Upgrade the QuickBooks Accounting Software and Configuring the Setup Bidder Information Sheet

Transcription

1 Upgrade the QuickBooks Accounting Software and Configuring the Setup Bidder Information Sheet 1. General Information The Ministry of Economic Development is seeking for a qualified and experienced firm to provide technical support to update all the accounting records of the SABAH Co-operative society in the QuickBooks Accounting Software and to perform services necessaryto bring the system to an operational level including configuration of the system and training of staff to use the software on a day-to-day basis.. The Ministry therefore invites interested eligible Maldivian firms to submit proposal as per the information provided in this information sheet. The forms to be submitted as part of this proposal are downloadable from the Ministry of Economic Development website Interested parties must demonstrate that they are qualified to perform the services. This information note provides the scope of work, deliverables and the eligibility criteria for the successful bidder. The successful bidder will be selected based on the evaluation criteria outlined in this document. 2. Eligible Bidders The invitation is open to all registered local businesses with a formal intent to enter into an agreement. Each bidder shall submit only one bid. A bidder who submits or participates in more than one bid will result in disqualification of the bid proposals submitted by the bidder. Registered local firms will qualify for the bid provided all documents listed under section 7 are presented at the bid submission date and time. 3. Language of the Bid The language of the bid shall be submitted in English. 4. Scope of Work and Deliverables The successful firm is expected to deliver the following services outlined in Section IV of the terms of reference included in APPENDIX A of this information note. 5. Project Delivery Duration The winning bidder will be issued with a three month service contract to upgrade and configure the software to bring it to an operational level in accordane with e co-operarive society s internal processes, update all accounting records of SABAH from 2012 onwards and train staff to use the system. On successful completion of the services in three months, the Ministry reseves the right to extend the contract for an additional 3 months to provide further technical hand holding needed to ensure continuity in system usage. The winning bidder is expected to deliver the scope of work listed in Section IV of the TOR ( APPENDIX A) appended to this information note. All bid application should be submitted in a sealed envelope with all the documents listed under section

2 6. Bid proposal Bid Proposal should have a minimum validity of 35 days and all prices should be quoted inclusive of GST and there shall not be any hidden or omitted costs. 7. Evaluation Criteria and Procedure Proposals will be evaluated based on the following evaluation criteria Price 35%: The points will be given using benchmark marking criteria where lowest proposed price will be considered as the benchmark. The full marks will be given to the bench mark value and others weighted accordingly using the formula below. MAX% = (Proposed price / Benchmark price) x 35% Experience of the bidder 20%: The bidder must submit a portfolio of relevant work done accompanied by references about the satisfactory delivery of finished projects. The bidder should give contact numbers and names of references for each project. The projects listed as references should be carried out in the last 3 years (Jan 2012 to present period). Any projects prior to this period will not be counted towards the points. Points for experience will be given as follows MAX% = (Benchmark no. of projects / Total no. of projects) x 20% Background Qualification and Expereince of the previous similar projects 20% The bidder must indicate in the technical proposal the activities to carry out the / upgrading of the Quick Books Accounting Software Package, Configuration of the Company Setup within the Software Package, Old data mining and new data feeding into the company setup into the software package, train the required number of staffs for the training on how to use the software package. Marks will be socred as per the following criteria - Experience of the team leader in carrying out similar projects in the last 3 years 10% - Expereince of other team members in the last 3 years 5% - Relevant educational qualification of the team -5% Bidder proposal 25% In addition to meeting the work scope and outputs sepecified in the TOR, the bidder must outline in the technical proposal, additional services that they will provide during the service period.

3 The BID evaluation committee will review the bid proposal and all documents submitted and award marks based on the best offer. Marks will be allocated for the using the matrix below. Focus Area Weightage 1 Executive Summary and bidder profile 5% 2 Methodology/Workplan/Schedule 10% 3 Delivery Period 10% Total 25% 8. Documents to be Submitted All bids should be submitted with the following forms and any bids submitted without the forms will be automatically disqualified. 5.1 Form 1 Application for BID submission 5.2 Form 2 Bidder profile and technical proposal 5.3 Form 3 Price schedule for the contracting service Interested Maldivian firms are requested to submit their proposals including the details mentioned under Section IV outlined in the terms of reference in APPENDIX A to the Ministry of Economic Development. The documents shall be submitted in a closed envelope. The envelope shall be clearly labeled as Proposal for Accounting Software Package for SABAH Maldives co-operative society and addressed to: SABAH Maldives Cooperative Society M. Banff Villa, 2nd Floor, Male, 20259, Maldives. The proposal should be in a secure bind and there should not be loose papers. All inquiries relating to the TOR shall be communicated in written form to abdulla.shimaz@trade.gov.mv 9. Deadlines Bid Submission will be held on 16th December 2015 (Wednesday) 14:00 Hrs at M. Banff Villa 2nd Floor, Majeedhee Magu, Malé, Maldives. Bids received before and after the bid submission deadline will not be accepted. For further information please contact or to sabah@trade.gov.mv.

4 Terms of Reference Upgrade the QuickBooks Accounting Software and Configuring the Setup I. Introduction The Ministry of Economic Development is seeking for a qualified and experienced firm to upgradequickbooks Accounting Software and to do the necessary configuration required for the company setup to SABAH Maldives co-operative society. provide technical support to upgrade Quick Books software, update all the accounting records of the SABAH Co-operative society in the QuickBooks Accounting Software and to perform services necessaryto bring the system to an operational level including configuration of the system and training of staff to use the software on a day-to-day basis. II. Objective of Assignment The objective of the Assignment is to bring the currently installed Quick Books Accounting Software system to an operational level and equip the staff with technical capacity to manage day to-day accounting transactions of the SABAH Co-operative Society through the accounting software.. III. Scope of Consultancy The successful bidder shall deliver the following outputs. Assess the current software installed and configure the current system to bring it into an operational level based on the accouting polices and internal functions practiced and adopted in SABAH Maldives co-operative society. Upgrade currenty installed quick books software version to latest versions. Data mining and data feeding of all SABAH project financial and production related transaction data, since the inception of SABAH project. Effectively bring the the quick books software package to an operational level within minimum period of 1 (one) month and get the sign-off from SABAH Maldives Project Manager and Finance Officer once the software package is upgraded, configured and updated with financial records.. Train a minimum of 6 staffs on how to use the software. The service provider must provide a summary report outlining staff members trained, details of training modules completed by each staff and competency level of each staff trainined. Provide after-sales services for a period of minimum 6 months to ensure the system is in operation. Within this period, any bugging issues, errors, or queries regarding the accounting software should be provided and the service provider must attend all querries and requirements of the client. The service provider must ensure all of the relevant outputs listed in the checklist shown in Annex A should be fulfilled upon successful implementation of the accounting software package. The service provider must get the sign-off from the project manager and the finance officer of SABAH Maldives co-orperative society. On completion of the after sales service period, the service provider shall make a presentation to SABAH Board outlining the achievements of the consultancy, observations and recommednations for strengthening financial record keeping practices in SABAH Maldives.

5 IV. Outputs The selected firm shall carry out all tasks assigned by the Ministry that fits within the scope as identified above and should be rendered to the satisfaction of the Ministry. V. Reporting arrangements The services will be provided under the broad guidance and direction of SABAH Maldives co-operative society Chairperson and designated Ministy officials. Day to day work will be overseen by the Project Manager and the Finance Officer. The successful firm shall appoint a key focal point for communication purpose and shall be available during the contract period to respond all the calls and queries of the SABAH Maldives pertaining to services expected to be delivered under the service contract. VI. Eligibility criteria, qualification and experience Proposals for the service will be considered from qualified and experienced firms that ideally fits the following eligibility criteria; 1. Experience of the firm 2. Expertise of the firm in providing similar services.. Under this criterion, the team assigned by the service provider should have qualified and experienced personnel in the necessary areas required for this project. 3. Qualification and experience of staffs assigned to this service. VII. Composition of the technical and financial proposal Eligible parties interested to deliver the above scope of work are requested to submit their bids. The following shall be included in the bid proposal: 1. Profile of the firm Under this section, the following information shall be provided: Experiance of staffs assigned to implement this project Details of any past experiances in implementing of similar projects Letters of reference from previous clients.

6 2. Profile of the team CV of team members 3. Proposed Budget The proposed budget should be splitted based on the following breakdowns. Description of Service Percentage of Payment Review the currently installed system and do 10% an assessment analysis to foresee what are the accounting modules that the current management needs. Based on this assessment a requirement needs to be established by the service provider. Upgrade and install accounting software 20% package with a minimal of 3 user license provided. For the currenty installed quick books software to the systems need to be upgraded to the latest versions. Configuration of new company set up into the 30% software package with all the mendatory processes aligned based on the internal functions practiced in SABAH Maldives cooperative society. Data mining and data feeding of all SABAH 20% project and production related data, since the inception of SABA project. Train a minimum of 6 staffs on how to use the 15% software. The service provider must get clearance of the staffs who has successfully trained and know how to use all the modules that is being configured within the software package. Provide after-sales services for a period of 5% minimum 6 months to ensure the system is in operation. Within this period, any bugging issues, errors, or queries regarding the accounting software; the service provider must attend in clearing all the requirements inquired by the client. Total 100% Delivery Dates Price All interested firms shall submit details as per the requirements mentioned above. Ministry will only be able to consider details submitted by the party in the evaluation of the proposals and will not take responsibility of lower scores that may be received due to non-submission of details requested.

7 APPENDIX A # Checklist for Upgrade of Accounting Software Check(X) 1 Environment 1.1 Do an assessment of the currently installed sofware 1.2 Report to the management what is the current state of the installed software, what configurations are required. 1.3 Inform, the management regarding the status of the currently installed software. 1.4 Upgrade software on network/hard drives 1.5 Upgrade printer(s) in network 1.6 Choose type of check stock for Accounts Payable 2 Conversion 2.1 Enter/convert chart of accounts on new system 2.2 Enter/convert vendor information on new system 2.3 Enter/convert customer information on new system 2.4 Enter/convert beginning balances into software for start of conversion 2.5 Develop beginning balances for conversion period 2.6 Enter/convert budget information into new software 3 Set-Up 3.1 Decide on chart of accounts 3.2 Establish security levels for 3 users 3.3 List reports needed to be generated from software/frequency 3.4 Determine closing accounts schedule for existing and new system 4 Implementation 4.1 Training classes for minimum of 7 project staffs 4.2 Design format of needed financial statements; i.e. layout, account groupings 4.3 Revise in-house data entry forms to accommodate new system 4.4 Develop written procedures as needed (if required by the client) 4.5 Get the sign off from Project manager, Finance officer and Trained staffs day Review with Staff/Consultant when upgrade day Review with Staff/Consultant after completion of upgraded software and final review of the project. 5 Invetory Module features Inventory labels can be easy to read Unique and short item numbering for each item. Item descriptions that are well-defined and clear. Units of measure for how you will quantify your inventory (per box, per product piece, etc.). A starting count of your inventory stock. Software that tracks inventory activity. Create invoices, purchase orders, printing, payment receipts and more. The software should ideally be usable by multiple people who track and work with the inventory.