SCOPE OF WORK

“Design, Development, Deployment and Maintenance of "Web Application to Manage Guest

House Facilities for SDAU”

Design, Development, Deployment and Maintenance of "Web Application to Manage

Guest House Facilities for SDAU that automates and simplifies the booking, management,
billing, and reporting processes for guest house operations.
1. System Users:
 Admin
 Receptionist/Manager
 Guest/User
2. Core Modules & Features:
A. Guest Management
 Add/edit/delete guest profiles
 Check-in and check-out management
 ID verification & document upload
 Guest history tracking
B. Room Management
 Room categorization (AC, Non-AC, Suite, etc.)
 Room availability status
 Room allotment & assignment
 Room cleaning & maintenance status
C. Booking & Reservation
 Online and offline booking system
 Advance/reservation booking with calendar view and time
 Modify/cancel reservations
 Automatic blocking of booked rooms
D. Billing & Payments
 Automatic bill generation (room)
 Multiple payment modes (cash, card, UPI)
 Payment receipt generation & print/export
E. Reporting & Analytics
 Daily/monthly/yearly occupancy reports
 Revenue and collection reports
 Guest visit reports

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  Audit logs for all transactions
F. Notifications & Alerts
 Email/SMS for booking confirmation, reminders
 Digital Signature support for documents
 Alerts for check-in/check-out, maintenance
G. User & Role Management
 Role-based access control
 Login/logout with secure authentication
 Password management & recovery
3. Security & Backup
• Data encryption and secure access
• Regular data backups and recovery plan
4 Deliverables
 Fully functional Guest House Management Software
 User Manual and Training Material
 Source Code and Deployment Scripts
 Technical Documentation
 Maintenance Support for One year with Minor/ Major Changes with free of cost.

The Technical scope of work for “Design, Development, Deployment and Maintenance of
"Web Application to Manage Guest House Facilities for SDAU” is as below:
 Interface Design of the proposed project:

User interface Design should be responsive & user-friendly, which should also be fast
and compatible with the latest most popular browsers (Chrome, Mozilla & Edge, Mobile
Responsible).
 Guest House Management:

System to allow admin to login, configure and manage all the activities of the guest
house(s). The activities include but are not limited to guest house configuration, view guest
house room status, room bookings, bulk booking, document upload, guest departure, billing,
payment collection etc. User all activities logs should be managed.
 Booking Requests & Approvals

Guests should be able to make the or on behalf of the guest concerned university
department guest house booking requests via the web portal directly. Admin should also be
able to generate the booking requests for online requests and for walk-in guests. These
requests should follow a workflow of notifications and approvals from appropriate authorities
and room allotment. University treats some visitors as “University Guests”, under certain
conditions.

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  Payment Gateway/Mechanism integration
Bill is generated on the departure of the guests. Guests from State Agricultural
Universities, ICAR, Other Agricultural Universities or private entities attract different tariff slabs
according to room type. A payment mechanism and relevant reporting must be integrated into
the system.

 Notification Modules
The systems ends application notifications, SMS/ Mail notification on different
requests whenever status is updated. Logs of each Notification should be recorded, and it
should be trackable by admin.
Admin module
1. Admin should be able to moderate guest registration requests along with log
management and view the Guest house dashboard for room availability statistics.
2. Admin can manage room configuration and classification.
3. Admin should be able to book or cancel any bookings.
4. Admin should be able to stop the bookings for a specific period and display the
notice for the same on the home page of the portal.
5. Admin can manage access / update / view rights and permission for Roles and
Users as per requirements.
6. Admin can view all different level logs and status recorded during the different
processes or events.
7. Provide Different types of report as required by the university in PDF or Excel
format.
 Online Application Compliance to Guidelines/ Standards:

 IT Act of India
 Security as per the Cert-IN (Indian Computer Emergency Response Team) Guidelines
based on Open Web Application Security Project (OWASP) vulnerabilities
Technologies and Development Platform
 The proposed project has to be developed based on Latest Standards.
 Admin Functionality
 SDAU Super Admin will be the administrator to control all the data.
 Complete Log Management for audit purposes for the application is required.
 Support and Maintenance
 Technical Support and Services should be provided by the vendor for one year after
final deployment.

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  At least One Day Trainings (On-Site) to be given to all the relevant users for the
proposed project. Additionally, SDAU can request On-Site refresher training as and
when required.
 Additional Features:
 The proposed project should be compatible with all major browsers (i.e., Google
Chrome, Firefox, Edge) and should be viewable on other devices.
 Developers must ensure that, not to violate any copyright law related to images,
templates, code etc.
 Web applications must use captcha system (Captcha must be neat and clean).
 To make the proposed online system responsive to all the devices. web application
should be designed in accordance with auto-format to adjust to various mobile
devices like tab, iPad, mobile phones etc. It should be mobile responsive.
 Sufficient security measures should be applied against vulnerabilities e.g., hacking /
sql- injection-attack etc.
 The developer should develop the proposed system with the concept of less storage
space and memory. So, application pages can load quickly but this shall also
accommodate requirement of Department.
 The guest house management system has a Copyright Policy, Terms & Conditions
and Privacy Policy, prominently displayed on the homepage.
 Onsite training should be provided by the successful bidder to all concerned staff.
 Design & Development Standards:
 The selected developer shall follow the Design, Development and Technical
standards specified in the IT Policies of the Government.
 The selected developer shall follow the Design, Development and Technical
standards/ protocols specified in the general terms of the IT industry.
 Indicative Features related to
 In case, Department request for Back end programs and Data Migration from
existing system of the department to new system or server for the proposed system,
bidder has to accomplished this work without any additional cost. The programmes
and data will be shared with successful bidder.
 Login password of any user should not be hardcoded in any configuration files or
stored in plain text. Passwords should be properly encrypted to reduce the
effectiveness of password cracking.
 The proposed online system should be running on SSL i.e.; http request should
automatically get redirected to https. SSL certificate for new system will be provided
by the SDAU. The guest house management system will be host on the site selected
by the SDAU/ Department. The Selected bidder has to install the same on the new
site.

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  The system developer should be responsible for macro level and micro level design
of the proposed system ensuring that the site is contemporary in all respects to the
extension possible.
 The Developer should be responsible for ensuring that all the Software, Plugins,
Scripts etc., used for the development of the system is updated with the latest
patches and are free of any known vulnerabilities. The updating of patches should
be carried out within 15 days from the date of announcement of the patch by OEM
(in case of High Critical Vulnerabilities) and 30 days (in case of other vulnerabilities)
in consultation with composite team of SDAU.
 The system Developer may strive to use Open-Source Software to design the
proposed system. The use of Open-Source Software should be as per the Framework
on Open-Source Software issued by Govt. of India.
 The selected system developer should ensure a professional look and feel of guest
house management system. While preparing design make sure to develop as per
relevant guidelines.
 The selected web application developer must study the requirement in detail in
consultation with Sardarkrushinagar Dantiwada Agricultural University and develop
the system accordingly after due approval of concern authority.
 The system should follow to improve the experience of the Web on mobile devices
and other handheld devices like iPad, tablets etc. The guest house management
system needs to be developed with “One Web” concept. (One Web means making,
as far as is reasonable, the same information and services available to users
irrespective of the device they are using).
 Security Audit
The system should be hosted and released only after undergoing the Security Audit
as per the guidelines of Government of India and obtaining a Security Audit Clearance
Certificate from CERT-in empaneled IT Security Auditors. Sardarkrushinagar Dantiwada
Agricultural University may take help of GIL for selection of Security auditor for Security
audit of the system. Payment of Security Audit will be paid by Sardarkrushinagar
Dantiwada Agricultural University. The vendor should be responsible for fixing the
vulnerabilities as deemed fixable by the auditing authority at the time of hosting and
even after the hosting is completed till the completion of its contract period with
Sardarkrushinagar Dantiwada Agricultural University.
 Miscellaneous
 The system developer should be responsible for providing detailed web statistics
reports as and when required to the concerned officials in written or through e-mail
after full- fledged Development of the system.

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  The system developer should develop a system with the concept of less storage
space and memory. So, web page loaded quickly but this shall also accommodate
requirement of Sardarkrushinagar DantiwadaAgricultural University.
 The system developer should be responsible for providing training to the concerned
staff as per the requirement.
 The system should be not in violation of any Government of India Guideline for
design & development of web application.
 Hosting and Server Maintenance
 During operation and maintenance phase, the system developer should co-ordinate
with the team of the department as well as IT cell of the SDAU. Sardarkrushinagar
Dantiwada Agricultural University will provide all necessary administrative support
to the developer's team.
 The successful bidder is expected to host the system at their premises during the
period of development and security audit and thereafter it must be transferred to
the server of the proposed system.
 Operational Acceptance
• Successful completion of the contract will be gauged through a series of formal
acceptance tests performed on all aspects of the system/sub systems:
• Successful bidder must host the services from its own testing server in
development and testing phase.
• In the Go-live phase, successful bidder will have to manage and roll out a beta
stage where the system will be made available and restricted only to the users in
the department through an appropriate mechanism on the online platform, and
conduct user acceptance testing of the System based on test cases developed by
the successful bidder in consultation with Department and validated by
Department. Based on the test results, the required changes will be carried out
and tested. Post this, the guest house management system will be officially
launched and operational acceptance will be complete.
• To accept the system, the Department must be satisfied that all the work has
been completed and delivered to the Department’s complete satisfaction and
that all aspects of the system perform acceptably. The functional/logical
acceptance of the system will only be certified when the proposed system is
installed and configured according to the design/SRS document and that all the
detailed procedures of operating them have been carried out by the successful
bidder in the presence of Department team.

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ADDITIONAL TERMS & CONDITIONS

1 Contents of the Bid document & Clarification of Bid document

1.1 The parties are expected to examine all instructions, forms, terms and
requirements in the Bid document. Failure to furnish all information required
by the Bid document or submission of a bid not substantially responsive to the
Bid document in every respect will be at the bidder’s risk and may result in the
rejection of the bid.
1.2 A prospective bidder requiring any clarifications/representations on the Bid
document may clear their doubt through gem portal only.
1.3 If Bidder is providing wrong information in bid will be black listed for the period
of five years in Sardarkrushinagar Dantiwada Agricultural University.
1.4 Interpretation of all the contents of the bid document (including terms and
conditions, scope of work with requirements, technical specifications, and
bidder eligibility criteria) reserved with the Sardarkrushinagar Dantiwada
Agricultural University only.
1.5 Attach the duly signed copy of BID document and additional terms and
conditions
2 Amendment of Bid document
2.1 At any time prior to the last date for receipt of bids, the Purchaser may for any
reason, whether at its own initiative or in response to a clarification requested
by a prospective bidder, modify the Bid document by an amendment.
2.2 The amendment will be notified through website [Link] to all
prospective parties. So all the bidders are requested to regularly visit the GEM
Portal.
2.3 In order to afford prospective parties reasonable time in which to take the
amendment into account in preparing their bids, the Purchaser may, at its
discretion, extend the last date for the receipt of Bids.
3 Bid Prices
3.1 The bidders should have to quote the prices in Indian Rupees for the each
including installation, manufacturing, configuring, commissioning, labour,
transportation and all taxes charges. Prices quoted must be firm and final and
shall remain constant throughout the bid validity period of the contract and
shall not be subject to any upward modifications, whatsoever.
3.2 The conditional rate will not be approved.
3.3 The bidder should quote total price for
(i) New development of Guest house Management System for SDAU as per BID

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 document.
(ii) 1 years of free AMC support for newly development of Guest house Management
System for SDAU as per BID/Scope of Work document.
4 Work completion, Installation, configuration and AMC
4.1 (a) Selected bidder must have to complete Guest house Management System
for SDAU within 2 month after receiving purchase order. Duration of the
development period can be extended up to 1 month beyond the initial
contract duration with mutual consent if some special situation arises.
(b) Selected bidder must have to provide free AMC support of 1 year of AMC
support for newly developed guest house Management System for SDAU as
per BID document.
(c) 2nd Year & onwards AMC charges of content or site management will not be
more than 8% of actual deployment if Developer services will be required.
4.2 Selected bidder must have to provide Video Tutorial/On form help/User manual
documents/PPT and complete service support including customization in
procured specifications with training during development & free AMC period.
4.3 Selected bidder will be solely responsible for backup of database and software/
modules/ portals/ applications source code during development and free AMC
period for new development.
4.4 Guest house Management System for SDAU must be compatible with Linux
based/Windows server OS.
4.5 Selected bidder must have to provide any kind of installation and configuration
support for procured Guest house Management System for SDAU on
Linux/Windows server.
4.6 Guest house Management System for SDAU are required to support
English/Hindi/Gujarati font for new development.
4.7 Guest house Management System for SDAU must have logs for each and every
activity of users for new development.
4.8 Guest house Management System for SDAU are required to develop in open
source/[Link] technologies/ other latest technologies.
4.9 The selected bidder will be solely responsible for any copyright infringement
issues for developed technologies except any Data provided by SDAU.
4.10 Guest house Management System are required to configure with payment
gateway, SMS gateway, email sending integration and WhatsApp integration.
Information and licenses details for all these integrations provided by SDAU
4.11 The selected bidder is required to submit original source code after final
completion of work and bid methodology need to be uploaded in technical bid.
5 Billing details and Terms of Payment

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 5.1 The selected bidder must have to submit GST bill only.
5.2 During development & Free AMC Period expenditures of man power, lodging,
boarding, traveling and other any kind of expenses or hidden charges will not
be given by Sardarkrushinagar Dantiwada Agricultural University.
5.3 As per the government norms Income Tax and GST will be deducted from paid
bill amount as applicable.
5.4 No upfront payment will be made
5.5 100% payment to be released after complete development and implementation
of Incumbency Management System for SDAU
6 Taxes and Other Charges
6.1 The successful bidder shall be entirely responsible for all taxes, duties, license
fees, demurrage charges and other hidden charges, in respect of this contract
and provisions of Income tax Act regarding deduction of tax at source shall
apply.
7 Rights
7.1 Right is reserved to accept or reject any or all Bid without assigning any reasons
thereof to SDAU.
7.2 Selected Bidder must have to submit original source code to SDAU.
7.3 SDAU reserves the right to postpone the date of opening of Bid or to cancel the
Bid notice without assigning any reasons thereof. Any request from prospective
bidder to postpone or to change date of opening of the Bid due to any reason,
whatsoever, will not be considered.
8 Conditions for “Design, Development, Supply and Installation of Guest house
Management System for SDAU”
8.1 Successful bidder must carry out Development of Incumbency Management
System for SDAU as per the University Requirements Only.
8.2 The selected party/bidder must provide complete service support including
major/minor customization, API integration/development support & bug fixing
in proposed development structure and training support as per the university
requirements during development & Free AMC Period.
9 Visit
9.1 The selected Bidder is required to provide Onsite/ Offsite Support whenever it
is required during contract Period.
We agreed with all the above said of Bid terms and conditions.

Signature of Bidder
(With Stamp, Name & Designation)

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