Technical Education Quality Improvement Programme Programme


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TECHNICAL EDUCATION QUALITY IMPROVEMENT PROGRAMME PROGRAMME Phase III
17th MEETING OF THE BOARD OF GOVERNORS
MINUTES Date: 03-05-2018 Time: 11.00 am SCHOOL OF ENGINEERING, COCHIN UNIVERSITY OF SCIENCE AND TECHNOLOGY

Detailed 17thBOG minutes held on 03.05.2018

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Minutes of the Seventeenth Meeting of the Board of Governors
Date: 03 May 2018 Time: 11.00 AM Venue: Anti-Room, Office of the Hon’ble Vice-Chancellor
Members Present
1. Dr. J Letha , Chairperson, Vice-Chancellor , CUSAT 2. Sri. Prasad K Panicker, Executive Director, BPCL- Kochi Refinery 3. Dr. G Madhu, Professor, Division of Safety and Fire Engineering,
SOE,CUSAT 4. Dr. Beena K S, Professor, Division of Civil Engineering, SOE, CUSAT 5. Dr. M R Radhakrishna Panicker, Principal, School of Engineering ,
CUSAT
Also present:
1. Dr. C A Babu, TEQIP Coordinator Phase III 2. Dr. Biju N – Convenor, Committee for Four Fund Utilization 3. Sri. Pramod Pavithran, Procurement , Nodal officer

Detailed 17thBOG minutes held on 03.05.2018

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Agenda Items

Part -1 Procedural

Sl.No

Item

1.1 Confirming the Minutes of the 16th Meeting of the Board of Governors held on 19/09/2017 at Cochin University of Science and Technology
1.2 Report on the action taken/action pending on the pertinent decisions in the Minutes of the 16th Meeting of the Board of Governors held on 19 -09-2017 at Cochin University of Science and Technology

Page No.
5
5

Part - 2 Ratifications and Approvals

Sl.No

Item

2.1 Expenditure incurred for procurement of goods and price revisions of various completed packages
2.2 Ratification of revised packets. 2.3 Approval for National Competitive Bid (NCB) Package 2.4 Approval / Ratification of FSD programmes conducted /attended
by the faculty and staff. 2.5 Approval / Ratification of Induction programmes attended by the
faculty 2.6 Approval / Ratification of III cell activities 2.7 Ratification / approval of programmes to Improve Student
learning 2.8 Approval of R& D activities
2.9 Ratification/ approval of twinning programmes 2.10 Consider the request of Dr. Philip Samuel, Associate Professor, IT
Division for International Patent filing 2.11 Approve the norms for Internship training for UG students
2.12 Approve the norms for UG /PG/Research Scholars for attending Conferences, workshops and STTP
2.13 Consider the request of Dr. Job Thomas, Associate Professor, CE Division for publication charge
2.14 Approval for engaging Internal and Statutory Auditors for TEQIP III audit
2.15 Approval/ Ratification of expenditure from Four Funds of TEQIP Phase II
2.16 Consider the request of Muhammed Shebin, IT student for attending Google Conference at USA under TEQIP II
2.17 Ratify the appointment of TEQIP III Project staff 2.18 Ratification of the payment of fee for NBA Application filling

Detailed 17thBOG minutes held on 03.05.2018

Page No.
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8 9 10
13
14 15
16 17 18
18 18
18
19
19
20
20 21
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Part - 3 Any other item with the permission of the chair

Sl.No

Item

3.1 Filing of Patent application 3.2 Approve the Norms for Thesis Printing 3.3 Approve the norms for seed money to Research Scholars and
Faculties 3.4 Enhancement of salary for TEQIP staff.

Page No. 22 22 22
23

Part - 4 Annexures

Sl.No

Item

1 Annexure 1 - Minutes of the 16thBOG Meeting held on 19-09-2017

Page No. 24

Detailed 17thBOG minutes held on 03.05.2018

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Part - 1 Procedural Items

1.1 Confirming the Minutes of the 16th Meeting of the Board of Governors held on 19/09/2017 at Cochin University of Science and Technology

The Minutes of the 16th Meeting of the Board of Governors of TEQIP of School of Engineering, CUSAT held on 19-09-2017 was sent to the Chairperson for her approval and upon her approval copies were circulated among the other members of the BoG. A copy of the Minutes is appended as Annexure 1 for confirmation.

Action sought: BoG may consider the Minutes for approval.

Decision: The meeting approved the minutes of the 16th Meeting of the Board of Governors held on 19/09/2017

1.2 Report on the action taken/action pending on the pertinent decisions in the Minutes of the 16th Meeting of the Board of Governors held on 19 09-2017 at Cochin University of Science and Technology
The decisions taken by the Board as recorded in the Minutes of the 16th Meeting of the Board of Governors of the TEQIP held on 19-09-2017 have been noted and actions have been initiated. The remarks made by the BOG for further action on the action taken report is presented in Table 1.2.1 given below.
Table 1.2.1

Sl.

Decision taken

Action taken

Remarks of the BOG

No.

for further action

1. BOG discussed the activities of student The remedial classes The effectiveness of

Empowerment Committee, particularly are conducted regularly the remedial classes

the remedial classes. The Chairperson and their effectiveness should be monitored

instructed that the remedial classes be is assessed based on the more

rigorously.

carried out meticulously and its number of students Student mentor groups

effectiveness need to be assessed and clearing the University have to be formed in

documented properly. She further examination

after each class to support

stressed that, there shall be an effective attending the remedial the academically weak

mechanism to assess the impact of classes

students.

remedial classes.

2. BoG has instructed to modify the Suitably modified the

-

procurement plan taking into procurement

plan.

consideration the time already elapsed. Procurement activities

Also decided to initiate the are in full swing

procurement activities to avoid further

delay

3. BOG directed to conduct interview for Conducted

the

-

TEQIP Staffs and follow the norms. interview & appointed

staff as per norms

Detailed 17thBOG minutes held on 03.05.2018

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PART -2
RATIFICATION AND APPROVAL
2.1 Expenditure incurred for procurement of goods and price revisions of various completed packages
The packages completed after the 16th BOG meeting are detailed below :-

Sl. Package No. Package

Estimated Lowest Quoted

Quoted % of

No

Name

Amount Firm

Amount variation

(Rs. )

(Rs.)

1 TEQIP-

SOE_Laptop

780000/- Smartsoft, 44/19B 723281/- -7.27%

III/KA/secu/1 Computers

Ambelipadam Road,

Vyttila Janatha,

Kochi, Kerala,

682019

2. TEQIP-

SOE_CS_Emb 358042/- Advaith Embedded 358042/- +3.02%

III/KA/secu/5 edded Systems

Technologies,VIII/1

Lab

50-Ground Floor

Equipments

Karamala P O,

Kozhippilly,

Koothattukulam,Ern

akulam, Kerala,

686662

3. TEQIP-

SOE_Printers_ 543000/- Quad Star Solutions, 534663/- -1.53%

III/KA/secu/27 Scanners_LCD

41/3102, Ground

Projector_Phot

Floor, V.B Udyog,

o Copier

St Vincent Road,

Ernakulam, KOCHI,

KERALA, 682018

4. TEQIP-

SOE_CE_Ultr 535000/- Scientific

441261/- -17.52%

III/KA/secu/10 a Sonic Pulse

Enterprises, P B No.

velocity Testor

1951, Vyttila, Kochi,

682019

5 TEQIP-

SOE_ME_Ann 80000/- Delta

Power 86140/- +7.67%

III/KA/secu/18 ealing Furnace

Controls, # E 24/1,

IInd Cross, Rupena

Agarahara

Coloney, Madiwala

Po,Bangalore



560068

6 TEQIP-

SOE_CE_Con 230000/- Integrated

241865/- +5.16%

III/KA/secu/13 solidation

Instruments and

Apparatus

Services

Xix-427, 1st Floor,

Asha G. Building,

Kavumpady

Detailed 17thBOG minutes held on 03.05.2018

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Road,Muvattupuzha,

7 TEQIP-

SOE_CE_Univ 175000/- Integrated

184186/- 5.25%

III/KA/secu/14 ersal

Instruments and

Automatic

Services

Compactor

Xix-427, 1st Floor,

Asha G. Building,

Kavumpady Road,,

Muvattupuzha,

Kerala, 686661

8 TEQIP-

SOE_CE_Elec 100000/- Scientific

62363/- -37.63%

III/KA/secu/15 tronic Balance

Enterprises, Post

220g Capacity

Box No. 1951,

Vyttila, Kochi,

Kerala, 682019

9 TEQIP-

SOE_Almirah 450000/- Alapatt Agencies

439020/-

III/KL/secu/32

Pvt. Ltd. Manjuran

-2.44%

Centre, Govt.

Hospital Jn, Aluva

683 101

10 TEQIP-

SOE_Air

1560000/- Multisales

1552800/ -0.46%

III/KL/secu/34 Conditioner

39/4251,

-

Phase I

Ground Floor

Indu Chambers

Ravipuram

Kochi 682016

11 TEQIP-

SOE_ME_UP 2377000/- IGA TECH

1959508/ -17.56%

III/KA/secu/35 S

Industrial

-

Electronics(P)

Ltd,XII/230, IGA

TECH Lane ,

MorarjiRoad,

Vazhakkala ,

Kakkanad(W)P O,

Kochi -682030

Action sought: The BoG may kindly ratify the procurement activities and approve the price variations.

Decision : The BOG ratified the procurement activities and approved the price variation.

Detailed 17thBOG minutes held on 03.05.2018

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2.2 Ratification of revised packages.

Sl. Package No. No

Package Name

1. TEQIP-

SOE_DESKTOP

III/KL/secu/2 COMPUTERS

2 TEQIP-

SOE_ME_Planar

III/KL/secu/31 laser induced

Flurescence

imaging

3 TEQIP-

SOE_ME_Electro

III/KL/secu/37 Pnematic training

system

4 TEQIP-

SOE_ME_ Servo

III/KL/secu/38 motor- Stepper

motor

Estimated Amount (Rs) 11620000/-
200000/-
450000/-
580000/-

Revised Estimated amount 11960000/-
300000/-
550000/-
750000/-

Remarks
Revised the number of i5 Windows and i5 Ubundu desktop computers. The estimated amount was lower than the basic price of the item . The estimated amount was lower than the basic price of the item . The estimated amount was lower than the basic price of the item .

No.& Name of the Packet(Method of procurement) SOE_DESKTOP COMPUTERS Desktop PC i7 (WINDOWS) Desktop PC i5(WINDOWS) Desktop PC i3(WINDOWS) Desktop PC i5(UBUNDU) Rack Server

Qty

Rate

Estimated Price(Rs.)

11960000.00

10

65000

650000.00

116

60000

6960000.00

42

50000

2100000.00

40

52000

2080000.00

1

170000

170000.00

Decision : BOG ratified the revised packages.

Detailed 17thBOG minutes held on 03.05.2018

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2.3 Approval for National Competitive Bid (NCB) Package

Sl. Package No. Package Name Estimated

Lowest

Quoted

% of

No

Amount (Rs) Quoted

Amount variation

Firm

(Rs.)

1. TEQIP-

SOE_Desktop

11960000/- M/s.

11244166/- -5.98

III/KA/secu/2 Computers

Smartsoft ,

Kochi

TEQIP-III/KA/secu/2- Desktop computers
Quotation for SOE_DESKTOP COMPUTERS was published in a National daily and a Regional daily on 07.02.2018. Pre bid meeting for the above package was held on 1602-2018. Which was attended by one vendor. Two quotations were received and representatives of both the firms attended the quotation opening meeting on 07-032018. Both the firms have submitted the document charge and the security deposit. The following firms submitted the quotations:-
1. M/s. Smartsoft , Kochi 2. M/s. Southern Telecom
M/s. Smartsoft , Kochi submitted the bid for Rs. 11244166/-(Rupees One crore Twelve Lakhs Forty Four Thousand One Hundred and Sixty Six only including GST) and M/s. Southern Telecom submitted the bid for Rs.12580931/- (Rupees One Crore Twenty Five Lakhs Eighty Thousand Nine Hundred and Thirty One only including GST). The two firms have submitted the security deposit at the time of bid opening. So the bid submitted by M/s. Smartsoft, Kochi and M/s. Southern Telecom were found to be technically and commercially responsive by the procurement committee. The procurement committee recommended that the contract be awarded to the eligible lowest quoted firm M/s. Smartsoft, Kochi. The total amount Rs. 11244166/-(Rupees One crore Twelve Lakhs Forty Four Thousand One Hundred and Sixty Six only including GST) is 5.98% less than the estimated price.
Action sought:- It is requested that the BOG may kindly ratify the purchase of SOE_DESKTOP COMPUTERS(TEQIP-III/KA/secu/2) from the lowest eligible firm M/s. Smartsoft , Kochi for Rs. 11244166/-(Rupees One crore Twelve Lakhs Forty Four Thousand One Hundred and Sixty Six only including GST).
Decision : The BOG approved the purchase of SOE_DESKTOP COMPUTERS(TEQIP-III/KA/secu/2) from the lowest eligible firm M/s. Smartsoft , Kochi for Rs. 11244166/-(Rupees One crore Twelve Lakhs Forty Four Thousand One Hundred and Sixty Six only including GST).

Detailed 17thBOG minutes held on 03.05.2018

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2.4 Approval / Ratification of FSD programmes conducted /attended by the faculty and staff.

NAME
Dr. Renu Pawels, Associate Professor, CE Division
Dr. Subha V, Associate Professor, CE Division
Sri. M B Santhoshkumar , Assistant Professor, IT Division

PURPOSE
International Conference attended Financial assistance for attending three day International Conference on "Solid Waste management " (7th Icon SWM 2017) from 15/12/17 to 17/12/2017 at at PJTS Agricultural University Rajendranagar, Hydrabad Paper title: Biodrying Technology for Muncipal Solid Waste Management” Financial assistance to attend the Green Building Congress-2017 based on the theme ‘Sustainable built Environment organized by IGBC in Jaipur during 4th to 7th October 2017 (Panel Discussion) Financial assistance to attend and present paper in the International Conference on Cognitive Informatics & Soft Computing (CISC-2017) from 20/12/2017 to 21/12/2017 at Vignana Bharati Institute of Technology, Hyderabad Paper title: Development of a Model Recommender System for Agriculture using Apriori Algorithms

AMOUN REMARKS T (Rs.) 22925/- Ratified
24364/- Ratified
20921/- Ratified

Sri. M B Santhoshkumar , Assistant Professor, IT Division

Financial assistance to attend and present paper in the LAMDA 2017 at NIT, Goa from 24/10/2017 to 28/10/2017. Paper Title: Diagnosing Diseases in Banana Plants

15840/- Ratified

Dr. Binu Paul, Associate Professor, EC Division
Dr. Rekha K James, Professor in EC Division

Short Term Training Programme attended

Financial assistance to attend the GIAN course on “Emerging Computational Devices, Architectures and Computational Models” at IIT, Madras during 11th to 15th December 2017 Financial assistance to attend the GIAN course on “Advances in Nanotechnology and its Application in Future Electronics (ANFE-2017)” at Motilal Nehru National Institute of Technology, Allahabad, U P during 6th to 10th November 2017

21072/31475/-

Ratified Ratified

Detailed 17thBOG minutes held on 03.05.2018

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Technical Education Quality Improvement Programme Programme