Professional Documents
Culture Documents
FOR
THE CONDUCT OF COMPUTER BASED ONLINE
GATE/JAM EXAMINATIONS FOR THREE YEARS
(2016-2018)
YEAR
ORGANIZING INSTITUTES
2016 INDIAN INSTITUTE OF SCIENCE
BENGALURU 560012
and
INDIAN INSTITUTE OF TECHNOLOGY MADRAS
CHENNAI 600036
2017
2018
Disclaimer
This Tender is not an offer by either the Indian Institute of Science,
Bengaluru or any of the Indian Institutes of Technology, but an invitation
to receive offer from vendors. The Tender is for conducting On-line
GATE / JAM examinations for a period of three years, i.e., for the years
2016, 2017 and 2018 by the concerned Institutes. While the pattern,
modalities and operations remain the same during these three years,
there could be minor changes in specific number of candidates, number
of sessions, dates of examinations, number of examination papers,
number of examination centres, etc.
Table of Contents
Sr. no
Description
Pages
1.
About GATE/JAM
2.
3.
General Instructions
4.
Submission of Bids
5.
6.
10
7.
Time Frame
18
Annexures 1 to 7
19
Proposals should reach the undersigned by 4.30 P.M. on 06th July, 2015:
The Organizing Chairman,
GATE/JAM 2016, GATE/JAM Office, INDIAN INSTITUTE OF SCIENCE
BENGALURU - 560012
Date, Time and Venue of Opening of Technical bids:
06th July, 2015, 4.30 P.M. GATE/JAM OFFICE, INDIAN INSTITUTE OF SCIENCE,
BENGALURU - 560012
2018 will be provided at the relevant point of time. The total number of candidates taking the
Online Examination in GATE / JAM is expected to be around one million for each year.
Organizing Institutes as and when required. Sometimes these tests may have to be
conducted within short notice and with strict deadlines. These tests shall be conducted by
the bidding agency prior to the each of the GATE/JAM online examinations each year, as
may be requested by the respective Organizing Institute.
h) The agency should design a highly secure system and conduct security tests to verify that
there are no vulnerabilities that can make the system susceptible to attacks. Comprehensive
testing of source code and the infrastructure must be carried out. Results of such security
tests should be made available to the GATE/JAM committee of the Organizing Institutes as
may be requested from time to time.
i) There should be suitable emergency management plans towards any crisis
situations/redundancy of servers, nodes, additional centre locations, students data. The
vendor has to clearly indicate these plans in the technical proposal.
j) The agency should be able to support the entire solution (across India) on a 24 x 7 basis
with a maximum response time of 3 hours.
k) At any time before the submission of bids, GATE/JAM Organizing Institutes may amend
the tender by issuing an addendum in writing or by standard electronic means. The
addenda, if any, as put on GATE website http://gate.iisc.ernet.in will be binding on them. If
the amendments are substantial, Bidder(s) shall be given reasonable time to make
amendments or to submit revised bid and the deadline for submission of bids will be
extended by the GATE /JAM committee of the Organizing Institutes.
l) All disputes arising out of this process shall be subject to the jurisdiction of International
Centre of Alternative Dispute Resolution, New Delhi.
m) The bidding agency should have authorized and globally accepted software certification,
CMMi Level 5.
n) The GATE/JAM Committee of the Organizing Institutes shall award the tender to an
agency that fulfils each of the criteria mentioned above and further set out more particularly
in the Technical Proposal (Clause 4.1) and the Commercial Proposal.
4. Submission of bids
The Tender Document has to be downloaded from the website http://gate.iisc.ernet.in and
submitted in proper form along with all relevant documents and a Tender Fee of Rs. 25,000/(Rupees Twenty Five Thousand Only) in the form of a Demand Draft drawn in favour of The
Registrar, IISc., Bengaluru. Offers without Tender Fee shall be rejected summarily.
6
The Vendor (bidder) shall submit their offer in two parts: (1) Technical Proposal, and (2)
Commercial proposal
a) The tender is a 2-Bid document. The technical proposal should contain all the relevant
information along with all the relevant enclosures and the Earnest Money Deposit (EMD).
The commercial proposal should contain only the price bid. If any bidder encloses the
financial bid within technical bid, the same shall be rejected summarily.
b) All relevant information as specified in the Technical and Commercial Proposals including
the contingency plans, and Annexures-1 to 6 should be furnished by the bidders. The bidder
is advised to attach any information that is necessary in regard to the capabilities to establish
that the bidder is capable in all respects to successfully complete the envisaged work. The
bidders are cautioned that not giving complete information called for or deliberately
suppressing the information may result in the bidder being summarily disqualified.
c) The Tenders should be printed. The name and signature of bidders authorized person
should be recorded on each page of the application. All pages of the tender document shall
be numbered and submitted as a package along with forwarding letter on agencys letter
head. A soft copy of the bid in a cd or pen drive may be supplied.
d) The offer will remain open for a minimum period of 90 days from the date of opening of
the tender, within which the bidders cannot withdraw their offer.
e) Reference, information and certificates from the respective clients of each of the Vendor
certifying technical, delivery and execution capability of the bidder should be signed and the
contact numbers of all such clients should be mentioned. The GATE/JAM Organizing
Committee of the respective Organizing Institutes may also independently seek information
regarding the performance from the clients.
f) Even though bidder may satisfy the qualifying criteria, the bidder is liable to disqualification
due to record of poor performance or not able to understand the scope of work, does not
have experience in conducting online examination for more than one lakh candidates and for
such other reasons which the GATE/JAM Organising Committee may consider relevant.
g) The bidder should enclose an EMD for Rs. 50,00,000/- (Rupees Fifty Lakhs) in the form of
a Demand Draft drawn in favour of The Registrar, IISc., Bengaluru. This total amount of
EMD shall be for the grant of tender for the term of three years as stated herein. The tenders
without EMD shall be summarily rejected. The EMD of the unsuccessful bidders shall be
returned without any interest after the award of the contract to the successful bidder. The
EMD of the successful bidder shall be returned only after signing of contract along with
7
performance security deposit. The EMD stands forfeited in case the bidder withdraws or
amends his bid after submission of tender document. Upon selection, the successful bidder
shall submit a bank guarantee of 10 % of the total contract value in a bank account and in
the form as may be mutually agreed upon by and between the GATE/JAM Committee of the
Organizing Institutes for the term of three years as stated herein in this Tender Document
and communicated to the successful bidder.
h) The sealed envelopes should be marked Offer for GATE/JAM 2016 - 2018 ONLINE
EXAMINATIONS from Vendor Name, Technical or Commercial. The larger enclosing
envelope should be marked Offer for GATE/JAM 2016 - 2018 ONLINE EXAMINATIONS
from Vendor Name. The contents of Technical and Commercial proposals should be as
follows:
4.1. Technical Proposal (including operational proposal)
A technical proposal that details the capabilities of the Question Paper Authoring
Software, the Examination Software (Client and Server) and the software that
handles post examination operations (verification of the uploaded data). Please
provide the feature list as an enumerated list or a table.
The number of nodes per city that the vendor has qualified as per their
process for the list of cities indicated in Annexure-7. Please also indicate the
number of nodes per city on which you have conducted an exam. Note that
for the qualified nodes you MUST have in place an agreement with the
institute/college providing the infrastructure.
The projected capability in terms of the number of audited seats in each city
that the vendor will be able to identify by the end of September 2015. The CP
has to submit a complete finalized list of the centres latest by the 7th day of
October 2015.
The procedures followed for the pre-exam, exam and post-exam operations
including the capability of the vendor to set up a secure Master Control facility
for uploading post-exam data.
A statement that gives the following details of the examinations conducted by the
vendor within the past 12 months prior to submitting the bids as per the terms set out
herein: (a) Total number of candidates appeared for the examination, (b) Total
number of candidates across all the cities in a single session, (c) Number of sessions
on a day of examination and (d) Number of days of examination.
it will be assumed that the vendor has accepted the scope of work in its entirety as
mentioned in the tender document and is bound to deliver the same.
4.5. Mode of Payment and penalty clauses
The payment to the CP shall be made in Indian rupees and shall be paid only after the
successful completion of the work set out for each year of the term of three years by the
Organizing Institutes of that respective year without any delays or errors. No advance
payment shall be made. The successful bidder has to sign an agreement for the term of
three years as set out herein with each of the Organizing Institutes of GATE/JAM
being party to such agreement. The agreements should be on non-judicial stamp paper
which shall contain penalty clauses related to liquidated damages on account of delays,
errors, cost and time overruns etc. If the bidder fails to execute the contract, the
GATE/JAM committee of the Organizing Institutes shall have the liberty to get the work done
through any other agency with full cost recoverable from the bidder in addition to damages
and penalty.
If a majority of the Chairpersons of all 8 Institutes do not give a satisfactory performance
certificate for 2016, extension for the years 2017 and 2018 shall be re-evaluated.
It is hereby clarified that the terms set out in this Tender Document shall not be a binding
contract either on the Organizing Institutes for the term of three years as stated herein or on
the CP. Further, after accepting the offer made by the successful bidder, the Organizing
Institutes for the term of three years as stated herein shall execute an agreement stating the
scope of work for the CP in detail, the consideration payable by each of the Organizing
Institutes as stated herein, the events of termination of the agreement/arrangement between
the Organizing Institutes and the CP, the consequences of such termination and such other
terms and conditions as may be required to execute the scope of work set out for the CP as
per this Tender Document. It is hereby clarified that the terms set out in the agreement to be
executed by and between the Organizing Institutes for the term of three years as stated
herein shall be binding on all the parties executing the said agreement.
5. Evaluation of the Proposals
Selection of the vendor shall be based on Quality and Cost Based Selection (QCBS).
The proposals submitted by the vendors will be evaluated by taking the following factors into
consideration:
5.1. Technical evaluation
Technical evaluation will be based on the criteria given below (Total 100 points):
10
Session
Time
2.00 PM to 5.00 PM
2.00 PM to 5.00 PM
2.00 PM to 5.00 PM
2.00 PM to 5.00 PM
Buffer for
GATE/ JAM
12
In the event of any unforeseen circumstances, examinations may have to be held in the
buffer session (20th February 2016 for GATE/JAM 2016). Dates for 2017 & 2018 will be
notified in due course.
6.2. Detailed description of the features and scope of work:
The following sections list the features in the Online Examination that the CP is expected to
provide through their technology and operations, and the capabilities of the CP needed for
delivery of the Online Examination:
6.2.1. Content Creation
The CP would provide the Question Paper Authoring software and train the GATE/
JAM personnel authorized by the Organizing Chairpersons, GATE/JAM 2016 - 2018,
on Question Paper Authoring and Question Pack Generation.
The CP should be willing to modify the Question Paper Authoring Software as per the
requirements of the GATE/JAM 2016, GATE/JAM 2017 and GATE/JAM 2018
committees.
These
requirements
of
the
GATE/JAM
committees
will
be
communicated to the CP as and when required, but well before the beginning of the
actual authoring processes.
The authoring software must support the following features in the question papers:
A. Two compulsory sections and two or more optional sections in GG, XE
and XL papers.
B. Numerical answer type questions for which the answer is a signed real
number with a maximum of 10 digits.
C. A Standard Scientific Virtual On-line Calculator should be made available
built into the software.
D. Multiple choice type questions with single correct answer or multiple
correct answers.
The Question Paper Authoring software must allow for creating multiple versions of a
question paper by jumbling the questions and the choices for a question.
Authoring software must allow for encryption and password protection of the question
paper following appropriate standards. The CP should provide the certificate of
confidentiality with regards to contents of all the question papers.
13
6.2. 2. Test Centres, Personnel, Infrastructure, Administration, Test Delivery and Postexamination Operations
Examination Cities - The tentative list of cities in which the GATE/JAM 2016
Online Examination for the term of three years may be conducted is given in
Annexure-7. The final list of cities will be identified by the GATE/JAM Committee
at a suitable date for each of the three years of the term.
Test Centres The CP would arrange to identify Test Centres that have been
certified and audited by the CP. A College may have one or more Test Centres.
Offices of the CP must not be considered for Test Centres. However, the Internal
Training Facilities (ITF) of the CP may be used as test centres. All the Test
Centres identified by the CP must be approved by GATE/JAM Committee as per
the norms of GATE/JAM. No service charges shall be paid to the test centres by
IISc/IITs. The minimum requirements for the candidate system and centre server
are given below:
1024 X 768
Operating System
Browser
Browser Settings
RAM
2048 MB or more
Screen Resolution
1024 X 768
Operating System
(licensed version)
Browser
Browser Settings
Other software
Personnel
trained Test Administrators (TAs) in every Test Centre. The TAs should
be the staff of the CP, temporary staffs are not acceptable. There will be
one TA for every 100 candidates and part thereof at a Test Centre. There
will be a minimum of two TAs in a Test Centre. The TAs will administer
the conduct of test and provide the technical support for maintaining the
servers used in the conduct of examination at a Test Center. The CP will
also ensure availability of at least one adequately trained Network
Maintenance Engineer at each Center. The CP would identify a senior
staff member of the Company as the Centre Head (CH) at each College
or ITF. The CH will be responsible for supervising the Technical
Personnel of the CP at all the Test Centers in the College or ITF. The CH
will be the contact person of the CP for the College Personnel and the
GATE/JAM Personnel to interact regarding the conduct of Online
Examination at the College or ITF.
15
GATE/JAM Personnel:
The IRs, PO and DPOs at the Test Centers in a College or an ITF will interact with
the CH for resolving any issues regarding the Technical Personnel of the CP and any
technical problems that may arise during the dry run and during the conduct of
examination at any of the Test Centers in the College or ITF.
Infrastructure
The CP would arrange for the servers necessary to conduct the
examination at each Test Center. One main server and one backup
server will be available for every 200 candidates and part thereof at a Test
Center.
The College or the ITF would arrange for the client systems necessary to
conduct the examination at each Test Center. One client system will be
available for every candidate registered at each Test Centre. There will be
a reserve pool of client systems. The number of systems in the reserve
pool will be at least 10% of total number of registered candidates in a
session at a Test Center. However, there will be a minimum of 10 client
systems in the reserve pool at a Test Center with less than 100
candidates in a session. The client system should have at least 1GB of
main memory. The LCD monitors are preferred over the CRT monitors.
There must be adequate spacing (of at least 2 ft.) between two adjacent
seats, in addition the CP must arrange for providing partitions of
appropriate size between the adjacent seats.
16
The CP shall ensure that during the course of conducting the GATE/JAM
Online Examination, the systems engaged by the CP do not become nonfunctional due to any reason whatsoever. The College or the ITF would
also ensure the availability of a functional local area network and a power
backup generator so as to ensure the continuous access to the systems
made available to each candidate during the course of the Online
Examination. The main server, backup server and client systems at each
test centre would be provided with functional UPS. Uninterrupted power
should be made available for the period of each session and for 30
minutes prior to and after each session on the day of examination.
Test Delivery Test will be delivered over the intranet at a Test Centre. A
maximum of 250 client systems will be connected to a main server and a backup
server. The proposal submitted by the vendor should indicate the limits to which
the server has been tested in terms of number of client systems connected
simultaneously without loss of performance in the examination environment.
Zero Loss of Data The CP will ensure that there is no loss of response related
data for any candidate or any other data related to the examination either from
the client systems or from the main and backup servers.
Generation of Event based Log(Audit Trail) The CP will ensure that the
event (click) based log (audit trail) for every candidate will be generated and
saved on the servers.The audit trail for every candidate would be provided at the
end of session in the format agreed upon. The CP would not keep/have any audit
trail data with them post handover.
17
Saving of Response- The CP will ensure that the click-based activity of every
candidate will be saved on servers. This means that the answer responses for
each question at that click time will be only saved/updated. The question clicks by
candidates without a response is also recorded in the database. The final
response data in a format specified by GATE/JAM should be uploaded to the
server in the Master Control Room and should also be copied in a pen drive
within 30 minutes of the completion of each session of examination. The pen
drive will be handed over to the IRs. The CP will not keep/have any response
data with them post handover.
Monitoring - The server shall have the capability to start the examination for all
candidates, monitor the status of each candidate (whether logged in, examination
started, idle/active, disconnected, submitted, etc.), award additional time for
candidates based on the instruction of the IRs, and close the examination. The
server MUST maintain an audit trail of every operation on the server. All serverside audit trails are also the property of GATE/JAM and shall be handed over to
the IR at the end of the examination.
post which the CP will not be responsible for any data in the context of nonavailability of data.
Mock Tests
The CP must make arrangements so that static mock tests can be conducted by
the interested applicants using old question papers loaded on the respective
zonal websites of GATE/JAM 2016 for each of the three years of the term as set
out herein. The question papers should be available to all the applicants well
before the actual examination so that the applicants can have practice sessions.
The CP must conduct mock tests a day before each exam day in addition to any
unscheduled mocks conducted prior to this. The CP also has to make
arrangements to upload the results of one of the mock tests conducted onto the
server so that the Organizing Institute can make observations of the results from
the Master Control Facility.
Display of instructions to candidates upon login and before start of examination. The
candidate must be able to retrieve instructions at any time during the examination as
well. The software must obtain concurrence of the candidate having read the
instructions before start of examination.
Start and closure of the examination at scheduled time (candidates must not be able
to start their examination even if they login before the scheduled time).
Viewing the complete question paper or a section in the case of sectional papers.
Display of a selected question with choices of answers for multiple choice type
questions.
Display of a selected question and a virtual numeric keypad for numerical answer
type questions.
Display of status of questions using different colours and symbols for all questions of
the paper.
Switching between sections in the question paper for the GG, XE and XL papers.
Disabling of exit from test software for the period of examination, i.e., the candidate
cannot exit at any point of time during the entire duration of the test.
7. Time Frame:
A tentative schedule of the activities for GATE/JAM 2016 is given below. However,
there may be minor variations in the schedule.
Sl.no
Activity
Date
Responsibility
1.
01-08-2015
2.
15-08-2015
15-08-2015
to
01-10-2015
02-10-2015
CP
3.
4.
20
5.
15-10-2015
CP
22-10-2015
8.
28-11-2015
CP
9.
5-12-2015
CP
10.
15-12-2015
to
26-12-2015
CP
11.
25-01-2016
CP
23-01-2016
to
27-01-2016
CP
13.
Review Meeting
23-01-2016
14.
30-01-2016
to
13-02-2016
15.
13-02-2016
CP
14-02-2016
CP
6.
7.
12.
16.
01-11-2015
to
15-11-2015
The tentative schedule for the activities of the GATE/JAM 2017 and GATE/JAM 2018 shall
be provided by the respective Organizing Institutes at appropriate times in 2016 and 2017
respectively.
21
2010-2011
2011-2012
2012-2013
2013-2014
2014-2015
Cash
Current assets
Current liabilities
Working capital
Current Assets to
Liabilities Ratio
(Signature of Bidder)
22
Annexure-2: Details regarding works of similar nature executed in the past 2 years
Sr. no
Clients
Cost of work
Starting
Ending
Details of officer to
organization
(in Crores)
date
date
Remarks
be made
(Signature of bidder)
23
Sr. no
Clients
Cost of work
Starting
organization
(in Crores)
date
Expected
Details of officer to
date of
completion
be made
Remarks
(Signature of bidder)
24
(Please furnish the following details for each individual project from the Client)
Date:
25
26
Sr.
no
Designation
Total No. of
employees in
this category
Number
available
for this
project
Name
Qualification
Professional
experience
Capacity in
which the
employee
was
involved in
this work
27
Annexure7:
Tentative List of Cities for GATE/JAM 2016
28
29