REQUEST FOR Proposal (RFP) For Procurement of Service & Goods

Transcription

1 REQUEST FOR Proposal (RFP) For Procurement of Service & Goods RFP Number: (RFP ) Date of Issue: { 10,09,2016 } The Afghanistan centre at Kabul University has a budget allocation for the purchase of Service and is applying some of that allocation for the purchase of Service for which this Request for proposal is issued. Your Proposal must be delivered to the office of the undersigned ON or BEFORE 07/Oct/2016. Any Proposal received later than the scheduled time will be rejected and returned unopened. The envelope containing the Proposal must be clearly marked Proposal for Developing Legal Document s Database. All Proposals must be valid for a period of thirty (30) days from the closing date of the Request for Proposal. The Proposal shall be completed and signed by an authorised representative of the Bidder (supplier). In the case of any arithmetical discrepancy between the Unit Rate and the Total Amount quoted, then the Unit Rate shall prevail both for the evaluation of Proposal and for the subsequent Purchase Order. Depending on the final requirement, the quantities shown may increase or decrease by twenty five per cent (25%) and this shall be reflected in the Purchase Order. There will be no public opening of quotations and Proposal; the ACKU is not bound to accept the lowest quotation and reserves the right to accept or reject any or all the quotations without assigning any reason whatsoever. The Supplier should sign and stamp in all RFP pages. Signature of official authorised to receive the quotation Print name and designation of official 1

2 List of Requested items for quotation: NO Service Description & Details Unit Quantity Unit Rate 1 Developing Legal Document s Database Find the full Specification and Details below 1 Total Amount USD Total amount in figure excluding taxes Total amount in words excluding taxes Taxes in figure Taxes in Word Total amount in figure including taxes Total amount in words including taxes Name of bidder(supplier) Signature and stamp of Bidder(supplier) Date PLEASE QUOTE IN YOUR COMPANY LATTER HEAD TOO 2

3 RFP for legal document s database Features 1 General Database requirement Details of requirements ACKU is mainly working as a digital Library in Afghanistan. We have recently got a new project to collect and digitize all the contemporary legal documents (Laws) of Afghanistan and have them easily accessible online through standard web based database. The purpose of this proposal is to find a software development company who develops standard and professional database for legal documents so that to streamline our requirements on this RFP. The database should be solution focused while having strong features for managing the legislation materials online. For example; The Full-text search in Persian, Pashto (Afghan local languages) and English languages are key requirements; the end users should be able to search the text within the uploaded documents in the database. Supporting and recommending professional OCR software will be remarkable only if the company is able to do it. However, OCR techniques for our local languages and English will have high value and will minimize our efforts for re-typing all the documents and uploading them in Unicode format. 2 OPAC Features 1. OPAC URL should include the domain name of ACKU 2. Ex: legal.acku.edu.af 3. The web interface of the database should resemble the classifications which is managed on this website: ; This is just a web based sample which does not contain the real documents, ACKU's database will have the documents uploaded in each classification 4. The coloring system of the database OPAC should match the ACKU website s coloring standards as: 5. The main home page should include a general search box on the top of the page with full-text search functionality and advance search feature is also to be added. 6. The database should be developed in three web interface; Dari, Pashto and English with the default home page in 3

4 English. 7. Visitors count option to be added at bottom of home page with full accuracy 8. The database OPAC will require more review by ACKU s technical team and the management. ACKU need to ensure the OPAC is very user friendly and it will require more follow up until the OPAC is finalized and approved. 3 OPAC searching features 1. The main and highly important requirement is that the database must support the Full-text search option for Dari, Pashto and English. 2. Search engine is required to be fast and with accurate functionality. Example: 3. The search engine should support full-text search functionality; to search the specific phrases and text within the PDF files existing in the online database. 4. The targeted results should be linked to the PDF file and the text within the PDF. 5. The searched text is to be highlighted in the search result. 6. It should search the specific legal articles. 7. Make default page for Advanced Search the More Options search page use Boolean operators in search. The database should also be enabled with professional and multi-criteria advanced search. For example, we should be able to search specific articles from certain classifications. 8. Search only within the designated fields Ex: search in Title only returns words in Title field 9. Keyword search pulls only from title, subject headings, note fields 10. Fuzzy searching to handle misspelled words for English language. 4 Classifications The database should be able to support unlimited legal 4

5 /Categories/ Collection and subcollections 5 Mobile version of the database classifications and sub-collections so that all our database should be categorized in a logical framework and the endusers should be able to navigate information within the categories /collections. The classification and categories feature in the database is required to be designed and developed professionally and smart enough in terms of functionality, specifically while end users search for specific class of data the result turn out from that specific classification/collection/categories only. The database should also fully support mobile/smartphone version, so that be viewed and accessed through smart phones like iphone or Android and other mobile devices. 6 Demo design The interested company is required to develop proto type (demo) database with full functionality, such as the full-text search option, advanced search engine and well-organized classification. Note: The deadline for submitting the demo is 7 th October, Digital Object Identifier (DOI) 8 System specification All the PDF links should be registered through DOI technology. 1. Preferable existing software platform or open source system as Drupal, Greenstone, Dspace, OKMS 2. Drupal platform is preferred 3. The companies can develop a system from scratch if it is going to streamline our needs better than existing open source system 4. Standard metadata schema (e.g. Dublin Core or similar) for digital objects is a must. Why? - It allows linking and mapping from catalog metadata (MARC) to repository digital objects. - It makes linked data possible. 9 For User 1. Responsive web design (RWD): RWD is an approach to craft sites for optimal view and interaction for a wide range of devices (from PC to mobile phones). This becomes more important as more users are using mobile 5

6 devices (e.g. Cell phone, ipad) to access information. In Afghan digital collection, 25% traffic is from mobile devices. 2. Access control to certain collections and items: There are many cases that access control at multiple-level is critical. Certain documents might be embargoed for a reason (e.g. author requests, copyright). The database shall provide this feature so that the doc can be accessed when the future date is there. Restricted levels: - Full: no access to either metadata or the file until embargo period ends, as if the items had never been existed or indexed. - Partial: metadata visible, some files inaccessible. - Group access to embargo: items are accessible to members of selected groups (Dark archive). - Open: Both metadata and files are fully accessible. 3. End users should have the two options while searching for any documents (view the documents online and option for directly download) 10 For database / system administrators The database shall allow batch import and export: Import: Export The database should allow the database administrator to import and quickly ingest thousands of titles in a snap (compared to any manual process!). It also allows migration of data from old system to a new system (typically a system will last 5-10 years). Batch export handles outputs of your data. Migration of data is inevitable and it will be length and uses a lot of staff and financial resources if the database does not have import and/or export feature. 6

7 11 Hosting and maintenance 1. The database should be hosted on a dedicated server with 99.95% uptime with initial 50 gigabyte space. 2. Troubleshooting software and hosting problems 3. Latest stable version of database should be used and if required upgraded 4. Online web access bandwidth to the server is to be fast and stable 12 Technical Support 1. Provide Service for incidents like database or hosting problems 2. Maintain regular software upgrades with advance notices 3. Live technical support as required 13 System Authentication 1. The company should provide the full admin panel and source code authentication to ACKU 14 Statistical Report 1. Provide access to OPAC web usage statistics using Negious or any other appropriate software 2. Generate users log and downtime log on demand 15 Desired Feature 1. Supporting the OCR for Dari, Pashto and English will be highly remarkable. This option will help for full-text search for the scanned documents (PDFs), however this option is not mandatory if not possible; ACKU will be able to upload the data in Unicode format (Word converted files into PDFs) 16 Training Support 3. Provide training and documentation for the database. 17 Project time line 1. The Proposal should be received no later than, 7 th October, The Demo design should be prepared maximum by, 7 th October, 2016, however it is preferred if we receive it earlier. 3. The complete database development duration; 15 Oct 31 Dec,

8 TERMS AND CONDITIONS FOR THE SERVICE AND PAYMENT The Terms and Conditions hereinafter may only be varied with the written agreement of the ACKU and no terms and conditions put forward at any time by the Bidder shall form any part of the Contract: General Database requirement: ACKU is mainly working as a digital Library in Afghanistan. We have recently got a new project to collect and digitize all the legal documents (Laws) of Afghanistan and have them easily accessible online through professional software. (a) The Supplier shall not be required to submit a performance security. (b) Custom Duties/ Taxes: Our Procurements are Subject to Afghanistan Taxation Law. The supplier should be hold on ALSA license & accept to pay 2% contract tax MoF, & it should clear that ACKU will deduct the mentioned amount from the grand total of supplier invoice and will pay without amount to MTO on behalf of the printing press. (c) Delivery of good shall be completed within [it will modified in P.O] weeks from the date of issue of the Purchase Order, or the signing of the contract (if applicable); (d) after completion, the Supplier shall submit the original Invoice to the ACKU; the invoice shall show the cost of the Works and Taxes (If applicable) separately; (e) Payment of the Invoice shall be arranged by the ACKU, within thirty (30) days, but only against the Works actually completed and performed as listed in the Purchase Order. (f) Complete payment will be made after satisfactory delivery of goods/services. (g) Advance Payment: ACKU not approve advance payment but only on rare cases. (h) Currency of Payment: Payment will be made in the currency in which the purchase order is issued. (i) Mode of Payment: Bank payment, Cheque. (j) the ACKU may, by written notice sent to the Supplier, terminate the Purchase Order, or Contract if applicable, in whole or in part at any time for its convenience: (i) if the Bidder fails to perform any or all the works within the time period(s) specified in the Purchase Order; or (ii) if the Bidder fails to perform any other obligation(s) under the Purchase Order; or (iii) if the Bidder, in either of the above circumstances does not cure its failure within a period of three (3) calendar days after receipt of a notice of default from the ACKU specifying the nature of the default(s); or (iv) If the Bidder, in the judgment of the ACKU, has engaged in any corrupt or fraudulent practices in competing for or in executing the tasks under this Purchase Order. EVALUATION METHODOLOGY AND CRITERIA 8

9 EXAMINATION OF PROPOSALS AND DETERMINATION OF RESPONSIVENESS Prior to the detailed evaluation of Quotations, the ACKU shall determine whether each Quotation: (a) meets the eligibility criteria; (b) has been properly signed; (c) Is substantially responsive to the requirements of the Request for Quotations Documents. A substantially responsive Quotation is one which conforms to all the terms, conditions, and specifications of the Request for Quotations Documents, without material deviation or reservation. A material deviation or reservation is one: (a) which affects in any substantial way the scope, quality, or performance of the Works; (b) which limits in any substantial way, inconsistent with the Request for Quotations Documents, the ACKU s rights or the Bidder s obligations under the Contract; (c) Whose rectification would affect unfairly the competitive position of other bidders presenting substantially responsive quotations? If a Quotation is not substantially responsive, it shall be rejected by the ACKU, and may not subsequently be made responsive by correction or withdrawal of the nonconforming deviation or reservation. No negotiation shall be held with the lowest or any other Bidder (supplier). A bidder shall not be required, as a condition for award, to undertake responsibilities not stipulated in the Request for Quotations Documents, to have to change its price or otherwise modify its Quotation. CORRECTION OF ERRORS Quotations determined to be substantially responsive shall be checked by the ACKU for any arithmetic errors. Errors shall be corrected by the ACKU as follows: (a) where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern; and (b) where there is a discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity, the unit rate as quoted shall govern, unless in the opinion of the ACKU there is an obviously gross misplacement of the decimal point in the unit rate, in which case the line item total as quoted shall govern, and the unit rate shall be corrected. The amount stated in the Quotation shall be adjusted by the ACKU in accordance with the above procedure for the correction of errors and, with the concurrence of the Bidder, shall be considered as binding upon the Bidder. For technical information please contact: ali.basharyar@acku.edu.af / javed.joya@acku.edu.af Mobile: Skype: ali.basharyar For proposal submission: Name: Mohammad Hamid Niazi bids@acku.edu.af Mobile No: /