Procurement of Goods

Transcription

1 i S T A N D A R D B I D D I N G D O C U M E N T S F O R P R O C U R E M E N T & I M P L E M E N T A T I O N O F E R P S O L U T I O N I N S E L E C T E D U N I V E R S I T I E S ( H E C / IT/ TA/ E R P / A ) Procurement of Goods Higher Education Commission, H-9, Islamabad. Pakistan.

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3 iii Summary Description Summary PART 1 BIDDING PROCEDURES Section I. Section II. Section III. Section IV. Section V. Instructions to Bidders (ITB) This Section provides information to help Bidders prepare their bids. Information is also provided on the submission, opening, and evaluation of bids and on the award of Contracts. Section I contains provisions that are to be used without modification. Bid Data Sheet (BDS) This Section includes provisions that are specific to each procurement and that supplement Section I, Instructions to Bidders. Evaluation and Qualification Criteria This Section specifies the criteria to determine the lowest evaluated bid and the qualifications of the Bidder to perform the contract. Bidding Forms This Section includes the forms for the Bid Submission, Price Schedules, Bid Security, and the Manufacturer s Authorization to be submitted completed by the Bidder and submitted as part of his Bid. Eligible Countries This Section contains information regarding eligible countries. Section VI. Bank Policy Corrupt and Fraudulent Practices This Section provides the Bidders with the reference to the Bank s policy in regard to corrupt and fraudulent practices applicable to this process. PART 2 SUPPLY REQUIREMENTS Section VII. Schedule of Requirements This Section includes the List of Goods and Related Services, the Delivery and Completion Schedules, the Technical Specifications and the Drawings that describe the Goods and Related Services to be procured.

4 iv Summary Description PART 3 CONDITIONS OF CONTRACT AND CONTRACT FORMS Section VIII. General Conditions of Contract (GCC) Section IX. This Section includes the general clauses to be applied in all contracts. The text of the clauses in this Section shall not be modified. Special Conditions of Contract (SCC) This Section consists of Contract Data and Specific Provisions which contains clauses specific to each contract. The contents of this Section modify or supplement, but not over-write, the General Conditions and shall be prepared by the Purchaser. Section X. Contract Forms This Section contains forms which, once completed, will form part of the Contract. The forms for Performance Security and Advance Payment Security, when required, shall only be completed by the successful Bidder after contract award. Attachment: Invitation for Bids An Invitation for Bids form is provided at the end of the Bidding Documents for information.

5 v P R O C U R E M E N T D O C U M E N T S Bidding Document for Procurement of Goods Procurement & Implementation of ERP Solution in Selected Universities ICB No: A Project: TESP Purchaser: HEC Country: Pakistan Issued on: April 30, 2015 Pre-Bid Meeting on: May 18, 2015 Bid Submission & Opening on: 15 th June, 2015

6 vi Table of Contents PART 1 Bidding Procedures... 1 Section I. Instructions to Bidders...3 Section II. Bid Data Sheet (BDS)...29 Section III. Evaluation and Qualification Criteria...37 Section IV. Bidding Forms...43 Section V. Eligible Countries...69 Section VI. Bank Policy - Corrupt and Fraudulent Practices...70 PART 2 Supply Requirements Section VII. Schedule of Requirements...74 PART 3 - Contract Section VIII. General Conditions of Contract Section IX. Special Conditions of Contract Section X. Contract Forms...185

7 PART 1 Bidding Procedures 1

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9 3 Section I. Instructions to Bidders Table of Clauses A. General Scope of Bid Source of Funds Corrupt and Fraudulent Practices Eligible Bidders Eligible Goods and Related Services...8 B. Contents of Bidding Document Sections of Bidding Document Clarification of Bidding Documents, Site Visit, Pre-Bid Meeting Amendment of Bidding Document...10 C. Preparation of Bids Cost of Bidding Language of Bid Documents Comprising the Bid Letter of Bid and Price Schedules Alternative Bids Bid Prices and Discounts Currencies of Bid and Payment Documents Establishing the Eligibility and Conformity of the Goods and Related Services Documents Establishing the Eligibility and Qualifications of the Bidder Period of Validity of Bids Bid Security Format and Signing of Bid...18 D. Submission and Opening of Bids Sealing and Marking of Bids Deadline for Submission of Bids Late Bids Withdrawal, Substitution, and Modification of Bids Bid Opening...20 E. Evaluation and Comparison of Bids Confidentiality Clarification of Bids...21

10 4 Section I Instructions to Bidders 28. Deviations, Reservations, and Omissions Determination of Responsiveness Nonconformities, Errors and Omissions Correction of Arithmetical Errors Conversion to Single Currency Margin of Preference Evaluation of Bids Comparison of Bids Qualification of the Bidder Purchaser s Right to Accept Any Bid, and to Reject Any or All Bids...25 F. Award of Contract Award Criteria Purchaser s Right to Vary Quantities at Time of Award Notification of Award Signing of Contract Performance Security...27

11 Section I Instructions to Bidders 5 Section I. Instructions to Bidders A. General 1. Scope of Bid 1.1 In connection with the Invitation for Bids, specified in the Bid Data Sheet (BDS), the Purchaser, as specified in the BDS, issues these Bidding Documents for the supply of Goods and Related Services incidental thereto as specified in Section VII, Schedule of Requirements. The name, identification and number of lots (contracts) of this International Competitive Bidding (ICB) procurement are specified in the BDS. 1.2 Throughout these Bidding Documents: (a) (b) (c) the term in writing means communicated in written form (e.g. by mail, , fax, telex) with proof of receipt; if the context so requires, singular means plural and vice versa; and day means calendar day. 2. Source of Funds 2.1 The Borrower or Recipient (hereinafter called Borrower ) specified in the BDS has applied for or received financing (hereinafter called funds ) from the International Bank for Reconstruction and Development or the International Development Association (hereinafter called the Bank )in an amount specified in BDS, toward the project named in BDS The Borrower intends to apply a portion of the funds to eligible payments under the contract for which these Bidding Documents are issued. 2.2 Payment by the Bank will be made only at the request of the Borrower and upon approval by the Bank in accordance with the terms and conditions of the Loan (or other financing) Agreement. The Loan (or other financing) Agreement prohibits a withdrawal from the Loan (or other financing) account for the purpose of any payment to persons or entities, or for any import of goods, if such payment or import, to the knowledge of the Bank, is prohibited by decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations. No party other than the Borrower shall derive any rights from the Loan (or other financing) Agreement or have any claim to the proceeds of the Loan (or other financing). 3. Corrupt and Fraudulent Practices 3.1 The Bank requires compliance with its policy in regard to corrupt and fraudulent practices as set forth in Section VI.

12 6 Section I Instructions to Bidders 3.2 In further pursuance of this policy, Bidders shall permit and shall cause its agents (where declared or not), sub-contractors, subconsultants, service providers or suppliers and to permit the Bank to inspect all accounts, records and other documents relating to the submission of the application, bid submission (in case prequalified), and contract performance (in the case of award), and to have them audited by auditors appointed by the Bank. 4. Eligible Bidders 4.1 A Bidder may be a firm that is a private entity, a government-owned entity subject to ITB 4.5 or any combination of such entities in the form of a joint venture (JV) under an existing agreement or with the intent to enter into such an agreement supported by a letter of intent. In the case of a joint venture, all members shall be jointly and severally liable for the execution of the Contract in accordance with the Contract terms. The JV shall nominate a Representative who shall have the authority to conduct all business for and on behalf of any and all the members of the JV during the bidding process and, in the event the JV is awarded the Contract, during contract execution. Unless specified in the BDS, there is no limit on the number of members in a JV. 4.2 A Bidder shall not have a conflict of interest. Any Bidder found to have a conflict of interest shall be disqualified. A Bidder may be considered to have a conflict of interest for the purpose of this bidding process, if the Bidder: (a) (b) (c) (d) (e) (f) directly or indirectly controls, is controlled by or is under common control with another Bidder; or receives or has received any direct or indirect subsidy from another Bidder; or has the same legal representative as another Bidder; or has a relationship with another Bidder, directly or through common third parties, that puts it in a position to influence the bid of another Bidder, or influence the decisions of the Purchaser regarding this bidding process; or participates in more than one bid in this bidding process. Participation by a Bidder in more than one Bid will result in the disqualification of all Bids in which such Bidder is involved. However, this does not limit the inclusion of the same subcontractor in more than one bid; or any of its affiliates participated as a consultant in the preparation of the design or technical specifications of the works that are the subject of the bid; or

13 Section I Instructions to Bidders 7 (g) (h) (i) any of its affiliates has been hired (or is proposed to be hired) by the Purchaser or Borrower for the Contract implementation; or would be providing goods, works, or non-consulting services resulting from or directly related to consulting services for the preparation or implementation of the project specified in the BDS ITB 2.1 that it provided or were provided by any affiliate that directly or indirectly controls, is controlled by, or is under common control with that firm; or has a close business or family relationship with a professional staff of the Borrower (or of the project implementing agency, or of a recipient of a part of the loan) who: (i) are directly or indirectly involved in the preparation of the bidding documents or specifications of the contract, and/or the bid evaluation process of such contract; or (ii) would be involved in the implementation or supervision of such contract unless the conflict stemming from such relationship has been resolved in a manner acceptable to the Bank throughout the procurement process and execution of the contract 4.3 A Bidder may have the nationality of any country, subject to the restrictions pursuant to ITB 4.7. A Bidder shall be deemed to have the nationality of a country if the Bidder is constituted, incorporated or registered in and operates in conformity with the provisions of the laws of that country, as evidenced by its articles of incorporation (or equivalent documents of constitution or association) and its registration documents, as the case may be. This criterion also shall apply to the determination of the nationality of proposed subcontractors or sub-consultants for any part of the Contract including related Services. 4.4 A Bidder that has been sanctioned by the Bank in accordance with the above ITB 3.1, including in accordance with the Bank s Guidelines on Preventing and Combating Corruption in Projects Financed by IBRD Loans and IDA Credits and Grants ( Anti- Corruption Guidelines ), shall be ineligible to be prequalified for, bid for, or be awarded a Bank-financed contract or benefit from a Bankfinanced contract, financially or otherwise, during such period of time as the Bank shall have determined. The list of debarred firms and individuals is available at the electronic address specified in the BDS. 4.5 Bidders that are Government-owned enterprises or institutions in the Purchaser s Country may participate only if they can establish that

14 8 Section I Instructions to Bidders they (i) are legally and financially autonomous (ii) operate under commercial law, and (iii) are not dependent agencies of the Purchaser. To be eligible, a government-owned enterprise or institution shall establish to the Bank s satisfaction, through all relevant documents, including its Charter and other information the Bank may request, that it: (i) is a legal entity separate from the government (ii) does not currently receive substantial subsidies or budget support; (iii) operates like any commercial enterprise, and, inter alia, is not obliged to pass on its surplus to the government, can acquire rights and liabilities, borrow funds and be liable for repayment of its debts, and can be declared bankrupt; and (iv) is not bidding for a contract to be awarded by the department or agency of the government which under their applicable laws or regulations is the reporting or supervisory authority of the enterprise or has the ability to exercise influence or control over the enterprise or institution. 4.6 A Bidder shall not be under suspension from bidding by the Purchaser as the result of the operation of a Bid Securing Declaration. 4.7 Firms and individuals may be ineligible if so indicated in Section V and (a) as a matter of law or official regulations, the Borrower s country prohibits commercial relations with that country, provided that the Bank is satisfied that such exclusion does not preclude effective competition for the supply of goods or the contracting of works or services required; or (b) by an act of compliance with a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations, the Borrower s country prohibits any import of goods or contracting of works or services from that country, or any payments to any country, person, or entity in that country. 4.8 A Bidder shall provide such evidence of eligibility satisfactory to the Purchaser, as the Purchaser shall reasonably request. 5. Eligible Goods and Related Services 5.1 All the Goods and Related Services to be supplied under the Contract and financed by the Bank may have their origin in any country in accordance with Section V, Eligible Countries. 5.2 For purposes of this Clause, the term goods includes commodities, raw material, machinery, equipment, and industrial plants; and related services includes services such as insurance, installation, training, and initial maintenance. 5.3 The term origin means the country where the goods have been mined, grown, cultivated, produced, manufactured or processed; or, through manufacture, processing, or assembly, another

15 Section I Instructions to Bidders 9 commercially recognized article results that differs substantially in its basic characteristics from its components. B. Contents of Bidding Document 6. Sections of Bidding Document 6.1 The Bidding Documents consist of Parts 1, 2, and 3, which include all the Sections indicated below, and should be read in conjunction with any Addenda issued in accordance with ITB 8. PART 1 Bidding Procedures Section I. Instructions to Bidders (ITB) Section II. Bidding Data Sheet (BDS) Section III. Evaluation and Qualification Criteria Section IV. Bidding Forms Section V. Eligible Countries Section VI. Bank Policy-Corrupt and Fraudulent Practices PART 2 Supply Requirements Section VII. Schedule of Requirements PART 3 Contract Section VIII. General Conditions of Contract (GCC) Section IX. Special Conditions of Contract (SCC) Section X. Contract Forms 6.2 The Invitation for Bids issued by the Purchaser is not part of the Bidding Document. 6.3 Unless obtained directly from the Purchaser, the Purchaser is not responsible for the completeness of the document, responses to requests for clarification, the Minutes of the pre-bid meeting (if any), or Addenda to the Bidding Document in accordance with ITB 8. In case of any contradiction, documents obtained directly from the Purchaser shall prevail. 6.4 The Bidder is expected to examine all instructions, forms, terms, and specifications in the Bidding Documents and to furnish with its Bid all information or documentation as is required by the Bidding Documents.

16 10 Section I Instructions to Bidders 7. Clarification of Bidding Documents 8. Amendment of Bidding Document 7.1 A Bidder requiring any clarification of the Bidding Document shall contact the Purchaser in writing at the Purchaser s address specified in the BDS. The Purchaser will respond in writing to any request for clarification, provided that such request is received prior to the deadline for submission of bids within a period specified in the BDS. The Purchaser shall forward copies of its response to all Bidders who have acquired the Bidding Documents in accordance with ITB 6.3, including a description of the inquiry but without identifying its source. If so specified in the BDS, the Purchaser shall also promptly publish its response at the web page identified in the BDS. Should the clarification result in changes to the essential elements of the Bidding Documents, the Purchaser shall amend the Bidding Documents following the procedure under ITB 8 and ITB At any time prior to the deadline for submission of bids, the Purchaser may amend the Bidding Documents by issuing addenda. 8.2 Any addendum issued shall be part of the Bidding Documents and shall be communicated in writing to all who have obtained the Bidding Documents from the Purchaser in accordance with ITB 6.3. The Purchaser shall also promptly publish the addendum on the Purchaser s web page in accordance with ITB To give prospective Bidders reasonable time in which to take an addendum into account in preparing their bids, the Purchaser may, at its discretion, extend the deadline for the submission of bids, pursuant to ITB C. Preparation of Bids 9. Cost of Bidding 9.1 The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Purchaser shall not be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. 10. Language of Bid 10.1 The Bid, as well as all correspondence and documents relating to the bid exchanged by the Bidder and the Purchaser, shall be written in the language specified in the BDS. Supporting documents and printed literature that are part of the Bid may be in another language provided they are accompanied by an accurate translation of the relevant passages into the language specified in the BDS, in which case, for purposes of interpretation of the Bid, such translation shall govern.

17 Section I Instructions to Bidders Documents Comprising the Bid 11.1 The Bid shall comprise the following: (a) Letter of Bid in accordance with ITB 12; (b) completed schedules, in accordance with ITB 12 and 14 (c) Bid Security or Bid-Securing Declaration, in accordance with ITB 19.1; (d) alternative bids, if permissible, in accordance with ITB 13; (e) written confirmation authorizing the signatory of the Bid to commit the Bidder, in accordance with ITB 20.2; (f) documentary evidence in accordance with ITB 17 establishing the Bidder s qualifications to perform the contract if its bid is accepted; (g) documentary evidence in accordance with ITB 17 establishing the Bidder s eligibility to bid; (h) documentary evidence in accordance with ITB 16, that the Goods and Related Services to be supplied by the Bidder are of eligible origin; (i) documentary evidence in accordance with ITB 16 and 30, that the Goods and Related Services conform to the Bidding Documents; (j) any other document required in the BDS In addition to the requirements under ITB 11.1, bids submitted by a JV shall include a copy of the Joint Venture Agreement entered into by all members. Alternatively, a letter of intent to execute a Joint Venture Agreement in the event of a successful bid shall be signed by all members and submitted with the bid, together with a copy of the proposed Agreement The Bidder shall furnish in the Letter of Bid information on commissions and gratuities, if any, paid or to be paid to agents or any other party relating to this Bid. 12. Letter of Bid and Price Schedules The Letter of Bid and Price Schedules shall be prepared using the relevant forms furnished in Section IV, Bidding Forms. The forms must be completed without any alterations to the text, and no substitutes shall be accepted except as provided under ITB All blank spaces shall be filled in with the information requested. 13. Alternative Bids Unless otherwise specified in the BDS, alternative bids shall not be considered.

18 12 Section I Instructions to Bidders 14. Bid Prices and Discounts 14.1 The prices and discounts quoted by the Bidder in the Letter of Bid and in the Price Schedules shall conform to the requirements specified below All lots (contracts) and items must be listed and priced separately in the Price Schedules The price to be quoted in the Letter of Bid in accordance with ITB 12.1 shall be the total price of the bid, excluding any discounts offered The Bidder shall quote any discounts and indicate the methodology for their application in the Letter of Bid, in accordance with ITB Prices quoted by the Bidder shall be fixed during the Bidder s performance of the Contract and not subject to variation on any account, unless otherwise specified in the BDS A bid submitted with an adjustable price quotation shall be treated as nonresponsive and shall be rejected, pursuant to ITB 29. However, if in accordance with the BDS, prices quoted by the Bidder shall be subject to adjustment during the performance of the Contract, a bid submitted with a fixed price quotation shall not be rejected, but the price adjustment shall be treated as zero If so specified in ITB 1.1, bids are being invited for individual lots (contracts) or for any combination of lots (packages). Unless otherwise specified in the BDS, prices quoted shall correspond to 100 % of the items specified for each lot and to 100% of the quantities specified for each item of a lot. Bidders wishing to offer discounts for the award of more than one Contract shall specify in their bid the price reductions applicable to each package, or alternatively, to individual Contracts within the package. Discounts shall be submitted in accordance with ITB 14.4 provided the bids for all lots (contracts) are opened at the same time The terms EXW, CIP, and other similar terms shall be governed by the rules prescribed in the current edition of Incoterms, published by The International Chamber of Commerce, as specified in the BDS Prices shall be quoted as specified in each Price Schedule included in Section IV, Bidding Forms. The dis-aggregation of price components is required solely for the purpose of facilitating the comparison of bids by the Purchaser. This shall not in any way limit the Purchaser s right to contract on any of the terms offered. In quoting prices, the Bidder shall be free to use transportation through carriers registered in any eligible country, in accordance

19 Section I Instructions to Bidders 13 with Section V, Eligible Countries. Similarly, the Bidder may obtain insurance services from any eligible country in accordance with Section V, Eligible Countries. Prices shall be entered in the following manner: (a) For Goods manufactured in the Purchaser s Country: (i) (ii) (iii) the price of the Goods quoted EXW (ex-works, exfactory, ex warehouse, ex showroom, or off-the-shelf, as applicable), including all customs duties and sales and other taxes already paid or payable on the components and raw material used in the manufacture or assembly of the Goods; any Purchaser s Country sales tax and other taxes which will be payable on the Goods if the contract is awarded to the Bidder; and the price for inland transportation, insurance, and other local services required to convey the Goods to their final destination (Project Site) specified in the BDS. 1. For Goods manufactured outside the Purchaser s Country, to be imported: (i) (ii) the price of the Goods, quoted CIP named place of destination, in the Purchaser s Country, as specified in the BDS; the price for inland transportation, insurance, and other local services required to convey the Goods from the named place of destination to their final destination (Project Site) specified in the BDS; 2. For Goods manufactured outside the Purchaser s Country, already imported: (i) (ii) the price of the Goods, including the original import value of the Goods; plus any mark-up (or rebate); plus any other related local cost, and custom duties and other import taxes already paid or to be paid on the Goods already imported. the custom duties and other import taxes already paid (need to be supported with documentary evidence) or to be paid on the Goods already imported;

20 14 Section I Instructions to Bidders (iii) the price of the Goods, obtained as the difference between (i) and (ii) above; (iv) any Purchaser s Country sales and other taxes which will be payable on the Goods if the contract is awarded to the Bidder; and (v) the price for inland transportation, insurance, and other local services required to convey the Goods from the named place of destination to their final destination (Project Site) specified in the BDS. 3. for Related Services, other than inland transportation and other services required to convey the Goods to their final destination, whenever such Related Services are specified in the Schedule of Requirements: 3.1. the price of each item comprising the Related Services (inclusive of any applicable taxes). 15. Currencies of Bid and Payment 15.1 The currency(ies) of the bid and the currency(ies) of payments shall be as specified in the BDS.The Bidder shall quote in the currency of the Purchaser s Country the portion of the bid price that corresponds to expenditures incurred in the currency of the Purchaser s country, unless otherwise specified in the BDS The Bidder may express the bid price in any currency. If the Bidder wishes to be paid in a combination of amounts in different currencies, it may quote its price accordingly but shall use no more than three foreign currencies in addition to the currency of the Purchaser s Country. 16. Documents Establishing the Eligibility and Conformity of the Goods and Related Services 16.1 To establish the eligibility of the Goods and Related Services in accordance with ITB 5, Bidders shall complete the country of origin declarations in the Price Schedule Forms, included in Section IV, Bidding Forms To establish the conformity of the Goods and Related Services to the Bidding Documents, the Bidder shall furnish as part of its Bid the documentary evidence that the Goods conform to the technical specifications and standards specified in Section VII, Schedule of Requirements The documentary evidence may be in the form of literature, drawings or data, and shall consist of a detailed item by item description of the essential technical and performance characteristics of the Goods and Related Services, demonstrating substantial responsiveness of the Goods and Related Services to the technical specification, and if applicable, a statement of

21 Section I Instructions to Bidders 15 deviations and exceptions to the provisions of the Section VII, Schedule of Requirements The Bidder shall also furnish a list giving full particulars, including available sources and current prices of spare parts, special tools, etc., necessary for the proper and continuing functioning of the Goods during the period specified in the BDS following commencement of the use of the goods by the Purchaser Standards for workmanship, process, material, and equipment, as well as references to brand names or catalogue numbers specified by the Purchaser in the Schedule of Requirements, are intended to be descriptive only and not restrictive. The Bidder may offer other standards of quality, brand names, and/or catalogue numbers, provided that it demonstrates, to the Purchaser s satisfaction, that the substitutions ensure substantial equivalence or are superior to those specified in the Section VII, Schedule of Requirements. 17. Documents Establishing the Eligibility and Qualifications of the Bidder 17.1 To establish Bidder s their eligibility in accordance with ITB 4, Bidders shall complete the Letter of Bid, included in Section IV, Bidding Forms The documentary evidence of the Bidder s qualifications to perform the contract if its bid is accepted shall establish to the Purchaser s satisfaction: (a) (b) that, if required in the BDS, a Bidder that does not manufacture or produce the Goods it offers to supply shall submit the Manufacturer s Authorization using the form included in Section IV, Bidding Forms to demonstrate that it has been duly authorized by the manufacturer or producer of the Goods to supply these Goods in the Purchaser s Country; that, if required in the BDS, in case of a Bidder not doing business within the Purchaser s Country, the Bidder is or will be (if awarded the contract) represented by an Agent in the country equipped and able to carry out the Supplier s maintenance, repair and spare parts-stocking obligations prescribed in the Conditions of Contract and/or Technical Specifications; and 18. Period of Validity of Bids (c) that the Bidder meets each of the qualification criterion specified in Section III, Evaluation and Qualification Criteria Bids shall remain valid for the period specified in the BDS after the bid submission deadline date prescribed by the Purchaser in

22 16 Section I Instructions to Bidders accordance with ITB A bid valid for a shorter period shall be rejected by the Purchaser as nonresponsive In exceptional circumstances, prior to the expiration of the bid validity period, the Purchaser may request bidders to extend the period of validity of their bids. The request and the responses shall be made in writing. If a Bid Security is requested in accordance with ITB Clause 19, it shall also be extended for a corresponding period. A Bidder may refuse the request without forfeiting its Bid Security. A Bidder granting the request shall not be required or permitted to modify its bid, except as provided in ITB If the award is delayed by a period exceeding fifty-six (56) days beyond the expiry of the initial bid validity, the Contract price shall be determined as follows: (a) In the case of fixed price contracts, the Contract price shall be the bid price adjusted by the factor specified in the BDS. (b) In the case of adjustable price contracts, no adjustment shall be made. (c) In any case, bid evaluation shall be based on the bid price without taking into consideration the applicable correction from those indicated above. 19. Bid Security The Bidder shall furnish as part of its bid, either a Bid-Securing Declaration or a bid security, as specified in the BDS, in original form and, in the case of a bid security. In the amount and currency specified in the BDS A Bid Securing Declaration shall use the form included in Section IV, Bidding Forms If a bid security is specified pursuant to ITB 19.1, the bid security shall be a demand guarantee in any of the following forms at the Bidder s option : (a) (b) (c) (d) an unconditional guarantee issued by a bank or financial institution (such as an insurance, bonding or surety company); an irrevocable letter of credit; a cashier s or certified check; or another security specified in the BDS,

23 Section I Instructions to Bidders 17 from a reputable source from an eligible country. If the unconditional guarantee is issued by a financial institution located outside the Purchaser s Country, the issuing financial institution shall have a correspondent financial institution located in the Purchaser s Country to make it enforceable. In the case of a bank guarantee, the bid security shall be submitted either using the Bid Security Form included in Section IV, Bidding Forms, or in another substantially similar format approved by the Purchaser prior to bid submission. The bid security shall be valid for twenty-eight (28) days beyond the original validity period of the bid, or beyond any period of extension if requested under ITB If a Bid Security is specified pursuant to ITB 19.1, any bid not accompanied by a substantially responsive Bid Security shall be rejected by the Purchaser as non-responsive If a Bid Security is specified pursuant to ITB 19.1, the Bid Security of unsuccessful Bidders shall be returned as promptly as possible upon the successful Bidder s signing the contract and furnishing the Performance Security pursuant to ITB The Bid Security of the successful Bidder shall be returned as promptly as possible once the successful Bidder has signed the contract and furnished the required performance security The Bid Security may be forfeited or the Bid Securing Declaration executed: (a) (b) if a Bidder withdraws its bid during the period of bid validity specified by the Bidder on the Letter of Bid, or any extension thereto provided by the Bidder ; or if the successful Bidder fails to: (i) (ii) sign the Contract in accordance with ITB41; or furnish a performance security in accordance with ITB The bid security or Bid- Securing Declaration of a JV must be in the name of the JV that submits the bid. If the JV has not been legally constituted into a legally enforceable JV at the time of bidding, the bid security or Bid-Securing Declaration shall be in the names of all future members as named in the letter of intent referred to in ITB 4.1 and ITB If a bid security is not required in the BDS, pursuant to ITB 19.1, and

24 18 Section I Instructions to Bidders (a) (b) if a Bidder withdraws its bid during the period of bid validity specified by the Bidder on the Letter of Bid, or if the successful Bidder fails to: sign the Contract in accordance with ITB 41; or furnish a performance security in accordance with ITB 42; the Borrower may, if provided for in the BDS, declare the Bidder ineligible to be awarded a contract by the Purchaser for a period of time as stated in the BDS. 20. Format and Signing of Bid 20.1 The Bidder shall prepare one original of the documents comprising the bid as described in ITB 11 and clearly mark it ORIGINAL. Alternative bids, if permitted in accordance with ITB 13, shall be clearly marked ALTERNATIVE. In addition, the Bidder shall submit copies of the bid, in the number specified in the BDS and clearly mark them COPY. In the event of any discrepancy between the original and the copies, the original shall prevail The original and all copies of the bid shall be typed or written in indelible ink and shall be signed by a person duly authorized to sign on behalf of the Bidder. This authorization shall consist of a written confirmation as specified in the BDS and shall be attached to the bid. The name and position held by each person signing the authorization must be typed or printed below the signature. All pages of the bid where entries or amendments have been made shall be signed or initialed by the person signing the bid In case the Bidder is a JV, the Bid shall be signed by an authorized representative of the JV on behalf of the JV, and so as to be legally binding on all the members as evidenced by a power of attorney signed by their legally authorized representatives Any inter-lineation, erasures, or overwriting shall be valid only if they are signed or initialed by the person signing the bid. D. Submission and Opening of Bids 21. Sealing and Marking of Bids The Bidder shall enclose the original and all copies of the bid, including alternative bids, if permitted in accordance with ITB 13, in separate sealed envelopes, duly marking the envelopes as ORIGINAL, ALTERNATIVE and COPY. These envelopes containing the original and the copies shall then be enclosed in one single envelope The inner and outer envelopes shall: (a) bear the name and address of the Bidder;

25 Section I Instructions to Bidders 19 (b) be addressed to the Purchaser in accordance with ITB 24.1; (c) (d) bear the specific identification of this bidding process indicated in ITB 1.1; and bear a warning not to open before the time and date for bid opening If all envelopes are not sealed and marked as required, the Purchaser will assume no responsibility for the misplacement or premature opening of the bid. 22. Deadline for Submission of Bids Bids must be received by the Purchaser at the address and no later than the date and time specified in the BDS. When so specified in the BDS, bidders shall have the option of submitting their bids electronically. Bidders submitting bids electronically shall follow the electronic bid submission procedures specified in the BDS The Purchaser may, at its discretion, extend the deadline for the submission of bids by amending the Bidding Documents in accordance with ITB 8, in which case all rights and obligations of the Purchaser and Bidders previously subject to the deadline shall thereafter be subject to the deadline as extended. 23. Late Bids The Purchaser shall not consider any bid that arrives after the deadline for submission of bids, in accordance with ITB 22. Any bid received by the Purchaser after the deadline for submission of bids shall be declared late, rejected, and returned unopened to the Bidder. 24. Withdrawal, Substitution, and Modification of Bids A Bidder may withdraw, substitute, or modify its Bid after it has been submitted by sending a written notice, duly signed by an authorized representative, and shall include a copy of the authorization (the power of attorney) in accordance with ITB 20.2, (except that withdrawal notices do not require copies ). The corresponding substitution or modification of the bid must accompany the respective written notice. All notices must be: (a) prepared and submitted in accordance with ITB 20 and 21 (except that withdrawal notices do not require copies), and in addition, the respective envelopes shall be clearly marked WITHDRAWAL, SUBSTITUTION, or MODIFICATION; and (b) received by the Purchaser prior to the deadline prescribed for submission of bids, in accordance with ITB Bids requested to be withdrawn in accordance with ITB 24.1 shall be returned unopened to the Bidders.

26 20 Section I Instructions to Bidders No bid may be withdrawn, substituted, or modified in the interval between the deadline for submission of bids and the expiration of the period of bid validity specified by the Bidder on the Letter of Bid or any extension thereof. 25. Bid Opening Except as in the cases specified in ITB 23 and 24, the Purchaser shall publicly open and read out in accordance with ITB 25.3 all bids received by the deadline at the date, time and place specified in the BDS in the presence of Bidders designated representatives and anyone who choose to attend. Any specific electronic bid opening procedures required if electronic bidding is permitted in accordance with ITB 22.1, shall be as specified in the BDS First, envelopes marked WITHDRAWAL shall be opened and read out and the envelope with the corresponding bid shall not be opened, but returned to the Bidder. If the withdrawal envelope does not contain a copy of the power of attorney confirming the signature as a person duly authorized to sign on behalf of the Bidder, the corresponding bid will be opened. No bid withdrawal shall be permitted unless the corresponding withdrawal notice contains a valid authorization to request the withdrawal and is read out at bid opening. Next, envelopes marked SUBSTITUTION shall be opened and read out and exchanged with the corresponding Bid being substituted, and the substituted Bid shall not be opened, but returned to the Bidder. No Bid substitution shall be permitted unless the corresponding substitution notice contains a valid authorization to request the substitution and is read out at bid opening. Envelopes marked MODIFICATION shall be opened and read out with the corresponding Bid. No Bid modification shall be permitted unless the corresponding modification notice contains a valid authorization to request the modification and is read out at Bid opening. Only bids that are opened and read out at Bid opening shall be considered further All other envelopes shall be opened one at a time, reading out: the name of the Bidder and whether there is a modification; the total Bid Prices, per lot (contract) if applicable, including any discounts and alternative bids; the presence or absence of a Bid Security, if required; and any other details as the Purchaser may consider appropriate. Only discounts and alternative bids read out at Bid opening shall be considered for evaluation. The Letter of Bid and the Price Schedules are to be initialed by representatives of the Purchaser attending bid opening in the manner specified in the BDS. The Purchaser shall neither discuss the merits of any bid nor reject any bid (except for late bids, in accordance with ITB 25.1) The Purchaser shall prepare a record of the bid opening that shall include, as a minimum: the name of the Bidder and whether there

27 Section I Instructions to Bidders 21 is a withdrawal, substitution, or modification; the Bid Price, per lot (contract) if applicable, including any discounts, and alternative bids; and the presence or absence of a Bid Security, if one was required. The Bidders representatives who are present shall be requested to sign the record. The omission of a Bidder s signature on the record shall not invalidate the contents and effect of the record. A copy of the record shall be distributed to all Bidders. E. Evaluation and Comparison of Bids 26. Confidentiality 26.1 Information relating to the evaluation of bids and recommendation of contract award, shall not be disclosed to bidders or any other persons not officially concerned with the bidding process until information on Contract Award is communication to all Bidders in accordance with ITB Any effort by a Bidder to influence the Purchaser in the evaluation or contract award decisions may result in the rejection of its Bid Notwithstanding ITB 26.2, from the time of bid opening to the time of Contract Award, if any Bidder wishes to contact the Purchaser on any matter related to the bidding process, it should do so in writing. 27. Clarification of Bids 27.1 To assist in the examination, evaluation, comparison of the bids, and qualification of the Bidders, the Purchaser may, at its discretion, ask any Bidder for a clarification of its Bid. Any clarification submitted by a Bidder in respect to its Bid and that is not in response to a request by the Purchaser shall not be considered. The Purchaser s request for clarification and the response shall be in writing. No change, including any voluntary increase or decrease, in the prices or substance of the Bid shall be sought, offered, or permitted, except to confirm the correction of arithmetic errors discovered by the Purchaser in the Evaluation of the bids, in accordance with ITB If a Bidder does not provide clarifications of its bid by the date and time set in the Purchaser s request for clarification, its bid may be rejected.

28 22 Section I Instructions to Bidders 28. Deviations, Reservations, and Omissions 28.1 During the evaluation of bids, the following definitions apply: (a) Deviation is a departure from the requirements specified in the Bidding Documents; (b) Reservation is the setting of limiting conditions or withholding from complete acceptance of the requirements specified in the Bidding Documents; and (c) Omission is the failure to submit part or all of the information or documentation required in the Bidding Documents 29. Determination of Responsiveness 29.1 The Purchaser s determination of a bid s responsiveness is to be based on the contents of the bid itself, as defined in ITB A substantially responsive Bid is one that meets the requirements of the Bidding Documents without material deviation, reservation, or omission. A material deviation, reservation, or omission is one that: (a) if accepted, would (i) affect in any substantial way the scope, quality, or performance of the Goods and Related Services specified in the Contract; or (ii) limit in any substantial way, inconsistent with the Bidding Documents, the Purchaser s rights or the Bidder s obligations under the Contract; or (b) if rectified, would unfairly affect the competitive position of other bidders presenting substantially responsive bids The Purchaser shall examine the technical aspects of the bid submitted in accordance with ITB 16 and ITB 17, in particular, to confirm that all requirements of Section VII, Schedule of Requirements have been met without any material deviation or reservation, or omission If a bid is not substantially responsive to the requirements of Bidding Documents, it shall be rejected by the Purchaser and may not subsequently be made responsive by correction of the material deviation, reservation, or omission. 30. Nonconformities, Errors and Omissions 30.1 Provided that a Bid is substantially responsive, the Purchaser may waive any nonconformities in the Bid Provided that a bid is substantially responsive, the Purchaser may request that the Bidder submit the necessary information or

29 Section I Instructions to Bidders 23 documentation, within a reasonable period of time, to rectify nonmaterial nonconformities or omissions in the bid related to documentation requirements. Such omission shall not be related to any aspect of the price of the Bid. Failure of the Bidder to comply with the request may result in the rejection of its Bid Provided that a bid is substantially responsive, the Purchaser shall rectify quantifiable nonmaterial nonconformities related to the Bid Price. To this effect, the Bid Price shall be adjusted, for comparison purposes only, to reflect the price of a missing or non-conforming item or component. 31. Correction of Arithmetical Errors 31.1 Provided that the Bid is substantially responsive, the Purchaser shall correct arithmetical errors on the following basis: (a) if there is a discrepancy between the unit price and the line item total that is obtained by multiplying the unit price by the quantity, the unit price shall prevail and the line item total shall be corrected, unless in the opinion of the Purchaser there is an obvious misplacement of the decimal point in the unit price, in which case the line item total as quoted shall govern and the unit price shall be corrected; (b) (c) if there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals shall prevail and the total shall be corrected; and if there is a discrepancy between words and figures, the amount in words shall prevail, unless the amount expressed in words is related to an arithmetic error, in which case the amount in figures shall prevail subject to (a) and (b) above Bidders shall be requested to accept correction of arithmetical errors. Failure to accept the correction in accordance with ITB 31.1, shall result in the rejection of the Bid. 32. Conversion to Single Currency 33. Margin of Preference 34. Evaluation of Bids 32.1 For evaluation and comparison purposes, the currency(ies) of the Bid shall be converted in a single currency as specified in the BDS Unless otherwise specified in the BDS, a margin of preference shall not apply The Purchaser shall use the criteria and methodologies listed in this Clause. No other evaluation criteria or methodologies shall be permitted To evaluate a Bid, the Purchaser shall consider the following:

30 24 Section I Instructions to Bidders (a) (b) (c) (d) evaluation will be done for Items or Lots (contracts), as specified in the BDS; and the Bid Price as quoted in accordance with clause 14; price adjustment for correction of arithmetic errors in accordance with ITB 31.1; price adjustment due to discounts offered in accordance with ITB 14.3; converting the amount resulting from applying (a) to (c) above, if relevant, to a single currency in accordance with ITB 32; (e) price adjustment due to quantifiable nonmaterial nonconformities in accordance with ITB 30.3; (f) the additional evaluation factors are specified in Section III, Evaluation and Qualification Criteria; 34.3 The estimated effect of the price adjustment provisions of the Conditions of Contract, applied over the period of execution of the Contract, shall not be taken into account in bid evaluation If these Bidding Documents allows Bidders to quote separate prices for different lots (contracts), the methodology to determine the lowest evaluated price of the lot (contract) combinations, including any discounts offered in the Letter of Bid Form, is specified in Section III, Evaluation and Qualification Criteria 34.5 The Purchaser s evaluation of a bid will exclude and not take into account: (a) (b) in the case of Goods manufactured in the Purchaser s Country, sales and other similar taxes, which will be payable on the goods if a contract is awarded to the Bidder; in the case of Goods manufactured outside the Purchaser s Country, already imported or to be imported, customs duties and other import taxes levied on the imported Good, sales and other similar taxes, which will be payable on the Goods if the contract is awarded to the Bidder; (c) any allowance for price adjustment during the period of execution of the contract, if provided in the bid The Purchaser s evaluation of a bid may require the consideration of other factors, in addition to the Bid Price quoted in accordance with ITB 14. These factors may be related to the characteristics, performance, and terms and conditions of purchase of the Goods

31 Section I Instructions to Bidders 25 and Related Services. The effect of the factors selected, if any, shall be expressed in monetary terms to facilitate comparison of bids, unless otherwise specified in the BDS from amongst those set out in Section III, Evaluation and Qualification Criteria. The criteria and methodologies to be used shall be as specified in ITB 34.2 (f). 35. Comparison of Bids 36. Qualification of the Bidder 35.1 The Purchaser shall compare the evaluated prices of all substantially responsive bids established in accordance with ITB 34.2 to determine the lowest evaluated bid. The comparison shall be on the basis of CIP (place of final destination) prices for imported goods and EXW prices, plus cost of inland transportation and insurance to place of destination, for goods manufactured within the Borrower s country, together with prices for any required installation, training, commissioning and other services. The evaluation of prices shall not take into account custom duties and other taxes levied on imported goods quoted CIP and sales and similar taxes levied in connection with the sale or delivery of goods The Purchaser shall determine to its satisfaction whether the Bidder that is selected as having submitted the lowest evaluated and substantially responsive bid meets the qualifying criteria specified in Section III, Evaluation and Qualification Criteria The determination shall be based upon an examination of the documentary evidence of the Bidder s qualifications submitted by the Bidder, pursuant to ITB An affirmative determination shall be a prerequisite for award of the Contract to the Bidder. A negative determination shall result in disqualification of the bid, in which event the Purchaser shall proceed to the next lowest evaluated bid to make a similar determination of that Bidder s qualifications to perform satisfactorily. 37. Purchaser s Right to Accept Any Bid, and to Reject Any or All Bids 37.1 The Purchaser reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids at any time prior to contract award, without thereby incurring any liability to Bidders. In case of annulment, all bids submitted and specifically, bid securities, shall be promptly returned to the Bidders. F. Award of Contract 38. Award Criteria 38.1 Subject to ITB 37.1, the Purchaser shall award the Contract to the Bidder whose bid has been determined to be the lowest evaluated bid and is substantially responsive to the Bidding Documents,

32 26 Section I Instructions to Bidders provided further that the Bidder is determined to be qualified to perform the Contract satisfactorily. 39. Purchaser s Right to Vary Quantities at Time of Award 40. Notification of Award 39.1 At the time the Contract is awarded, the Purchaser reserves the right to increase or decrease the quantity of Goods and Related Services originally specified in Section VII, Schedule of Requirements, provided this does not exceed the percentages specified in the BDS, and without any change in the unit prices or other terms and conditions of the bid and the Bidding Documents Prior to the expiration of the period of bid validity, the Purchaser shall notify the successful Bidder, in writing, that its Bid has been accepted. The notification letter (hereinafter and in the Conditions of Contract and Contract Forms called the Letter of Acceptance ) shall specify the sum that the Purchaser will pay the Supplier in consideration of the supply of Goods (hereinafter and in the Conditions of Contract and Contract Forms called the Contract Price ). At the same time, the Purchaser shall also notify all other Bidders of the results of the bidding and shall publish in UNDB online the results identifying the bid and lot (contract) numbers and the following information: (i) name of each Bidder who submitted a Bid; (ii) bid prices as read out at Bid Opening; (iii) name and evaluated prices of each Bid that was evaluated; (iv) name of bidders whose bids were rejected and the reasons for their rejection; and (v) name of the successful Bidder, and the Price it offered, as well as the duration and summary scope of the contract awarded Until a formal Contract is prepared and executed, the notification of award shall constitute a binding Contract The Purchaser shall promptly respond in writing to any unsuccessful Bidder who, after notification of award in accordance with ITB 40.1, requests in writing the grounds on which its bid was not selected. 41. Signing of Contract 41.1 Promptly after notification, the Purchaser shall send the successful Bidder the Contract Agreement.

33 Section I Instructions to Bidders Within twenty-eight (28) days of receipt of the Contract Agreement, the successful Bidder shall sign, date, and return it to the Purchaser Notwithstanding ITB 41.2 above, in case signing of the Contract Agreement is prevented by any export restrictions attributable to the Purchaser, to the country of the Purchaser, or to the use of the products/goods, systems or services to be supplied, where such export restrictions arise from trade regulations from a country supplying those products/goods, systems or services, the Bidder shall not be bound by its bid, always provided however, that the Bidder can demonstrate to the satisfaction of the Purchaser and of the Bank that signing of the Contact Agreement has not been prevented by any lack of diligence on the part of the Bidder in completing any formalities, including applying for permits, authorizations and licenses necessary for the export of the products/goods, systems or services under the terms of the Contract. 42. Performance Security 42.1 Within twenty eight (28) days of the receipt of notification of award from the Purchaser, the successful Bidder, if required, shall furnish the Performance Security in accordance with the GCC, subject to ITB 34.5, using for that purpose the Performance Security Form included in Section X, Contract Forms, or another Form acceptable to the Purchaser. If the Performance Security furnished by the successful Bidder is in the form of a bond, it shall be issued by a bonding or insurance company that has been determined by the successful Bidder to be acceptable to the Purchaser. A foreign institution providing a bond shall have a correspondent financial institution located in the Purchaser s Country Failure of the successful Bidder to submit the above-mentioned Performance Security or sign the Contract shall constitute sufficient grounds for the annulment of the award and forfeiture of the Bid Security. In that event the Purchaser may award the Contract to the next lowest evaluated Bidder, whose bid is substantially responsive and is determined by the Purchaser to be qualified to perform the Contract satisfactorily.

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35 29 Section II. Bid Data Sheet (BDS) The following specific data for the goods to be procured shall complement, supplement, or amend the provisions in the Instructions to Bidders (ITB). Whenever there is a conflict, the provisions herein shall prevail over those in ITB. [Instructions for completing the Bid Data Sheet are provided, as needed, in the notes in italics mentioned for the relevant ITB Clauses.] ITB Clause Reference A. General ITB 1.1 The reference number of the Invitation for Bids is : HEC/IT/TA/ERP/A ITB 1.1 ITB 1.1 ITB 2.1 ITB 2.1 The Purchaser is: Higher Education Commission, Pakistan The name of the ICB is: Procurement & Implementation of ERP Solution for Selected Universities The identification number of the ICB is: HEC/IT/TA/ERP/A The number and identification of lots (contracts) comprising this ICB is: HEC/IT/TA/ERP/A The Borrower is: Government of Pakistan The name of the Project is: Tertiary Education Support Project ITB 4.1 Maximum number of members in the JV shall be: 0 No JV allowed IITB 4.4 A list of debarred firms and individuals is available on the Bank s external website: B. Contents of Bidding Documents ITB 7.1 For Clarification of bid purposes only, the Purchaser s address is: Attention: Mr. Rizwan Khalid Procurement Specialist Address: Tertiary Education Support Project (TESP) 2nd Floor, HRD Building, Sector H-8 Higher Education Commission City: Islamabad ZIP Code: Country: Pakistan Telephone: /

36 30 Section II Bid Data Sheet Facsimile number: Electronic mail address: Attention: Requests for clarification should be received by the Employer no later than: 15 days after advertisement ITB 7.1 Web page: C. Preparation of Bids ITB 10.1 ITB 11.1 (j) The language of the bid is: English All correspondence exchange shall be in English language. The Bidder shall submit the following additional documents in its bid: i. Documentary evidence that interested bidders must either be Principal or an authorized partner of Principal; having a minimum of two (02) years of experience in deploying quoted / proposed Solution / technology in at least three (03) organizations (nationally or internationally). These deployments should be valued over PRs. 200 Million and contracted in last two (02) years. ii. For authorized partner documentary evidence of Gold / Tier 1 or equivalent level of partnership with proposed technology solution in Pakistan or region for last two (02) years will be required. iii. Audited financial statements to demonstrate that Bidder had an annual turnover of over PRs 500 million or equivalent in past consecutive five (05) financial years and has liquid assets three times the amount of bid. iv. The company should have verifiable presence / office (preferably in 3 cities of the project sites) in Pakistan since last five years. However international bidders are required to give written commitment to establish their office(s) in Pakistan (preferably in Islamabad) if the bid in consideration is awarded. Such offices will mandatory be manned by experts with internationally recognized certifications. v. Third Party Reports establishing proposed solution / technology - having global presence and acceptance. vi. Firm has three years experience of at least three Similar level Projects in Pakistan or region of proposed Solution & Technology (based on deployment, O & M of Campus / ERP Solution meeting the SLA) vii. Resumes/certificate copies of at least fifteen (15) quoted solution/ technology or equivalent certified developer; certified resources for Project Management Professional (PMP), Financial Management, Supply chain, HCM (7 for each domain) and certified ERP trainers (at least 3). viii. Detailed proposed solution & its sizing both for software & the required hardware duly vetted by the Principal

37 Section II Bid Data Sheet 31 ITB 13.1 ITB 14.5 ITB 14.6 Alternative Bids shall not be considered. The prices quoted by the Bidder shall not be subject to adjustment during the performance of the Contract. NA ITB 14.7 The Incoterms edition is: 2010 ITB 14.8 (b) (i) and (c) (v) Place of Destination: 1. Balochistan University of Information Technology, Engineering & Management Science, Quetta 2. Dow University of Health Sciences, Karachi 3. Institute of Business Administration, Karachi 4. Islamia University, Bahawalpur 5. KPK University of Engineering & Technology, Peshawar 6. Quaid-i-Azam University, Islamabad 7. University of the Punjab, Lahore 8. Higher Education Commission. Islamabad. Pakistan ITB 14.8 (a) (iii);(b)(ii) and (c)(v) as per Incoterms: CIP. Final destination (Project Site) : 1. Balochistan University of Information Technology, Engineering & Management Science, Quetta 2. Dow University of Health Sciences, Karachi 3. Institute of Business Administration, Karachi 4. Islamia University, Bahawalpur 5. KPK University of Engineering & Technology, Peshawar 6. Quaid-i-Azam University, Islamabad 7. University of the Punjab, Lahore 8. Higher Education Commission. Islamabad. Pakistan ITB 15.1 The prices shall be quoted by the bidder in: Pak Rupees (PKR.) The Bidder is required to quote in the currency of the Purchaser s Country the portion of the bid price that corresponds to expenditures incurred in that currency.

38 32 Section II Bid Data Sheet ITB 16.4 ITB 17.2 (a) ITB 17.2 (b) ITB 18.1 ITB 18.3 (a) ITB 19.1 ITB 19.3 (d) ITB 20.1 ITB 20.2 Period of time the Goods are expected to be functioning (for the purpose of spare parts): 2 years Manufacturer s authorization is required After sales service is required The bid validity period shall be 120 days. The prices quoted by the Bidder shall not be adjustable. A Bid Security shall be required. A Bid-Securing Declaration shall not be required. The amount and currency of the bid security shall be 2% of the total bid value. None In addition to the original of the bid, the number of copies is: 2 copies The written confirmation of authorization to sign on behalf of the Bidder shall consist of: Manufacturers Authorization Letter [as per format given] D. Submission and Opening of Bids ITB 22.1 For bid submission purposes only, the Purchaser s address is: Attention: Mr. Rizwan Khalid Procurement Specialist Address: Tertiary Education Support Project (TESP) 2nd Floor, HRD Building, Sector H-8 Higher Education Commission City: Islamabad ZIP Code: Country: Pakistan Telephone: / Facsimile number: Electronic mail address: [email protected], [email protected] The deadline for the submission of bids is: Date: 15 th June, 2015 Time: 2:00 PM

39 Section II Bid Data Sheet 33 Bidders shall not have the option of submitting their bids electronically. ITB 25.1 ITB 25.3 ITB 32.1 ITB 33.1 The bid opening shall take place at: Street Address: Higher Education Commission. H-9 Floor/ Room number: HEC Lecture / Mural Hall City: Islamabad Country: Pakistan Date: 15 th June, 2015 Time: 2:30 PM The Letter of Bid and Price Schedules shall be initialed by two representatives of the Purchaser conducting Bid opening. Each Bid shall be initialed by all representatives and shall be numbered, any modification to the unit or total price shall be initialed by the Representative of the Employer E. Evaluation and Comparison of Bids The currency that shall be used for bid evaluation and comparison purposes to convert all bid prices expressed in various currencies into a single currency is: PKR The rate of exchange shall be the selling rate, prevailing on the date of opening of bids as notified by the State Bank of Pakistan on that day. A margin of domestic preference shall not apply.

40 34 Section II Bid Data Sheet ITB 34.2(a) ITB 34.6 Bids will be evaluated for each item and the Contract will comprise the item(s) awarded to the successful Bidder. The adjustments shall be determined using the following criteria, from amongst those set out in Section III, Evaluation and Qualification Criteria: [refer to Schedule III, Evaluation and Qualification Criteria; insert complementary details if necessary] (a) (b) Deviation in Delivery schedule: Deviation in payment schedule: [insert any other specific criteria]: N/A

41 Section II Bid Data Sheet 35 F. Award of Contract ITB 39.1 The maximum percentage by which quantities may be increased is: 15% The maximum percentage by which quantities may be decreased is: 15%

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43 37 Section III. Evaluation and Qualification Criteria This Section contains all the criteria that the Purchaser shall use to evaluate a bid and qualify the Bidders. in accordance with ITB 34 and ITB 36, no other factors, methods or criteria shall be used. Contents 1. Evaluation (ITB 34) Qualification (ITB 36)... 38

44 38 Section III. Evaluation and Qualification Criteria 2. Evaluation (ITB 34) 2.1. Evaluation Criteria (ITB 34.6) Not used 2.2. Multiple Contracts (ITB 34.4) The Purchaser shall award single contracts to the Bidder that offers the lowest evaluated combination of bids (one contract per bid) and meets the post-qualification criteria (this Section III, Sub-Section ITB 36.1 Post-Qualification Requirements) The Purchaser shall: (a) (b) evaluate only lots or contracts that include at least the percentages of items per lot and quantity per item as specified in ITB 14.8 take into account: (i) (ii) the lowest-evaluated bid for each lot and the price reduction per lot and the methodology for its application as offered by the Bidder in its bid 2.3. Alternative Bids (ITB 13.1) Not allowed 3. Qualification (ITB 36) 3.1 Post Qualification Requirements (ITB 36.1) After determining the lowest-evaluated bid in accordance with ITB 35.1, the Purchaser shall carry out the post qualification of the Bidder in accordance with ITB 36, using only the requirements specified. Requirements not included in the text below shall not be used in the evaluation of the Bidder s qualifications. The Bidder shall furnish documentary evidence of all claims against the attributes as listed below to fulfill the Post Qualification Criteria: Part A: Corporate Profile S. No. Description Attribute Reference Page# Documentary Proof 1. Certificate of Registration of company Documentary proof required

45 Section III. Evaluation and Qualification Criteria GST / Income Tax certificate Documentary proof required 3. Authorization Letter of the proposed quoted solution / technology from Principal 4. Bidder had an annual turnover of over PRs. 500 million or equivalent in past five (05) consecutive financial years 5. Bidder has liquid assets three times the amount of bid 6. Company should be in operation in Pakistan since last five (5) Years. 7. Company Profitability should be having at least 15% of revenue for the last 3 consecutive years 8. For authorized partner documentary evidence of Top Tier/ Gold or equivalent level of partnership with proposed technology solution in Pakistan or region for last two (02) years will be required 9. Company investment for R & D on Proposed Platform in Pakistan 10. Principal s Off-the-Shelf Enterprise Applications Projects completed in Pakistan (BPM, Enterprise Portals, Unified Communications, Business Intelligence, Microsoft, SAP, Oracle PeopleSoft CMS, Oracle ERP etc.) 11. Multi years and multi organization experience and capability of Operation, Maintenance and Support management of similar strength / level projects Documentary proof required Past five (05) financial year audited financial statements are required Financial statement / documentary evidence required Documentary evidence of Company s operation since last five (5) years is required Financial statement / documentary evidence required Documentary evidence is required Documentary evidence is required Documentary proof and references required Documentary proof and references required of at least three projects in three years Part B: Relevant Technical Staff 12. Certified Project Managers Resume along with their Certification Copy of at least 7 resources required 13. Quoted Product Certified Developer / Designer Resume along with their Certification Copy of at least 15 resources required

46 40 Section III. Evaluation and Qualification Criteria 14. Quoted Product ERP Certified Financial Consultant 15. Quoted Product ERP Certified Supply Chain Consultant Resume along with their Certification Copy required of at least 7 resources Resume along with their Certification Copy required of at least 7 resources required 16. Quoted Product ERP HCM consultant Resume along with their Certification Copy required of at least 7 resources required 17. Quoted Product ERP Certified Trainer Resume along with their Certification Copy required at least of 3 resources Part C: Relevant Projects 18. Firm already has experience similar Size Projects in Pakistan or region of proposed solution & Technology (based on deployment of ERP/ Campus Management Solution and its integration) 19. Prior working experience in Public Sector, at least in10 different organizations Documentary proof and references required Documentary proof and references required Part D: Product Principle 20. Third Party Reports establishing proposed solution/ technology having global presence and acceptance Documentary evidence that solution is globally accepted in Gartner/ Forester or equivalent reports. Part E: Project Execution Plan with O&M 21. Detailed Proposed Software Solution & its sizing vetted by Principal 22. Detailed required hardware solution & its sizing vetted by Principal Principal s Software sizing Performa working based on actual size of all / individual sites is required Principal s Software sizing Performa working based on actual size of all / individual sites is required 23. Detailed Project Execution Plan Project Execution Plan with exact count of resources required for each site

47 Section III. Evaluation and Qualification Criteria Dedicated Resources deputed to run O&M during the course of contract At least one resource (01) for each site Part F- Proposal should furnish following details S. No. Description 1. Distinguished Features of proposed solution/ Technology 2. Solution Value Added Features 3. Solution Deployment Architecture 4. Training Schedule & Plan 5. Responsibility Area Matrix for Project execution 6. Details of Collaborative workspace for the Project 7. Operation & Maintenance Plan 8. System Service Support Plan The Bidder shall furnish documentary evidence and reports as listed above to demonstrate their technical skills and suitability for the project. Technical evaluation committee will review these details.

48

49 43 Section IV. Bidding Forms Table of Forms Letter of Bid Bidder Information Form Bidder s JV Members Information Form Price Schedule: Goods Manufactured Outside the Purchaser s Country, to be Imported 50 Price Schedule: Goods Manufactured Outside the Purchaser s Country, already imported* Price Schedule: Goods Manufactured in the Purchaser s Country Price and Completion Schedule - Related Services Part 2: Bill of Costs Form of Bid Security Form of Bid Security (Bid Bond) Manufacturer s Authorization... 67

50 44 Section IV Bidding Forms Letter of Bid The Bidder must prepare the Letter of Bid on stationery with its letterhead clearly showing the Bidder s complete name and address. Note: All italicized text is for use in preparing these form and shall be deleted from the final products. Date: [insert date (as day, month and year) of Bid Submission] ICB No.: [insert number of bidding process] Invitation for Bid No.: [insert identification] Alternative No.: [insert identification No if this is a Bid for an alternative] To: [insert complete name of Purchaser] (a) We have examined and have no reservations to the Bidding Documents, including Addenda issued in accordance with Instructions to Bidders (ITB 8) ; (b) We meet the eligibility requirements and have no conflict of interest in accordance with ITB 4; (c) We have not been suspended nor declared ineligible by the Purchaser based on execution of a Bid Securing Declaration in the Purchaser s country in accordance with ITB 4.6 (d) We offer to supply in conformity with the Bidding Documents and in accordance with the Delivery Schedules specified in the Schedule of Requirements the following Goods: [insert a brief description of the Goods and Related Services]; (e) The total price of our Bid, excluding any discounts offered in item (f) below is: In case of only one lot, total price of the Bid [insert the total price of the bid in words and figures, indicating the various amounts and the respective currencies]; In case of multiple lots, total price of each lot [insert the total price of each lot in words and figures, indicating the various amounts and the respective currencies]; In case of multiple lots, total price of all lots (sum of all lots) [insert the total price of all lots in words and figures, indicating the various amounts and the respective currencies]; (f) The discounts offered and the methodology for their application are: (i) The discounts offered are: [Specify in detail each discount offered.] (ii) The exact method of calculations to determine the net price after application of discounts is shown below: [Specify in detail the method that shall be used to apply the discounts];

51 Section IV Bidding Forms (g) Our bid shall be valid for a period of [specify the number of calendar days] days from the date fixed for the bid submission deadline in accordance with the Bidding Documents, and it shall remain binding upon us and may be accepted at any time before the expiration of that period; (h) If our bid is accepted, we commit to obtain a performance security in accordance with the Bidding Documents; (i) We are not participating, as a Bidder or as a subcontractor, in more than one bid in this bidding process in accordance with ITB 4.2(e), other than alternative bids submitted in accordance with ITB 13; (j) We, including any of our subcontractors or suppliers for any part of the contract, have not been declared ineligible by the Bank, under the Purchaser s country laws or official regulations or by an act of compliance with a decision of the United Nations Security Council; (k) We are not a government owned entity/ We are a government owned entity but meet the requirements of ITB 4.5; (l) We have paid, or will pay the following commissions, gratuities, or fees with respect to the bidding process or execution of the Contract: [insert complete name of each Recipient, its full address, the reason for which each commission or gratuity was paid and the amount and currency of each such commission or gratuity] Name of Recipient Address Reason Amount (If none has been paid or is to be paid, indicate none. ) (m) We understand that this bid, together with your written acceptance thereof included in your notification of award, shall constitute a binding contract between us, until a formal contract is prepared and executed; and (n) We understand that you are not bound to accept the lowest evaluated bid or any other bid that you may receive. (o) We hereby certify that we have taken steps to ensure that no person acting for us or on our behalf will engage in any type of fraud and corruption Name of the Bidder* [insert complete name of person signing the Bid] Name of the person duly authorized to sign the Bid on behalf of the Bidder** [insert complete name of person duly authorized to sign the Bid]

52 46 Section IV Bidding Forms Title of the person signing the Bid [insert complete title of the person signing the Bid] Signature of the person named above [insert signature of person whose name and capacity are shown above] Date signed _[insert date of signing] day of [insert month], [insert year] *: In the case of the Bid submitted by joint venture specify the name of the Joint Venture as Bidder **: Person signing the Bid shall have the power of attorney given by the Bidder to be attached with the Bid Schedules.

53 Section IV Bidding Forms Bidder Information Form [The Bidder shall fill in this Form in accordance with the instructions indicated below. No alterations to its format shall be permitted and no substitutions shall be accepted.] Date: [insert date (as day, month and year) of Bid Submission] ICB No.: [insert number of bidding process] Alternative No.: [insert identification No if this is a Bid for an alternative] Page of pages 1. Bidder s Name [insert Bidder s legal name] 2. In case of JV, legal name of each member : [insert legal name of each member in JV] 3. Bidder s actual or intended country of registration: [insert actual or intended country of registration] 4. Bidder s year of registration: [insert Bidder s year of registration] 5. Bidder s Address in country of registration: [insert Bidder s legal address in country of registration] 6. Bidder s Authorized Representative Information 1. Name: [insert Authorized Representative s name] Address: [insert Authorized Representative s Address] Telephone/Fax numbers: [insert Authorized Representative s telephone/fax numbers] Address: [insert Authorized Representative s address] 7. Attached are copies of original documents of [check the box(es) of the attached original documents] Articles of Incorporation (or equivalent documents of constitution or association), and/or documents of registration of the legal entity named above, in accordance with ITB 4.3. In case of JV, letter of intent to form JV or JV agreement, in accordance with ITB 4.1. In case of Government-owned enterprise or institution, in accordance with ITB 4.5 documents establishing: Legal and financial autonomy Operation under commercial law Establishing that the Bidder is not dependent agency of the Purchaser 2. Included are the organizational chart, a list of Board of Directors, and the beneficial ownership.

54 48 Section IV Bidding Forms Bidder s JV Members Information Form [The Bidder shall fill in this Form in accordance with the instructions indicated below. The following table shall be filled in for the Bidder and for each member of a Joint Venture]]. Date: [insert date (as day, month and year) of Bid Submission] ICB No.: [insert number of bidding process] Alternative No.: [insert identification No if this is a Bid for an alternative] 1. Bidder s Name: [insert Bidder s legal name] 2. Bidder s JV Member s name: [insert JV s Member legal name] Page of pages 3. Bidder s JV Member s country of registration: [insert JV s Member country of registration] 4. Bidder s JV Member s year of registration: [insert JV s Member year of registration] 5. Bidder s JV Member s legal address in country of registration: [insert JV s Member legal address in country of registration] 6. Bidder s JV Member s authorized representative information Name: [insert name of JV s Member authorized representative] Address: [insert address of JV s Member authorized representative] Telephone/Fax numbers: [insert telephone/fax numbers of JV s Member representative] Address: [insert address of JV s Member authorized representative] authorized 7. Attached are copies of original documents of [check the box(es) of the attached original documents] Articles of Incorporation (or equivalent documents of constitution or association), and/or registration documents of the legal entity named above, in accordance with ITB 4.3. In case of a Government-owned enterprise or institution, documents establishing legal and financial autonomy, operation in accordance with commercial law, and absence of dependent status, in accordance with ITB Included are the organizational chart, a list of Board of Directors, and the beneficial ownership.

55 Section IV Bidding Forms Price Schedule Forms [The Bidder shall fill in these Price Schedule Forms in accordance with the instructions indicated. The list of line items in column 1 of the Price Schedules shall coincide with the List of Goods and Related Services specified by the Purchaser in the Schedule of Requirements.]

56 Section IV Bidding Forms 50 Price Schedule: Goods Manufactured Outside the Purchaser s Country, to be Imported (Group C bids, goods to be imported) Date: ICB No: Line Item N Currencies in accordance with ITB 15 Alternative No: Page N of Description of Goods Country of Quantity and Origin physical unit Delivery Date as defined by Incoterms Unit price CIP [insert place of destination] in accordance with ITB 14.8(b)(i) CIP Price per line item (Col. 5x6) Price per line item for inland transportation and other services required in the Purchaser s country to convey the Goods to their final destination specified in BDS Total Price per Line item (Col. 7+8) 1. Software Licenses: 2. Software Licenses: 3. Software Licenses: 4. Software Licenses: 5. Software Licenses 6. Software Licenses Financial Management System (FM) Human Resource Management System (HRMS) Procurement Management System Project Management & Accounting Inventory Management System Grants Management

57 Section IV Bidding Forms Software Licenses: 8. Software Licenses: Software Licenses: Database Integration Component for PeopleSoft CMS Any other component (specify Required / Optional) Total Price Name of Bidder [insert complete name of Bidder] Signature of Bidder [signature of person signing the Bid] Date [Insert Date]

58 52 Section IV Bidding Forms Price Schedule: Goods Manufactured Outside the Purchaser s Country, already imported* (Group C bids, Goods already imported) Currencies in accordance with ITB 15 Date: ICB No: Alternative No: Page N of Description of Goods Country of Origin Line Item N 1. Software Licenses: 2. Software Licenses: Financial Management System (FM) Human Resource Management System (HRMS) [insert country of origin of the Good] [insert country of origin of the Good] Delivery Date as defined by Incoterms [insert quoted Delivery Date] [insert quoted Delivery Date] Quantity and physical unit Please refer to Section IV- part 2 (Bill of Cost) Please refer to Section IV- part 2 (Bill of Cost) Unit price including Custom Duties and Import Taxes paid, in accordance with ITB 14.8(c)(i) [insert unit price per unit] [insert unit price per unit] Custom Duties and Import Taxes paid per unit in accordance with ITB 14.8(c)(ii), [to be supported by documents] [insert custom duties and taxes paid per unit] [insert custom duties and taxes paid per unit] Unit Price net of custom duties and import taxes, in accordance with ITB 148 (c) (iii) (Col. 6 minus Col.7) [insert unit price net of custom duties and import taxes] [insert unit price net of custom duties and import taxes] Price per line item net of Custom Duties and Import Taxes paid, in accordance with ITB 14.8(c)(i) (Col. 5 8) [ insert price per line item net of custom duties and import taxes] [ insert price per line item net of custom duties and import taxes] Price per line item for inland transportation and other services required in the Purchaser s country to convey the goods to their final destination, as specified in BDS in accordance with ITB 14.8 (c)(v) [insert price per line item for inland transportation and other services required in the Purchaser s country] [insert price per line item for inland transportation and other services required in the Purchaser s country] Sales and other taxes paid or payable per item if Contract is awarded (in accordance with ITB 14.8(c)(iv) [insert sales and other taxes payable per item if Contract is awarded] [insert sales and other taxes payable per item if Contract is awarded] Total Price per line item (Col. 9+10) [insert total price per line item] [insert total price per line item]

59 Section IV Bidding Forms Software Licenses: Procurement Management System [insert country of origin of the Good] [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert unit price per unit] [insert custom duties and taxes paid per unit] [insert unit price net of custom duties and import taxes] [ insert price per line item net of custom duties and import taxes] [insert price per line item for inland transportation and other services required in the Purchaser s country] [insert sales and other taxes payable per item if Contract is awarded] [insert total price per line item] 4. Software Licenses: Project Management & Accounting [insert country of origin of the Good] [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert unit price per unit] [insert custom duties and taxes paid per unit] [insert unit price net of custom duties and import taxes] [ insert price per line item net of custom duties and import taxes] [insert price per line item for inland transportation and other services required in the Purchaser s country] [insert sales and other taxes payable per item if Contract is awarded] [insert total price per line item] 5. Software Licenses: Inventory Management System [insert country of origin of the Good] [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert unit price per unit] [insert custom duties and taxes paid per unit] [insert unit price net of custom duties and import taxes] [ insert price per line item net of custom duties and import taxes] [insert price per line item for inland transportation and other services required in the Purchaser s country] [insert sales and other taxes payable per item if Contract is awarded] [insert total price per line item] 6. Software Licenses: Grants Management [insert country of origin of the Good] [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert unit price per unit] [insert custom duties and taxes paid per unit] [insert unit price net of custom duties and import taxes] [ insert price per line item net of custom duties and import taxes] [insert price per line item for inland transportation and other services required in the Purchaser s country] [insert sales and other taxes payable per item if Contract is awarded] [insert total price per line item] 7. Software Licenses: Database [insert country of origin of the Good] [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert unit price per unit] [insert custom duties and taxes paid per unit] [insert unit price net of custom duties and import taxes] [ insert price per line item net of custom duties and import taxes] [insert price per line item for inland transportation and other services required in the Purchaser s country] [insert sales and other taxes payable per item if Contract is awarded] [insert total price per line item] 8. Software Licenses: Integration Component for PeopleSoft CMS [insert country of origin of the Good] [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert unit price per unit] [insert custom duties and taxes paid per unit] [insert unit price net of custom duties and import taxes] [ insert price per line item net of custom duties and import taxes] [insert price per line item for inland transportation and other services required in the Purchaser s country] [insert sales and other taxes payable per item if Contract is awarded] [insert total price per line item]

60 54 Section IV Bidding Forms 9. Software Licenses: Inventory Management System [insert country of origin of the Good] [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert unit price per unit] [insert custom duties and taxes paid per unit] [insert unit price net of custom duties and import taxes] [ insert price per line item net of custom duties and import taxes] [insert price per line item for inland transportation and other services required in the Purchaser s country] [insert price per line item for inland transportation and other services required in the Purchaser s country] [insert sales and other taxes payable per item if Contract is awarded] [insert total price per line item] 10. Software Licenses: Any other component (specify Required / Optional) [insert country of origin of the Good] [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert unit price per unit] [insert custom duties and taxes paid per unit] [insert unit price net of custom duties and import taxes] [ insert price per line item net of custom duties and import taxes] [insert sales and other taxes payable per item if Contract is awarded] [insert total price per line item] 11. Total Bid Price Name of Bidder [insert complete name of Bidder] Signature of Bidder [signature of person signing the Bid] Date [insert date] * [For previously imported Goods, the quoted price shall be distinguishable from the original import value of these Goods declared to customs and shall include any rebate or mark-up of the local agent or representative and all local costs except import duties and taxes, which have been and/or have to be paid by the Purchaser. For clarity the bidders are asked to quote the price including import duties, and additionally to provide the import duties and the price net of import duties which is the difference of those values.]

61 Section IV Bidding Forms Price Schedule: Goods Manufactured in the Purchaser s Country Purchaser s Country (Group A and B bids) Currencies in accordance with ITB 15 Date: ICB No: Alternative No: Page N of Description of Goods Delivery Date Unit price as defined by EXW Incoterms Line Item N Quantity and physical unit Total EXW price per line item (Col. 4 5) Price per line item for inland transportation and other services required in the Purchaser s Country to convey the Goods to their final destination Cost of local labor, raw materials and components from with origin in the Purchaser s Country % of Col. 5 Sales and other taxes payable per line item if Contract is awarded (in accordance with ITB 14.8(a)(ii) Total Price per line item (Col. 6+7) 1. Software Licenses: Financial Management System (FM) [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert EXW unit price] [insert total EXW price per line item] [insert the corresponding price per line item] [Insert cost of local labor, raw material and components from within the Purchase s country as a % of the EXW price per line item] [insert sales and other taxes payable per line item if Contract is awarded] [insert total price per item] 2. Software Licenses: Human Resource Management System (HRMS) [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert EXW unit price] [insert total EXW price per line item] [insert the corresponding price per line item] [Insert cost of local labor, raw material and components from within the Purchase s country as a % of the EXW price per line item] [insert sales and other taxes payable per line item if Contract is awarded] [insert total price per item] 3. Software Licenses: Procurement Management System [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert EXW unit price] [insert total EXW price per line item] [insert the corresponding price per line item] [Insert cost of local labor, raw material and components from within the Purchase s country as a % of the EXW price per line item] [insert sales and other taxes payable per line item if Contract is awarded] [insert total price per item]

62 56 Section IV Bidding Forms 4. Software Licenses: Project Management & Accounting [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert EXW unit price] [insert total EXW price per line item] [insert the corresponding price per line item] [Insert cost of local labor, raw material and components from within the Purchase s country as a % of the EXW price per line item] [insert sales and other taxes payable per line item if Contract is awarded] [insert total price per item] 5. Software Licenses: Inventory Management System [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert EXW unit price] [insert total EXW price per line item] [insert the corresponding price per line item] [Insert cost of local labor, raw material and components from within the Purchase s country as a % of the EXW price per line item] [insert sales and other taxes payable per line item if Contract is awarded] [insert total price per item] 6. Software Licenses: Grants Management [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert EXW unit price] [insert total EXW price per line item] [insert the corresponding price per line item] [Insert cost of local labor, raw material and components from within the Purchase s country as a % of the EXW price per line item] [insert sales and other taxes payable per line item if Contract is awarded] [insert total price per item] 7. Software Licenses: Database [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert EXW unit price] [insert total EXW price per line item] [insert the corresponding price per line item] [Insert cost of local labor, raw material and components from within the Purchase s country as a % of the EXW price per line item] [insert sales and other taxes payable per line item if Contract is awarded] [insert total price per item] 8. Software Licenses: Integration Component for PeopleSoft CMS [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert EXW unit price] [insert total EXW price per line item] [insert the corresponding price per line item] [Insert cost of local labor, raw material and components from within the Purchase s country as a % of the EXW price per line item] [insert sales and other taxes payable per line item if Contract is awarded] [insert total price per item] 9. Software Licenses: Inventory Management System [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert EXW unit price] [insert total EXW price per line item] [insert the corresponding price per line item] [Insert cost of local labor, raw material and components from within the Purchase s country as a % of the EXW price per line item] [insert sales and other taxes payable per line item if Contract is awarded] [insert total price per item]

63 Section IV Bidding Forms Software Licenses: 11. Any other component (specify Required / Optional) [insert quoted Delivery Date] Please refer to Section IV- part 2 (Bill of Cost) [insert EXW unit price] [insert total EXW price per line item] [insert the corresponding price per line item] [Insert cost of local labor, raw material and components from within the Purchase s country as a % of the EXW price per line item] [insert sales and other taxes payable per line item if Contract is awarded] [insert total price per item] Total Price Name of Bidder [insert complete name of Bidder] Signature of Bidder [signature of person signing the Bid] Date [insert date]

64 58 Section IV Bidding Forms Price and Completion Schedule - Related Services Date: Currencies in accordance with ITB 15 ICB No: Alternative No: Page N of Service No. Description of Services (excludes inland transportation and other services required in the Purchaser s country to convey the goods to their final destination) 1. Installation, Configuration and Implementation Services of Software Solution 2. Local Trainings (both Software) Level 1: Installation & Configuration Level 2: Development Level 3: System Management, Maintenance & Administration Level 4: Functional training w.r.t each component Level 5: End-Users system training Country of Origin Pakistan Pakistan Delivery Date at place of Final destination Within 6 months of date of contract sign within 8 months of the date of the contract sign Quantity and physical unit Unit price Total Price per Service (Col. 5*6 or estimate) Please refer to Bill of Cost (Section IV part 2 ) 3. Foreign Training Within 6 months of date of contract sign 4. Post Production Support (of deployed Software solution) 5. Product Warranty & Support (Software solution) Pakistan Pakistan For first year at each site after its go-live date Extended support for one year after completion of first year Please refer to Bill of Cost (Section IV part 2 )

65 Section IV Bidding Forms Enterprise Certifications of Proposed ERP Modules Within 8 months of date of contract sign 500 Total Bid Price Name of Bidder [insert complete name of Bidder] Signature of Bidder [signature of person signing the Bid] Date [insert date]

66 Section IV Bidding Forms 60

67 Section IV Bidding Forms Part 2: Bill of Costs To fill this Bill of cost form, Bidder must refer to Section VI- part 1 (List of Goods and Deliver Schedule) and (Related Services and Delivery Schedule). Note: Bidders should quote the prices with educational discounts S. Items No. Specification Quantity Unit Price with 1 year warranty / service (A) *2nd Year warranty as per SLA (B) *3rd Year warranty as per SLA (C) Total Price with 3 year warranty / service (A + B +C) 1. List of Goods A Licenses: Software Solution 1 Licenses (Refer to Section VI- part 5 Technical requirements) refer to List of Goods and Delivery Schedule (Section VI- part 1) B. List of Related Services 2 Installation, Configuration and Implementation Services of Software Solution 3 Local Training(s) refer to List of Related Services (Section VI- part 2) 4 Foreign Training(s) refer to List of Related Services (Section VIpart 2)

68 62 Section IV Bidding Forms Post Production Support (of deployed Software solution) Product Warranty & Support (Software solution) 5 Support Services (SLA)

69 Section IV Bidding Forms 63 Form of Bid Security (Bank Guarantee) [The bank shall fill in this Bank Guarantee Form in accordance with the instructions indicated.] [Guarantor letterhead or SWIFT identifier code] Beneficiary: [Purchaser to insert its name and address] IFB No.: [Purchaser to insert reference number for the Invitation for Bids] Alternative No.: [Insert identification No if this is a Bid for an alternative] Date: [Insert date of issue] BID GUARANTEE No.: [Insert guarantee reference number] Guarantor: [Insert name and address of place of issue, unless indicated in the letterhead] We have been informed that [insert name of the Bidder, which in the case of a joint venture shall be the name of the joint venture (whether legally constituted or prospective) or the names of all members thereof] (hereinafter called "the Applicant") has submitted or will submit to the Beneficiary its bid (hereinafter called "the Bid") for the execution of under Invitation for Bids No. ( the IFB ). Furthermore, we understand that, according to the Beneficiary s conditions, bids must be supported by a bid guarantee. At the request of the Applicant, we, as Guarantor, hereby irrevocably undertake to pay the Beneficiary any sum or sums not exceeding in total an amount of ( ) upon receipt by us of the Beneficiary s complying demand, supported by the Beneficiary s statement, whether in the demand itself or a separate signed document accompanying or identifying the demand, stating that either the Applicant: (a) (b) has withdrawn its Bid during the period of bid validity set forth in the Applicant s Letter of Bid ( the Bid Validity Period ), or any extension thereto provided by the Applicant; or having been notified of the acceptance of its Bid by the Beneficiary during the Bid Validity Period or any extension thereto provided by the Applicant, (i) has failed to execute the contract agreement, or (ii) has failed to furnish the performance security, in

70 64 Section IV Bidding Forms accordance with the Instructions to Bidders ( ITB ) of the Beneficiary s bidding document. This guarantee will expire: (a) if the Applicant is the successful bidder, upon our receipt of copies of the contract agreement signed by the Applicant and the performance security issued to the Beneficiary in relation to such contract agreement; or (b) if the Applicant is not the successful bidder, upon the earlier of (i) our receipt of a copy of the Beneficiary s notification to the Applicant of the results of the bidding process; or (ii) twenty-eight days after the end of the Bid Validity Period. Consequently, any demand for payment under this guarantee must be received by us at the office indicated above on or before that date. This guarantee is subject to the Uniform Rules for Demand Guarantees (URDG) 2010 Revision, ICC Publication No [Signature(s)] Note: All italicized text is for use in preparing this form and shall be deleted from the final product.

71 Section IV Bidding Forms Form of Bid Security (Bid Bond) [The Surety shall fill in this Bid Bond Form in accordance with the instructions indicated.] BOND NO. BY THIS BOND [name of Bidder] as Principal (hereinafter called the Principal ), and [name, legal title, and address of surety], authorized to transact business in [name of country of Purchaser], as Surety (hereinafter called the Surety ), are held and firmly bound unto [name of Purchaser] as Obligee (hereinafter called the Purchaser ) in the sum of [amount of Bond] [amount in words], for the payment of which sum, well and truly to be made, we, the said Principal and Surety, bind ourselves, our successors and assigns, jointly and severally, firmly by these presents. WHEREAS the Principal has submitted or will submit a written Bid to the Purchaser dated the day of, 20, for the supply of [name of Contract] (hereinafter called the Bid ). NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is such that if the Principal: (a) (b) has withdrawn its Bid during the period of bid validity set forth in the Principal s Letter of Bid ( the Bid Validity Period ), or any extension thereto provided by the Principal; or having been notified of the acceptance of its Bid by the Purchaser during the Bid Validity Period or any extension thereto provided by the Principal; (i) failed to execute the contract agreement; or (ii) has failed to furnish the Performance Security, in accordance with the Instructions to Bidders ( ITB ) of the Purchaser s bidding document. then the Surety undertakes to immediately pay to the Purchaser up to the above amount upon receipt of the Purchaser s first written demand, without the Purchaser having to substantiate its demand, provided that in its demand the Purchaser shall state that the demand arises from the occurrence of any of the above events, specifying which event(s) has occurred. The Surety hereby agrees that its obligation will remain in full force and effect up to and including the date 28 days after the date of expiration of the Bid Validity Period set forth in the Principal s Letter of Bid or any extension thereto provided by the Principal. IN TESTIMONY WHEREOF, the Principal and the Surety have caused these presents to be executed in their respective names this day of 20. Principal: Corporate Seal (where appropriate) Surety:

72 66 Section IV Bidding Forms (Signature) (Printed name and title) (Signature) (Printed name and title)

73 Section IV Bidding Forms Manufacturer s Authorization [The Bidder shall require the Manufacturer to fill in this Form in accordance with the instructions indicated. This letter of authorization should be on the letterhead of the Manufacturer and should be signed by a person with the proper authority to sign documents that are binding on the Manufacturer. The Bidder shall include it in its bid, if so indicated in the BDS.] Date: [insert date (as day, month and year) of Bid Submission] ICB No.: [insert number of bidding process] Alternative No.: [insert identification No if this is a Bid for an alternative] To: [insert complete name of Purchaser] WHEREAS We [insert complete name of Manufacturer], who are official manufacturers of [insert type of goods manufactured], having factories at [insert full address of Manufacturer s factories], do hereby authorize [insert complete name of Bidder] to submit a bid the purpose of which is to provide the following Goods, manufactured by us [insert name and or brief description of the Goods], and to subsequently negotiate and sign the Contract. We hereby extend our full guarantee and warranty in accordance with Clause 28 of the General Conditions of Contract, with respect to the Goods offered by the above firm. Signed: [insert signature(s) of authorized representative(s) of the Manufacturer] Name: [insert complete name(s) of authorized representative(s) of the Manufacturer] Title: [insert title] Dated on day of, [insert date of signing]

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75 69 Section V. Eligible Countries Eligibility for the Provision of Goods, Works and Non Consulting Services in Bank-Financed Procurement 1. In accordance with Para 1.10 of the Guidelines: Procurement under IBRD Loans and IDA Credits, dated January 2011, the Bank permits firms and individuals from all countries to offer goods, works and services for Bank-financed projects. As an exception, firms of a Country or goods manufactured in a Country may be excluded if: Para 1.10 (a) (i): as a matter of law or official regulation, the Borrower s Country prohibits commercial relations with that Country, provided that the Bank is satisfied that such exclusion does not preclude effective competition for the supply of the Goods or Works required, or Para 1.10 (a) (ii): by an Act of Compliance with a Decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations, the Borrower s Country prohibits any import of goods from that Country or any payments to persons or entities in that Country. 2. For the information of bidders, at the present time firms, goods and services from the following countries are excluded from this bidding: (a) With reference to paragraph 1.10 (a) (i) of the Guidelines: Goods of Israeli Origin or imported from Israel. [Government of Pakistan, Trade Policy , Import Policy Order 2013, paragraph 5 (A) (ii).] (b) With reference to paragraph 1.10 (a) (ii) of the Guidelines: Al-Qaida and Taliban and Associated Individuals and Entities [Securities and Exchange Commission of Pakistan, Letter No. SMD/SE/2(216)/2010 dated January 15,2015 adopted vide Gazette of Pakistan Statutory Notification S.R.O No.05 (I)2015 dated January 7,2015,Ministry of Foreign Affairs, Government of Pakistan

76 Section VI. Bank Policy - Corrupt and Fraudulent Practices Guidelines for Procurement of Goods, Works, and Non-Consulting Services under IBRD Loans and IDA Credits & Grants by World Bank Borrowers, dated January Fraud and Corruption: 1.16 It is the Bank s policy to require that Borrowers (including beneficiaries of Bank loans), bidders, suppliers, contractors and their agents (whether declared or not), subcontractors, sub-consultants, service providers or suppliers, and any personnel thereof, observe the highest standard of ethics during the procurement and execution of Bankfinanced contracts. In pursuance of this policy, the Bank: (a) defines, for the purposes of this provision, the terms set forth below as follows: (i) (ii) (iii) (iv) (v) corrupt practice is the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence improperly the actions of another party; fraudulent practice is any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial or other benefit or to avoid an obligation; collusive practice is an arrangement between two or more parties designed to achieve an improper purpose, including to influence improperly the actions of another party; coercive practice is impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to influence improperly the actions of a party; "obstructive practice" is: (aa) (bb) deliberately destroying, falsifying, altering, or concealing of evidence material to the investigation or making false statements to investigators in order to materially impede a Bank investigation into allegations of a corrupt, fraudulent, coercive or collusive practice; and/or threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation, or acts intended to materially impede the exercise of the Bank s inspection and audit rights provided for under paragraph 1.16(e) below. (b) will reject a proposal for award if it determines that the bidder recommended for award, or any of its personnel, or its agents, or its sub-consultants, sub-contractors,

77 Section VI. Schedule of Requirements 71 service providers, suppliers and/or their employees, has, directly or indirectly, engaged in corrupt, fraudulent, collusive, coercive, or obstructive practices in competing for the contract in question; (c) (d) (e) will declare misprocurement and cancel the portion of the loan allocated to a contract if it determines at any time that representatives of the Borrower or of a recipient of any part of the proceeds of the loan engaged in corrupt, fraudulent, collusive, coercive, or obstructive practices during the procurement or the implementation of the contract in question, without the Borrower having taken timely and appropriate action satisfactory to the Bank to address such practices when they occur, including by failing to inform the Bank in a timely manner at the time they knew of the practices; will sanction a firm or individual, at any time, in accordance with the prevailing Bank s sanctions procedures, including by publicly declaring such firm or individual ineligible, either indefinitely or for a stated period of time: (i) to be awarded a Bank-financed contract; and (ii) to be a nominated; will require that a clause be included in bidding documents and in contracts financed by a Bank loan, requiring bidders, suppliers and contractors, and their subcontractors, agents, personnel, consultants, service providers, or suppliers, to permit the Bank to inspect all accounts, records, and other documents relating to the submission of bids and contract performance, and to have them audited by auditors appointed by the Bank.

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79 PART 2 Supply Requirements 73

80 74 Section VII. Schedule of Requirements Contents 1. List of Goods and Delivery Schedule List of Related Services and Completion Schedule Technical Specifications Drawings Inspections and Tests

81 Section VII. Schedule of Requirements List of Goods and Delivery Schedule [The Purchaser shall fill in this table, with the exception of the column Bidder s offered Delivery date to be filled by the Bidder] Line Item N Description of Goods Quantity Physica l unit Final (Project Site) Destination as specified in BDS Earliest Delivery Date Delivery (as per Incoterms) Date Latest Delivery Date Bidder s offered Delivery date [to be provided by the bidder] 1 Software Licenses As per requirem ents mentione d in Annex VII 4 Installation, Configuration and Implementation Services of Software Solution As per requirem ents mentione d in Annex VII As per require ments mention ed in Annex VII As per require ments mention ed in Annex VII List of universities as specified in BDS Higher Education Commission, Islamabad. List of universities as specified in BDS. Higher Education Commission, Islamabad. 2-4 week from date of contract 4-8 months from date of contract 6-8 week from date of contract 4-6 months from date of contract

82 76 Section VII Schedule of Requirements 2. List of Related Services and Completion Schedule [This table shall be filled in by the Purchaser. The Required Completion Dates should be realistic, and consistent with the required Goods Delivery Dates (as per Incoterms)] Service Description of Service Quantity 1 Physical Unit Place where Services shall be performed Final Completion Date(s) of Services [insert Service No] [insert description of Related Services] 1. Installation, Configuration and Implementation Services of Software Solution 2. Local Trainings (both Software) Level 1: Installation & Configuration Level 2: Technical Training (Design & Development) Level 3: System Management, Maintenance & Administration Level 4: Functional training w.r.t each component Level 5: End-Users system training [insert quantity of items to be supplied] [as proposed / quoted to meet requirement] [insert physical unit for the items] For each site 5 per site Person [insert name of the Place] List of universities as specified in BDS. Higher Education Commission, Islamabad. List of universities as specified in BDS. As Approved by Higher Education Commission, Islamabad. [insert required Completion Date(s)] Service will be provided in span of 06 months 3. Foreign Training 3 per site Person Certified Training Center Service will be provided in span of 6 months as defined in SLA.

83 Section VII. Schedule of Requirements Post Production Support (of deployed Software solution) Extended for 1 year For each site For each site 5. Product Warranty & Support (Software solution) Extended for 1 year For each site For each site 6. Enterprise Certifications of Proposed ERP Modules 1. If applicable

84 78 Section VI. Schedule of Requirements 3. Technical Specifications This section provides the compliance sheet of the ERP. The bidder must complete this form and submit it as a part of technical proposal. Instructions Status: Yes meets requirement out of the box; N the does not meet requirement Compliance: Bidder must clearly identify that quoted Product Comply to requested feature or not with only Option (Yes/ No). Non Compliance to any requirement will lead to rejection of BID Proposed Required Components(s): Name the software Component quoted which comply the desired feature. The requirements stipulated in this section corresponds to the existing infrastructure in HEC that is likely to be in place for a long term and would host the planned acquisition of software. The Bidder is also instructed to conduct the detail survey of the Sites so that the offered solution should be complete and as per requirement of HEC and must quote items which deem necessary to complete scope of work and commission the solution Attention of bidders is drawn to paragraph 6 Appendix I of Procurement Guidelines and satisfies themselves regarding any ambiguity, omission, or internal contradiction, or any feature of specifications or other conditions which are unclear or appear discriminatory or restrictive; if so, they should seek clarification from the Borrower, in writing, within the time period specified in the bidding documents for seeking clarifications.

85 Section VII. Schedule of Requirements 79 Annex VII: Form I General Technical Requirements Item # Description (To be filled by the bidder as part of technical proposal) Status (Yes/C/TP/N ) Compliance (y/n) Proposed Required Compone nt(s) Type of User License(s) required to meet the respective technical/ functional requirement( s) Reference page # Schedule/ Highlight the feature 1 Technical Features 1.1 General Requireme nts a. The solution allows users with security access to override rules where appropriate b. The solution supports version control of key data concepts, including, but not limited to, awards, courses, units and organisational units etc c. The solution incorporates extensive and powerful data import and export facilities d. The solution incorporates a powerful, extensive and user definable set of data query tools. e. The solution displays information graphically without the need for users to download data to a third party product e.g. system provides the facility to display charts of total actual vs budgeted expenditures category wise, etc. Respondents to detail fully the extent to which the solution meets this requirement. f. The solution provides the infrastructure to allow screen, form and report field names to be changed to suit institution nomenclature g. The solutions supports standard browser cut and paste functionality. h. The system must have ability to integrate Microsoft Outlook or Microsoft Exchange Server with ERP from client computer i. The system must have ability to monitor and report the overall health of the system j. Ability to post company specifics, such as policies and forms, in the Web portal

86 80 Section VII Schedule of Requirements 2 Security and System Features 2.1 Security/ System Administrat ion a. A fundamental requirement is that most if not all security functions can be maintained by the user system administrators without the need for institutional IT support. Respondents are to detail all areas of the solution where IT support is required. Following initial one-time IT-based setup of integration with LDAP, SSO, registration of digital certificates, on-going security functions are web-based and may be distributed across campuses. b. The solution provides varying granularity for data level security. Respondents to explain fully the level of granularity and an overview of how the security system is structured - e.g. roles/groups/menu functions etc. Security should based around roles that collect users into logical groups. Roles are assigned permission lists, granting access to system objects such as menus, pages, background jobs, reports and row-level security provisions. c. The solution ensures that at logon, users are required to enter a unique user ID and a password. d. The solution allows for password ageing e. The solution enforces password maintenance such as no of attempts allowed f. The solution allows user system administrators users to maintain security at form, report, job level or data field for roles and/or users without the need for IT/DBA support g. The solution provides the facility to link security roles to individual users h. The solution allows for the creation of an unlimited number of security roles i. The solution allows user system administrators to link menus, forms, reports etc. to security roles j. The solution allows user system administrators to link multiple security roles to an individual user k. The solution allows roles and/or users to be configured to have restricted update access for specific forms. e.g. User can only update the

87 Section VII. Schedule of Requirements Ease of Use employee record among the employees who fall under his/ her department. l. The solution has the ability to limit data operations (insert, update, delete or query only) assigned to particular roles m. The solution allows user system administrators the ability to re-set user passwords n. The solution will provide appropriate security to restrict student access to their own details o. The solution provides the facility to set up menus and sub-menus for classes of users p. The solution allows selected security roles/users to override and/or waive rules e.g. a small number of 'super' users with access to most or all functions. q. The solution allows user system administrators to immediately suspend individual user access privileges r. The solution has an automatic timeout of connected but inactive users a. Shortcut navigation is provided via navigational collection portlets, favourites and hyperlinks. b. The solution carries forward context values (at least employee ID, designation, department, citizenship, gender, title) from one form to the next. Within a given page, basic context values are carried through on the top of all of the tabs (employee Name and ID and other relevant context valuesscope). In addition, Student ID and other data items appear in context for search when moving between screens. c. The solution provides the facility to display multiple employee indicators, displayed along with employee personal details: d. the indicators are user definable e. the logic behind the indicators is user definable f. indicators are linked to security role/s g. The solution allows users to create list of favourites of forms and reports h. Ability to move directly from one form to another without the requirement to move up and down menu structures. In particular, the solution provides the ability for a user to

88 82 Section VII Schedule of Requirements 2.3 On-line Help 2.4 Workflow create a user-defined list of links to access pages directly. i. The solution inserts default values automatically where possible. j. Intuitive form navigation across all modules, minimising the need for special training. k. The solution has consistent form design across all modules l. System must simplify data access with familiar Microsoft tools, including Microsoft Word, Excel, and SharePoint. m. Ability to administer organizational structures, including formal and informal hierarchies and position management. n. Ability to design organizational levels and reconfigure them as per the requirement o. Ability to add/change organization entities and easily transfers associates within and/or across entities (including companies). p. Ability to manage organization restructuring including position control and salary changes. q. Structuring of the organization chart within the application according to various types, such as companies, locations, pay groups, levels etc. a. The solution has a comprehensive electronic user manual for processes, configurations etc and can be easily printed or exported b. The solution has a context sensitive help on all screens and for all data elements c. The solution provides comprehensive on-line technical documentation d. The solution provides an on-line tutorial facility for staff e. There should be an E-learning Portal for selflearning. a. The solution provides an integrated workflow engine enabling user definition and modification of business rules. It should include an inbuilt workflow engine, designed for intra-application workflow and integration with external notification mechanisms. The workflow should be based around the concepts of rules, roles and routings allowing work to be routed to individuals or pools of users, evaluated dynamically.

89 Section VII. Schedule of Requirements Data Integrity b. The workflow routes information and notifications via the institutes solution using a protocol such as SMTP. c. The solution allows workflow to be maintained by business administrators. Normal day-to-day administration of workflow is based on role membership and web-based administration pages. Only structural changes to workflow processes will exceed the scope of business administrators. d. The solution provides staff with a list of current workflows/tasks awaiting action. e. System should facilitate in automating business processes through a graphical workflow editor to create business rules and custom workflow hierarchies (or use templates) by business analysts f. Users should be able to approve project timesheets and expense claims through mobile apps g. System should provide workflow related KPIs e.g. Transaction approvals count Approval duration Minimum & maximum approval durations h. Count of started, processed, in process, rejected, approved, cancelled and stopped approvals. a. The solution provides for comprehensive data validation at point of entry to the maximum extent possible b. Data is cross-validated at point of entry against other data held within the solution to the maximum extent possible, ensuring data integrity at all times c. Data is cross-validated at the database level against other data held within the solution to the maximum extent possible, ensuring data integrity at all times d. The solution architecture provides for extensive and comprehensive implementation of business rules and constraints within the application logic tier.

90 84 Section VII Schedule of Requirements 2.6 Audit 2.7 Batch System e. The solution provides extensive validation reports for all batch data creation & update processes. Batch reports log their progress to a batch messages area. They may be viewed readily via the browser. f. The solution adopts an open format interface that doesn t require proprietary tools g. The solution will be able to input data item/objects from other sources efficiently and easily h. The solution supports date effective data to the maximum degree possible, thereby enabling the maintenance of comprehensive data history a. The solution includes a comprehensive audit trail functionality. b. The solution provides a history of all on-line transactions especially in the self-service environment a. All reports/jobs to be able to be run on-line and in batch; b. Ability to run any number of jobs/reports in a single batch request; jobs can be set to run in sequence or in any order. c. Ability to send reports via as an attachment - in user selectable formats e.g. pdf, csv etc. d. The solution provides comprehensive and clear run logs including error reports

91 Section VII. Schedule of Requirements 85 Annex VII: Form II Minimum Products Functional Requirements Item # A Financial Management System 1 General Accounting 1.1 General (To be filled by the bidder as part of technical proposal) Description a. HEIs have to follow the accounting procedure as defined by the Controller General of Pakistan and audited by the Auditor General of Pakistan. HEIs may follow New Accounting Model (NAM) and the five dimensional Chart of Account prescribed by PIFRA. (Project to Improve Financial Reporting, Auditor General of Pakistan) as followed by HEC. The proposed solution/system must have proven ability to meet this requirement. b. HEC allows different expenditure limits for different authorities. These should be catered for. c. The system should be able to capture the activities of users in terms of the prescribed roles and the forms that they have accessed. d. An individual user shall be restricted to access only those applications / functionality relevant to his/her job function. e. The System shall facilitate the attachment of documents, spreadsheets, or images to an application functionality to provide users with additional information or required documentation. f. HEC wants an integrated financial system whereby all the components are integrated. Likewise other components/modules like Payroll payment of grants to Universities etc. should also be integrated with the Financial Systems. Status (Yes/C/TP/N ) Compliance (y/n) Proposed Required Compone nt(s) Type of User License(s) required to meet the respective technical/ functional requireme nt(s) Reference page # Schedule/ Highlight the feature

92 86 Section VII Schedule of Requirements 1.2 Reporting 1.3 Accounting Books 1.4 Chart of Accounts g. The system must support printing of cheques (cheque writer) from payment vouchers on cheque leaves issued by Controller General Office/banks. h. The system should provide access to key financial data to organization s financial executives, department heads and other officials through easily personalizable portal page lets. i. System must be flexible enough to align with a fundbased account classification structure. Unlimited financial dimensions and expanded reporting capabilities accommodate funds, programs, functions, organizations, projects, grants, and locations to support government-specific accounting practices a. System must provide access for a reporting and retrieval tool that works across modules. b. The implementer is expected to configure / implement the reports as per HEIs requirements. a. Supports multiple level parent/subsidiary implementation for multiple accounting books b. Should support automatic consolidation of accounts between subsidiaries accounting books and parent accounting books c. Supports implementation of automatic process between Parent and Subsidiary and between subsidiaries transactions at General Ledger level d. HEIs will be preparing financial statements and complete set of management reports periodically, the package should support this periodic reporting a. The chart of account should be flexibly configurable with PIFRA s CoA with capability to support required number of child levels. It should contain at least five elements as per PIFRA CoA. b. General Ledger must support the minimum chart of account reporting dimensions: Functional Cost Center, Location Cost Center and General Account. The system should support required number of characters in each of the recording/reporting dimension. c. The General Ledger should support creating alphanumeric codes in each chart of accounts dimension. d. The General Ledger should provide end-users with the functionality to define, create, and disable codes

93 Section VII. Schedule of Requirements 87 within the chart of accounts dimensions without the need for technical support. e. General Ledger should allow users to define the codes within the General Account dimension according to the standard financial statements classification (Expenditure, Revenue, Capital, Receipts, Assets, Liabilities and Equities). The General Ledger must recognize this standard classification. f. The system should have the capability either automatically or manually as per users requirement to carry forward balances between fiscal years and close expenditure accounts. g. The General Ledger should support creating Chart of account codes at summary level and at posting level. At summary level the package should allow users to define multiple summary levels with no restrictions on the number of summary codes. h. At minimum General Ledger should support entry of budget at summary level and/or posting level as per requirement of user, as well as actual amounts at the posting level codes in the chart of accounts dimensions. Also it should have the capability to transfer any sum of budget from one account head to another and keep a record thereof. i. The system should allow carry forward un-utilized budget balances of the selected accounts as a separate entry and also allow recording the current year s budget recognizable separately. Expenditure to be allowed from the sum total of both balances. j. The system must have the functionality to support the creation of code combination across the different dimensions within the chart of accounts. General Ledger will not allow entry and posting before the code combination is used. k. The system must have the functionality to define and enforce the pre-defined logical rules for creating a code combination. l. The system should support prior year entries with suitable controls. m. General Ledger has a graphical user interface to provide authorized users with a hierarchal view for all reporting dimensions posting and summary level codes with Drag and drop functionality for users to

94 88 Section VII Schedule of Requirements 1.5 Accounting Calendar 1.6 Currencies 1.7 Transaction Entry use in maintaining and re-organizing the chart of accounts. a. The implementer is expected to configure the chart of accounts security codes as per HEC requirements. b. General Ledger must allow authorized users to create and define accounting calendar. HEC follows a fiscal year starts from July to June. c. General Ledger must support the configuration of 12 month normal fiscal month in each fiscal year with at least 2 additional adjustment periods at the year end (each for accounting adjustments and post-audit adjustments). d. The transaction effective date according to accounting calendar in the General Ledger should be the date when the transaction is entered if it falls within the same fiscal month or the last date of the fiscal month if the transaction is entered in a subsequent month. e. The system should provide the user with a functionality to define a schedule to automatically open the fiscal month within the fiscal year. a. HEIs uses Pakistani Rupee (PKR) as the functional currency. The accounting set of books should be configured using the PKR, with capability to enter transactions in international currency like Dollar, Sterling, Yen, and Euro etc. b. The General Ledger should support the conversion of transaction in foreign currency to the PKR currency using pre-defined accounting exchange rates. a. General Ledger must provide users to enter journals in actual amounts within available budgets. b. The system must support reversing journals by authorized users. c. Functionality for Recurring Journals with code combination and amounts should support entering fixed amounts or formula based amounts, and to configure recurring journals for pre-paid expenditures and deferred charges to be agreed with HEI. d. Functionality for allocation journals should based on fixed percentages or/and calculated percentages (based on statistical amounts or actual amounts). e. The general ledger must provide users with the functionality to define a schedule to generate

95 Section VII. Schedule of Requirements 89 recurring and allocations journals automatically and post it to accounts. f. The approval hierarchy shouldn't conflict with the approval hierarchy defined in each sub-ledger. g. General Ledger must provide users with a configurable functionality to track Journal by source (for Audit Trail) and type or category. h. Implementer is expected to implement journal sources and categories/types to be agreed with HEI i. General Ledger must provide users with the functionality to define different journal numbering sequences and assign it to journal sources and/or categories/types j. The journal sequence numbering can be either configured for one fiscal year or for fiscal year. k. General Ledger must allow users to print journals. l. Journals Voucher print out must be according to HEC requirements and formats. m. General Ledger must have reports for un-posted Journals (either awaiting approval or approved) or journals not concluded but pending in the workflow. n. General Ledger must have audit trail reports to show journals created by source/category along with the sequence number, and when deleted showing users name. o. General Ledger must have reports to allow users to check if journals created from external systems have been validated and created in the General Ledger. p. The distribution section in the journal form should have a field against each line for users to enter line description. Field length shouldn't be less than 256 characters. q. General Ledger has a functionality to configure a pre-defined list of descriptions for users to select from (both in the header and distribution sections). r. General ledger must support transaction amounts beyond 999 billion Rupees. s. Support drill down from an account balance to the associated journal lines to the complete journal entry, to view both sides of the journal entries that affect the account balances. It should also show the budget balance where applicable. t. It should have a mechanism for payment of advances and settlement thereof during the same fiscal year and/or in the next fiscal year.

96 90 Section VII Schedule of Requirements 1.8 Consolidati on 2 Reporting 2.1 Report Writer 2.2 Analysis a. General Ledger must provide the users with a functionality to define a parent/subsidiary relationship between different set of books. b. General Ledger must provide the users with a functionality to define the mapping rules between the subsidiary set of books and the parent set of books. c. Implementer is expected to design and implement the process for consolidation, including the elimination of inter-company transactions. d. General Ledger must have audit trail reports to help users validate if the consolidation was successfully created and all subsidiary accounts are fully consolidated. e. Consolidation process should be initiated and managed from the parent set of books which will call/pull accounts from subsidiaries. f. General Ledger must support a monthly consolidation process. a. The General Ledger must provide users with a flexible and user friendly tool to allow them to create financial reports without support from technical staff. b. Implementer is expected to build trial balance using the flexible reports functionality. c. It must provide reports as per requirements of HEI d. Implementer is expected to build statement of financial ratios report using the flexible reports functionality a. The implementer is expected to design and implement an analysis model for actual vs. budget. It should combine statistical information to help report users to identify the type of variance while considering monthly, year to date, quarter to date, fully year figures. b. There should be a What-if analysis report which allows facilitating forecasting for revenues, expenditure and cash. c. The multi-dimensional analysis tool must allow user to distribute and share reports and analysis electronically. d. The multi-dimensional analysis tool must allow user to print the reports and analysis.

97 Section VII. Schedule of Requirements Audit Trail 3 Budgeting and Control 3.1 Budget Structure 3.2 Budget Entry e. System must be able to perform trend analysis taking financial data for last three to five years without the need to built a separate data warehouse, and yet provide almost real time intelligence reporting. 100% of transaction data should be available for drill down without any data duplication. f. The system must have a report on budget, statistical, and actual detail for current and all past periods. g. The system should have the ability to define sophisticated multi-line formulas to derive report figures. h. The system must have the ability to create summarized reports by headquarter, division, department, cost center, etc. a. It should be possible to configure audit trails for all user activities. The audit trail should capture all data changes with time stamp and user ID stamp. a. The system should allow defining Objectives, Targets, Goals, Priorities, Outputs, Activities and other indicators, which would be used in the Budgeting Process. b. The budgeting system should support the New Accounting Model (NAM) as per PIFRA for preparation of budgets and account heads with five dimensions, as well as required child accounts. c. HEI will follow the cost element, as well as, costcenter budgeting concept. There may be functional/ operational cost-centers and regional/divisional cost centers. The system should support these separate budgets and there consolidation. d. It should have the capability to prepare separate budgets for current expenditure and development expenditure by different departments, and also to consolidate it. a. The budgeting system should allow users to create budgets and also provide them with a functionality to upload the amounts from other applications if required. b. System should allow usage of Subsidiary data / General Ledger data for budgeting. Information should be uploaded directly into relevant budgeting account heads.

98 92 Section VII Schedule of Requirements 3.3 Budgetary Control c. Budgeting system should provide users with a functionality to enter budget amounts through creating formulas to calculate amounts. d. Budgeting system should support budgeting at detail level (posting level accounts) and summary level budgeting. e. Budgeting system should allow users to create multiple budget versions. f. Authorized users should have a functionality to freeze one of the budget versions for the budgetary control and variance. g. The system have ability to integrate existing budget actuals and other planning data into a single Excel planning sheet. Wizard based configuration steps of designing and building Excel Templates to be used in budget planning processes h. System must adopt Automate either top down planning processes or aggregation from bottom-up planning processes. i. Budget Planning should support GL apportioning based on predefined criterion. This includes allocations across dimensions, segments, departments as well as spreading across the periods in a budget cycle. j. Ability to use dimensions, segments, departments and business units in budget planning that are not part of Chart of Accounts and Ledger. k. Generate summary-level reports with the capability to drill down to account-level and transaction-level details without having to generate separate reports. l. Ability to drill from account and budget balances on a report to related information in ERP. m. System must have the functionality so that it make organizational commitments transparent using encumbrance and pre-encumbrance accounting with integrated workflow n. System must enforce legal appropriation compliance and simultaneously allow lower-level departmental budgets with multiple, variable, and hierarchical level budgetary controls a. The package should support budgetary control policy that allows HEC to impose strict control over spend beyond a certain tolerance level and/or amount.

99 Section VII. Schedule of Requirements Budgets for Projects 3.5 Report Writer Fixed Asset Management 4.1 Setup b. Budget over spend tolerance is set on Period to Date balances on certain heads as well as on monthly balances on certain heads. Likewise spend tolerance will not be required in certain heads. c. Budgetary control configured in the budgeting system should be imposed across all integrated subledgers as per PIFRA CoA. d. The budgetary control for ordering physical items (i.e. items in stores) should check the funds at the requisition point. If there are funds budgeted then the ordering system (i.e. purchasing) will create an internal requisition to release item from stock. e. The system must support re-appropriation of funds from one budget head (General Ledger Account) to another. Like wise re-appropriation will take place among cost-centers. f. Supplementary Budgets maybe required to be prepared budgeting / monitoring for these funds is required. System is expected to facilitate this and provide report of such changes. a. Budget review and monitoring process requirements for normal budgets must be available in the system for the Projects. b. It should support loaning of budget to projects from other heads, when required and provide a report thereof. a. The implementer should design and build reports for all cost-center to show funds available, total funds, funds pre-committed and funds committed for each budgeted item. The Fixed Assets module is used for efficiently tracking and maintaining fixed assets. Assets can be grouped by category, type, and location. It supports multiple and simultaneous depreciation methods, automatically calculates depreciation, calculates gain/loss on disposition of assets, and creates entries to the general ledger. Amounts for repairs and improvements can be added later to assets for recalculation of depreciation a. System must be able to record the transactions relating to acquiring, disposal and depreciation of fixed assets fully. It must be in line with NAM. b. Asset profile c. Assets with categories d. Depreciation [Dispose Off] Policy

100 94 Section VII Schedule of Requirements e. Distribute Transactions f. Integration with General Ledger g. Asset locations h. Depreciation policy i. The system must have the ability to create depreciation or acquisition proposals as a periodic process. 4.2 Reports a. Standard listings 5 Expenditure/ Payables 5.1 Application Master 5.2 Receipt 5.3 Invoice and Payables b. Asset categories c. Asset types d. Asset depreciation e. Others a. The system must maintain supplier details. b. System should allow relating a vendor to a parent member and child members. c. System should be capable enough to manage expenses with integrated workflow including budget & grant management, travel requisition, cash advance request, expense entry, credit card reconciliation, and expense report delegation d. System must have an online portal and workflow tools to enforce spending policies & enable approval processes. a. System must facilitate expenditure booking against Expenditure Element and Cost Center. a. The system must also support booking of expenditure and liability upon entry of the invoice. b. The system must allow capturing of Vendor Debit / Credit notes, advances, payments, cash receipts for refunds and discounts. c. System must capture employee related payments for advances and prepayments. Employee expenditures, Employee debit / credit notes should be match able against each other and with advances. d. The system must provide for recording invoice details e. System must automatically calculate the due date for payment based on the contracted payment terms, unless manually overridden.

101 Section VII. Schedule of Requirements 95 f. System must have the functionality to separately treat amounts and invoices where input tax is to be withheld and paid to tax authorities. g. The system must allow processing of partial payment(s) against and invoice. In this regard system should apply indicative checks. h. In case of an advance being given to a Vendor, system must correlate each advance to a sanction or Purchase Order No. etc. i. System must facilitate applying advances/payments against invoices One advance/payment to one invoice / partly to an invoice / multiple advances/payment to an invoice. j. The system must allow multiple tier workflows for invoice approval. k. Recoding of Income tax withholding (payable and receivable) at the time of payment made to suppliers and receipt of payment from customers. l. "Recoding of Sales tax withholding (payable and receivable) at the time of payment made to suppliers and receipt of payment from customers. m. " n. Withholding tax settlement process on weekly basis, individual withholding tax transaction could be selected for payment. o. Withholding tax can be selected on invoice level, while making payment to invoice system will calculate withholding tax as per selection on invoice. p. Selection of withholding tax on item master is available, system will compute withholding tax item wise. q. CPR number recording process on withholding tax settled transactions. r. On receipt of tax Challan from customer user can update in AX so that Challan receivable can be tracked. s. Payment sections, code & nature references on withholding tax transactions & withholding tax reports. Weekly tax report is available which includes all the details required by tax authorities, moreover report is also available in excel format in prescribed format provided by tax authorities.

102 96 Section VII Schedule of Requirements 5.4 Petty Cash 5.5 Payments a. System must support a mechanism of recording and controlling petty cash expenditure for each of the petty cash funds maintained by different custodians. b. The recording of Petty cash expenditures is supposed to be the same as normal expenditure. The system must be able to capture for each petty cash reimbursement/ claim the Claim reference, Expenditure codes and Expenditure Amounts. c. Based on the sanctioned limit and expenditure claim, the system should automatically compute the amount to be replenished. a. System must have the capability to link the payments functionality with the payables functionality where applicable and should allow payments once the expenditure gets successfully through matching and approvals. b. Where part payment / deduction / retention is made, details of such deductions must be maintained in the system under the particular vendor/employee head with the associated invoice. c. Consolidated payments for various invoices and partial payments against one invoice must be supported by the system with appropriate tracking. d. System must support workflow for authorization of payments. e. System must support withholdings based on certain percentages and deductions e.g. taxes, retentions etc. f. System must support automatic payments (based on payment due date) g. System must support manual payments through selection of invoices for a supplier. h. System must be enabled with printing a remittance advice for payments, which shall show the Payee's Name, Payee's address, Vendor/Employee Code, Contact number, Cheque Number, Cheque issue date, Invoice/expenditure reference, Gross invoice amount, Tax deducted, advance deducted against the invoice, Net amount being paid/settled) i. System should support payments through cheques, letters to bank. j. At present there is not electronic communication with the banks. However a provision for it required for sending or receiving reports/requests to and from the bank.

103 Section VII. Schedule of Requirements Enquiry 6 Treasury 6.1 Bank Reconciliati on 6.2 Bank Manageme nt k. System must support payment through cash/petty cash. l. System must be enabled with selecting from which bank account payment(s) needs to be made. m. System must be able to reverse a cheque in case the payment run fails or the cheque is stalled. n. System must automatically update the invoice record to a paid status once the payment is made and to the open status once the check is staled/reversed. o. System must be able to print the Payee name, Currency and Amount in numbers, Amount in words and Date of Cheque on the cheque. p. System should be able to record stop payments. q. System should allow consolidated payment advice to the bank - mode wise e.g. through cheque, bank transfer. r. There should be a facility to view the current bank balance while making payment. s. System should be able to make bank transfer payment voucher. t. System must support tracking of retained payments (individually and Consolidated) against performance guarantee / contract. a. System must allow a flexible enquiry system based on user selectable periods for selected vendor/employee and should be able to show vendor/employee master and transaction information. b. System must provide for reviewing outstanding advances, retentions, stop payments online. a. The system must support automatic and manual bank reconciliation and match transaction (Payments and Receipts) at the system level while considering the entries at the General / Sub-ledger Level. a. There must be a facility to view consolidated cash/bank position. b. System should have a facility to link each bank account with the bank system to exchange electronic information on cash positions.

104 98 Section VII Schedule of Requirements 6.3 Enquiry 7 Revenue/ Collection 7.1 Revenue and receipts booking 8 Grant Management 8.1 Grant Manageme nt c. Facility to set minimum & maximum balance with alerts whenever the balance is below or above the norm. d. System to alert high value expenditures & receipts to ensure control. e. There should be a facility to issue online instructions to bank for payments/transfer of funds. f. Recoding of funded facilities & non funded facilities other than letter of guarantee & letter of credit. g. Bank limits can be record as main limits and sub limits. a. System must support online enquiry of bank accounts, bank facilities, investments, loans and guarantees. a. System must allow for revenue and receipts bookings in the respective head and issue a receipt. a. The main purpose of the Grant Management System is to have an up to date view of research proposals as well as streamline the tracking of the research proposal at all levels. The department hopes to make available to access research proposals. b. The system must be enabled with recording the receipts of grant from federal government for revenue and development accounts. And then allocating/ disbursing these to the respective heads of accounts. Currently the Grant is received from the government and it is bifurcated into mainly two heads i. e development and recurring. Which are further divided into many other heads like projects and to the universities etc. The system must provide customized reports for revenue and development grants as required by HEC and prescribed by PIFRA. The system must be enabled with recording the receipts of grant from any other source. c. It is anticipated that System will identify as a useful supervision tool and a point of reference for faculty members. d. To meet these goals, the department has a secondary objective to present easy to access Internally Funded and Externally Funded research

105 Section VII. Schedule of Requirements 99 proposals submission and status information in an appealing format. e. A fully web-based application whose purpose is to provide a comprehensive solution to manage and track the research proposals of the academia. f. The system should also be a secured as all the updates and transaction can be done by the authorized person. g. This system includes online submission of research proposals and approval of proposals. Faculty s members can check online the proposal status. This system would be used by members who may be faculty member and staff. h. There could be three types of operations: Research o Research Projects (External funding) o Research Initiatives (Internal funding) Funding for Seminars/Workshops/Symposiums Travel o Travel Grants (HEC etc.) (External funding) o Faculty Travel (internal funding) i. The system should offer and accommodate at least following phases related to Grant Management; Pre-Award Process (Proposal Phase) Review Phase Revise Phase Contract Phase Award Process Post-award Process j. The system should be capable of generating reports on monthly/ quarterly/ annually financial reports related to individual projects as well as cumulative reports on the overall Grants issued of various types. The system should also provide feature of auditing of the project as well as overall Grant Management System.

106 100 Section VII Schedule of Requirements Item # Description Status (Yes/C/TP/N ) Compliance (y/n) Propose d Required Compon ent(s) Type of User License(s) required to meet the respective technical/ functional requireme nt(s) Reference page # Schedule/ Highlight the feature B Human Capital Management 9 Payroll System 9.1 Payrol l a. The system must be enabled with calculating and processing allowances and deductions automatically if the allowance or deduction is based on Basic Pay Scale, percentage of current Basic, or formula. b. The system must be enabled with recording details of loans and advances disbursed to the employees of HEI. c. The system must be enabled with making recoveries against different loans and advances disbursed to HEC employees. The system must be integrated with the GP Fund system, and must be enabled with communicating; Receiving o Information of advances against GP Fund o Interest status of employee Sending o Subscriptions deducted from the monthly salaries o Recoveries of advances made from the monthly salaries d. The system must be integrated with the General Ledger system, in order to post the information regarding the salaries of the employees. e. The system must be integrated with Pension system, to allow transfer of the service and final settlement information electronically. f. The system must be enabled with calculating interest on loans and advances. g. The system must be enabled with maintaining the recoveries on loans and their balances like principal amount, paid to-date and outstanding balance and also number of instalment paid.

107 Section VII. Schedule of Requirements 101 h. The system must be enabled with handling unlimited allowances, deductions, and loans for each employee. i. The system must be enabled with maintaining following data for an employee: Service Data o Department /Region / Division / Project etc o Employment Type; Contract / Permanent o Cost Centre o Scale, Grade, Position o Date of Posting/Appointment o Date of expiry of Contract period Salary Data o Basic Salary o Allowances o Deductions o Recoveries o Perquisites. o Advances o Others Ancillary Data o Loan Type and amount o Recovery rate and amount o Loan Balances o Advances and their deductions o Leave data o Interest on Loans j. The system must be enabled with searching an employee based on a combination of multiple fields. k. The system must be enabled with automatically stopping the salary of Ad-hoc/Contractual/ project employees and also handle any other period specific transactions (allow effective and end date). l. The system must be enabled with calculating and deducting Income tax from the salaries of the employees in bulk according to the formula prescribed by the department of Income Tax. m. System must be enabled with defining the Income Tax rates / brackets as well as changes in the formulas and year to date balance. For example by salary brackets, year, gender, age, etc according to the said rule of Govt. Of Pakistan n. System must calculate salary arrears and deal with the applicable Income Tax rates for the given period.

108 102 Section VII Schedule of Requirements o. The system must be enabled with calculating partial or prorated salaries based on defined periods. p. The system must be enabled with calculating salaries after accounting for unpaid leave information of each employee. q. The system must be enabled with checking and maintaining the limits of pays, allowances, and deductions as per scale parameters defined for them. r. System must apply change policy parameters globally from a given effective date. s. System should calculate and generate the arrears transactions from the effective date for a policy change if the effective date is a prior date and also up dating it. t. The system must be enabled with deducting GP Fund contribution from the salaries as per rules of Government of Pakistan. u. System should perform/facilitate data integrity check, and reconciliation after processing of monthly salary before its disbursement. v. The system must be enabled with updating the GP Fund ledger records with the relevant transactions generated from the processing of monthly salary after successful data integrity check. w. The system must be enabled with automatically generating the transactions for communicating the monetary information regarding salaries paid during the month to the GL system according to the relevant account head as per the Chart of Accounts. x. The system must be enabled with reconciling the monthly figures of loans and advances with the corresponding figures available in General Ledger systems. y. The system must be enabled with recording and processing reversal of salaries. z. The system must be enabled with communicating reversal information to the GP Fund, and General Ledger systems. aa. The system must be enabled with calculating and disbursing the final settlement to the employee in case of superannuation, retirement, resignation, dismissal, invalidity or death.

109 Section VII. Schedule of Requirements 103 bb. The system must be enabled with calculating the negative settlement and generating an advice for recovery at the time of final settlement, if recovery is required from the employee instead of payment (in case of advance salary, loans etc.) cc. The system must be enabled with retaining historical records of payments and deduction of each employee for a specified period of time (e.g. 5 years). dd. The system must be enabled with merging one department/region/division to another as and when required by automatically transferring all employees from one to the other. Likewise the system must be able to split the department/region/division from one to many. ee. The system must be enabled with postponing recovery of any advance/loan for a specific period of time. ff. System must have capability to execute the multiple payroll runs for any department / region / division (e.g. earlier payroll run for Christian employees on Easter Christmas). gg. Also it should be able to import all the data from previous month for making the salary of the current month. hh. The system must be enabled with generating the salary slips. ii. jj. There should be an option of sending the salary slip to the employees via . Ability to define organizational benefit plans and options, enrol workers in benefits, assign dependent coverage, and designate beneficiaries. kk. Generation of pay sheet which should have breakup of all allowances/deductions/component details that make up gross salary ll. Non-Management employees should get gross salary without breakup mm. System should support multiple types of employee loans e.g. car loan, bike Loan, cash Loan nn. Ability to deduct salary advances from the next month's salary oo. Configurable loan approval hierarchy before the disbursement of loan to employee pp. Ability to process zero interest based loan. qq. The system should have payroll functionality based on Pakistani localization

110 104 Section VII Schedule of Requirements 9.2 Data & Valida tion 9.3 Repor ts a. The system must allow changes to be made in any of the following type of data before payroll processing: Personal Service Salary Ancillary b. The system must allow entry and processing of temporary (one time) changes of payments and deductions. c. The system must confirm the referential data integrity at the time of entry, edit, or deletion of any transaction into the system. d. The system must check the amount field for every pay, allowance, or deduction for its minimum and maximum limits set out in the policy parameter (if applicable). a. The system must be enabled with producing edit lists of all the data entered into the system either by using input documents or communicated through an interface. b. The system must be enabled with producing Bank advice for all the employees who opt to be paid through bank, as well as through cheque and cash. c. The system must be enabled with producing Region / Division /Project/ Headquarter wise summary of payments and deductions. d. The system must be enabled with producing detailed report of loans and advances. e. The system must be enabled with producing income tax report as per the Income Tax Law, which should contain details of the income tax deductions during the year The system must be enabled with producing report for any desired pay, allowance, or deduction based on any of the following criteria: Cost Centre(s) Employee Type(s) Employee Scale(s) Employee Grade(s) Employee Position. location (HQ/Region/Division/Project) f. The system must be enabled with producing Cost Centre wise comparative report containing the summary of current month payments and deduction of each employee and summary of previous month payments and deduction of each employee.

111 Section VII. Schedule of Requirements Pension 10.1 P ension Syste m g. The system must be enabled with producing Scale Audit Register, which contains the information of the number of employees paid from a Cost Centre designation wise, grade wise, and type of service wise. h. The system must be enabled with preparing Last Pay Certificate for the employees who are transferred, deputed to some other department, retired, terminated or expired. i. The system must be enabled with producing annual increment report before these increments are made effective. j. The system must be enabled with producing a list of retired or retiring employees for a specified period. k. The system must be enabled with producing pay slips, which provide the details of the salary and service information to every employee. l. The system must be enabled with producing GP Fund report to provide the monetary activities relating to the GP Fund occurred during the processing of monthly salary. m. The system must be enabled with producing a report, which provides the details of the deductions made for any facilities from the salaries of employees availing the facility provided by HEI. n. The system must be enabled with producing report to provide the summary details of payments made to employees (including tax deductions) during the fiscal year. o. The system must be enabled with generating report showing the new employees processed in a certain month. p. The system must be enabled with producing arrears payment report for the employees. q. The system must be enabled with producing a report listing of all the policy parameters currently effective. r. After processing the monthly payroll run the system must be enabled with producing a allocation report listing all account balance summaries which will be entered into the General Ledger System at the COA codes level. a. The system must interface with the General Ledger system and pass Journal entries relating to pension amounts, Bank and reversals.

112 106 Section VII Schedule of Requirements 10.2 D ata Requir ed 10.3 V alidati on Requir ement s b. The system must interface with the Payroll System on the basis of employee information. c. The system must automatically extract or input exemployees related information from the payroll system when needed. d. The system must also calculate gratuity as per the rules and regulations and procedures of HEC, where applicable. e. The system must be enabled with calculating the pension including computation of pension based on certain variable such as length of service, age etc. a. System should be capable to record the Change policy parameters. b. System must calculate and generate the arrears transactions from the effective date for a policy change if the effective date is a prior date. c. The system must be enabled with handling multiple payment modes for pension disbursement. a. The system must be enabled with handling duplicate checks during manual generation of Pensioner IDs. b. The system must be enabled with applying input validation controls for ensuring that the pensioner and employee IDs are valid. c. The system should be enabled with applying input validation controls to ensure that recording office codes entered are valid. d. The system must be able to reconcile with the payroll system to ensure that an employee is not drawing pension and salary at the same time.

113 Section VII. Schedule of Requirements 107 e. The system should be enabled with applying input validation controls to ensure that valid Bank Branch IDs are entered. The system must be enabled with capturing and recording the following minimum data if the employee is to become the pensioner: Pensioner ID Employee ID Employee Name Father s/husband s Name Nationality National Identity Card No. (NIC) Marital Status Gender Permanent address Temporary address City Region / Division / Sub-division Country Telephone Number Employee Status and type. Service Type Employee Designation Department Cost Centre Region / Division Pay Scale/grade Employees Bank Branch Recording Office Last Drawn Salary Payment Mode f. If the pension is not collected by the employee himself and the pensioner is either his widow or dependants then other than the above information following information must also be captured: Pensioner name Pensioner Type Father / Husband Name Gender National Identity Card No. Marital Status Pensioner address g. System should reconcile the Pension payment accounts with the General ledger account.

114 108 Section VII Schedule of Requirements 10.4 R eporti ng 11 Manpower Planning a. System should produce bank advice, authorizing the bank to disburse pension payments b. The system must be enabled with letting users define the periods of reporting. c. The system must be enabled with printing reports, viewing them on line on screen or downloading them directly to a spreadsheet or word processor. d. The system must be enabled with producing monthly pensioner detailed ledger giving transaction wise details of the pensioner, with opening and closing balances. e. The system must be enabled with producing the Pension Payment Order (PPO). The system must be enabled with inquiring/searching on pensioner master record by any of the following: Pensioner ID Pensioner full name Employee ID National Identity Card No. (NIC) f. The system must be enabled with generating a report for all kinds of monetary adjustments made to the pensioner s record in a certain month. g. The system must be enabled with generating report showing the new pension applications processed in a certain month. h. The system must be enabled with generating a report detailing the Bank Scroll information. i. The system must be enabled with producing reports that would give detail of the pensions disbursed monthly. This report must be able to be summarized by: Pensioner Bank Branch Department Fiscal Period Gross Pension Net Pension Gratuity Amount Amount of Commutation Date of Restoration of Pension

115 Section VII. Schedule of Requirements O rganiz ation Struct ure a. System should capture manpower charts according to the approved organization chart and the employee data currently placed on position. b. The system should be able to define and configure the reporting channels, hierarchies, organization (divisions, departments, regions). c. The system should be able to define rules, policies and procedures for individual and multiple posts (Permanent / contract posts etc.). d. The system should provide facility to create, edit and eliminate post (s). e. The system should facilitate configuration of more than one reporting and approval channel. f. The system should provide definitions of functions, purpose and responsibilities associated with the posts. g. The system should have the facility to modify job description subject to authorization. h. The system should have the facility to maintain history of job descriptions. i. The system should have the facility to inform concerned managers of changes in job description via or memo. j. The system should have the facility to link Job descriptions to the manpower charts and to indicate, on the actual charts, which positions in the charts have job descriptions. k. The system should provide position status information like Vacant Active for employment l. The system should provide Summary Statistics and user defined reports of Department, e.g. Number of approved positions / grades Filled/Vacant Different types of breakdown Qualification analysis, etc. m. The system should be able to automatically update the organization chart as soon as the employee status changes to show the position as vacant from the start date of deputation, study leave or separation from service by any mean.

116 110 Section VII Schedule of Requirements 11.2 M anpo wer Budge ting n. The System should provide portal pagelets that allow easy access to key data from Human Resource Management applications. Each individual business user should be able to personalize the content for their pagelets easily. a. The system should have the facility to allocate budgeted positions for a period with start and end date. A position could be in budget for next year and it also could be for specific time period. This facility should be available based on authority given. b. The system should calculate Budgeted vs. Actual Headcount and Budget vs. Actual Payroll. c. The system should be able to provide monthly status of budgets and actual. d. The system should be able to provide a review of positions approved, recruited and still to be recruited. e. The system should be able to flag deviations in budgeted headcount. f. The system should have the facility to forecast the Manpower and costing indicators in the sense of working out the cost impact of proposed future manpower budgets. Actual cost for existing staff and estimated cost for additional staff. g. The system should be able to provide information to recruitment module on budgeted positions and associated values. Auto updating from recruitment module when position is filled. h. The system should be able to define the budgets for the post and their integration with sub-system of budgeting and financials i. System must have the capability such that senior management can analyse salary budget information for their respective department. j. System must have the functionality of applying salary increases across the departments easily. k. System can easily plan compensation, overtime, taxes and benefits budget prior to the actual release. l. User must be able to access current and prior year payroll data in the budget planning. m. System must have the budget reports so that budget vs Actual can be compared along with the variance comparisons. n. Approval for manpower planning is required for blocking additional headcount and controlling the manpower

117 Section VII. Schedule of Requirements S uccess ion Plan 11.4 P erson nel Data 12 Recruitment & Selection 12.1 N ew Hire Reque st o. Rate changes and increases should be effective-dated for payroll processing. p. Managers should have the ability to plan for compensation, overtime, taxes and benefits. q. System must have the functionality of applying salary increases across the departments easily. a. The system should able to keep list of positions that need succession planning. b. The system should able to match job profile & person specifications. c. The system should able to identify employees (Shortlist). d. The system should able to match job profile with employee profile. e. The system should recommend trainings for identified employees (Gap Analysis). a. The system should maintain deputation details like organization to which deputed, position held in the department deputed, additional benefits & allowances received. a. The requesting Departmental Head should be able to raise Employment Requisition (ER) online through the system. b. While creating the ER the requesting authority should be able to retrieve the job description from the organization Chart to attach to the ER through the system. c. The system should provide the manager concerned to be able to review the job description for the vacant position to ensure that the functions, responsibilities and the minimum educational and experience requirements are currently valid. d. System should support single/multiple levels of approval of the ER. e. The system should ensure that the requisitioned post in ER is within the approved budget. f. System should maintain interview question templates for each job g. System should provide hiring and on boarding checklist to facilitate the hiring process

118 112 Section VII Schedule of Requirements 12.2 Jo b Place ment h. Administer recruitment initiatives, such as web advertisements, web applications and screening, developments, applicants and applications, and correspondence with candidates. i. Employee list should be generated according to various criteria a. The system should provide an interface to Internet and internal electronic mail/intranet system to advertise for the vacant positions. b. The system should have the facility for maintenance of data on recruitment and advertising agents. c. The system should accept resumes/ applications for the advertised jobs online. d. Ability to publish jobs on job portal e. Ability to maintain resume bank f. System should have a requisition library of job templates that can be utilized when creating requisitions. g. System should allow administrators to customize text on the messages (including confirmation acknowledgement and job filled) to external and internal applicants/candidates h. System should allow users to potential interview times, applications, corporate material, and job opening status. i. System should provide a library of standard communication correspondence for printing and distribution. j. System should allow administrators to schedule interviews, notify interviewers of times, locations and topics to cover. k. Ability to distinguish applicant/candidate status for internal or external candidates. l. Ability to associate applications and resumes to a specific requisition without having to change screens/databases. m. System should maintain history that consists of one candidate record with all the associated recruiting activity regardless of the number of requisitions. n. Ability to store resumes for future use by category, job title, skill, or other user-defined attributes. o. System should allow applicants/candidates to modify or replace their existing resume.

119 Section VII. Schedule of Requirements 113 p. System should support search of applicants/candidates based on a variety of criteria (e.g., location, skills, prior employers, zip code, and metropolitan areas) C andid ate Tracki ng and Selecti on a. System should assist in online tracking/monitoring of applicants through each stage of the recruitment cycle. b. The system should have the facility to store and index applications received online through the system, through or otherwise. c. The system should have the query facility to search for one or more applicants and then drill down into their detailed resume information. d. The recruitment data bank should hold individual applicants resumes containing personal details, competencies, previous work experience and academic attainments. It should be possible to identify the source of the application. e. The system should allow flexibility in retrieval of information from the data bank, for example by name, competencies, designation etc. f. The system should have the ability to define a shortlisting criteria (ion)) based on some defined parameters. g. The system should create hard copy call letters or send s to short-listed candidates or to unsuccessful candidates. h. The system should create test and interview schedules. i. The system should record scores for recruitment tests. j. The system should record interview results with detailed comments. k. The system should have the ability to propose/establish a suitable salary offer for selected candidate based on proposed grade, position, qualification, experience, department rules and the details of interview report. l. The system should provide multilayer workflow approvals for recruitment.

120 114 Section VII Schedule of Requirements 12.4 P re- Place ment 12.5 N ew Hire Proces s m. The system should be able to create an offer letter for the successful applicant. n. The system should be able to maintain the employment reference checks addressed to the candidate s current and previous employers. o. The system should maintain an easily available history file of unsuccessful candidates; this would help in deciding whether the candidate should be considered or not considered for a similar position arising in the future depending on the reasons (e.g. medically unfit, decline the offer, security disapproval). a. The system should maintain medical examination results. b. The system should maintain the record of the degrees/qualifications of the candidates attested by the HEC. c. The system should record details of the negotiation process with a selected candidate. d. Hiring managers and recruiters should be able to review pre-screened applicant/candidate e. Hiring managers and recruiters should be able to track applicant/candidate status f. Hiring managers and recruiters should be able to schedule interviews g. Hiring managers and recruiters should be able to communicate with applicants/candidates via h. Hiring managers and recruiters should be able to view communication history i. Hiring managers and recruiters should be able to report on communications a. The system should have a checklist for all the necessary documents required from a successful candidate. b. The system should generate alert if the necessary documents required from a successful candidate have not been received and entered in the system. c. System should be able to generate and assign employee ID number to the successful applicant.

121 Section VII. Schedule of Requirements C onfirm ation in Servic e 13 Compensation & Benefits 13.1 C ompe nsatio n & Benefi ts Admin istrati on a. System should provide facility for creation of checklist to be filled by departmental heads for employee confirmation in service after completion of probation period. b. System should allow extension in probationary period, if required. a. The system should be able to define the compensation elements, allowances, associated benefits, remunerations and other facilities based on employee grade. It should also be integrated with Payroll. b. System should allow definition of additional compensation elements, new grade e.g. MP grade allowances, associated benefits, remunerations and other facilities to the defaults specified for a employee grade c. The system should allow creation and maintenance of separate policies for each of the different types of allowances based on grade, employee status, place of work, etc. as described earlier. Allowances parameters are subject to change, based on Management approval. d. The system should have the facility of automatic updating of the compensation elements, allowances, associated benefits, remunerations and other facilities on recognizing a change in an Employee s status. e. The system should have the facility to provide salary position of all employees within the salary range i.e. by quartile, midpoint, blocked, etc. f. The system should have the facility to administer salary increase programs based on specific criterion. g. The system should have the facility to provide salary budgeting and costing for different increase options. This includes ability to calculate individual and cumulative effects on current pay practice resulting from a proposed salary change.

122 116 Section VII Schedule of Requirements 14 Performance Management 14.1 P erform ance Evaluat ion h. The system should have the facility to generate transactions for the payroll system for those cases, where the allowances are paid on a monthly basis through payroll. i. The system should be able generate detailed and summary reports of allowances paid during a month/year, based on grade, organization unit etc. Keep the history and trends of such reports on allowances. j. The system should be able to define and configure rules, procedures, workflow and policies for medical of the employees based on their grades. k. The system should allow authorized, manual overriding of the defined policies, in order to deal with exceptional cases. l. The system should update employee medical balance after payment to the employee. a. System should be able to define and store a set of KPI / Objectives for each individual. b. System should support periodic evaluations. The results of periodic evaluation must be stored in such a way that reports can be generated in a variety of ways showing the development of individuals and in summary form of any grouping of employees. c. System should be able to store recommendations for promotion and merit based salary increments. d. Skills Management & Training module should be interlinked with the Performance Management/Appraisal module, to identify training needs and to perform Training Needs Analysis (TNA). e. The system should be able to perform completion of appraisal forms on-line or printing of hard copies. f. The system should be able to prompt when particular appraisals are required for employees. g. The system should provide correct routing of forms through the workflow. h. The system should keep all the appraisals for an individual and allow for easy retrieval of historical data. i. Ability to manage worker competencies to identify and effectively deploy the right people for the right tasks.

123 Section VII. Schedule of Requirements 117 j. Ability to review performance levels through discussions, and then outline steps for improvement by creating and implementing goals for workers. k. System should allow users to set up, deliver, and analyse training courses that include agendas, sessions, and tracks, together with demographic information about participants. l. System should enable administrators to assign different review forms for different employees within the same review cycle. m. System should enable employees to complete selfevaluations. n. Ability to track performance review status and dates (e.g., complete, incomplete). 15 Career Development & Training 15.1 S kills / Compe tencies Manag ement 15.2 Tr aining Deliver y a. The system should provide facilities to record skill components / competencies in each job description. b. Skills / competencies should be grouped in user definable sections (e.g. Human relations, Technical knowledge, or Procedural XYZ knowledge). a. The system should be able to create course data (from training data): Internal courses External courses Conferences & seminars Annual Occasional Local & Foreign Scholarships b. The system should be able to nominate individuals on following criteria: Seniority Individual who have not received training earlier Employee performance records should be used as input to a facility to identify training needed c. System should be able to handle management approvals for training applications

124 118 Section VII Schedule of Requirements 15.3 Tr aining Manag ement 16 Employee Services 16.1 P ersonn el Admini stratio n d. The system should be able to create Individual training schedules: Training completed Training planned Booked/scheduled Not booked/scheduled e. System should record details regarding, training cost incurred and training budget available. f. The system should have the facility to monitor the individual visa status for foreign training. a. The system should be able to maintain the training management data requirements: Brochure information, Contents, Title, Subject Prerequisites, Target group Objectives Method of instruction, Assessment method Dates (start and finish), Duration a. The basic data of an employee consists of, but is not limited to the following: Employee Number Employee Full Name Employee Photo (Image) Date of Birth Nationality- CNIC number. Domicile Gender Marital Status Number of Children Contact Details Religion Most Recent Employment Date

125 Section VII. Schedule of Requirements 119 b. In the system, the employee Profile Actions include: Retrieve (from the Applicant s database) the previous work experience of the employee. Maintain record of all skills/ training and educational qualifications attained by an Employee before and during employment. Maintain language(s) proficiency of the employee. Maintain details as required of professional qualifications /memberships attained by employees. Maintain record (per employee) of career plan Hold a competence profile against each employee in the department. Match employee competencies to the requirements of a specified job/ position in the department. Maintain all necessary basic data needed for each employee. c. In the system the dependents Data Action should include: Maintain Dependent s data (spouse(s) and children) for each employee as defined by users. In case of any change in the number of dependents, generate necessary transactions to effect the change in entitlements Follow-up employee s marital status and continuous eligibility of dependents d. The following employee actions should be facilitated, but not limited to these: New Appointment (from recruitment) Deputation in/ out Promotion Transfers Study Leave Resignation Termination Dismissal Suspension Increment Annual Leave Service/ Salary Certificates Medical Scheme administration Education allowance administration Loan Applications Salary advance requests

126 120 Section VII Schedule of Requirements 16.2 C ontract Manag ement, Monito ring & Contro l 16.3 L eave Admini stratio n e. The system workflow should generate and send s to the concerned after the execution of above employee actions. a. System should be able to define and maintain contracts for permanent / contract employees. a. The system should have the facility to define and configure rules, procedures, workflow and policies for all kind of leaves based on grades. For example annual, sick (with pay, half-pay and without pay), Hajj, Maternity, etc. b. The system should have the facility to maintain/enter date of resumption from leave to trigger future payments to the employee. c. The system should have the facility to accrue leave as of date. d. The system should have the facility to provide information regarding available leave as of any date. e. Ability to control absenteeism by establishing, communicating, and monitoring absence policies. This includes approval procedures and centralized or selfregistration. f. Ability to implement and track profile-based clock in and clock out registrations for workers, enable workers to register work time for specific activities, and generate pay information that can be exported to a payroll system. g. Flexibility to not consider late for an employee on a particular date in case of special situations h. Leave accruals and leave administration can be processed without Time and Attendance feature. i. Leave plans can be configured for a lump sum accrual on an annual basis. j. Leave plans can be configured to accrue based on length of service and user defined rates. k. Leave plans can be configured to accrue based on userdefined frequencies. l. Leave plans can be configured to adhere to userdefined carryover rules. m. System should support unlimited types of leave.

127 Section VII. Schedule of Requirements E nd of Service s 17 Administration Requirements n. Ability to track the approved date when the employee s leave of absence is expected to start and alert the relevant users on user defined rules. o. Ability to track the approved date when the employee is expected to return from the leave and alert the relevant users on user defined rules. p. Maintains of leave of absence history. q. Employees should be able to view Leave/leave plan balances. r. Employees should be able to request Leave/leave. s. Manager should be able to view Leave/leave plan balances. t. Managers should be able to view pending employee Leave/leave requests. u. Manager should be able to request Leave/leave. v. Workflow approval processes must be included for Leave/leave requests initiated by employees or managers. w. Ability to have multiple leave rules based on the state in which the employee works. a. The system should be able to enroll all Employees in the Statutory Pension Scheme. b. The system should define and change Employee and Employer contributions towards Pension Scheme. c. The system should be able to generate Payroll transactions for automatic deduction of Employee s contribution to the Pension Scheme and produce a report of the deductions every month as defined in the sub head Pension in the Payroll Module. d. The system should be able to compute end of service benefits for employees based on grades. e. The system should be able to facilitate automatic generation of the Final Settlements for outgoing employees, including outstanding salaries, recovery of allowances (if any), outstanding overtime, outstanding leave and End of Service Benefits.

128 122 Section VII Schedule of Requirements 17.1 P ersonn el Admini stratio n Data 17.2 Di sciplin ary Actions & Grieva nce a. The system should maintain the employee contact address details. This includes: Residence contact address (residence telephone, pager, mobile phone, Work contact address (site, location, building, floor, room, extension, Dependant details b. The system should facilitate printing of all forms with contents pre-filled (as much as possible) based on the Information available in the Database. c. The system should provide Admin. with the employee up-to-date data details regarding work location, contact address, e.g. Telephone Directory a. The system should facilitate the management of disciplinary and grievance cases including: Registration of new cases Follow-up & tracking Linkages with individual employee profiles b. System should support single/multiple levels of approval for handling disciplinary actions and grievances. c. System should provide the format for charge sheets. 18 Employee Self Service 18.1 Empl oyee Self Servi ce a. Self Service feature is required in the ERP, however the requirement would be that of standard B2E (Business to Employee) solution, where the portal users would be able to view any information prepared (and allowed to be viewed) by the HR department/any other department. This service would be required as read only template. b. However we had mentioned 100 portal users who would be able to retrieve standard forms and send any request, to be processed by the HR or other departments in keeping with HEC s routine work flow process.

129 Section VII. Schedule of Requirements 123 c. Self-service system in the form of a secure web page accessed using an Employee number/ active directory user and password is required. Access may be provided to data stored about the employee and for Employees to provide the company with information, including but not limited to: Employee records Read and selective update Current and previous pay slip details Read only Commission / Incentive program Read and selective update Company and state benefits Read only Paid, Unpaid, Sick, Sabbatical and Compassionate leave agreed pending and history Read only Leave request messages Input only Messaging interface for employee notices including but not limited to: o Employees suggestions, ideas, complaints etc. o Availability of training courses o Details of job vacancies Access interface for managers and supervisors to view information from and send information to their sub-ordinates. This will facilitate notification / negotiation of: o Holiday requests and authorizations o Business and team goals Integration with the server for s notifications such payroll disbursement etc. HEC would be interested in any other aspects of employee interaction which may have proven beneficial in other projects Item # Description Status (Yes/C/TP/N ) Compliance (y/n) Proposed Required Compone nt(s) Type of User License(s) required to meet the respective technical/ functional requirem ent(s) Reference page # Schedule/ Highlight the feature C Procurement and Inventory 19 Procurement

130 124 Section VII Schedule of Requirements 19.1 Ge neral a. System should be able to follow the rules and procedures as defined by HEC. b. System must support Ranking of approved supplier lists by item or commodity. c. Ability to associate supplier item numbers with inhouse Sl. /part numbers. d. Ability to prevent purchases from un-approved supplier where applicable. e. The System should provide portal pagelets that allow easy access to key data from Human Resource Management applications. Each individual business user should be able to personalize the content for their pagelets easily. f. The System should provide portal pagelets that allow easy access to key data from Human Resource Management applications. Each individual business user should be able to personalize the content for their pagelets easily. g. System must help vendors operate more efficiently by enabling them to perform a variety of tasks online, such as updating profile data, requesting additional users, updating commodity and catalogue content, submitting invoices, reviewing payments, and more h. There should be a vendor portal so that vendors can access to apply online for registration with in system. i. System must have the capability and framework for integration with common shipping carrier software for tracking of inventory j. There must have facility to copy new purchase orders from existing ones. k. Establish a centralized buyer capability across your organization to support procurement policies and processes. Easily set up and maintain multiple purchasing policies and apply them to different sets of purchasers throughout the organization 19.2 Pu rchase Requisi tions a. The system must be able to support manual or automatic purchase requisitions (PR) creation, as per user requirements. based on: Inventory replenishment recommendation Procurement Committee recommendation Requisitions by authorized employees b. The system must be able to have automatic purchase order (PO) generation from PR to eliminate duplicate data entry.

131 Section VII. Schedule of Requirements Q uotatio n/ Tender c. The system must be able to tie PR number to PO and allow: PO search by PR number PR search by PO number d. The system must be able to supports requisition tracking and inquiry, and to alert Purchasing department on the PR s that should be reviewed and processed. e. The system must allow users to combine multiple PR s into one PO. f. Allow users to split one PR into multiple PO s or PO lines. g. Users must be able to input multiple comment lines and attached to the PR s and PO s. h. Ability to customize requisition summary screens to meet the user needs. i. The system must be enabled with distributing expenditures across multiple cost centers, projects or departments. j. Ability to create the account distributions automatically during requisition creation. k. System must be able to support attachment of notes, multimedia, etc. l. System must be enable enough so that self-service capabilities to empower employees to order day-today goods and services from searchable online catalogues. a. Users must be able to generate request for quotation (RFQ)/RFP to be sent to vendors, published. b. The system must be able to track vendor response. c. The system must be able to support vendor quotation maintenance and inquiry. d. The system must be able to support multiple price breaks. e. Users should be able to attach standard text document (e.g. terms and conditions) on all RFQ s. f. Users must be able to create and update quotations based on vendor response. g. The system should alert users to review quotations that are going to expire in a certain time frame.

132 126 Section VII Schedule of Requirements 19.4 Pu rchase Order Creatio n & Mainte nance h. The System must be flexible enough to evaluate vendors based on PPRA rules. System must be capable enough to perform Technical and Financial Evaluation of Business Partners based on predefined criterion. a. The system must provide online PO maintenance and inquiry functions to add, change, delete and list PO. b. Users must be able to locate existing vendors through flexible search facility during PO creation, maintenance and inquiry: search by partial vendor code search by partial vendor name others (please specify) c. Once a purchase order is confirmed, any further changes to the PO will create a PO new revision. The system should provide a facility to track multiple revisions of the same PO. d. Re-approval is required whenever a new PO revision is created. e. The system must be able to control the approvals by amount, cost center, budget, account, item, category, and location. f. Users must be able to print only the PO lines changed in a particular PO revision. g. Users must be able to create the PO automatically from on-line requisition. h. System should support consolidate and centralize purchase requirements from multiple projects, cost centers or locations. i. The system must allow users to enter multiple items per PO. j. The system must allow users to enter multiple shipment delivery dates for a PO line. k. There should be facilities to inquiry all outstanding PO s items by: PO and PR number, PO number showing the status of PO Item/Part number and category Due Date, etc.

133 Section VII. Schedule of Requirements Re ceiving l. The system must be able to support blanket order (that is, an agreement to buy certain items at a predefined price over a certain period). m. The system must have a facility to call off against a blanket order with validation of the price, date, and purchase amount. n. Users must be able to assign primary/preferred vendor for each item. o. The system must have a facility to put a vendor on hold by: prohibit the release of PO s for the vendor putting a specific item/vendor combination on hold p. The users must be able to define multiple vendors per item/part. q. Users must be able to generate PO s in multiple currencies. r. Users must be able to generate PO for: direct item (stock item) indirect item spare part/consumable services others s. Users must have the option to include extra information or notes to be displayed/printed on PO when required. t. User must have the option to store standard notes relating to items and/or vendors to be displayed and/or printed on PO. u. Users must be able to define receiving quantity tolerances for each item/part. v. Users must be able to define receiving early/late tolerances for each item/part. w. The system must provide the option to prohibit it or issue a warning when a receipt violates such tolerances. x. The system must be able to track the purchase price history. y. Ability to customize the Purchase Order Summary screen to meet the users need. a. The system must provide on-line PO receipt transaction and automatic update of stock balance and PO status on receipt of items. b. The system should generate a full audit trail of all receipts to be posted to the GL.

134 128 Section VII Schedule of Requirements Import Purcha ses 19.6 Ve ndor Analysi s and Perfor mance Measu rement c. The system must provide automatic conversion of purchasing unit of measure to stock unit of measure. d. Ability to control receiving routing. e. Users must be able to indicate goods under inspection and not available for production f. Ability to receive unordered items and later match them to Purchase order. g. Ability to keep track of lot and serial number during receiving. h. The system must support substitute items. i. There must be a facility to handle material rejects after inspection and reflect on the PO as outstanding quantity. j. Ability to view expected receipts by promised date and the viewing of complete receiving history. a. Calculation of assessable value as per standard format provided by Custom Authorities. b. Duties and taxes recording and calculation on assessable value basis or ITP value c. Recording and calculation of sales tax on import, calculation on the basis of assessable vale plus custom duty. Third party liability in case of sales tax on import. d. Shipment tracking details which includes shipment clearing details. e. Recording of vendor liability on risk and reward transfer. f. Calculation of estimated landed cost on the basis of estimated charges percentages. a. The system must maintain a detailed history of each vendor s performance and provide comprehensive analysis based on: quality delivery quantity delivery time price

135 Section VII. Schedule of Requirements Se lf- Service Procur ement a. Self-service procurement solution for the entire organization Role-based catalogs Powerful and flexible search capability Workflow approvals anytime, anyplace Procurement cards Supplier enablement

136 130 Section VII Schedule of Requirements b. Requisition Processing Provide a single source for employees across the enterprise to order products. Use the Catalogue Browser to find the right item quickly. Highlight the best value items based on contracts, preferred suppliers, or recommendations, and obtain real-time price and availability before submitting a request. Compare products side by side to select the right one for you. Enter a special request for unique or onetime purchases. Request items from inventory locations and query inventory levels before submitting the request. Use powerful express forms to gather complete details related to complex requests. Maintain, group, and share favorite item lists by requester. Specify delivery to multiple locations and delivery schedules for each line item, multiple accounting charges per delivery, and one-time shipping locations Requesters to select, compare, and order items and services from role-based online catalogs that are tailored to their role in the organization. Use of synonyms, match case, and Boolean logic to find items easily that meet requesters criteria. Parametric search of attributes that are registered to a category needed during the approval process. Configure workflow approvals based on criteria appropriate to the organization. Receive notification of approvals through , a worklist item on the portal, or wireless device, and perform approvals while out of the office using a wireless device.

137 Section VII. Schedule of Requirements Inventory Control System 20.1 De finition s & setup a. Item/Product Profile Use serial and parallel approval paths or add approvers, reviewers, or both, as needed during the approval process. Authorize line item approval and re-approval for multiple line requests. View full details about requests, including detailed product information, cost distributions, attachments, and requester comments. b. Product General Info c. Suppliers d. Units Edit requests during the approval process 20.2 In ventor y Transa ctions 20.3 Se arch Report s e. Locations a. Item Listings b. Manual/automatic Transactions, Transfer & Adjustments c. Inventory in/out d. Goods Receipt Notes e. Item issuance note/requisition a. Item Search by category b. Item Search by location c. Item Search by item description d. Item Search by serial number 20.4 In ventory Transfer & Adjust e. Item Search by types a. Inspection of returned products b. Inventory Transfer & Adjustments Outputs

138 132 Section VII Schedule of Requirements c. Basic lookup reports d. Intimation letter to party for returned products e. Inspection report f. Inventory adjustment 20.5 Re ports g. Inventory rejections a. Item listings b. Activity based analysis [items in/out] c. Inventory in hand d. Stock register e. Suppliers/vendors f. Purchase requisitions g. Purchase orders h. Rejections Item # Description Status (Yes/C/TP/N ) Compliance (y/n) Proposed Required Compone nt(s) Type of User License(s) required to meet the respective technical/ functional requirem ent(s) Reference page # Schedule/ Highlight the feature D Project System 21 Project Management 21.1 Ge neral a. System shall be designed so that it is easy to operate by end users, provide an intuitive graphical interface and shall be web-enabled. b. System shall provide the feature to export data to spreadsheets and/ or text files for incorporation into desktop reports or for further analysis. c. System shall facilitate the attachment of documents, spreadsheets, or images to many windows within the Applications to provide users with additional information or required documentation. d. System should have the capability to searching any document/ report based on any of the IDs defined as well as query based on multiple IDs. e. System must provide facilities for archive and purge.

139 Section VII. Schedule of Requirements Pr ojects f. System should have a very extensive security and authorization control system so that only authorized persons/ staff should have an access to change or view the data. g. There should also be an option of edit summary to see what changes were made and who made them. h. The system shall have capability to be integrated with Other Modules, like financials, Purchasing, Cash Management, Self-service Web Applications, etc. i. The system should have the facility to document the projects as per required formats such as PC 1 to PC 5 with the capability to extract existing formats for editing or updating, saving etc. j. The system should have ability to sync with Microsoft project k. System must easily manage initiatives with multiyear grant and project accounting. Track multiple funding sources to automatically distribute funds according to program guidelines to facilitate multiyear budgeting, accounting, and project and grant life-cycle reporting. Set up, manage, and improve project management through integration with Microsoft Project Server l. System must be flexible enough so that it can manage project and grant funding by associating multiple funding sources with a project or grant, optionally linking any transaction to a specific funding source, prioritizing funding sources, and restricting funding sources to exclusive activities or classes of expenditures. a. The System shall be capable to create required work breakdown structures to organize project activities for the projects b. The System shall provide the ability to define Project templates to speed data entry when creating new projects and also copying from existing Projects

140 134 Section VII Schedule of Requirements c. The Projects system shall be able to define the following but not limited to: project classifications, such as faculty development, infrastructure development, research & development, etc. project status and project types Regions wise distribution Public Sector/ Pvt. Sector Universities Subject wise distribution Head of Department responsible of the projects Expenditure/Revenue categories, debit advises &interfacing with financial module/gl for voucher preparing & audit submission. Maintain data base for defined variables such as scholars, professors, universities, programs, Complete cycle of individual scholars/professors/events starting from application, selection, progress, completion, and/or placement in universities etc as per requirement of each project d. Ability to assign project and task managers and other key players at project or work breakdown structures level. e. The system shall be able to classify the types of projects on the basis of HR development, faculty development in Universities, research, publications, trainings for skill enhancement, scholarships for academic enhancement, sports events, provision of physical resources to universities, and any other basis. f. The system should support projects of scholarship categorized as Merit scholarship or Need based scholarship. g. The system should have capability to import data from existing spread sheets or as forwarded by universities.

141 Section VII. Schedule of Requirements Pr oject Plannin g 21.4 Pr oject Monito ring a. The System shall be interfaced with the financial module for budgetary controls, payments for expenditures, remittance of scholarships, payments of grants to universities or any other matter pertaining to finance & accounts. In addition following features should be provided: Project wise budget allocation/ availability should be there. System should show budget allocated/ utilized & remaining status. Ability to define controls by person, expenditure category, organization and type of charge etc; create any combination of transaction controls. Users shall have the flexibility to enter transactions and data entry report over the web, route for approval or via Excel spreadsheet and upload the information as and when required b. There should be provision for Planning of the project on the basis of prescribed formats of HEC and Planning Commission a. There should be a provision of Monitoring of the project based on prescribed formats of HEC and Planning Commission including but not restricted to the following: Project wise budget allocation in institutions Release & Expense Detail(Line Item-Wise) Track record of issues/recommendations highlighted during monitoring visits Discipline wise expense details Quarter/Annual Report Generation (Quarter/Annual) System should also be enabled with Audit/ Monitor the progress of the project by some authorized persons. The monitoring function of the module could match the objectives of the project as defined in the PC-1 with the actual project work as well as the cost b. The System should be able to: manage all project-related construction-inprocess and expenditures for capital projects associate project assets with work breakdown structure, collect actual project costs and then capitalize the assets have the project information flow from project to assets hence eliminating redundant data entry and ensuring accuracy keep financial record of the Scholars who had been given the Scholarship by HEC Ability to enter or import transactions incurred in major currencies like Dollar, Sterling, and Euro.

142 136 Section VII Schedule of Requirements 21.5 Qu eries and Reports c. System must be able to: share resources across organizations System must supports cross-charge transactions Ability to allocate costs from one or more source project to one or more target projects based on user-defined allocation rule. Ability to use amounts in specific Head of accounts as sources for allocations to one or more projects. Support Step-Down or Parallel allocation rules System shall provide flexibility to generate receipts/invoice and record revenue where applicable as per PIFRA Chart of Account a. System must be able to: Monitor project as per user defined variable including but not restricted to, universities, scholar ships, professors, events, grants, research, publications etc. Define access privileges by Database Administrator user b. System must be able to provide customized reports as required by each project and to review summary reports and then drill down to more detailed reports and then to detailed transactions or activities. c. System shall provide inquiry features to users to view information. d. Ability to export data in on-line queries to desktop spreadsheet and reporting tools. e. User must be able to track and make inquiries on project status, including: but not restricted to budget, expenditure, revenue, universities, scholars, professors, events, completion date with actual target, placements, achievements etc. as required by each project. f. The System shall be able to report and maintain accounting records at the transaction level in more than one currency. g. The System shall provide the enterprise-wide project information and enable user to perform multidimensional analysis of project information across projects and organizations. h. System must be able to show the respective accounting transactions. i. Ability to generate cash forecast by project basis.

143 Section VII. Schedule of Requirements 137 Annex VII: Form III Project Deployment Services (To be filled by the bidder as part of technical proposal) Item # Description Status (Yes/C/TP/N ) Compliance (y/n) Proposed Required Component(s) Reference page # Schedule/ Highlight the feature 1. Implementation Services 1.1. Project Implementation Plan 1.2. Governance Plan i. The technical proposal should include the implementation plan for the project, including the deliverables for each milestone, such as Requirement Analysis, Design, Gap analysis, Implementation, Deployment, User Acceptance, and Sign off. ii. Project plan as per the project execution phases i. Steering Committee (Structure & Function) ii. Team Structure of the Implementer s (Project Management Unit: comprising of shared and dedicated resources) iii. Team structure required in the university/ institute (Project Management Unit: comprising of shared and dedicated resources) iv. Organogram of University/ institute, HEC, implementer v. Dependencies, Assumptions, Constraints, Risks identification (potential risks), mitigation and management plan vi. Details of the Acceptance Criteria vii. Roles of parties in the Acceptance Process viii. Acceptance Process duration (Preliminary and Final acceptance) ix. Change Request Procedure x. Additional Work Order procedure xi. Communication mode, level of interface & details xii. Communication addresses

144 138 Section VII Schedule of Requirements xiii. Documents (hardcopy) provisioning among all parties xiv. Project Documents Repository (versioning, access & archival details) xv. Reporting details (process, reporting frequency, mode, format) xvi. Solution architecture details w.r.t its deployment (with details of development, testing, final production setup) xvii. Solution landscape details Requirement Analysis Sign-off xviii. Solution audit, monitoring and management tools details (features as provided with the solution) xix. Solution manuals / guides, process details, technical architecture details as provided by the Solution Principal j. Activity flow for the Requirement Analysis (RA) Phase k. Requirement Analysis Review Sessions l. Deliverable of the RA phase m. Sign-off Process of the RA document Gap Analysis Sign-off n. Activity flow for the Gap Analysis (GA) Phase o. Deliverable of the GA phase p. Sign-off Process of the GA document Deployment Design Sign-off q. Activity flow for the Design Phase r. Design Review Sessions s. Deliverable of the Design phase t. Sign-off Process of the Design document u. Development of the SOPs / Activities process flow (as per actual working and mapping with System implementation) Implementation v. Deployment Process w. Setting up development environment x. Setting up Quality Assurance and other systems in the overall landscape y. Setting up Training system User Acceptance Tests z. Acceptance Test Process

145 Section VII. Schedule of Requirements 139 aa. Duration of acceptance process (Preliminary & Final) bb. Issue logging, Tracking & Resolution Process Data Entry/ Transport/ Migration cc. Identification of Master and Transactional Data dd. Preparation of data ee. Data Migration / Transfer process ff. Preparation of scripts for import and/ or export of data Integration Services Other Modules of ERP Integration with Campus Management Solution (Oracle PeopleSoft) Active Directory gg. Integration components / modules details hh. Integration Process details (inputs, dependencies, settings details) ii. Standard, Technical Documentation of the Integration component jj. Case Study of the reference integration already done kk. Any other component/ module requirement for integration ll. Integration components / modules details mm. Integration Process details (inputs, dependencies, settings details) nn. Standard, Technical Documentation of the Integration component as provided by the Principal oo. Any other component/ module requirement for integration pp. Integration components / modules details qq. Integration Process details (inputs, dependencies, settings details) rr. Standard, Technical Documentation of the Integration component as provided by the Principal ss. Case Study of the reference integration already done tt. Any other component/ module requirement for integration

146 140 Section VII Schedule of Requirements Other Third party offthe-shelf systems (proposed) uu. Integration components / modules details vv. Integration Process details (inputs, dependencies, settings) ww. Standard, Technical Documentation of the Integration component as provided by the Principal xx. Case Study of the reference already done integration yy. Any other component/ module requirement for integration

147 Section VII. Schedule of Requirements 141 Annex VII: Form III- Detailed Specification and Scope of Work 1. 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 rapidlychanging 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

148 142 Section VII Schedule of Requirements the entire student lifecycle from recruiting and enrolment to career services and alumni relations. 2. Background HEC aims towards setting up Higher Education Management Information Systems phase-wise 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: 2. Quaid-i-Azam University, Islamabad 3. Punjab University, Lahore 4. NWFP University of Engineering & Technology, Peshawar 5. Balochistan University of Information Technology and Management Sciences, Quetta 6. DOW University of Health Sciences, Karachi 7. Islamia University, Bahawalpur 8. Sukkur Institute of Business Administration, Sukkur 9. 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

149 Section VII. Schedule of Requirements 143 Meanwhile, HEC had undergone for the ERP system implementation based on SAP solution during Financial/ Control, Human Capital Management, Project System, and Material Management modules were acquired and configured for the HEC internal business processes. 3. 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. 4. Vision and Objectives Higher Education Commission of Pakistan through this Bidding document intends to acquire offthe-shelf solution for Enterprise Resource Planning and get it implemented for the Higher Education Institutes of Pakistan. This Bidding document also intends to select appropriate implementer(s) of the product selected through this Bidding document 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, administrative functions, etc. It provides and supports the nationwide standard framework for the services delivery for the Administration, Faculty members and other stakeholders associated with HEIs. Strategic Benefits Following are the few significant benefits envisaged and being expected as an outcome of this project implementation; Enterprise Applications [ERP & Campus Solution] Campus Management Solution Student Administration Campus Self Service Grade book Contributor Relations Enterprise Portal Accommodation System Human Resource Management Supply Chain Financial Management Project Management Procurement Management Grant Management

150 144 Section VII Schedule of Requirements 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 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. 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 5. Scope of Work The HEMIS implementation is believed to have Three (03) major components, viz. (i) Off-theshelf Software along with licenses, (ii) Solution Implementation including Configuration/ Customization and to a limited extent some Development, and (iii) Consultation Services. 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. 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 the required hardware 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

151 Section VII. Schedule of Requirements 145 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. The statistical data pertaining to the 7 sites is: No. Universities Enrolment Faculty & Staff Count 1. Balochistan University of Information Technology, Engineering & Management Science, Quetta Dow University of Health Sciences, Karachi Institute of Business Administration, Karachi Islamia University, Bahawalpur KPK University of Engineering & Technology, Peshawar Quaid-i-Azam University, Islamabad University of the Punjab, Lahore No. Universities Overall Resources ( Rs. in million) Selfgenerated resources HEC Recurring Grant (Annual+ supplementary +TTS etc) Provincial Grant Total 1. Balochistan University of Information Technology, Engineering & Management Science, Quetta 2. Dow University of Health Sciences, Karachi 3. Institute of Business Administration, Karachi , , , Islamia University, Bahawalpur 1,058 1,009 2, KPK University of Engineering & Technology, Peshawar , Quaid-i-Azam University, Islamabad , University of the Punjab, Lahore 3,507 2, , Project Methodology

152 146 Section VII Schedule of Requirements The firms qualified in the tender process will be required to implement the solution in parallel in the selected universities. Project implementation is initially targeted for seven (07) HEIs as listed in BDS, Moreover, in order to complete the project within the stipulated Term of Project Implementation, selected bidder will be required to execute the project at 7 HEIs in parallel and will ensure completion of these HEIs within six (6) months, or any other combination which ensures implementation of ERP at seven (07) HEIs at least in current year. HEC intends to get the ERP part of the HEMIS solution implemented at the earlier seven (07) 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. The solution being sought will primarily be off-the-shelf enterprise level solution in which the core components of ERP shall be only configured as per the requirements, however in order to meet the complete requirements as laid out in this bidding document and as required by HEIs, selected bidder may be allowed for limited customization and/ or development. HEC may select / chose any component / module for the implementation in universities. 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 if required. ii. Detailed project plan with resources identification for the parallel working for each site will be required. iii. Dedicated project teams will be working on-site and off-site as per the requirement and agreed plan. iv. Dedicated project team comprising of Project Manager, certified resources of each domain viz Financial Management, HCM, Supply chain and solution developer / designer will be required at each site during project execution. v. Start-up information/ knowledge sessions to share thoughts/ information on the project execution at each HEI. vi. Identification of the functional sponsor and resources for each module at each HEI so that ownership may be delegated accordingly. Study of the existing processes at HEIs and produce the requirements specification document. Perform gap analysis with the comparison of the standard processes available and the best practices keeping in view the requirements of respective HEI. ix. Design document of system as per the requirements and gaps identified along with the wire frames of applications/ systems to develop. x. Configure/ customize / build (where required as permissible), test and commission the implemented solution before delivering the system to the users/ stakeholders. vii. viii.

153 Section VII. Schedule of Requirements 147 xi. User acceptance document, final solution delivery will be considered after defect/ issues resolution as identified in the UAT phase. xii. Requirement analysis, design, build and deployment phases will/ can continue in parallel at multiple HEIs. xiii. Provide complete documentation of the implementation at each HEI (which includes but not limited to the documentation of each phase/ process, solution 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. xiv. Provide onsite technical, functional, end-user and administration level training of the implemented solution. xv. 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. xvi. Acceptance procedure: 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. 7. 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

154 148 Section VII Schedule of Requirements 8. Road Map 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, endusers and administration manuals etc. The firms qualified in the tender process will be required to deploy, install and configure the proposed system. Qualified firm is expected to prepare and submit: i. Agreed project plan for the deployment of solution ii. Provide complete design documentation of the project (which includes but not limited to the system documentation, system installation and configuration guides, user, administration manuals, maintenance & management plan) and get it verified/ vetted/ signed-off as per the agreed plan from the account manager, head of section/ division of the referenced task iii. Provide technical, functional, end-user and administration level training of the deployed solution iv. Details of Collaborative workspace that HEC, HEIs and Implementer firm will use to manage and maintain unified Standard ERP implementations v. In order to take benefit of the platform and share the ERP know how in the university, firm should offer a free platform and training material for classroom usage Installation and integration The scope of installation and configuration activity mean to deliver, deploy, install, integrate and configure the software components at the proposed site of this project User Acceptance Testing The UAT of the proposed solution shall cover 100% successful testing by the Supplier at Sites along with the implementer organization, university teams and HEC s team. After successful testing provisional Acceptance Test Certificate shall be issued by HEC and sites. Final acceptance certificate will be issued after three months of the system in production. The date on which Final Acceptance Test Certificate is issued shall be deemed to be the date of successful commissioning of the solution. Prerequisite for carrying out UAT: Detailed test plan shall be prepared by the Supplier in consultation with respective OEMs. This plan will be submitted to HEC for review and approval; HEC reserves the right to modify the type

155 Section VII. Schedule of Requirements 149 and / or number of parameters being tested. Approved test plan will be used by the Supplier for execution. All documentation (as system architecture, deployment plan, equipment labelling details, cable routes, manuals, data sheets, software/ solution details, maintenance schedule, communication and escalation details etc.) related to the equipment deployment will be prepared and submitted to HEC and sites, in soft and hardcopy, before the final acceptance test activity. The Supplier will arrange the test equipment required for performance verification and will also provide documented and verified test results. HEC / sites will verify the test results after retesting the equipment Training The Supplier shall conduct training on system deployment, installation, configuration, maintenance, administration, integration, development, troubleshooting for designated officials. Local and international training will be provided to the nominated resources. HEC in consultation with the Supplier shall decide the detailed scope and schedule of these training programs. Furthermore, HEC may request any other training during O&M phase to familiarize its technical team with the operations & maintenance & troubleshooting procedures of solution. Reference training material will be provided by the successful Bidder. The training shall cover all the systems involved in the build and maintenance of the system deployed Documentation Supplier shall provide documentation. This documentation shall be submitted as the project undergoes various stages of execution. Indicative list of documents includes but is not limited to: Project commencement: Project plan in MS Project giving out macro and micro level activities with milestones and resources details Delivery of software solution: Delivery challans Training: Training material shall be provided (both hard and soft copy), which shall include the presentations used for training and also the required relevant documents for the topics being covered. Installation and Configuration documentation: The Supplier shall be responsible for preparing Installation and Configuration documentation for each component/ equipment. These documents shall be formally approved and signed off by HEC before commencement of UAT. The Supplier shall submit a complete set of system layout drawings, system architecture, etc. The layout shall detail location of all solution components and machines. Manuals for configuring components shall be provided by Supplier Operations & Maintenance (O&M) Services The Supplier shall provide 24x7 operation and maintenance services for a period (extended warranty services and support) of one (01) year from the date of issue of final Acceptance Test Certificate. The scope of the services for infrastructure management during this period shall include 24x7 monitoring, maintenance and management of all the components / systems supplied and installed during this project, along with Helpdesk services. The Supplier shall deploy skilled and experienced resources to provide O&M services on 24x7 basis for all the days in a year including Sunday, holidays, national and public holidays etc.

156 150 Section VII Schedule of Requirements 9. Project Approach The equipment can be delivered phase wise as per the agreed plan and deployment methodology. However, installation of solution activity; which will be done with the Solution implementer team/ company will be executed in single phase. 10. Expectations from Solution/ Service Provider System Administration The solution provider must provide an administrative component where system administrators can define and manage system administration and maintenance tasks System Documentations Solution Integrators must provide All the system necessary documentation including but not limited to, Service manual, Design and Architecture Document with Technical Configurations, SOPs, Configurations, Customizations, Setup tutorials, etc Project management / dedicated resources Following minimum dedicated resources are required during project roll out: At least 7 Certified Project Manager At least 20 Quoted Product Certified Developer / Designer At least 7 Quoted Product ERP Certified Financial Consultant At least 7 Certified Management and Financials Accountants At least 7 Quoted Product ERP Certified Supply Chain Consultant At least 7 Quoted Product ERP HCM consultant At least 7 Quoted Product ERP Certified Trainer Users Local Trainings The Supplier must provide local trainings for given levels of users. i.e. Level 1: Installation & Configuration & Integration Level 2: Technical training (designing and Development) Level 3: System Management, Maintenance & Administration Level 4: Functional training w.r.t each component/ module Level 5: End-Users system training Training must be must be carried out for the smooth functioning of the solution within six months of contract signing of the contract. This will include embedding IT team in the Supplier implementation teams. The Supplier must define and share the curricula of the trainings, scope of training and number of days in which training will be covered. The Supplier must ensure that it is class room based training by a certified trainer followed by principal certification.

157 Section VII. Schedule of Requirements Users Foreign Technical Trainings HEC requires foreign class room and curriculum based trainings with material leading to Principal Certification on the proposed solution for the IT for the smooth functioning of the solution with in the 6 months of contract signing. Proper mentoring of these embedded members of the IT team will be the responsibility of the successful bidder s implementation team. Solution provider has to clearly mention number of days training will be conducted, its scope, and trainer s profile. The trainings should cover the functional, architectural and software requisites for a successful solution deployment. Participants should also be able to get a full practical experience with the hands-on labs. The training course should cover the various deployment options as well as post installation configuration Operation and Maintenance Support The Supplier shall provide a dedicated onsite resource for day-to-day operation and maintenance of solution with not separate cost and with agreed upon time covered by SLA Minimum Service Level Agreement The following table illustrates the response time and maximum times required to restore the Solution to normal operating condition. There will be three levels of escalations according to conditions of fault: Services Service availability languages On-site service availability period Operation Services performance report Services Level English 7 days x 24 hours Weekly Sever(L1) Critical(L2) High(L3) Call-out interval 0.5 hour 1.5 hour < 2 hour Restoration time <4 hours <6 hours <8 hours Resolution time 24 hours <2 days <4 days Following requirements for SLA apply to for this project: i. Escalation response time shall be 30 minutes in working hours and 1-3 hours in nonworking hours ii. Subsequent to each fault, the Supplier must provide a report on the nature of the fault, the action taken to correct it, and the time to restore service. Should there be more than one fault during any calendar month, a single report covering all fault in that month will be sufficient. iii. The Supplier shall provide a complete technical (information sharing, help desk, telephone support, onsite support and emergency service), software (annual software support), central portal for (discussions, product knowledge base with principal technical support available). iv. Warranty and O&M SLA Violation Calculation: All support SLA /incident violations would be accumulated at the end of quarter. v. Warranty and O&M SLA Violation Penalties: At the end of 6 Quarter cycle, individual month totals would be calculated and penalties would be applied based on individual month totals.

158 152 Section VII Schedule of Requirements 0 to 20 Violations: 2-3% of the SLA Price to 40 Violations: 4-6% of the SLA Price Over 50 Violations: 10% of the SLA Price

159 153 Section VII. Schedule of Requirements Summary of Technical Specifications. The Goods and Related Services shall comply with following Technical Specifications and Standards: Title / Description A Software Implementation Refer to Compliance Sheet B Product Warranty Refer to Compliance Sheet C Post production Support & Services Refer to Compliance Sheet

160 154 Section VII Schedule of Requirements 4. Drawings These Bidding Documents includes No drawings. 5. Inspections and Tests The following inspections and tests shall be performed: 1. Inspection tests on receiving Goods i.e. Software solution

161 PART 3 - Contract 155

162

163 157 Section VIII. General Conditions of Contract Table of Clauses 1. Definitions Contract Documents Fraud and Corruption Interpretation Language Joint Venture, Consortium or Association Eligibility Notices Governing Law Settlement of Disputes Inspections and Audit by the Bank Scope of Supply Delivery and Documents Supplier s Responsibilities Contract Price Terms of Payment Taxes and Duties Performance Security Copyright Confidential Information Subcontracting Specifications and Standards Packing and Documents Insurance Transportation and Incidental Services Inspections and Tests Liquidated Damages Warranty Patent Indemnity Limitation of Liability

164 158Section VIII. General Conditions of Contract 31. Change in Laws and Regulations Force Majeure Change Orders and Contract Amendments Extensions of Time Termination Assignment Export Restriction

165 Section VIII. General Conditions of Contract 159 Section VIII. General Conditions of Contract 1. Definitions 1.1 The following words and expressions shall have the meanings hereby assigned to them: (a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) Bank means the World Bank and refers to the International Bank for Reconstruction and Development (IBRD) or the International Development Association (IDA). Contract means the Contract Agreement entered into between the Purchaser and the Supplier, together with the Contract Documents referred to therein, including all attachments, appendices, and all documents incorporated by reference therein. Contract Documents means the documents listed in the Contract Agreement, including any amendments thereto. Contract Price means the price payable to the Supplier as specified in the Contract Agreement, subject to such additions and adjustments thereto or deductions therefrom, as may be made pursuant to the Contract. Day means calendar day. Completion means the fulfillment of the Related Services by the Supplier in accordance with the terms and conditions set forth in the Contract. GCC means the General Conditions of Contract. Goods means all of the commodities, raw material, machinery and equipment, and/or other materials that the Supplier is required to supply to the Purchaser under the Contract. Purchaser s Country is the country specified in the Special Conditions of Contract (SCC). Purchaser means the entity purchasing the Goods and Related Services, as specified in the SCC. Related Services means the services incidental to the supply of the goods, such as insurance, installation, training and initial maintenance and other such obligations of the Supplier under the Contract. SCC means the Special Conditions of Contract.

166 160Section VIII. General Conditions of Contract (m) Subcontractor means any person, private or government entity, or a combination of the above, to whom any part of the Goods to be supplied or execution of any part of the Related Services is subcontracted by the Supplier. (n) (o) Supplier means the person, private or government entity, or a combination of the above, whose bid to perform the Contract has been accepted by the Purchaser and is named as such in the Contract Agreement. The Project Site, where applicable, means the place named in the SCC. 2. Contract Documents 3. Corrupt and Fraudulent Practices 2.1 Subject to the order of precedence set forth in the Contract Agreement, all documents forming the Contract (and all parts thereof) are intended to be correlative, complementary, and mutually explanatory. The Contract Agreement shall be read as a whole. 3.1 The Bank requires compliance with its policy in regard to corrupt and fraudulent practices as set forth in Appendix to the GCC. 3.2 The Purchaser requires the Supplier to disclose any commissions or fees that may have been paid or are to be paid to agents or any other party with respect to the bidding process or execution of the Contract. The information disclosed must include at least the name and address of the agent or other party, the amount and currency, and the purpose of the commission, gratuity or fee. 4. Interpretation 4.1 If the context so requires it, singular means plural and vice versa. 4.2 Incoterms (a) (b) Unless inconsistent with any provision of the Contract, the meaning of any trade term and the rights and obligations of parties thereunder shall be as prescribed by Incoterms. The terms EXW, CIP, FCA, CFR and other similar terms, when used, shall be governed by the rules prescribed in the current edition of Incoterms specified in the SCC and published by the International Chamber of Commerce in Paris, France. 4.3 Entire Agreement The Contract constitutes the entire agreement between the Purchaser and the Supplier and supersedes all communications,

167 Section VIII. General Conditions of Contract 161 negotiations and agreements (whether written or oral) of the parties with respect thereto made prior to the date of Contract. 4.4 Amendment No amendment or other variation of the Contract shall be valid unless it is in writing, is dated, expressly refers to the Contract, and is signed by a duly authorized representative of each party thereto. 4.5 Nonwaiver (a) (b) Subject to GCC Sub-Clause 4.5(b) below, no relaxation, forbearance, delay, or indulgence by either party in enforcing any of the terms and conditions of the Contract or the granting of time by either party to the other shall prejudice, affect, or restrict the rights of that party under the Contract, neither shall any waiver by either party of any breach of Contract operate as waiver of any subsequent or continuing breach of Contract. Any waiver of a party s rights, powers, or remedies under the Contract must be in writing, dated, and signed by an authorized representative of the party granting such waiver, and must specify the right and the extent to which it is being waived. 4.6 Severability If any provision or condition of the Contract is prohibited or rendered invalid or unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity or enforceability of any other provisions and conditions of the Contract. 5. Language 5.1 The Contract as well as all correspondence and documents relating to the Contract exchanged by the Supplier and the Purchaser, shall be written in the language specified in the SCC. Supporting documents and printed literature that are part of the Contract may be in another language provided they are accompanied by an accurate translation of the relevant passages in the language specified, in which case, for purposes of interpretation of the Contract, this translation shall govern. 5.2 The Supplier shall bear all costs of translation to the governing language and all risks of the accuracy of such translation, for documents provided by the Supplier.

168 162Section VIII. General Conditions of Contract 6. Joint Venture, Consortium or Association 6.1 If the Supplier is a joint venture, consortium, or association, all of the parties shall be jointly and severally liable to the Purchaser for the fulfillment of the provisions of the Contract and shall designate one party to act as a leader with authority to bind the joint venture, consortium, or association. The composition or the constitution of the joint venture, consortium, or association shall not be altered without the prior consent of the Purchaser. 7. Eligibility 7.1 The Supplier and its Subcontractors shall have the nationality of an eligible country. A Supplier or Subcontractor shall be deemed to have the nationality of a country if it is a citizen or constituted, incorporated, or registered, and operates in conformity with the provisions of the laws of that country. 7.2 All Goods and Related Services to be supplied under the Contract and financed by the Bank shall have their origin in Eligible Countries. For the purpose of this Clause, origin means the country where the goods have been grown, mined, cultivated, produced, manufactured, or processed; or through manufacture, processing, or assembly, another commercially recognized article results that differs substantially in its basic characteristics from its components. 8. Notices 8.1 Any notice given by one party to the other pursuant to the Contract shall be in writing to the address specified in the SCC. The term in writing means communicated in written form with proof of receipt. 8.2 A notice shall be effective when delivered or on the notice s effective date, whichever is later. 9. Governing Law 9.1 The Contract shall be governed by and interpreted in accordance with the laws of the Purchaser s Country, unless otherwise specified in the SCC. 9.2 Throughout the execution of the Contract, the Contractor shall comply with the import of goods and services prohibitions in the Purchaser s country when (a) as a matter of law or official regulations, the Borrower s country prohibits commercial relations with that country; or 9.2 (b) by an act of compliance with a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations, the Borrower s Country prohibits any import of goods from that country or any payments to any country, person, or entity in that country.

169 Section VIII. General Conditions of Contract Settlement of Disputes 10.1 The Purchaser and the Supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract If, after twenty-eight (28) days, the parties have failed to resolve their dispute or difference by such mutual consultation, then either the Purchaser or the Supplier may give notice to the other party of its intention to commence arbitration, as hereinafter provided, as to the matter in dispute, and no arbitration in respect of this matter may be commenced unless such notice is given. Any dispute or difference in respect of which a notice of intention to commence arbitration has been given in accordance with this Clause shall be finally settled by arbitration. Arbitration may be commenced prior to or after delivery of the Goods under the Contract. Arbitration proceedings shall be conducted in accordance with the rules of procedure specified in the SCC Notwithstanding any reference to arbitration herein, (a) (b) the parties shall continue to perform their respective obligations under the Contract unless they otherwise agree; and the Purchaser shall pay the Supplier any monies due the Supplier. 11. Inspections and Audit by the Bank 11.1 The Supplier shall keep, and shall make all reasonable efforts to cause its Subcontractors to keep, accurate and systematic accounts and records in respect of the Goods in such form and details as will clearly identify relevant time changes and costs The Supplier shall permit, and shall cause its Subcontractors to permit, the Bank and/or persons appointed by the Bank to inspect the Supplier s offices and all accounts and records relating to the performance of the Contract and the submission of the bid, and to have such accounts and records audited by auditors appointed by the Bank if requested by the Bank. The Supplier s and its Subcontractors and consultants attention is drawn to Clause 3 [Fraud and Corruption], which provides, inter alia, that acts intended to materially impede the exercise of the Bank s inspection and audit rights provided for under this Sub-Clause 11.1 constitute a prohibited practice subject to contract termination (as well as to a determination of ineligibility pursuant to the Bank s prevailing sanctions procedures)

170 164Section VIII. General Conditions of Contract 12. Scope of Supply 12.1 The Goods and Related Services to be supplied shall be as specified in the Schedule of Requirements. 13. Delivery and Documents 14. Supplier s Responsibilities 13.1 Subject to GCC Sub-Clause 33.1, the Delivery of the Goods and Completion of the Related Services shall be in accordance with the Delivery and Completion Schedule specified in the Schedule of Requirements. The details of shipping and other documents to be furnished by the Supplier are specified in the SCC The Supplier shall supply all the Goods and Related Services included in the Scope of Supply in accordance with GCC Clause 12, and the Delivery and Completion Schedule, as per GCC Clause Contract Price 15.1 Prices charged by the Supplier for the Goods supplied and the Related Services performed under the Contract shall not vary from the prices quoted by the Supplier in its bid, with the exception of any price adjustments authorized in the SCC. 16. Terms of Payment 16.1 The Contract Price, including any Advance Payments, if applicable, shall be paid as specified in the SCC The Supplier s request for payment shall be made to the Purchaser in writing, accompanied by invoices describing, as appropriate, the Goods delivered and Related Services performed, and by the documents submitted pursuant to GCC Clause 13 and upon fulfillment of all other obligations stipulated in the Contract Payments shall be made promptly by the Purchaser, but in no case later than sixty (60) days after submission of an invoice or request for payment by the Supplier, and after the Purchaser has accepted it The currencies in which payments shall be made to the Supplier under this Contract shall be those in which the bid price is expressed In the event that the Purchaser fails to pay the Supplier any payment by its due date or within the period set forth in the SCC, the Purchaser shall pay to the Supplier interest on the amount of such delayed payment at the rate shown in the SCC, for the period of delay until payment has been made in full, whether before or after judgment or arbitrage award. 17. Taxes and Duties 17.1 For goods manufactured outside the Purchaser s Country, the Supplier shall be entirely responsible for all taxes, stamp duties,

171 Section VIII. General Conditions of Contract 165 license fees, and other such levies imposed outside the Purchaser s Country For goods Manufactured within the Purchaser s country, the Supplier shall be entirely responsible for all taxes, duties, license fees, etc., incurred until delivery of the contracted Goods to the Purchaser If any tax exemptions, reductions, allowances or privileges may be available to the Supplier in the Purchaser s Country, the Purchaser shall use its best efforts to enable the Supplier to benefit from any such tax savings to the maximum allowable extent. 18. Performance Security 18.1 If required as specified in the SCC, the Supplier shall, within twenty-eight (28) days of the notification of contract award, provide a performance security for the performance of the Contract in the amount specified in the SCC The proceeds of the Performance Security shall be payable to the Purchaser as compensation for any loss resulting from the Supplier s failure to complete its obligations under the Contract As specified in the SCC, the Performance Security, if required, shall be denominated in the currency(ies) of the Contract, or in a freely convertible currency acceptable to the Purchaser; and shall be in one of the format stipulated by the Purchaser in the SCC, or in another format acceptable to the Purchaser The Performance Security shall be discharged by the Purchaser and returned to the Supplier not later than twenty-eight (28) days following the date of Completion of the Supplier s performance obligations under the Contract, including any warranty obligations, unless specified otherwise in the SCC. 19. Copyright 19.1 The copyright in all drawings, documents, and other materials containing data and information furnished to the Purchaser by the Supplier herein shall remain vested in the Supplier, or, if they are furnished to the Purchaser directly or through the Supplier by any third party, including suppliers of materials, the copyright in such materials shall remain vested in such third party 20. Confidential Information 20.1 The Purchaser and the Supplier shall keep confidential and shall not, without the written consent of the other party hereto, divulge to any third party any documents, data, or other information furnished directly or indirectly by the other party hereto in connection with the Contract, whether such information has been furnished prior to, during or following

172 166Section VIII. General Conditions of Contract completion or termination of the Contract. Notwithstanding the above, the Supplier may furnish to its Subcontractor such documents, data, and other information it receives from the Purchaser to the extent required for the Subcontractor to perform its work under the Contract, in which event the Supplier shall obtain from such Subcontractor an undertaking of confidentiality similar to that imposed on the Supplier under GCC Clause The Purchaser shall not use such documents, data, and other information received from the Supplier for any purposes unrelated to the contract. Similarly, the Supplier shall not use such documents, data, and other information received from the Purchaser for any purpose other than the performance of the Contract The obligation of a party under GCC Sub-Clauses 20.1 and 20.2 above, however, shall not apply to information that: (a) (b) (c) (d) the Purchaser or Supplier need to share with the Bank or other institutions participating in the financing of the Contract; now or hereafter enters the public domain through no fault of that party; can be proven to have been possessed by that party at the time of disclosure and which was not previously obtained, directly or indirectly, from the other party; or otherwise lawfully becomes available to that party from a third party that has no obligation of confidentiality The above provisions of GCC Clause 20 shall not in any way modify any undertaking of confidentiality given by either of the parties hereto prior to the date of the Contract in respect of the Supply or any part thereof The provisions of GCC Clause 20 shall survive completion or termination, for whatever reason, of the Contract. 21. Subcontracting 21.1 The Supplier shall notify the Purchaser in writing of all subcontracts awarded under the Contract if not already specified in the bid. Such notification, in the original bid or later shall not relieve the Supplier from any of its obligations, duties, responsibilities, or liability under the Contract Subcontracts shall comply with the provisions of GCC Clauses 3 and 7.

173 Section VIII. General Conditions of Contract Specifications and Standards 22.1 Technical Specifications and Drawings (a) The Goods and Related Services supplied under this Contract shall conform to the technical specifications and standards mentioned in Section VI, Schedule of Requirements and, when no applicable standard is mentioned, the standard shall be equivalent or superior to the official standards whose application is appropriate to the Goods country of origin. (b) (c) The Supplier shall be entitled to disclaim responsibility for any design, data, drawing, specification or other document, or any modification thereof provided or designed by or on behalf of the Purchaser, by giving a notice of such disclaimer to the Purchaser. Wherever references are made in the Contract to codes and standards in accordance with which it shall be executed, the edition or the revised version of such codes and standards shall be those specified in the Schedule of Requirements. During Contract execution, any changes in any such codes and standards shall be applied only after approval by the Purchaser and shall be treated in accordance with GCC Clause Packing and Documents 23.1 The Supplier shall provide such packing of the Goods as is required to prevent their damage or deterioration during transit to their final destination, as indicated in the Contract. During transit, the packing shall be sufficient to withstand, without limitation, rough handling and exposure to extreme temperatures, salt and precipitation, and open storage. Packing case size and weights shall take into consideration, where appropriate, the remoteness of the goods final destination and the absence of heavy handling facilities at all points in transit The packing, marking, and documentation within and outside the packages shall comply strictly with such special requirements as shall be expressly provided for in the Contract, including additional requirements, if any, specified in the SCC, and in any other instructions ordered by the Purchaser. 24. Insurance 24.1 Unless otherwise specified in the SCC, the Goods supplied under the Contract shall be fully insured in a freely convertible currency from an eligible country against loss or damage incidental to manufacture or acquisition, transportation, storage, and delivery, in accordance with the applicable Incoterms or in the manner specified in the SCC.

174 168Section VIII. General Conditions of Contract 25. Transportation and Incidental Services 25.1 Unless otherwise specified in the SCC, responsibility for arranging transportation of the Goods shall be in accordance with the specified Incoterms The Supplier may be required to provide any or all of the following services, including additional services, if any, specified in SCC: (a) performance or supervision of on-site assembly and/or start-up of the supplied Goods; (b) furnishing of tools required for assembly and/or maintenance of the supplied Goods; (c) (d) (e) furnishing of a detailed operations and maintenance manual for each appropriate unit of the supplied Goods; performance or supervision or maintenance and/or repair of the supplied Goods, for a period of time agreed by the parties, provided that this service shall not relieve the Supplier of any warranty obligations under this Contract; and training of the Purchaser s personnel, at the Supplier s plant and/or on-site, in assembly, start-up, operation, maintenance, and/or repair of the supplied Goods Prices charged by the Supplier for incidental services, if not included in the Contract Price for the Goods, shall be agreed upon in advance by the parties and shall not exceed the prevailing rates charged to other parties by the Supplier for similar services 26. Inspections and Tests 26.1 The Supplier shall at its own expense and at no cost to the Purchaser carry out all such tests and/or inspections of the Goods and Related Services as are specified in the SCC The inspections and tests may be conducted on the premises of the Supplier or its Subcontractor, at point of delivery, and/or at the Goods final destination, or in another place in the Purchaser s Country as specified in the SCC. Subject to GCC Sub-Clause 26.3, if conducted on the premises of the Supplier or its Subcontractor, all reasonable facilities and assistance, including access to drawings and production data, shall be furnished to the inspectors at no charge to the Purchaser The Purchaser or its designated representative shall be entitled to attend the tests and/or inspections referred to in GCC Sub- Clause 26.2, provided that the Purchaser bear all of its own costs and expenses incurred in connection with such attendance

175 Section VIII. General Conditions of Contract 169 including, but not limited to, all traveling and board and lodging expenses Whenever the Supplier is ready to carry out any such test and inspection, it shall give a reasonable advance notice, including the place and time, to the Purchaser. The Supplier shall obtain from any relevant third party or manufacturer any necessary permission or consent to enable the Purchaser or its designated representative to attend the test and/or inspection The Purchaser may require the Supplier to carry out any test and/or inspection not required by the Contract but deemed necessary to verify that the characteristics and performance of the Goods comply with the technical specifications codes and standards under the Contract, provided that the Supplier s reasonable costs and expenses incurred in the carrying out of such test and/or inspection shall be added to the Contract Price. Further, if such test and/or inspection impedes the progress of manufacturing and/or the Supplier s performance of its other obligations under the Contract, due allowance will be made in respect of the Delivery Dates and Completion Dates and the other obligations so affected The Supplier shall provide the Purchaser with a report of the results of any such test and/or inspection The Purchaser may reject any Goods or any part thereof that fail to pass any test and/or inspection or do not conform to the specifications. The Supplier shall either rectify or replace such rejected Goods or parts thereof or make alterations necessary to meet the specifications at no cost to the Purchaser, and shall repeat the test and/or inspection, at no cost to the Purchaser, upon giving a notice pursuant to GCC Sub-Clause The Supplier agrees that neither the execution of a test and/or inspection of the Goods or any part thereof, nor the attendance by the Purchaser or its representative, nor the issue of any report pursuant to GCC Sub-Clause 26.6, shall release the Supplier from any warranties or other obligations under the Contract. 27. Liquidated Damages 27.1 Except as provided under GCC Clause 32, if the Supplier fails to deliver any or all of the Goods by the Date(s) of delivery or perform the Related Services within the period specified in the Contract, the Purchaser may without prejudice to all its other remedies under the Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent to the percentage specified in the SCC of the delivered price of the delayed Goods or unperformed Services for each week or part thereof of delay until actual delivery or performance, up to a maximum

176 170Section VIII. General Conditions of Contract deduction of the percentage specified in those SCC. Once the maximum is reached, the Purchaser may terminate the Contract pursuant to GCC Clause Warranty 28.1 The Supplier warrants that all the Goods are new, unused, and of the most recent or current models, and that they incorporate all recent improvements in design and materials, unless provided otherwise in the Contract Subject to GCC Sub-Clause 22.1(b), the Supplier further warrants that the Goods shall be free from defects arising from any act or omission of the Supplier or arising from design, materials, and workmanship, under normal use in the conditions prevailing in the country of final destination Unless otherwise specified in the SCC, the warranty shall remain valid for twelve (12) months after the Goods, or any portion thereof as the case may be, have been delivered to and accepted at the final destination indicated in the SCC, or for eighteen (18) months after the date of shipment from the port or place of loading in the country of origin, whichever period concludes earlier The Purchaser shall give notice to the Supplier stating the nature of any such defects together with all available evidence thereof, promptly following the discovery thereof. The Purchaser shall afford all reasonable opportunity for the Supplier to inspect such defects Upon receipt of such notice, the Supplier shall, within the period specified in the SCC, expeditiously repair or replace the defective Goods or parts thereof, at no cost to the Purchaser If having been notified, the Supplier fails to remedy the defect within the period specified in the SCC, the Purchaser may proceed to take within a reasonable period such remedial action as may be necessary, at the Supplier s risk and expense and without prejudice to any other rights which the Purchaser may have against the Supplier under the Contract. 29. Patent Indemnity 29.1 The Supplier shall, subject to the Purchaser s compliance with GCC Sub-Clause 29.2, indemnify and hold harmless the Purchaser and its employees and officers from and against any and all suits, actions or administrative proceedings, claims, demands, losses, damages, costs, and expenses of any nature, including attorney s fees and expenses, which the Purchaser may suffer as a result of any infringement or alleged infringement of any patent, utility model, registered design,

177 Section VIII. General Conditions of Contract 171 trademark, copyright, or other intellectual property right registered or otherwise existing at the date of the Contract by reason of: (a) (b) the installation of the Goods by the Supplier or the use of the Goods in the country where the Site is located; and the sale in any country of the products produced by the Goods. Such indemnity shall not cover any use of the Goods or any part thereof other than for the purpose indicated by or to be reasonably inferred from the Contract, neither any infringement resulting from the use of the Goods or any part thereof, or any products produced thereby in association or combination with any other equipment, plant, or materials not supplied by the Supplier, pursuant to the Contract If any proceedings are brought or any claim is made against the Purchaser arising out of the matters referred to in GCC Sub- Clause 29.1, the Purchaser shall promptly give the Supplier a notice thereof, and the Supplier may at its own expense and in the Purchaser s name conduct such proceedings or claim and any negotiations for the settlement of any such proceedings or claim If the Supplier fails to notify the Purchaser within twenty-eight (28) days after receipt of such notice that it intends to conduct any such proceedings or claim, then the Purchaser shall be free to conduct the same on its own behalf The Purchaser shall, at the Supplier s request, afford all available assistance to the Supplier in conducting such proceedings or claim, and shall be reimbursed by the Supplier for all reasonable expenses incurred in so doing The Purchaser shall indemnify and hold harmless the Supplier and its employees, officers, and Subcontractors from and against any and all suits, actions or administrative proceedings, claims, demands, losses, damages, costs, and expenses of any nature, including attorney s fees and expenses, which the Supplier may suffer as a result of any infringement or alleged infringement of any patent, utility model, registered design, trademark, copyright, or other intellectual property right registered or otherwise existing at the date of the Contract arising out of or in connection with any design, data, drawing, specification, or other documents or materials provided or designed by or on behalf of the Purchaser.

178 172Section VIII. General Conditions of Contract 30 Limitation of Liability 30.1 Except in cases of criminal negligence or willful misconduct, (a) the Supplier shall not be liable to the Purchaser, whether in contract, tort, or otherwise, for any indirect or consequential loss or damage, loss of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall not apply to any obligation of the Supplier to pay liquidated damages to the Purchaser and (b) the aggregate liability of the Supplier to the Purchaser, whether under the Contract, in tort or otherwise, shall not exceed the total Contract Price, provided that this limitation shall not apply to the cost of repairing or replacing defective equipment, or to any obligation of the supplier to indemnify the purchaser with respect to patent infringement 31. Change in Laws and Regulations 31.1 Unless otherwise specified in the Contract, if after the date of 28 days prior to date of Bid submission, any law, regulation, ordinance, order or bylaw having the force of law is enacted, promulgated, abrogated, or changed in the place of the Purchaser s country where the Site is located (which shall be deemed to include any change in interpretation or application by the competent authorities) that subsequently affects the Delivery Date and/or the Contract Price, then such Delivery Date and/or Contract Price shall be correspondingly increased or decreased, to the extent that the Supplier has thereby been affected in the performance of any of its obligations under the Contract. Notwithstanding the foregoing, such additional or reduced cost shall not be separately paid or credited if the same has already been accounted for in the price adjustment provisions where applicable, in accordance with GCC Clause Force Majeure 32.1 The Supplier shall not be liable for forfeiture of its Performance Security, liquidated damages, or termination for default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure For purposes of this Clause, Force Majeure means an event or situation beyond the control of the Supplier that is not foreseeable, is unavoidable, and its origin is not due to negligence or lack of care on the part of the Supplier. Such events may include, but not be limited to, acts of the Purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes.

179 Section VIII. General Conditions of Contract If a Force Majeure situation arises, the Supplier shall promptly notify the Purchaser in writing of such condition and the cause thereof. Unless otherwise directed by the Purchaser in writing, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. 33. Change Orders and Contract Amendments 33.1 The Purchaser may at any time order the Supplier through notice in accordance GCC Clause 8, to make changes within the general scope of the Contract in any one or more of the following: (a) (b) (c) (d) drawings, designs, or specifications, where Goods to be furnished under the Contract are to be specifically manufactured for the Purchaser; the method of shipment or packing; the place of delivery; and the Related Services to be provided by the Supplier If any such change causes an increase or decrease in the cost of, or the time required for, the Supplier s performance of any provisions under the Contract, an equitable adjustment shall be made in the Contract Price or in the Delivery/Completion Schedule, or both, and the Contract shall accordingly be amended. Any claims by the Supplier for adjustment under this Clause must be asserted within twenty-eight (28) days from the date of the Supplier s receipt of the Purchaser s change order Prices to be charged by the Supplier for any Related Services that might be needed but which were not included in the Contract shall be agreed upon in advance by the parties and shall not exceed the prevailing rates charged to other parties by the Supplier for similar services Subject to the above, no variation in or modification of the terms of the Contract shall be made except by written amendment signed by the parties. 34. Extensions of Time 34.1 If at any time during performance of the Contract, the Supplier or its subcontractors should encounter conditions impeding timely delivery of the Goods or completion of Related Services pursuant to GCC Clause 13, the Supplier shall promptly notify the Purchaser in writing of the delay, its likely duration, and its cause. As soon as practicable after receipt of the Supplier s notice, the Purchaser shall evaluate the situation and may at its

180 174Section VIII. General Conditions of Contract discretion extend the Supplier s time for performance, in which case the extension shall be ratified by the parties by amendment of the Contract Except in case of Force Majeure, as provided under GCC Clause 32, a delay by the Supplier in the performance of its Delivery and Completion obligations shall render the Supplier liable to the imposition of liquidated damages pursuant to GCC Clause 26, unless an extension of time is agreed upon, pursuant to GCC Sub-Clause Termination 35.1 Termination for Default (a) The Purchaser, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Supplier, may terminate the Contract in whole or in part: (i) if the Supplier fails to deliver any or all of the Goods within the period specified in the Contract, or within any extension thereof granted by the Purchaser pursuant to GCC Clause 34; (ii) if the Supplier fails to perform any other obligation under the Contract; or (iii) if the Supplier, in the judgment of the Purchaser has engaged in fraud and corruption, as defined in GCC Clause 3, in competing for or in executing the Contract. (b) In the event the Purchaser terminates the Contract in whole or in part, pursuant to GCC Clause 35.1(a), the Purchaser may procure, upon such terms and in such manner as it deems appropriate, Goods or Related Services similar to those undelivered or not performed, and the Supplier shall be liable to the Purchaser for any additional costs for such similar Goods or Related Services. However, the Supplier shall continue performance of the Contract to the extent not terminated Termination for Insolvency. (a) The Purchaser may at any time terminate the Contract by giving notice to the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In such event, termination will be without compensation to the Supplier, provided that such termination will not prejudice or affect any right of action or remedy that has accrued or will accrue thereafter to the Purchaser

181 Section VIII. General Conditions of Contract Termination for Convenience. (a) (b) The Purchaser, by notice sent to the Supplier, may terminate the Contract, in whole or in part, at any time for its convenience. The notice of termination shall specify that termination is for the Purchaser s convenience, the extent to which performance of the Supplier under the Contract is terminated, and the date upon which such termination becomes effective. The Goods that are complete and ready for shipment within twenty-eight (28) days after the Supplier s receipt of notice of termination shall be accepted by the Purchaser at the Contract terms and prices. For the remaining Goods, the Purchaser may elect: (i) (ii) to have any portion completed and delivered at the Contract terms and prices; and/or to cancel the remainder and pay to the Supplier an agreed amount for partially completed Goods and Related Services and for materials and parts previously procured by the Supplier. 36. Assignment 36.1 Neither the Purchaser nor the Supplier shall assign, in whole or in part, their obligations under this Contract, except with prior written consent of the other party. 37. Export Restriction 37.1 Notwithstanding any obligation under the Contract to complete all export formalities, any export restrictions attributable to the Purchaser, to the country of the Purchaser, or to the use of the products/goods, systems or services to be supplied, which arise from trade regulations from a country supplying those products/goods, systems or services, and which substantially impede the Supplier from meeting its obligations under the Contract, shall release the Supplier from the obligation to provide deliveries or services, always provided, however, that the Supplier can demonstrate to the satisfaction of the Purchaser and of the Bank that it has completed all formalities in a timely manner, including applying for permits, authorizations and licenses necessary for the export of the products/goods, systems or services under the terms of the Contract. Termination of the Contract on this basis shall be for the Purchaser s convenience pursuant to Sub-Clause 35.3.

182

183 177 APPENDIX TO GENERAL CONDITIONS Bank s Policy- Corrupt and Fraudulent Practices (text in this Appendix shall not be modified) Guidelines for Procurement of Goods, Works, and Non-Consulting Services under IBRD Loans and IDA Credits & Grants by World Bank Borrowers, dated January 2011: Fraud and Corruption: 1.16 It is the Bank s policy to require that Borrowers (including beneficiaries of Bank loans), bidders, suppliers, contractors and their agents (whether declared or not), subcontractors, sub-consultants, service providers or suppliers, and any personnel thereof, observe the highest standard of ethics during the procurement and execution of Bankfinanced contracts. In pursuance of this policy, the Bank: (a) defines, for the purposes of this provision, the terms set forth below as follows: (i) (ii) (iii) (iv) (v) corrupt practice is the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence improperly the actions of another party; fraudulent practice is any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial or other benefit or to avoid an obligation; collusive practice is an arrangement between two or more parties designed to achieve an improper purpose, including to influence improperly the actions of another party; coercive practice is impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to influence improperly the actions of a party; "obstructive practice" is: (aa) deliberately destroying, falsifying, altering, or concealing of evidence material to the investigation or making false statements to investigators in order to materially impede a Bank investigation into allegations of a corrupt, fraudulent, coercive or collusive practice; and/or threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation, or

184 3-178 Section VIII General Conditions of Contract (bb) acts intended to materially impede the exercise of the Bank s inspection and audit rights provided for under paragraph 1.16(e) below. (b) (c) (d) (e) will reject a proposal for award if it determines that the bidder recommended for award, or any of its personnel, or its agents, or its sub-consultants, sub-contractors, service providers, suppliers and/or their employees, has, directly or indirectly, engaged in corrupt, fraudulent, collusive, coercive, or obstructive practices in competing for the contract in question; will declare misprocurement and cancel the portion of the loan allocated to a contract if it determines at any time that representatives of the Borrower or of a recipient of any part of the proceeds of the loan engaged in corrupt, fraudulent, collusive, coercive, or obstructive practices during the procurement or the implementation of the contract in question, without the Borrower having taken timely and appropriate action satisfactory to the Bank to address such practices when they occur, including by failing to inform the Bank in a timely manner at the time they knew of the practices; will sanction a firm or individual, at any time, in accordance with the prevailing Bank s sanctions procedures, including by publicly declaring such firm or individual ineligible, either indefinitely or for a stated period of time: (i) to be awarded a Bank-financed contract; and (ii) to be a nominated; will require that a clause be included in bidding documents and in contracts financed by a Bank loan, requiring bidders, suppliers and contractors, and their subcontractors, agents, personnel, consultants, service providers, or suppliers, to permit the Bank to inspect all accounts, records, and other documents relating to the submission of bids and contract performance, and to have them audited by auditors appointed by the Bank..

185 179 Section IX. Special Conditions of Contract The following Special Conditions of Contract (SCC) shall supplement and / or amend the General Conditions of Contract (GCC). Whenever there is a conflict, the provisions herein shall prevail over those in the GCC. GCC 1.1(i) GCC 1.1(j) GCC 1.1 (o) GCC 4.2 (a) The Purchaser s country is: Pakistan The Purchaser is: Higher Education Commission, Pakistan The Project Site(s)/Final Destination(s) is/are: Higher Education Commission, Sector H-9. Islamabad. Pakistan. The meaning of the trade terms shall be as prescribed by Incoterms. If the meaning of any trade term and the rights and obligations of the parties thereunder shall not be as prescribed by Incoterms, they shall be as prescribed by: [exceptional; refer to other internationally accepted trade terms ] GCC 4.2 (b) The version edition of Incoterms shall be 2010 GCC 5.1 GCC 8.1 The language shall be: English For notices, the Purchaser s address shall be: Attention: Mr. M. Pervaiz Khan Street Address: Higher Education Commission, H-9 Floor/ Room number: IT Office, IT Division City: Islamabad ZIP Code: Country: Pakistan Telephone: / Facsimile number: Electronic mail address: [email protected]; [email protected]; [email protected] GCC 9.1 The governing law shall be the law of: Islamic Republic of Pakistan

186 180 Section IX. Special Conditions of Contract GCC 10.2 The rules of procedure for arbitration proceedings pursuant to GCC Clause 10.2 shall be as follows: Contract with foreign Supplier: If the Purchaser chooses the UNCITRAL Arbitration Rules, the following sample clause should be inserted: GCC 10.2 (a) Any dispute, controversy or claim arising out of or relating to this Contract, or breach, termination or invalidity thereof, shall be settled by arbitration in accordance with the UNCITRAL Arbitration Rules as at present in force. (b) Contracts with Supplier national of the Purchaser s country: In the case of a dispute between the Purchaser and a Supplier who is a national of the Purchaser s country, the dispute shall be referred to adjudication or arbitration in accordance with the laws of the Purchaser s country. GCC 13.1 Details of Shipping and other Documents to be furnished by the Supplier are [i) ii) iii) Documentary evidence of Import Custom Duty paid. Documentary evidence of Import Taxes paid. a non-negotiable sea way bill or an airway bill. iv) a railway consignment note or a road consignment note to Project Site(s)/Final Destination(s). v) insurance certificate. vi) Manufacturer s or Supplier s warranty certificate. The above documents shall be received by the Purchaser before arrival of the Goods and, if not received, the Supplier will be responsible for any consequent expenses. GCC 15.1 Details of Shipping and other Documents to be furnished by the Supplier are mentioned in post qualification requirements of section VI. The above mentioned documents will be received by the Purchaser before arrival of the Goods and, if not received, the Supplier will be responsible for any consequent expenses.

187 Section IX. Special Conditions of Contract 181 GCC 16.1 GCC 16.1 The method and conditions of payment to be made to the Supplier under this Contract shall be as follows: Payment for Goods supplied from abroad: Payment of foreign currency portion shall be made in ( ) [currency of the Contract Price] in the following manner: (i) (ii) Advance Payment: Fifteen (15) percent of the Contract Price shall be paid within thirty (30) days of signing of the Contract, and upon submission of claim (procurement of licenses & equipment) and a bank guarantee for equivalent amount valid until the Goods are delivered and in the form provided in the bidding documents or another form acceptable to the Purchaser. On Shipment: Sixty (60) percent of the Contract Price of the Goods shipped shall be paid through irrevocable confirmed letter of credit opened in favor of the Supplier in a bank in its country, upon submission of documents specified in GCC Clause 12. (iii) On Acceptance: Twenty Five (25) percent of the Contract Price of Goods received shall be paid within thirty (30) days of receipt of the Goods upon submission of claim supported by the acceptance certificate issued by the Purchaser. Payment of local currency portion shall be made in PKR [currency] within thirty (30) days of presentation of claim supported by a certificate from the Purchaser declaring that the Goods have been delivered and that all other contracted Services have been performed. Payment for Goods and Services supplied from within the Purchaser s country: Payment for Goods and Services supplied from within the Purchaser s country shall be made in PKR. as follows: (i) Advance Payment: Fifteen (15) percent of the Contract Price shall be paid within thirty (30) days of signing of the Contract against a simple receipt and a bank guarantee for the equivalent amount and in the form provided in the bidding documents or another form acceptable to the Purchaser.

188 182 Section IX. Special Conditions of Contract (ii) On Delivery: Sixty (60) percent of the Contract Price shall be paid on receipt of the Goods and upon submission of the documents specified in GCC Clause 13. (iii) On Acceptance: The remaining twenty five (25) percent of the Contract Price shall be paid to the Supplier within thirty (30) days after the date of the acceptance certificate for the respective delivery issued by the Purchaser. GCC 16.5 Note: Local bidders would be paid in currencies as per law of land The payment-delay period after which the Purchaser shall pay interest to the supplier shall be 0 days. The interest rate that shall be applied is 0% GCC 18.1 A Performance Security shall be required the amount of the Performance Security shall be: 10% of contract amount / cost GCC 18.3 Performance Security shall be in the form of: A Bank Guarantee on the prescribed format attached with the Bidding Document. GCC 18.4 GCC 23.2 GCC 24.1 GCC 25.1 Discharge of the Performance Security shall be at the time of release of payment against Acceptance. The packing, marking and documentation within and outside the packages shall be: product brochures, manuals and user guides, licenses (if required) The insurance coverage shall be as specified in the Incoterms. Responsibility for transportation of the Goods shall be as specified in the Incoterms. Higher Education Commission, Islamabad Pakistan and respective sites as per Incoterms CIP. The Supplier is required under the Contract to transport the Goods to a specified place of final destination within the Purchaser s country, defined as the Project Site, transport to such place of destination in the Purchaser s country, including insurance and storage, as shall be specified in the Contract, are arranged by the Supplier, and related costs shall be included in the Contract Price GCC 25.2 GCC 26.1 Incidental services to be provided: NA The inspections and tests shall be: UAT and Final Acceptance Test

189 Section IX. Special Conditions of Contract 183 GCC 26.2 The Inspections and tests shall be conducted at: Higher Education Commission. Selected Universities list: as given in BDS GCC 27.1 The liquidated damage shall be: 1% per week of milestone relevant to the task in consideration. In case of delay, 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 respective schedule of payment (or part thereof) for each week of delay. GCC 27.1 The maximum amount of liquidated damages shall be: 10% GCC 28.3 The period of validity of the Warranty and upgrade support shall be: one (1) year For purposes of the Warranty, the place(s) of final destination(s) shall be: Selected Universities list as per BDS GCC 28.5 The period for repair or replacement shall be : 1 year The period for Post Deployment and Post Production services by Implementer shall be for each university site: 1 year.

190 184 Section IX. Special Conditions of Contract

191 185 Section X. Contract Forms This Section contains forms which, once completed, will form part of the Contract. The forms for Performance Security and Advance Payment Security, when required, shall only be completed by the successful Bidder after contract award. Table of Forms Letter of Acceptance Contract Agreement Performance Security Advance Payment Security

192 186 Invitation for Bids Letter of Acceptance [letterhead paper of the Purchaser] To: [name and address of the Supplier] [date] Subject: Notification of Award Contract No This is to notify you that your Bid dated.... [insert date].... for execution of the [insert name of the contract and identification number, as given in the SCC] for the Accepted Contract Amount of [insert amount in numbers and words and name of currency], as corrected and modified in accordance with the Instructions to Bidders is hereby accepted by our Agency. You are requested to furnish the Performance Security within 28 days in accordance with the Conditions of Contract, using for that purpose the of the Performance Security Form included in Section X, Contract Forms, of the Bidding Document. Authorized Signature: Name and Title of Signatory: Name of Agency: Attachment: Contract Agreement

193 Section IX. Special Conditions of Contract 187 Contract Agreement [The successful Bidder shall fill in this form in accordance with the instructions indicated] THIS AGREEMENT made the [ insert: number ] day of [ insert: month ], [ insert: year ]. BETWEEN (1) [ insert complete name of Purchaser ], a [ insert description of type of legal entity, for example, an agency of the Ministry of... of the Government of { insert name of Country of Purchaser }, or corporation incorporated under the laws of { insert name of Country of Purchaser } ] and having its principal place of business at [ insert address of Purchaser ] (hereinafter called the Purchaser ), of the one part, and (2) [ insert name of Supplier ], a corporation incorporated under the laws of [ insert: country of Supplier ] and having its principal place of business at [ insert: address of Supplier ] (hereinafter called the Supplier ), of the other part : WHEREAS the Purchaser invited bids for certain Goods and ancillary services, viz., [insert brief description of Goods and Services] and has accepted a Bid by the Supplier for the supply of those Goods and Services The Purchaser and the Supplier agree as follows: 1. In this Agreement words and expressions shall have the same meanings as are respectively assigned to them in the Contract documents referred to. 2. The following documents shall be deemed to form and be read and construed as part of this Agreement. This Agreement shall prevail over all other contract documents. (a) (b) (c) (d) (e) (f) (g) the Letter of Acceptance the Letter of Bid the Addenda Nos. (if any) Special Conditions of Contract General Conditions of Contract the Specification (including Schedule of Requirements and Technical Specifications) the completed Schedules (including Price Schedules)

194 188 Invitation for Bids (h) any other document listed in GCC as forming part of the Contract 3. In consideration of the payments to be made by the Purchaser to the Supplier as specified in this Agreement, the Supplier hereby covenants with the Purchaser to provide the Goods and Services and to remedy defects therein in conformity in all respects with the provisions of the Contract. 4. The Purchaser hereby covenants to pay the Supplier in consideration of the provision of the Goods and Services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of the Contract at the times and in the manner prescribed by the Contract. IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with the laws of [insert the name of the Contract governing law country] on the day, month and year indicated above. For and on behalf of the Purchaser Signed: [insert signature] in the capacity of [ insert title or other appropriate designation ] in the presence of [insert identification of official witness] For and on behalf of the Supplier Signed: [insert signature of authorized representative(s) of the Supplier] in the capacity of [ insert title or other appropriate designation ] in the presence of [ insert identification of official witness]

195 Section IX. Special Conditions of Contract 189 Performance Security Option 1: (Bank Guarantee) [The bank, as requested by the successful Bidder, shall fill in this form in accordance with the instructions indicated] [Guarantor letterhead or SWIFT identifier code] Beneficiary: [insert name and Address of Purchaser ] Date: _ [Insert date of issue] PERFORMANCE GUARANTEE No.: [Insert guarantee reference number] Guarantor: [Insert name and address of place of issue, unless indicated in the letterhead] We have been informed that _ [insert name of Supplier, which in the case of a joint venture shall be the name of the joint venture] (hereinafter called "the Applicant") has entered into Contract No. [insert reference number of the contract] dated [insert date] with the Beneficiary, for the supply of _ [insert name of contract and brief description of Goods and related Services] (hereinafter called "the Contract"). Furthermore, we understand that, according to the conditions of the Contract, a performance guarantee is required. At the request of the Applicant, we as Guarantor, hereby irrevocably undertake to pay the Beneficiary any sum or sums not exceeding in total an amount of [insert amount in figures] ( ) [insert amount in words], such sum being payable in the types and proportions of currencies in which the Contract Price is payable, upon receipt by us of the Beneficiary s complying demand supported by the Beneficiary s statement, whether in the demand itself or in a separate signed document accompanying or identifying the demand, stating that the Applicant is in breach of its obligation(s) under the Contract, without the Beneficiary needing to prove or to show grounds for your demand or the sum specified therein. This guarantee shall expire, no later than the. Day of, 2, and any demand for payment under it must be received by us at this office indicated above on or before that date. This guarantee is subject to the Uniform Rules for Demand Guarantees (URDG) 2010 Revision, ICC Publication No. 758, except that the supporting statement under Article 15(a) is hereby excluded. [signature(s)]

196 190 Invitation for Bids Note: All italicized text (including footnotes) is for use in preparing this form and shall be deleted from the final product.

197 Section IX. Special Conditions of Contract 191 Advance Payment Security [Guarantor letterhead or SWIFT identifier code] Beneficiary: [Insert name and Address of Purchaser] Date: [Insert date of issue] ADVANCE PAYMENT GUARANTEE No.: [Insert guarantee reference number] Guarantor: [Insert name and address of place of issue, unless indicated in the letterhead] We have been informed that [insert name of Supplier, which in the case of a joint venture shall be the name of the joint venture] (hereinafter called the Applicant ) has entered into Contract No. [insert reference number of the contract] dated [insert date] with the Beneficiary, for the execution of [insert name of contract and brief description of Goods and related Services] (hereinafter called "the Contract"). Furthermore, we understand that, according to the conditions of the Contract, an advance payment in the sum [insert amount in figures] () [insert amount in words] is to be made against an advance payment guarantee. At the request of the Applicant, we as Guarantor, hereby irrevocably undertake to pay the Beneficiary any sum or sums not exceeding in total an amount of [insert amount in figures] ( ) [insert amount in words] upon receipt by us of the Beneficiary s complying demand supported by the Beneficiary s statement, whether in the demand itself or in a separate signed document accompanying or identifying the demand, stating either that the Applicant: (a) (b) has used the advance payment for purposes other than toward delivery of Goods; or has failed to repay the advance payment in accordance with the Contract conditions, specifying the amount which the Applicant has failed to repay. A demand under this guarantee may be presented as from the presentation to the Guarantor of a certificate from the Beneficiary s bank stating that the advance payment referred to above

198 192 Invitation for Bids has been credited to the Applicant on its account number [insert number] at [insert name and address of Applicant s bank]. The maximum amount of this guarantee shall be progressively reduced by the amount of the advance payment repaid by the Applicant as specified in copies of interim statements or payment certificates which shall be presented to us. This guarantee shall expire, at the latest, upon our receipt of a copy of the interim payment certificate indicating that ninety (90) percent of the Accepted Contract Amount, has been certified for payment, or on the [insert day] day of [insert month], 2 [insert year], whichever is earlier. Consequently, any demand for payment under this guarantee must be received by us at this office on or before that date. This guarantee is subject to the Uniform Rules for Demand Guarantees (URDG) 2010 Revision, ICC Publication No.758, except that the supporting statement under Article 15(a) is hereby excluded.. [signature(s)]

199 Section IX. Special Conditions of Contract 193 Higher Education Commission Sector H-9, Islamabad, Pakistan Tertiary Education Support Program Procurement & Implementation of ERP Solution in Selected Universities Invitation for Bids (IFB) This Invitation for Bids follows the General Procurement Notice for this Project that appeared in Development Business, issue no. P11A779 of 25 February, The Government of Pakistan has received a credit (Cr. No 4886/4887-PK)from the International Development Association toward the cost of Procurement & Implementation of ERP Solution in Selected Universities, and it intends to apply part of the proceeds of this credit to payments under the Contract for above mentioned project. The Higher Education Commission now invites sealed bids from eligible and qualified bidders for Procurement & Implementation of ERP Solution in Selected Universities. Bidding will be conducted through the International Competitive Bidding procedures as specified in the World Bank s Guidelines: Procurement of Goods, Works and Non-Consulting Services under IBRD Loans and IDA Credits & Grants by World Bank Borrowers, January 2011 and is open to all eligible bidders as defined in the Procurement Guidelines. In addition, please refer to paragraphs 1.6 and 1.7 setting forth the World Bank s policy on conflict of interest. Interested eligible bidders may obtain further information from Higher Education Commission: Project Director (HEMIS) [email protected] and inspect the Bidding Documents at the address given below from 9:00 AM to 4:00 PM. Qualifications requirements include: software solution delivery at listed sites and HEC premises and its deployment (including installation & configuration) services and post deployment services. A margin of preference for certain goods manufactured domestically shall not provided in the Bidding Documents. Further requirements include documentary evidence that Documentary evidence that interested bidders must either be Principal or an authorized partner of Principal; having a minimum of two (02) years of experience in deploying quoted / proposed Solution / technology in at least three (03) organizations (nationally or internationally). These deployments should be valued over PRs. 200 Million and contracted in last two (02) years. For authorized partner documentary

200 194 Invitation for Bids evidence of Gold / Tier 1 or equivalent level of partnership with proposed technology solution in Pakistan or region for last two (02) years will be required. Audited financial statements to demonstrate that Bidder had an annual turnover of over PRs 500 million or equivalent in past consecutive five (05) financial years and has liquid assets three times the amount of bid. The company should have verifiable presence / office (preferably in 3 cities of project sites) in Pakistan since last five years. However international bidders are required to give written commitment to establish their office(s) in Pakistan (preferably in 3 cities of project sites) if the bid in consideration is awarded. Such offices will mandatory be manned by experts with internationally recognized certifications. Third Party Reports establishing proposed solution / technology - having global presence and acceptance. Firm should have three years experience of at least three similar level Projects in Pakistan or region of proposed solution & Technology. Resumes/certificate copies of at least fifteen (15) quoted solution/ technology or equivalent certified developer; certified resources for Project Management Professional (PMP), Financial Management, Supply chain, HCM (7 for each domain) and certified ERP trainers (at least 3). Detailed proposed solution & its sizing both for software & required hardware vetted by the Principal. A complete set of Bidding Documents in English may be purchased by interested bidders on the submission of a written Application to the address below and upon payment of a non-refundable fee Rs.1000/- or equivalent amount in USD. The method of payment will be cash/demand draft/pay order. The Bidding Documents will be sent by air mail/courier or may be collected in person. Bids must be delivered to the address below at or before 2:00 PM by June 15, Electronic bidding will not be permitted. Late bids will be rejected. Bids will be opened in the presence of the bidders representatives, who choose to attend in person or on-line at the address below at 2:30 PM on June15, All bids must be accompanied by a Bid Security of 2% of the total bid value or an equivalent amount must be in the form of Pay orders/ Bank Guarantee / demand drafts in a freely convertible currency. Pre-bid meeting will held on May 18, 2015 in HEC. The address (es) referred to above is (are): Program Coordinator- TESP Higher Education Commission 2 nd Floor, HRD Building, Sector: H-8, Islamabad. Phone No Fax No [email protected] Web site:

201 Section IX. Special Conditions of Contract 195