Request for Proposal (RFP)

Transcription

1 Request for Proposal (RFP) Campus Management Solution & Enterprise Resource Planning Solution towards Higher Education Management Information System (HEMIS) Last Date for Submission: December 26, 2012 at 2:00 PM Bid Opening Date: December 26, 2012 at 2:30 PM HIGHER EDUCATION COMMSSION H-9, ISLAMABAD Website: Tele no. +92 (51) Fax no. +92 (51) (Rs. 1,000/-)

2 1 Table of Contents 2 Definitions Introduction Background Purpose of this Document Vision and Objectives Strategic Benefits Benefits to Management Scope of Work Project Methodology Deliverables Bids Submission Requirements Selection Procedure Terms of Payment Liquidated Damages General Terms and Conditions Special Terms & Conditions Meet or Exceed Specifications Clarifications Annex I: List of Selected Higher Education Institutes (HEIs) Annex II: Proposal Submission Form Annex III: Firm s References Annex IV: Technical Compliance certificates/compliance Undertaking Annex V: Technical Evaluation Criteria Annex VI: Financial Scoring Criteria Annex VII: Scope of work Annex VII: Form I General Technical Requirements Annex VII: Form II Minimum Products Functional Requirements Annex VII: Form III HEMIS Project Deployment Services Annex VII: Form IV - Bill of Quantities (Software Licenses and Implementation) Annex VII: Form V - Non-functional requirements Annex VII: Form VI Hardware Requirements Annex VIII: Bill of Costs (Software Licenses and Implementation) Annex IX Declaration of fees, commission and brokerage etc. Payable by the suppliers of goods, services & works in contracts worth Rs million or more Page 2 of 164

3 2 Definitions 1.1. HEC: Higher Education Commission 1.2. RFP: Request for Proposals 1.3. BOC: Bill of Costs 1.4. BOQ: Bill of Quantities 1.5. FY: Financial year 1.6. HEIs: Higher Education Institutes 1.7. HEMIS: Higher Education Management Information System 1.8. TEIs: Tertiary Education Institutes 1.9. FFU: Federally Funded University / Universities Region: Geographical Business domain of principal to which Pakistan belongs Warranty/Services of items/parts: All hardware, support, repair, replacement, backups etc. and services of all software including its installation, configuration, updates, upgrades & principal online support. All patches upgrades, updates and OS images, Licensees renewal Total Bid Value: Cost of CMS/ ERP as per BOC (including Optional/ Options) Cost of Extended Warranty, Cost of Services, Cost of three (03) year O&M and three (03) year Principal Support as per BOC Bidder: Firm who submit the proposal(s) Selected Bidder: Bidder selected for the award of tender Prospective bidder: Bidder who intend to participate in the tender process First Party: Higher Education Commission Second Party: Selected Bidder Service Level Agreement: The level of service which HEC requires from Selected Bidder in respect of the services required Account Manager: Project or Task Manager; who has the prime responsibility of the project/ task execution Page 3 of 164

4 3 Introduction The Higher Education Commission (HEC) has been set up by the Government of Pakistan to facilitate the development of indigenous universities to be world-class centers of education, research and development. Through facilitating this process, the HEC intends to play its part in spearheading the building of a knowledge-based economy and to serve as Socio-Economic Engines for the development of Pakistan. To augment its vision, HEC has always believed and encouraged technology as a tool for the higher education sector to leap-frog and catch up with the pace of socio-economic development and to be at par with the developed world. HEC has always given special focus to Information Technology for the enablement and empowerment of higher education sector. The HEC aims to ensure a comprehensive information and communication technology policy implementation so as to leapfrog in developing a knowledge-society in Pakistan while providing means and resources to increase productivity, workability and an innovative and untiring organizational culture to tap the potentials and capitalizing it to full extent. Today, the information and communication technology division at HEC continues to keep abreast and pace with the continuously changing world of information society, providing an innovative path of modern solutions and guidance. The higher education sector in Pakistan has undergone major changes in response to a rapidly-changing social, economic and political environment, and in particular, changing patterns of the deployed services and their outcome. The implementation of Higher Education Management Information System (HEMIS) for the higher education sector and the subsequent body s business processes will be information-intensive and will require not only the development of the quantitative and qualitative analytical skills and capacities, but also the reliable and high-quality data availability. It will require the collection of considerably more and different types of information than is currently available to the Government and to institutions. Just as technology has transformed the way students learn, it also has the power to improve the way that colleges and universities manage their administrative process. Also the realities of higher education in the 21 st century drive college and university leaders to pursue new avenues of growth. In this scenario Enterprise resource planning (ERP) solutions remain a top concern for higher education administrators and it becomes more important for education leaders. Financial Management System, Human Capital Management, Procurement and Inventory, and Project Management are the major modules under ERP. The University-wide management of academic centric information is about to become more streamlined and flexible, with the implementation of Campus Management Solution (CMS). Campus Management Solution is designed to manage the entire student lifecycle from recruiting and enrolment to career services and alumni relations. Page 4 of 164

5 4 Background HEC aims towards setting up Higher Education Management Information Systems phasewise of which the Phase-I covering the CMS modules of HEMIS has already been executed as a pilot project by HEC over past years. CMS provide campus-wide integrated information systems covering all functional areas and automate core managerial activities including admissions, academics, examination, fees, placements, alumni and finance thus augmenting the institute s brand image at the same time improving bottom and top line profitability. However, the ERP modules covering the administrative processes of Financials, HCM, Procurement, etc. were not acquired and so not implemented under pilot project. HEC took the initiative of facilitating universities with the standard off-the shelf Campus Management Solution to be configured/ customized and implemented as per the requirements of academic institutions of Pakistan. In Phase-I (i.e. pilot project) covering eight (08) public sector universities/ degree awarding institutes of different flavours including medical, engineering and general (i.e. multiple subject of study) from all the regions of country and varying in enrolment size were selected for CMS which included: 1. Quaid-i-Azam University, Islamabad 2. Punjab University, Lahore 3. NWFP University of Engineering & Technology, Peshawar 4. Balochistan University of Information Technology and Management Sciences, Quetta 5. DOW University of Health Sciences, Karachi 6. Islamia University, Bahawalpur 7. Sukkur Institute of Business Administration, Sukkur 8. Institute of Business Administration, Karachi Tender to procure the said solution was floated in October 2006 and after the meticulous evaluation of the international implemented solutions, Contract Agreement was signed in 2007 for the implementation of PeopleSoft Campus Management Solution. The project implementation encompassed the following listed modules: 1. PeopleSoft Enterprise Student Administration 2. PeopleSoft Enterprise Campus Self-Service 3. PeopleSoft Enterprise Grade Book 4. PeopleSoft Enterprise Portal 5. PeopleSoft Enterprise Contributor Relations 6. Accommodation System (custom development) 7. CollegeNet Scheduling System Meanwhile, HEC had undergone for the ERP system implementation based on SAP solution during Financial/ Control, Human Capital Management, Project System, and Page 5 of 164

6 Material Management modules were acquired and configured for the HEC internal business processes. 5 Purpose of this Document The purpose of this document is to share/ present the macroscopic view of the project objectives and requirements while giving its background. Vision & Objectives, Scope of Work, Special Terms & Conditions, Project Methodology as per HEC requirements, Bids Submission requirements, Selection Procedure and Criteria, General Terms & Conditions, Special Terms & Conditions, Payments Terms, and Warranty Support/ Services are also elaborated in this document to provide necessary information about this tender for potential bidders. 6 Vision and Objectives Higher Education Commission of Pakistan through this RFP intends to acquire off-the-shelf solution for Enterprise Resource Planning and Campus Management Solution to have a complete suite and get the same implemented for the Higher Education Institutes of Pakistan. This RFP also intends to select appropriate implementer(s) of the product selected through this RFP in order to have HEMIS implemented at the selected HEIs as listed in Annexure A. HEMIS is envisaged as an integrated solution which efficiently deals with the various activities of an educational institution like faculty management, student management, administrative functions, etc. HEMIS can serve as the enabler for the institutions on how to deliver more competitive services to the sophisticated traditional and non-traditional students. It provides and supports the nationwide standard framework for the services delivery for the Administration, Students, Faculty members and other stakeholders associated with HEIs. Enterprise Applications [ERP & Campus Solution] Campus Management Solution Student Administration Campus Self Service Grade book Contributor Relations Enterprise Portal Accommodation System Human Resource Management Material Management Financial Management Project Management Page 6 of 164

7 6.1 Strategic Benefits Following are the few significant benefits envisaged and being expected as an outcome of this project implementation; Total Operational Automation More Time to focus on Strategic Tasks Multiple Campus Management Incorporate global best practices and streamline processes for efficiency Improve institution world ranking Anywhere Availability Internet or Intranet with Automatic Synchronization 360-degree-view of prospect, applicant, student, alumni, contributors, faculty from a single source Information availability and visibility of all universities/ institutes at central location to perform analysis when required i.e. graduation trend, retention trend, student s academic performances, etc. Improve adaptability to educational changes, supported by a robust and flexible system Cost-effective one point solution for total management To reduce expenses and control costs, colleges and universities face increasing demands to compete effectively by upgrading their administrative infrastructure to better manage key business processes. HEMIS will assist them to achieve their targets well in time and in the defined budget. 6.2 Benefits to Management Administration can reap several benefits from HEMIS some of which are; Multiple campus management Effective communication between teachers, parents and students Centrally stored information with zero redundancy Best possible resource optimization Availability of microscopic as well as macroscopic views Delivering accurate, accessible information to students Ensuring maximum system availability and reliability. Integrated, streamlined business processes using advanced functionality with the elimination of creation of shadow redundant systems Among these soft benefits are business process improvements in operational management and the delivery of services to students and staff, such as: An increase in admissions productivity with more inquiries and applications processed by fewer staff through web-based online admission system An increase in financial aid productivity with more financial aid applications processed with fewer staff and in less time Page 7 of 164

8 An optimization of course scheduling that allows more classes and events to be scheduled with a smaller inventory of classrooms A shift to web-based financial aid systems that allow students to submit applications, view and accept or decline awards, and view transaction balances online A shift to web-based course registration that allows all course enrollments to be transacted and all course grades to be posted online A shift to self-service human resources systems that allows employees to selfmanage their paychecks, benefits, vacation, and sick leave accruals Increased productivity in following areas, while ensuring policies are upheld:- o Admissions processing o Course registrations o Academic advisement & Grade release o Fees calculation and payment o Communication via post to online / pdf / sms o Collaboration between student / advisor 7 Scope of Work The HEMIS implementation is believed to have Four (04) major components, viz. (i) Off-theshelf Software along with licenses, (ii) Solution Implementation including Configuration/ Customization and to a limited extent some Development, (iii) Consultation Services, and (iv) Hardware infrastructure. Each of these components are further comprised of various modules and their sub-modules. HEC intends to address all the business processes of the partner universities in order to automate for increased efficiency, productivity and facilitation to the prime beneficiaries of this project, i.e. students, faculty, researchers, staff, and universities in general. However, the first two components (and to some extent third component as well) are being expected from the selected bidder through this tender, whereas HEC shall acquire Consultation Services through hiring of consultants and domain experts, and the required hardware shall be acquired through a separate tender which would be based on a Private Cloud Solution. However, the bidders in this tender are expected to propose hardware sizing in terms of cloud parameters for various deployment options, along with merits and demerits of each in order to select most viable solution for centralized deployment through Private Cloud technologies available and being used globally. Detailed Scope of Work is defined at Annexure VII for compliance. 8 Project Methodology The firms qualified in the tender process will be required to implement the solution for the selected universities, but in phases over the Term of Project Implementation. Project implementation is initially targeted for Thirty (30) HEIs as listed in Annexure A as Phase - I, Page 8 of 164

9 however project may be extended for another Thirty five (35) HEIs per HEC discretion over an Extended Term of Project Implementation either at the time of Contract signing or at the end of Phase I with mutual agreement. For this reasons, Bill of Costs being asked for two options, i.e. (i) Phase I cost for thirty HEIs as initial implementation extendable to thirty five HEIs in Phase II, and (ii) Cost of HEMIS implementation for all sixty five HEIs with project execution in phases, in this RFP. Moreover, in order to complete the project within the stipulated Term of Project Implementation, selected bidder will be required to execute the project at 3 4 HEIs in parallel and will ensure completion of these HEIs within four (04) months, or any other combination which ensures implementation of HEMIS at Ten (10) HEIs at least in a year. HEC also intends to get the ERP part of the HEMIS solution implemented at the earlier eight (08) universities having Oracle PeopleSoft CMS implemented and already in production, and so the bidders are required to include the same in the project proposal both for ERP software licenses, implementation and training as well which should be executed in parallel to other implementation under this tender, during first twelve months. The solution being sought will primarily be off-the-shelf enterprise level solution in which the core components of both ERP and CMS shall be only configured as per the requirements, however in order to meet the complete requirements as laid out in this RFP and as required by HEIs, selected bidder may be allowed for limited customization and/ or development. Other than the core components of HEMIS, selected bidder is encouraged to propose Free-and-Open-Source modules/ applications which is fully integrated with the core HEMIS while taking all the responsibility of integration services. Selected bidder is expected to meet the following, but not limited to; i. Agree project governance plan for the implementation of HEMIS at selected HEIs in parallel as well as phases. ii. Start-up information/ knowledge sessions to share thoughts/ information on the project execution at each HEI. iii. Identification of the functional sponsor and resources for each module at each HEI so that ownership may be delegated accordingly. iv. Study of the existing processes at HEIs and produce the requirements specification document. v. Perform gap analysis with the comparison of the standard processes available and the best practices keeping in view the requirements of respective HEI. vi. Design document of system as per the requirements and gaps identified along with the wire frames of applications/ systems to develop. Configure/ customize / build (where required as permissible), test and commission the implemented solution before delivering the system to the users/ stakeholders. vii. Page 9 of 164

10 User acceptance document, final solution delivery will be considered after defect/ issues resolution as identified in the UAT phase. ix. Requirement analysis, design, build and deployment phases will/ can continue in parallel at multiple HEIs. x. Provide complete documentation of the implementation at each HEI (which includes but not limited to the documentation of each phase/ process, hardware configuration, maintenance and management, the system installation/ configuration guides/ manuals, user manuals, administration manuals, etc.) and get it verified/ signed-off as per the agreed project plan from the identified functional resources and the module sponsor. xi. Provide onsite technical, functional, end-user and administration level training of the implemented solution. Change Management: Change request in the developed application, will be considered as change after three months of UAT phase sign-off. Any modifications suggested within three months shall not be considered as Change request. Alternately, FAT/ FAC of respective HEI shall be issued after successful expiry of three months post-uat period. Furthermore, Change management after FAT phase will be addressed mutually. Acceptance procedure: viii. xii. xiii. 1. Implementation Acceptance: Implementation acceptance means testing of the system (which includes the software) successful installation and configuration as required for the application deployment. 2. User Acceptance Test: This test covers the user acceptance test, and the resolution/ fixing of the issues/ defects as identified in the UAT phase by the users. This test will be conducted as per the agreed project plan with respect to each application development cycle. 3. Final Acceptance: This test will be done after the UAT and the minimum time to perform this test is after the Soak time of three months. 8. Both UAT and FAT shall be conducted for each HEIs individually and independently, and so the FAC shall be issued against each HEI implementation. 9 Deliverables In addition to the actual deployment/ implementation of the HEMIS solution at the HEIs, following deliverables are expected from this project: a) Project Governance including a project plan for the project execution b) Requirements Specification Document(s) and their sign-offs c) Gap identification document(s) and their sign-offs d) Design Document(s) based on Requirements Specification and Gap Analysis and their sign-offs Page 10 of 164

11 e) License keys of the software solution and all its components as to meet all the functional requirements f) Installation, configuration, customization, and integration covering the scope of the project g) Test Procedures for User Acceptance Test(s) and Final Acceptance Test(s) which is required for the issuance of FAC. h) System s documentation in the form of installation and configuration guides, end-users and administration manuals etc. 10 Bids Submission Requirements The objective of bid submission requirement is to provide bidders with the information to submit their bid in response of this RFP according to the specifications and format defined in this RFP and in order/ sequence as set forth in this document. Bidders must follow below requirements while preparing their proposals/ bids proposal and submission. i. For this tender PPRA s Rule number 36(b) Single stage - Two Envelope procedure of open competitive bidding shall be adopted ii. Bids shall comprise of single envelope containing two separate envelopes, i.e. Technical and Financial Proposals, and clearly marked Technical and Financial proposals on the respective envelopes. Envelopes must also be labelled with the name, address and contact number of the bidding company, and also the Title of the Tender for which the bid is being submitted. iii. Bidders shall submit Three (03) copies (both hard and soft) of Technical Proposal and one copy of Financial Proposal. iv. Bidders shall submit a signed letter with Official stamp affixed on it as per the format given in Annex I as a cover letter to the Bid/ Proposal enclosed in the Technical proposal envelope. Bid/ Proposal submitted without this cover letter will not be accepted and bids may likely to be rejected straightaway. v. Bidders are required to get the proposed solution endorsed through an original letter from Principal along with a signed and stamped technical proposal and the BOQ, and get authorization from the Principal for their participation in this tender. vi. Technical proposals shall contain Company profile, Authorization & relationship with principal firms, location of branch offices, company experience in related field, technical staff details (branch-vise), project completed, major clients list as per the format given in Annex III Firm s References, equipment s technical details (brochures, etc.) mentioning compliance and properly highlighted all the compliance specification as requested in Form I Annex-VII Scope of work - Minimum Products Technical Requirements using florescent highlighter of Page 11 of 164

12 quoted components/ hardware/ Services/ Solution and material with their make, model, part number, version etc. vii. Bidders are required to follow professional way of submission of both Technical and Financial Proposals, for example, pagination of overall Technical proposal, tagging of various sections aligned with BoQ headings, strictly following the format defined in the RFP as to follow, table of contents, etc. viii. Bidders are required to fill and sign the Annex-VII Scope of Work HEMIS Deployment, as provided in this RFP and must submit it along with Technical Proposal. ix. Bidders shall provide all the information in context as well as in sequence as set forth in Annex V - Technical Evaluation Criteria. Bidders must provide filled Technical Evaluation Criteria as for self-assessment (no binding on HEC) and provide page number references of the proposal for the claims of scores. Bids not following the format and sequence defined in this RFP is likely to be rejected. x. The bidder must provide Project Execution Plan, Design Proposal with layouts, diagrams, etc. along with Technical Proposal. xi. Bidders are required to fill and sign all pages of the Annex VII Bill of Quantity(ies) while following the format given, and submit it as Financial Proposal. Financial Proposals not following the given format may lead to the rejection of bid. xii. Bidders are required to submit their financial proposals in PAK Rupees (Rs.). xiii. No variation in change in Forex rates shall be permissible to any of the components/ modules during the course of Term. xiv. A bank draft equal to 2% of the Average Cost of HEMIS solution deployment for Ten (10) HEIs must accompany the bid as part of financial proposal as earnest money drawn in favor of D.G. (Finance), Higher Education Commission, Islamabad. The bid shall not be considered without earnest money or less than the 2% value. xv. If a bidder has quoted multiple options, in this case bidder must submit the earnest money equal to 2% of highest quoted option. However, optional items shall be included in the total cost of the project. xvi. Bidder must quote for complete solution as given in the Annex-VII Scope of work. Any item(s) if missed out and not quoted may lead to rejection of bid. xvii. The proposed solution must be configurable in high availability and based on Private Cloud solution, either IAAS or SAAS model of solution deployment. xviii. Software Product Warranty & Support Services and Post-Production Support must be quoted as per project requirements. Page 12 of 164

13 11 Selection Procedure The objective of this section is to define the steps and procedure which shall be followed during the course of tender process and till the tender is awarded to Selected Bidder. Following are the steps/ procedures which will be followed for the Selection of successful bidder. i. In first stage, only Technical proposals will be opened in the presence of bidder s representatives who choose to attend. ii. Technical evaluation of the firms shall be based on information provided in Technical Proposals. iii. As a part of technical evaluation, bidders will be asked to conduct Presentation/ Demonstration/ Proof of Concept. iv. On the basis of technical evaluation, the financial proposal of only technically responsive bidders (qualified bidders) will be opened in the presence of their representatives who choose to attend. v. For this tender weightage of Technical and Financial proposals shall be 80% and 20% respectively. vi. For qualifying in Technical responsiveness, bidders must fulfil all the requirements as laid out in Section 8. Special Terms & Conditions and Part A Mandatory Requirements of Technical Evaluation Criteria as defined in Annexure V. vii. If any of the mandatory requirements is not met by the bidder, the bid will be cancelled straightaway and no further consideration will be given. Moreover, bidders will have to secure 60% score in each part (i.e. Part B, Part C, Part D, Part E, Part F ) totalling to at least 70% of the overall weightage assigned to Technical Evaluation, i.e. 56 points at minimum. viii. Financial proposals of bids found technically non-responsive shall be returned un-opened. ix. The bid found lowest evaluated bid or highest scorer for the cumulative value of both Technical and Financial scores, will be accepted for the award of tender. x. After the approval of tender award, a Contract on the stamp paper (the worth of stamp paper shall be determined as per the rules defined) shall be executed by the HEC with selected bidder within 15 days from the date of issuance of Letter of Intent. xi. For ordering purpose the price evaluation will be done against complete/ whole items including optional items of the bid. 12 Terms of Payment i. No payment shall be made in advance to the Contractor as mobilization advance. Page 13 of 164

14 ii. Payments against the Software Licenses and Implementation Services shall be treated separately. iii. Software Licenses cost(s) shall be paid off on six (06) monthly basis against the simultaneous implementation in progress at HEIs and the respective enrolment as listed in BoQ against each HEI. iv. Subsequent tranche of Software Licenses payment(s) shall adjust the unutilized or over-utilized number of Licenses of previous Batch in the following Batch of HEIs. This process will continue till the last Batch of HEIs are implemented with HEMIS. v. The actual utilization of number of Licenses being used in any HEI has to be generated and produced through the implemented system, and so the total count which will become the basis of payments and adjustments. vi. The Deployment Cost shall be proportionated to the number of Licenses and shall be grouped as per the simultaneous implementation at the HEIs in respective Batch, and shall be paid-off against the milestones defined for successful implementation of HEMIS at HEIs. vii. Bidders are required to define the Deployment milestones and the weightage or magnitude of work involved against each milestone which will become the basis of payments against the Deployment cost. viii. Payments against the Product Warranty Support shall be paid after expiry of first year Product Warranty Support which shall be applicable from the date of UAT of individual HEI. ix. Post-Production Support payments shall be paid after six (06) months support extended to HEI(s) from the date of issuance of FAC. x. Ten Percent (10%) of the payable amount against each invoice/ payment will be retained as security/ retention money and will be released after six (06) months from the date of issuance of FAC. Bidders may however provide a Bank Guarantee of equal amount valid for at least six (06) if they wish not have the 10% security/ retention money retained from each invoiced amount. xi. Invoices will be cleared as soon as possible not exceeding 30 days upon receiving the invoice and complete supporting documents. xii. All payments shall be made through cross cheque in the Pakistan Rupees (PKR). xiii. Taxes will be deducted at source as per government rules at the time of payment. xiv. The earnest money of the successful bidder will be returned after the signing of the contract within 30 days. xv. The successful bidder will however submit a Performance Bank Guarantee of amount equivalent to the 10% of the 1 st year project cost, which will be will be renewable annually up to the life of the project/ contract. Page 14 of 164

15 13 Liquidated Damages i. In case of delay, the Executive Director, HEC reserves the right to impose a penalty not exceeding 10% of the total amount of the contract at the rate of 1% of the bill for each week of delay. ii. If the work is not executed according to the satisfaction of the Executive Director, the ED reserves the right to reject it altogether or impose a penalty not exceeding 50% of the amount contract. iii. If the progress of the work is not to the satisfaction of the Executive Director, HEC. Executive Director HEC has the right to cancel the order, get the work done from third party selected accordance with the PPRA rules subject to the condition that if the first party has to pay any amount in excess of the agreed amount, the difference will be recovered from the second party. 14 General Terms and Conditions Following general terms & conditions apply to this RFP i. Only authorized dealer, registered reseller & partner, etc. can participate (documentary proof is mandatory). ii. The bidder must be registered with Securities and Exchange Commission of Pakistan, Sales Tax and Income Tax Department. iii. An affidavit to the effect that the firm has not been blacklisted by any Government/ Semi Government organization. iv. The Commission reserves the right to accept/ reject wholly or partially any tender at any stage of the tender process. v. Validity period of the bids shall be 6 months (180 days). vi. The decisions of HEC will be binding on all concerned and will in no case be challengeable at any forum or any court of law. vii. Bids are liable to be rejected if; they are not conforming the terms, conditions and specifications stipulated in this RFP. viii. During the examination, evaluation and comparison of the bids, the HEC at its sole discretion may ask the bidder for clarifications of its bid. ix. The request for clarification and the response shall be in writing/ . However, no change in the price or substance of the bid shall be sought, offered or permitted after bid submission. x. Total Bid Value (Cost of software solution as per BOC (including Optional/ Options), Cost of Implementation Services,Product Warranty Support, Postproduction Support, Additional Components (if any)) shall account for financial evaluation and so shall be included in Total Bid Value. Page 15 of 164

16 xi. xii. xiii. xiv. xv. xvi. xvii. xviii. xix. xx. The amount submitted as Earnest Money shall be refunded to the unsuccessful bidders after the decision of Tender Committee for the award of said tender. If there is a discrepancy between unit price and total price in the submitted bid which is obtained by multiplying the unit price and quantity, the unit price shall prevail and total price shall be corrected. If there is a discrepancy between the words and figures, the amount in words shall prevail. If there is a mistake in addition/ totalling, that shall be corrected. If the bidder does not accept the corrected amount of bid, his bid shall be rejected and his bid security forfeited. Incomplete and conditional BIDs will not be entertained. For this tender, all updates/changes shall be communicated through and also be posted on HEC website. In case of any dispute between the two parties of any matter arising out of after signing the contract agreement, the case shall be referred to Executive Director, HEC whose decision shall be final and binding on both parties. Bids submitted via or fax will not be entertained. Bidders shall provide a certificate from their bank certifying their sound financial position and credit limit from the bank or any appropriate documentary proof (e.g. Annual Audit Report), showing the financial strength of the bidders. Bidders must indemnify HEC against all third party claims of infringement of patent trade mark, industrial design rights arising from use of the goods of any part thereof in Pakistan. The firms must quote the hardware in conformance the sizing information provided in Annex V with minimum specification mentioned at Form I. If the bid amount exceeds Rs. 10 Million, the selected bidder has to furnish the integrity pact as provided at (Annex IX) on a stamp paper. 15 Special Terms & Conditions 1. Product Warranty Support rate/ cost as quoted against this tender shall be available to all previous implementations in higher education sector 2. Principal s written commitment for establishing full fledge two (02) Academies of the quoted components during each year while taking all responsibilities of operations, certified trainers, trainings, materials, certifications, etc. for at least one year. 3. Principal shall enable the human resources available at the HEIs where the Academies are established, so that they may take over seamlessly the operations after one year. 4. All participating HEIs shall be entitled for establishing similar Academies on their own expense, however the cost involved for Registration or Recognition of Academies should be explicitly identified in the BoQ. Page 16 of 164

17 5. License prices or the discount quoted in the bid shall remain available for additional licenses to all HEIs under this project for the Term of Agreement and beyond. 6. License prices or the discount as offered in the bid shall remain valid and available to HEC throughout the Term of Agreement for both public and private HEIs recognized by HEC and for the higher education sector in general. 7. Principal shall establish at least three (03) Innovation Centers duly registered and acknowledged internationally at the selected HEIs. A letter from the Principal is also required. 8. Bidder shall also ensure at least one research/ technological project in collaboration with Principal or with any other Innovation Centers across the world, per year during the Term of Agreement. A letter from the Principal is also required. 9. Though the Software Licenses are being procured centrally from HEC platform, however the Licenses shall be issued against individual HEIs, so that the matter of Product Warrant Support after the expiry of same under this tender, may be dealt with by the individual HEIs directly with the Principal, or otherwise. 16 Meet or Exceed Specifications The specifications provided in this RFP are the minimum requirements of HEC. The vendors must meet or may exceed these specifications to meet the actual requirements of this Project and its successful practical implementation. But in such a case additionally proposed or altered specifications must clearly be highlighted to enable HEC to clearly identify modified specifications. Page 17 of 164

18 17 Clarifications Queries regarding this RFP shall be submitted in writing to: Ms. Aneela Naseem Web Designer (IT) Higher Education Commission H-9, Islamabad Phone: +92 (051) Fax: +92 (051) Mr. Abdul Khaliq System Engineer Higher Education Commission H-9, Islamabad Phone: +92 (051) Fax: +92 (051) M. Pervaiz Khan Director (NIS) Higher Education Commission H 9, Islamabad. Phone: +92 (051) Fax: +92 (051) pkhan@hec.gov.pk Page 18 of 164

19 Annex I: List of Selected Higher Education Institutes (HEIs) S. # University City Enrollment Employees (Faculty + Staff) 1. Abdul Wali Khan University Mardan 1, Bahauddin Zakaria University Multan 14, COMSATS Institute of Information Technology Islamabad 19,736 2, Dawood College of Engineering & Technology Karachi 1, Federal Urdu University of Arts, Sciences and Technology Islamabad 9, Hazara University Hazara 8, Institute of Space Technology Islamabad International Islamic University Islamabad 39,312 1, Karakurum International University Gilgit 1, Khyber Medical University Peshawar Kinnaird College for Women Lahore 2, Kohat University of Science & Technology Kohat 3, Lahore College for Women University Lahore 5, National Defence University Islamabad National Textile University Faisalabad 1, Pakistan Institute of Fashion Design Lahore 1, Sardar Bahadur Khan Women University Quetta 1, Shah Abdul Latif University Khairpur 5, Shahaeed Mohtarma Benazir Bhutto Medical University 20. Shaheed Benazir Bhutto Women University (Former Frontier Women University) Larkana Peshawar 1, , Sindh Agriculture University Tandojam 5, University of Agriculture Faisalabad 11,480 1, University of Arid Agriculture Rawalpindi 5, University of Balochistan Quetta 6, University Of Engineering & Technology Taxila 3, University of Gujrat Gujrat 9, University of Malakand Malakand 2, University of Peshawar Peshawar 11, University of Sargodha Sargodha 14, University of Science & Technology Bannu 3, Page 19 of 164

20 Annex II: Proposal Submission Form (To be submitted as Cover Letter of the Bid) The Director (NIS), Higher Education Commission, H-9, Islamabad Sir We, the undersigned, offer to provide the solution along with required services for HEMIS in accordance with your Request for Proposal dated, and our Proposal enclosed herewith. We are hereby submitting our Proposal, which includes both three (03) sets (1 Original and 2 copies) of technical proposal containing all Forms I V of Annexure VII duly filled as per the defined format, and a financial proposal sealed under separate envelopes. We understand that you are not bound to accept any Proposal you receive and reserves the right to accept or reject any offer, and/ or to annul the bidding process and reject all proposals without assigning any reason or having to owe any explanation whatsoever. The decision of evaluating committee shall be final and cannot be challenged on any ground at any forum and the evaluating committee will not be liable for any loss or damage to any party acting in reliance thereon. We remain, Yours sincerely Authorized Signature: Name and Title of Signatory: Name of Firm: Address: Page 20 of 164

21 Annex III: Firm s References (To be filled by the bidder as part of technical proposal) Relevant Services Carried Out in the Last Five (05) Years That Best Illustrate Qualifications Using the format below, provide information on each reference assignment for which your firm/entity, either individually as a corporate entity or as one of the major companies within an association, was legally contracted. Please attach copy of completion certificate issued by the referenced organization, without which the reference claim may not be considered. Assignment Name: Location within Country: Name of Client: Address: Country: Key Professional Staff Provided by Your Firm/ No. of Staff: entity(profi les): No. of Staff-Months: Start Date (Month/Year): Completion Date (Month/Year): Duration of assignment: Approx. Value of Services: Name of Associated Consultants, if any: No. of Months of Professional Staff Provided by Associated Consultants: Name of Senior Staff (Project Director/Coordinator, Team Leader) involved and functions performed: Narrative Description of Project: Description of Actual Services Provided by Your Staff: Firm s Name: Page 21 of 164

22 Annex IV: Technical Compliance certificates/compliance Undertaking (To be filled by the bidder as part of technical proposal) I, (Name); (CNIC#); (Designation), (Company Name) have gone through the Terms/Conditions of this RFP and have found the document in whole as non-biased to any particular vendor or product/ brand. I hereby undertake and firmly bound myself to abide by/ comply all sections of this RFP except for those items noted below Page 22 of 164

23 Annex V: Technical Evaluation Criteria S. No. Part A) Mandatory Attributes 1. Private limited Firms with Income Tax Certificate / GST Certificate and SECP registered 2. Affidavit (that the firm has not been blacklisted and not in litigation by private, Govt., Semi Govt. and Autonomous Body) 3. At least Five years of relevant experience Sale, Service, Implementation of ERP / CMS (Proof of company being in operation for at least 5 years in Pakistan in relevant business) 4. Partner Organizations with major Enterprise Application Platforms in Pakistan (Microsoft, Oracle, IBM and SAP) since last five year. 5. Must be Gold /Tier 1 Partner for application since last Three (03) years in Pakistan. 6. Location of Offices (Islamabad/Rawalpindi, Lahore, Karachi) Successful Implementation Certificate of At least One similar Project in Pakistan (with deployment of Campus Management Solution and its integration with at least one off- the-shelf Enterprise Applications like SAP, Oracle, Siebel, PeopleSoft ). Successful Implementation Certificate of At least Two similar Project of quoted product (with deployment of Campus Management Solution and its integration with at least one off- the-shelf Learning Management System). Technical Compliance Sheet (Annex VI: Scope of Work Form i-vi) (clause by clause compliance of RFP with Component Level part numbers and reference brochures) Principal authorization Certificate specific for this project (Original letter from Principal (1) vetting/verifying the quoted solution,(2) completeness of Licenses as per BOQ. (3) certifying Company Competency for implementation ) 11. Completely filled BoC (as part of Financial Bid) 12. Project Execution Plan (Time Lines, Resources, dedicated Staff, Shared Staff, etc.) 13. BOQ (Component Level part numbers and reference brochures) 14. Firm must have more than Rs. 200 million annual Software off the self-solution and Services ( Last Two year documentary proof required) 15. Firm Must have at least one Certified Project Management Specialist Reference Page# for Documentary proof

24 S. No. Attributes Max. Score Weightage Criteria Part B) General Evaluation - Corporate Profile 16. Corporate Profile Location of Offices Offices in all specified cities (Lahore, Karachi, Islamabad, Quetta and Peshawar,) Offices in all specified cities (Lahore, Karachi, Islamabad,) 3 Offices in all specified cities (Lahore/ Karachi/ Islamabad) Financial Strength (last Two years) Turnover of Bidder in consideration/ Maximum Turnover amongst all the Bidders * 10 Company in Operations in relevant field No. of year of Bid in consideration/ Maximum Year amongst (No. of years) all of the Bids * 10 Company Association with Product No. of year of Bid in consideration/ Maximum Year amongst Principal all the Bids * 10 Quoted Product Certified Developer / Designer (Documentary proof and Certification Copy required) Quoted Product Certified Resources (Documentary proof and Certification Copy required) Quoted Product ERP Certified Developer/ Programmer (Documentary proof and Certification Copy required) Quoted Product ERP Certified Financial Consultant (Documentary proof and Certification Copy required) Relevant Technical Staff No. of Certified Resources of Bid in consideration/ Highest No. of Certified Resources amongst all bids * No. of Certified Resources of Bid in consideration/ Highest No. of Certified Resources amongst all bids * No. of Certified Resources of Bid in consideration/ Highest No. of Certified Resources amongst all bids * No. of Certified Resources of Bid in consideration/ Highest No. of Certified Resources amongst all bids * 10 Reference Page# Documentary Proof Page 24 of 164

25 Quoted Product ERP Certified (MM) Consultant (Documentary proof and Certification Copy required) Quoted Product ERP Certified (HR) Consultant (Documentary proof and Certification Copy required) Quoted Product CMS Certified Enterprise Portal Consultant (Documentary proof and Certification Copy required) Quoted Product CMS Certified Developer (Documentary proof and Certification Copy required) Quoted Product CMS Certified functional Consultant (Documentary proof and Certification Copy required) Quoted Product CMS Student Admiration functional Consultant (Documentary proof and Certification Copy required) Quoted Product CMS Certified Database Engineer (Documentary proof and Certification Copy required) Firm has completed Similar Projects in Pakistan (based on deployment of Campus Management Solution and its integration based on any off-the-shelf Enterprise Applications like SAP, Oracle, Siebel, PeopleSoft ). (Documentary proof and references required) No. of Certified Resources of Bid in consideration/ Highest No. of Certified Resources amongst all bids * 10 No. of Certified Resources of Bid in consideration/ Highest No. of Certified Resources amongst all bids * 10 No. of Certified Resources of Bid in consideration/ Highest No. of Certified Resources * No. of Certified Resources of Bid in consideration/ Highest No. of Certified Resources * No. of Certified Resources of Bid in consideration/ Highest No. of Certified Resources amongst all bids * Relevant projects No. of Certified Resources of Bid in consideration / Highest No. of Certified Resources amongst all bids * 10 No. of Certified Resources of Bid in consideration/ Highest No. of Certified Resources amongst all bids * 10 No. of Projects of Bid in consideration/ Highest No. Projects amongst all bids * 10 Page 25 of 164

26 Firm has completed Similar Projects in Internationally (based on deployment of Campus Management Solution and its integration based on any off-the-shelf Enterprise Applications like SAP, Oracle, Siebel). (Documentary proof and references required) Firm has completed Enterprise Resource Planning Project of same proposed product (Implementation of Financial & HCM in single project) in Pakistan (Documentary proof and references required) Firm has completed Enterprise Resource Planning Project of same proposed product (Implementation of Financial & HCM in single project) Internationally (Documentary proof and references required) Firm has CMS Projects In hand in Internationally (based on quoted product, with deployment of Campus Management Solution). (Documentary proof and references required) Firm has CMS Projects In hand in nationally (based on quoted product, with deployment of Campus Management Solution). (Documentary proof and references required) Firm Projects (Deployment Business Intelligence Solution In academia with integration of other off the selfapplications / databases ) (Documentary proof and references required) No. of Projects of Bid in consideration/ Highest No. Projects amongst all bids * 10 No. of Projects of Bid in consideration/ Highest No. Projects amongst all bids * 10 No. of Projects of Bid in consideration/ Highest No. Projects amongst all bids * 10 No. of Projects of Bid in consideration/ Highest No. Projects amongst all bids * 10 No. of Projects of Bid in consideration/ Highest No. Projects amongst all bids * 10 No. of Projects of Bid in consideration/ Highest No. Projects amongst all bids * 10 Page 26 of 164

27 Firm has Projects In hand (Maintenance Contract for development / maintenance 39. of Campus Management Solution). (Documentary proof and references required) SubTotal 230 Weight of the Part (B) in Technical Evaluation is 10% and firm's Score will be calculated using following formula Firm's Score = Marks Obtained by Firm in Part B/ Total Max. Marks of Part B * 15 S. No. Attributes Part C) Product Technical Strength 40. Principal Financial Strength in Region (No. Quoted CMS product of Licenses sold for last Five years) 41. Principal Human Resource Strength in Pakistan 15 Max. Score Weight age No. of Projects of Bid in consideration/ Highest No. Projects amongst all bids * 10 Criteria Product Market Share and Market Resources Sales turnout value of Bid in consideration/ Highest Sales turnout for last two years value amongst all Bids * Group total Number of employees of Bid in consideration/ Highest Group total Number of employees value amongst all Bids * Principal Human Resource Strength in APAC Group total Number of employees of Bid in consideration/ Highest Group total Number of employees value amongst all Bids * Quoted Product (CMS) based Projects in Academia (APAC Region (Documentary proof and references required) 44. Quoted Product (CMS) based Projects in Pakistan (Documentary proof and references required) No. of Projects of Bid in consideration/ Highest No. Projects of all the Bids * 10 No. of Projects of Bid in consideration/ Highest No. Projects of all the Bids * 10 Reference Page# Page 27 of 164