninterrupted services is ensured. During maintenance period
post-warranty period, the minimum manpower shall be deployed as and when required at one-day prior
notice at IAA campus. The deployed manpower shall be capable to resolve the issues/bugs/updation of
content, etc. to meet SLA and to train IAA officers. For any delay, penalty shall be charged as per relevant
clause of SLA.
12. Compatibility of Software
The software shall be compatible to laptops, desktops, tablet PCs, mobiles and handheld devices. It shall
also be compatible with all the major browsers. It should also be compatible with payment gateways in
future if required.
13. Technical Manual
The bidder shall supply/prepare complete set of technical/ operations and maintenance manuals (as
applicable) along with the delivery. The cost of such manuals supplied will be included in the cost of the
system.
14. Training
Bidder to provide training as per payment and time schedule of this tender document.
15. Intellectual Property Rights
Indian Aviation Academy shall be the sole owner of the software developed under this project. All data
will be the property of IAA and on completion of contract period the contractor shall handover the data in
a format suitable for migrating to a new software and assist IAA in successfully migrating to the new
system.
16. Submission of Acceptance Testing procedure
It will be the responsibility of the vendor to submit the system test procedure for conducting the post
installation site acceptance testing. The procedure submitted by the vendor should be drafted in line with
the standard practices followed in the industry and should be in accordance with the test procedures &
practices specified by the OEM/Govt. Agencies. The acceptance test procedure on approval by IAA shall
become the document for acceptance of the software / equipment after installation at the site. The draft
copy of system test procedure should be made available to IAA before 15 days of the schedule site
acceptance date / UAT.
17. Project Schedule & Monitoring
31
The vendor shall plan various activities and the execution as per payment and time schedule. The vendor
would be required to submit the plan for all the activities along with the schedule. The project shall be
closely monitored with respect to the schedule and review & coordination meetings shall be held regularly
as agreed between both the parties. Any slippage from the schedule in completion of one activity and
resultant delay / impact on the overall completion schedule shall be reviewed in each review meeting and
the vendor would be required to take corrective actions to bring back the project on schedule.
The vendor should utilize well- trained and experienced personnel for development of the software. IAA
shall not be responsible for any incident or accident happening at the site due to the negligence of the
personnel deployed by the bidder. The bidder shall absolve IAA against all such claims.
32
Payment and Time Schedule
Sr. Mile Description Time Frame Payment

No. Stone
Part A
1 Stage-1 Analysis, detailed project plan 20 days 15% of BOQ item no.
(SRS, FRS, SDS, prototype 1&2
presentation) (including
bilingual support)
2 Stage- 2 Development and testing, 40 days 15% of BOQ item no.
generation of test report I 1&2
(including bilingual support)
3 Stage- 3 Changes as per requirement 20 days 15% of BOQ item no.
and testing, generation of test 1&2
report II
4 Stage- 4 Changes as per requirement 20 days 15% of BOQ item no.
and testing, generation of test 1&2
report III
5 Stage- 5 UAT, Final product roll-out 15 days 30% of BOQ item no.
and online hosting on cloud 1&2
6 Stage- 6 User manual and training for 5 days 10% of BOQ item no.
20 persons 1&2
Part B
1 Post roll Online hosting on cloud 5 years from roll Payment shall be
out out made on quarterly
Activity basis for BOQ item
no. 3
2 Post roll Maintenance Four years from Payment shall be
out expiry of made on quarterly
activity warranty period basis for BOQ item
of one year no. 4 after warranty
period of one year
33
EVALUATION OF BIDS:
Overall Evaluation Process
A tiered evaluation procedure will be adopted for evaluation of bids, with the technical bid being completed before
the financial bids are opened and compared.
Technical bids which are substantially responsive will only qualify for financial bid opening.
Evaluation of Technical Bid:

 Detailed evaluation of technical bid shall be carried out along with other conditions in the tender document
to determine the substantial responsiveness of each tender. For this clause, the substantially responsive bid
is one that conforms to all the eligibility and terms and condition of the tender without any material
deviation.
 The bidder is required to quote for all the items of the BOQ. Partial bid is liable to be rejected.
Evaluation of Financial Bid:
The Financial Bids shall be opened on CPP portal online. IAA shall inform the date, place and time for opening of
the Financial Bid.
For financial evaluation, L1 basis will be considered.
34
Bill of Quantities (BOQ) (Financial Bid- Envelope II)
Name of Work: Design, Development and implementation and maintenance of web-based Education-
cum-Training Institution Management software at Indian Aviation Academy, Vasant
Kunj, New Delhi
Sr. Description of Item Quantity Unit Rate Amount Amount in words

No. in
numerals
1 Design, Development 1 Job

and implementation of
Training Institution
Management Software
(TIMS) with one year
onsite warranty
2 Bilingual support for 1 Job

Hindi
3 Online Hosting 5 Years
4 Maintenance 4 Years
Total
NOTE: The Rates to be quoted should be net, without any taxes.

Unconditional rebate (if any)……..
Net amount after rebate…….
Applicable GST……….
35
ANNEXURE – A
Name of work: Design, Development, implementation and maintenance of web-based Education-cum-Training

Institution Management software for Indian Aviation Academy, Vasant Kunj, New Delhi
1 2 3 4
Sl No. Parameter Supporting Document must have the Reference to

following information the documents
submitted in
support of
Column 3
1. General
1.1 Name and address of the firm / copy enclosed :

contractor
YES/NO
Telephone, Fax, Email
1.2 Authorized Signatory ( name &
Designation)
2. Envelope- I shall contain scanned copy of
Ref. to Performa with tender documents
2.1 Details of tender fee Scanned copy of Demand Draft Copy enclosed:
YES/NO
2.2 Details of EMD Scanned copy of Demand Draft Copy enclosed:
YES/NO
2.3 Unconditional acceptance letter Annexure-B Copy Enclosed.
Yes / No.
2.4 Authorization letter/ power of attorney, Document to be enclosed in case of firm Copy Enclosed.
if any ( for person mentioned in Sl No.
1.2) Yes / No.
2.5 Registration Details Copy registration to be submitted. Registration

copy enclosed :
Registered with:
YES/NO
Category & Limit:
36
Valid Upto:
2.6 Permanent Account No.(PAN) Enclose documentary proof in support. Copy enclosed:
YES/NO
2.7 GST Registration No.(GST) Enclose documentary proof in support. Copy enclosed:
YES/NO
2.8 in business of software development Certificates /documents as applicable Copy enclosed:

for minimum three years
YES/NO
2.9 experience of software development (relevant documents only for

from 01.01.2012 till date maximum 3 (three) assignments of
software development including one
mandatory assignment of developing
web-based Education-cum-Training
Institution Management software )
In case of one assignment of software 1. Work Order/Purchase Copy enclosed:

development worth Rs.26,53,600/- or order/Agreement letter
YES/NO
more
2. Certificate of successful completion
of one assignment of Rs.26,53,600/- or
more mentioning:
- Name of work :
- Value of work/Contract Cost
- Purchase Order/Work
Order/Agreement letter No & Dt.:
- Date of start, Date of completion as

per agreement, actual date of
completion :
- Satisfactory completion of work..:
3. TDS certificate (for experience in

private sector)
In case of two assignments of software 1. Work Order/Purchase Copy enclosed:

development worth Rs. 16,58,500/- or order/Agreement letter
YES/NO
more for each assignment
of first assignment of Rs. 16,58,500/- or
more mentioning:
- Name of work:
37

completion:

private sector)
1. Work Order/Purchase Copy enclosed:

order/Agreement letter
YES/NO
of second assignment of Rs. 16,58,500/-
or more mentioning:
- Name of work :

completion:

private sector)
In case of three assignments of software 1. Work Order/Purchase Copy enclosed:

development worth Rs. 13,26,800/- or order/Agreement letter
YES/NO
more for each assignment
of first assignment of Rs. 13,26,800/- or
more mentioning:
- Name of work :

completion :
38
private sector)

YES/NO
of second assignment of Rs. 13,26,800/-
or more mentioning:
- Name of work :

completion :

private sector)

YES/NO
of Third assignment of Rs. 13,26,800/-
or more mentioning:
- Name of work :

completion:

private sector)
39
2.10 Experience of completing one 1. Work Order/Purchase Copy enclosed:
mandatory assignment worth Rs. order/Agreement letter
YES/NO
13,26,800/- or more (40% of
estimated cost) in developing web- of one mandatory assignment of Rs.
based Education-cum-Training 13,26,800/- or more mentioning:
Institution Management software
- Name of work :

completion :

private sector)
2.12 TURNOVER: Annualized average Year Turnover (In lakhs) Proof of turn
financial turnover of not less than over enclosed
9,95,100 against works executed during (Abridged
last three financial years. As a proof, balance sheet &
copy of Abridged Balance Sheet of the profit & loss
firm with profit and loss account shall be A/C)
submitted along with the application.
Copy enclosed:
YES/NO
2014-15
2015-16
2016-17
Average Turnover
Place:
Date: Signature
Authorized Signatory of the contractor/ Firm
40
ANNEXURE-B
UNCONDITIONAL ACCEPTANCE LETTER
To
Director, IAA
---------------------------------
---------------------------------
Sir,
ACCEPTANCE OF IAA’S TENDER CONDITIONS
1. The tender documents for the work “ -----------------------------------------------------------------------------------------

------------------------------------------------------------------------------------have been sold to me/us by Indian Aviation
Academy and I/we hereby certify that I/we have inspected the site and read the entire terms and conditions of the
tender documents made available to me/us in the office of Director, IAA . Which shall form part of the contract
agreement and I/We shall abide by the conditions/clauses contained therein.
2. I/We hereby unconditionally accepts the tender conditions of IAA’s tender documents in its entirety for the above
work.
3. The contents of all clauses/conditions of Notice Inviting Tender of the Tender Documents have been noted
wherein it is clarified that after unconditionally accepting the tender conditions in its entirety, it is not permissible
to upload any additional file or put any remark(s)/conditions(s) (except unconditional rebate on quoted rates if
any) in/ along with the Tender Document and the same has been followed in the present case. In case, this
provisions of the tender if found violated after opening of tender, I/We agree that the tender shall be rejected and
IAA shall without prejudice to any other right or remedy be at liberty to forfeit the entire amount of earnest
money.
4. That, I/We declare that I/We have not paid and will not pay any bribe to any officer of IAA for awarding
this contract at any stage during its execution or at the time of payment of bills, and further if any officer
of IAA asks for bribe/gratification, I will immediately report it to the Appropriate Authority in IAA.
Place: Signature
Date: Authorized Signatory of the contractor/ Firm
41
ANNEXURE-C
FORM OF BANK GUARANTEE IN LIEU OF SECURITY DEPOSIT IN INDIVIDUAL CONTRACT

(On Non-Judicial Stamp Paper)
To
The Indian Aviation Academy
1. In consideration of the Indian Aviation Academy having its office at New Delhi (hereinafter called the
“IAA” which expression shall unless repugnant to the subject or context include its administrators, successors
and assigns) having agreed under the terms and conditions of Contract Agreement No.
______________dated ________made between ____________________ and IAA in connection with the
work of ________________________ (hereinafter called the said contract), to accept Deed of Guarantee as
herein provided’ for Rs._________________________________ (Rupees _____________________only)
from a Nationalized Bank in lieu of the Security deposit to be made by the contractor or in lieu of the
deduction to be made from the contractor’s bills, for the due fulfillment by the said Contractor of the term
and conditions contained in the said Contract. We, the ________________bank (hereinafter referred to as
“the said Bank” and having our registered office at do hereby undertake and agree to indemnify
and keep indemnified IAA from time to time to the extent of Rs. ___________________________ (Rupees
______________________ only) against any loss or damage, costs, charges and expenses caused to or
suffered by or that may be caused to or suffered by IAA by reason of any breach or breaches by the said
Contractor of any of the terms and conditions contained in the said contract and to unconditionally pay the
amount claimed by IAA on demand and without demur to the extent aforesaid.
2. We, the ___________________ Bank, further agree that IAA shall be the sole judge of and as to whether the
said Contractor has committed any breach or breaches of any of the terms and conditions of the said contract
and the extent of loss, damage, costs, charges and expenses caused to or suffered by or that may be caused
to or suffered by IAA on account thereof and the decision of IAA that the said Contractor has committed
such breach or breaches and as to the amount or amounts of loss, damage, costs, charges and expenses caused
to or suffered by or that may be caused to or suffered by IAA from time to time shall be final and binding on
us.
3. We, the said Bank, further agree that the Guarantee herein contained shall remain in full force and effect
during the period that would be taken for the performance of the said Contracts and till all the dues of IAA under the
said Contract or by virtue of any of the terms and conditions governing the said Contract have been fully paid and its
claims satisfied or discharged and till the Accepting Authority of the contract certifies that the terms and conditions
of the said Contract have been fully and properly carried out by the said Contractor and accordingly discharges this
guarantee subject, however that IAA shall have no claim under this Guarantee after 90 (Ninety) days from the date
of expiry of the Defects Liability Period as provided in the said Contract, i.e., _____________ (date) or from the date
of cancellation of the said Contract, as the case may be, unless a notice of the claim under this Guarantee has been
served on the Bank before the expiry of the said period in which case the same shall be enforceable against the Bank
notwithstanding the fact, that the same is enforced after the expiry of the said period.
4. IAA shall have the fullest liberty without affecting in any way the liability of the Bank under this Guarantee
or Indemnity from time to time to vary any of the terms and conditions of the said contract or to extend time
of performance by the said Contractor or to postpone for any time and from time to time any of the powers
exercisable by it against the said Contactor and either to enforce or forbear from enforcing any of terms and
conditions governing the said Contract or securities available to IAA and the said Bank shall not be released
from its liability under these presents by any exercise by IAA of any liberty with reference to the matters
aforesaid or by reason of time being given to the said Contractor or any other forbearance, act or omission
42
on the part of IAA or any indulgence by IAA to the said Contractor or any other matter or thing whatsoever
which under the law relating to sureties would but for this provisions have the effect of so releasing the Bank
from its such liability.
5. It shall not be necessary for IAA to proceed against the Contractor before proceeding against the Bank and
the Guarantee herein contained shall be enforceable against the Bank, notwithstanding any security which
IAA may have obtained or obtain from the Contractor at the time when proceedings are taken against the
Bank hereunder be outstanding or unrealised.
6. We, the said Bank, lastly undertake not to revoke this Guarantee during its currency except with the previous
consent of IAA in writing and agree that any change in the Constitution of the said Contractor or the said
Bank shall not discharge our liability hereunder.
7. Address of Regional / Controlling branch of the issuing branch of bank Guarantee is ---------------------------
---------------------------------------------------
In presence of: Dated this _____ Day of _____________
WITNESS
1. For and on behalf of (The Bank)
Signature ___________________
2. Name & Designation __________
___________________________
Authorisation No. _____________
Name & Place________________
Bank’s Seal _________________
The above Guarantee is accepted by Indian Aviation Academy.

For and on behalf of Indian Aviation Academy.
Signature _____________________________
Name________________________________
Designation___________________________
Dated________________________________
Note:
*For Proprietary Concerns
Shri __________________son of’ ________________resident of _____________

_____________________________________________________carrying on business under the name and style of
_________________at ________(hereinafter called “the said Contractor” which expression shall unless the context
requires otherwise include his heirs, executors, administrators and legal representatives).
For Partnership Concerns
1. Shri ___________________son of ____________________resident of ________
2. Shri ________________________son of ____________________resident of____________carrying on

business in co-partnership under the name and style of ___________at ______________ (hereinafter
collectively called “the said contractor” which expression shall unless the context requires otherwise include
each of them and their respective heirs, executors administrators and legal representatives).
43
For Companies
M/s _____________________a Company registered under the Companies Act, 1956 and having its registered office
in the State of (Hereinafter called “the said Contractor” which expression shall unless the context requires otherwise
include its administrators, successors and assigns).
44
ANNEXURE - D
AGREEMENT FORM
(To be printed on - stamp paper of appropriate Value)
This agreement made this (date in figures & words) between Indian Aviation Academy, an autonomous body
registered under the aegis of National institute of Aviation Management and Research (NIAMAR) as a society under
the Societies Registration Act, 1860 having its Office at Indian Aviation Academy, behind Indian Spinal injuries
center, Vasant Kunj, 110070 through its ________________________ (here in after referred to as “IAA” which
expression shall include its administrators, successors, executors and assign of the One part and
M/s.______________________________________________ ( hereinafter referred to as the “Contractor”, which
expression shall include its administrators, successors, executors and permitted assigns)of the Other part.
Whereas IAA is desirous of getting the work of “…………………….at __________ ” (hereinafter
called work) done by means of a contract, had invited tenders for this work as per tender documents sold for this
purpose.
And whereas the contractor had participated in the above referred bidding vide his tender application dated
_______________ and other subsequent referred letters. IAA accepting his tender offer awarded the work to the
contractor on the terms and conditions contained in its acceptance letter No.
IAA____________________________________________________________________ Dated___________ and
documents, terms and conditions referred to therein which have been accepted by
M/s.____________________________ resulting into a contract.
NOW THEREFORE THIS DEED WITNESSTH AS UNDER:

IAA has awarded the contract to the contractor, for the work of “…………………….at __________ ”
on the terms and conditions contained in its acceptance letter No. IAA___________________________________
Dated ____________________and documents referred to therein. The award has taken effect from the date of letter
of Award. The terms and expression used in this agreement shall have the same meaning as are assigned to them in
the contract documents referred to in the succeeding articles.
2.0 Contract Documents:
The contract shall be performed strictly as per the terms and conditions stipulated herein and in the following
documents attached herewith (hereinafter referred to as contract documents)
S.No. Name of the Documents Page No.
01. Award letter of IAA

02. Contractor’s Tender Application No.
03. Notice Inviting Tender
04. Tender Documents
05. Envelope Cover-I
06. Envelope cover-II
07. Envelope cover - III
08. All correspondences between IAA & Contractor
before award of work.
All the aforesaid contract documents shall form an integral part of this agreement in so far as the same or any part
thereof conform to the tender document and what has been specifically agreed to by IAA on its letter of Award. Any
matter inconsistent therewith, contrary or repugnant thereto or any deviation taken by the contractor in its proposal
not agreed to by IAA in its letter of Award or any other letter which forms a part of contract documents mentioned
sake of brevity this agreement along with its aforesaid contract document shall be referred to as the agreement.
The scope of contract, consideration, terms of payment, wherever applicable, insurance, liquidated damages, period
of completion and all other terms and conditions are contained in aforesaid tender documents. The contract shall be
duly performed by the contractor strictly and faithfully in accordance with the terms of agreement.
45
This agreement constitutes full and complete understanding between the parties and terms of the presents. It shall
supersede all prior correspondence to the extent of in-consistency or repugnancy to the terms and conditions
contained in the tender agreement. Any modification of the agreement shall be effected only by written instrument
signed by both the parties.
Any notice given by either party to the other under the agreement shall be written and shall be deemed to have been
duly and properly served upon the parties here to if delivered at the address mentioned hereby in above.
THIS CONTRACT AGREEMENT IS ALLOTTED THE NUMBER:

IAA/______________________ Dated:
In witness whereof, the parties have executed these presents, day, month and year first above mentioned at
_____________.
Contractor’s signature Signature for IAA
WITNESS: WITNESS:
1. 1.
2. 2.
46
Annexure - E
DECLARATION
(to be provided on letterhead of the firm in Envelope-I)
I (________________________) hereby declare that the documents submitted / enclosed are true and
correct. In case any document at any stage found fake / incorrect, my EMD may be forfeited & action
as deemed fit by IAA can be taken against me.
I (________________________) hereby also undertake to comply with all conditions and guidelines
specified in the bidding document.
I (________________________) hereby certify that our firm has not been ever blacklisted by any
central/state government/public undertaking/institute on any account.
The above information is true and correct in all respect and in any case at a later date, it is found that
any details are incorrect, contract given to the above firm may be summarily terminated and actions as
deemed fit initiated against me.
Place:
Date:
Signature
Authorized Signatory of the contractor/ Firm
47

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Tender 15878

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Indian Aviation Academy

B/h Spinal Injuries Centre, Vasant Kunj

Notice Inviting Tender

F.No. IAA/CDU/TIMS/2018 Dt: 01.10.2018

 Details of work: “Design, Development, implementation and maintenance of web-based Education-

3. The tendering process is online at e-portal URL address https://etender.gov.in/eprocure/app.

Activity Date and Time in IST

Envelope-I: - Technical Bid

Senior Manager (Engg. -E)

SEARCHING FOR TENDER DOCUMENTS

IAA plans to provide on-line training in future.

An On-line and Multi User System

Importing /Exporting Data

Backup and Recovery

Security and Administration

Availability and reliability

Improvement and Upgradation

Proposed software should contain following modules:

OTHER SOFTWARE SPECIFICATIONS

c. Inventory management with standard features for Hostel and Academy.

g. Canteen contract management

h. Housekeeping contract management

i. Complaint recording and forwarding (maintenance / catering/ housekeeping etc.)

a. Management of annual training calendar, schedule and non-schedule programs

b. Automatic mail generation for

 Course coordinator with mobile and mail id

d. Handle nominations and enquiry

 Inviting nominations through software

e. Budgeting for miscellaneous expense, transport etc. and approval.

ii. Any other facility with date from and to

iii. Billing for outsourced programmes

 Preparation of training calendar with the allotments of class, faculties, etc.

 Confirmation from different authorities

 Weekly Schedule for every involved faculty

 Registration, Name Plate, Certificates printing through software etc.

 Examination, course and faculty evaluation/feedback.

h. Faculty Management Module

 List of faculties subject wise

 Faculty Grade, Remuneration category

 Faculty Profile with qualification, experience, subject, contact details etc.

 Course Schedules for every allocated faculty

 number of past classes , rating in each class and overall rating.

 Setting up of faculty payment details

j. ID cards printing through software

 Schedule for trainee

 Day wise Attendance

n. Daily record to be maintained on (during on the job training)

I. Diary for Student

Mentor name and designation. Comments by mentor.

 Schedule creation for display of content on Signage display pages

 Management of content on Display pages

4. Commercial use of facility

8. Miscellaneous Function Module

3. RIGHT TO ACCEPT OR REJECT THE TENDERS:

4. ISSUE OF WORKS ORDER:

5. QUALITY ASSURANCE REQUIREMENTS:

6. TRANSFER OF TENDER DOCUMENT:

11. Testing and Inspection:

12. Extension of Time:

Time is the essence of the Contract.

14. Force Majeure:

15. Patents, Successful bidder's Liability & Compliance of Regulations

16. Settlement of Disputes: