REQUEST FOR QUOTATION Ref: Market Price Survey. Management Information System Terms of Reference

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1 REQUEST FOR QUOTATION Ref: Market Price Survey Management Information System I. DEFINITION OF TERMS For the purpose of this document, the following terms are defined, as follows: A. MIDAS refers to the MTRCB Information and Database System. Also referred to as software, application or system ; B. MTRCB refers to the Movie and Television Review and Classification Board; C. Software Provider refers to a business entity that will provide the MIDAS to MTRCB. Also referred to as Provider ; D. Computer refers to any device or apparatus singly or interconnected which, by electronic, electro-mechanical, optical and/or magnetic impulse, or other means with the same function, can receive, record, transmit, store, process, correlate, analyze, project, retrieve and/or produce information, data, text, graphics, figures, voice, video, symbols or other modes of expression or perform any one or more of these functions; E. Web refers to a client-server hypertext system that consists of interlinked pages and information that can be accessed using a Web browser, and uses Hyper-Text Transfer Protocol (HTTP) and/or Secured HTTP (HTTPS) as the method to transfer pages and information to a computer; F. Web browser refers to a software application for retrieving, presenting and traversing information resources that may contain text, images, videos, documents and other multimedia on the World Wide Web or a local Web. II. SCOPE OF WORK This section discusses the scope of services to be provided by the Software Provider. The Software Provider shall be responsible in providing an integrated MIDAS that shall cover budget services, procurement, disbursements, fund management, bids and awards, and asset management processes, functions and services of MTRCB with the following tasks: A. Provide MTRCB a complete and working web-based MIDAS and its requirements as specified in the technical specification; B. If the system is dependent upon other proprietary software, provide MTRCB the required installation and usage licenses needed to run the system at no additional cost to MTRCB; C. If open source technology is to be used, provide MTRCB the required Operating System and other related software needed to run the system at no additional cost to MTRCB; 1 of 12

2 D. Customize the MIDAS for MTRCB; E. Install and configure required database; F. Deploy, test and evaluate the MIDAS in terms of functionality, stability, ease-of-use, performance and security; G. Coordinate with MTRCB end-users and address their requirements on specific transaction, query and reports per module; H. Coordinate with MTRCB IT regarding on-site and/or remote data center and server access during system installation, implementation, deployment, testing and maintenance; I. Revise and redeploy the MIDAS for actual application and production; J. Provide MTRCB training for end-users in the proper usage of the system and conduct technology transfer and other related activities; K. Provide MTRCB technical training and operations manual regarding the system s build-fromscratch procedure; L. Provide MTRCB the complete source code, timeline of development, end-user-approved users manual and related documentation of the entire system; M. Identify and assign a Project Manager that will be the point person of the Provider for the project N. Submit a set of functional specifications based on the Provider s own understanding in adherence to the requirements. O. Create a section for the Knowledge Management pertaining to the Documentation of all bugs, errors and/or system crashes/failure and corresponding fixes/solutions to be part of the troubleshooting guide of the systems during development and after the warranty period. P. Provide a high level timetable or work breakdown structure (WBS) of the activities with corresponding quantity of resources such as programmers, BA, Architect, etc. Q. Prepare all report format so that the DB structure can be aligned already. Furthermore, the scope of services to be provided by the Software Provider includes the following: Scope of Work Implementation Requirements Coverage Design and implementation of application and system software Supply and installation of web-based application system required for MTRCB-MIDAS at the MTRCB Data Center and Disaster Recovery sites Capacity building for approximately 50% of target system users, change management and communication services Database setup and configuration Data build-up and migration assistance 2 of 12

3 Scope of Work Coverage Support Requirements Establishment and operating helpdesk for MTRCB-MIDAS including software change management for six (6) months Application System Maintenance and Technical Support for one (1) year Capacity Building and Change Management services during support period III. MAJOR COMPONENTS The Software Provider shall provide MTRCB the items and services, collectively referred as the MIDAS, necessary to accomplish the above scope of work in accordance with the Financial Proposal as detailed in the project s Technical Specifications. The MIDAS consists of the following components: A. System and Application Software This component includes the installation of a customized application software covering system modules in accounting, budget management, fund management, procurement, bids and awards, asset management and financial management. Said software shall be upgrade-ready and capable of interfacing and integration with other MTRCB systems such as Electronic New Government Accounting System (E-NGAS), Government Integrated Financial Management System (GIMIDAS) and the Internet. B. Software Installation, Customization and Modifications This includes the installation of the MIDAS, its related software and database in a development and production server inside the MTRCB Data Center. Customizations and modifications includes system studies, customization of unique MTRCB-specific but lawful practices that are based on provisions of memorandums or executive issuances. C. Training Services This includes training of users and system administrators and orientation of different heads of concerned offices. The series of training include training of data controllers and data encoders, users orientation seminars, hands-on users training, simulated sessions, users competence and confidence evaluation, refresher courses and administrators training. This consists the following: 1. Training for the heads of concern offices; 2. Training for selected personnel of the Accounting Department, Budget Services Office, Fund Management Office, Asset Management Office, Procurement Office, and Bids and Awards Committee; 3. System, Database and Technical Training for MTRCB IT personnel D. Technical Support This component includes periodic and emergency on-site and off-site technical support for the duration of the contract. 3 of 12

4 IV. SOFTWARE APPLICATIONS A. Software Provider shall provide MTRCB with a fully developed, customized and tested MIDAS that shall cover accounting, budget management, fund management, procurement, bids and awards, asset management, human resource and financial management processes, functions and services of MTRCB within six (6) months. B. Software Provider guarantees that the MIDAS is capable of managing and maintaining the integrity of the database. The Software Provider, however, shall be responsible for correcting application software errors such as syntax, forms, conflicting parameters and related features that will arise during the contract period. C. MTRCB shall accept the SOFTWARE upon fulfillment of the following conditions: 1. The SOFTWARE has been installed in MTRCB server and found to be working as required; 2. The SOFTWARE contains the required modules and features indicated in Section V. TECHNICAL SPECIFICATIONS; and 3. Technical and Users Training, and compliance of this terms are completed D. Technical Services The Software Provider shall design and implement strategies, approaches and activities to enable MTRCB to manage the transition from manual to computer-aided systems and paper-based to computer-based processes in accordance with its technical proposal. E. Documentation - The SP must provide complete documentation for every deliverable and at every end of each development stage and milestone which will be submitted to MTRCB IT Committee for approval. All documentation must be written in English and must be available in hard and electronic copies. V. TECHNICAL SPECIFICATIONS A. General Specifications 1. The SOFTWARE must be interconnected and must be customized for MTRCB. 2. Must be web-based and must be accessible using a web browser (latest versions of Chrome, Firefox, Safari and Internet Explorer). These shall also consider the open data initiative of the government wherein data can be shared from the MIDAS to other systems via API. 3. Open standard systems must have strong community support and/or must offer technical assistance for systems that will be built on existing open standard applications. 4. Must be installed and configured in a web server (IIS or Apache). 4 of 12

5 5. Must be capable of being accessed over a secured connection using HTTPS/SSL protocol. 6. Must use a database platform that is SQL-based and must be installed and configured in an enterprise edition of MS SQL Server or MySQL. 7. If the SOFTWARE uses technologies that have proprietary, copyrighted and/or commercial licenses, its fees must be shouldered by the SOFTWARE PROVIDER. 8. Unlimited number of users. Must use an enterprise and perpetual (must never expire) licensing model, and should not require MTRCB to make payment of any additional fees for adding any additional or new users to the system in implementation, rollout or in subsequent phases. No additional cost must be incurred as the systems grow and increase in number of users, processors, and/or site installations should the systems require licensing for software used. 9. Must be able to utilize any of the following latest Web Technologies: a. Client/Browser-side: i. Cross-browser compatibility ii. XHTML 1.0 or HTML5 or higher iii. CSS 2.1 or CSS 3.0 or higher iv. JQuery or higher v. JQueryUI or higher vi. JavaScript 1.5 or higher (ECMA-compliant) b. Server-side: ASP.NET 2.0 (or higher) or PHP 5.0 (or higher) 10. Must have Application/Software Security and must not expose user information, confidential/restricted documents and information without proper authorization. 11. Must have User Access Management (role-based) and configurable access 12. Must be capable of interface with existing MTRCB systems and government systems such as engas, ebudget and GIMIDAS as agreed with the users 13. Must have a maintenance of responsibility center (add, edit, delete) 14. Reports to be generated must be customized to MTRCB s requirements 15. Must be able to generate government- and MTRCB-required reports: a. Per transaction 5 of 12

6 b. Per transaction type c. Summary report i. By period (daily, weekly, monthly, quarterly, yearly) ii. User-defined (start date, end date) 16. Delivery period should be 6 months (including customization, testing and implementation) a. Progress reports/meetings every two (2) weeks. b. During full programming, progress reports/meetings will be done every week. 17. Each of the system milestones must be subjected to user reviews. 18. Documentation and issue/bug reports and change logs must be provided for each review. 19. Tools for [data] backup, archiving and data-recovery must be provided. 20. Complete and comprehensive system documentation, administration and end-user manuals must be submitted to the MTRCB project management team. 21. Documentation of database schema, network protocols, configuration scripts, and architectural design must be submitted. 22. Program source code, data files, and other support files essential for the operation of the SOFTWARE must be completely turned-over to the project management team and the accepting party must be granted the right to modify the submitted files for the purposes of maintaining and/or upgrading the system. Program source code and system will be owned by MTRCB. 23. Necessary technical trainings must be provided for each of the systems developed to the target stakeholders. (e.g., User, Administration training, etc.) 24. Technical Support must be 10 by 6 (10 hours per day, 4 days per week) 25. Forms/ Reports can be customized to accommodate present and future requirements of MTRCB 26. Database Start-up and Development a. Database component shall be preferably in latest SQL-based enterprise software b. The new development tool provides for control for change/version management 6 of 12

7 27. Security Management a. User Designation Enabled Security Model i. Must allow the agencies to keep a registry of its designations/positions of users in the organization; and, ii. Must support the use of User Designation in place of actual user accounts in granting access to documents, designating assignments in workflow routes, and other user-specific features and functionalities so that updating the User Designation registry (i.e., replacing the user assigned to a designation) would automatically reflect the access permissions, assignments in workflow routes, etc. in the accounts of the users affected in the update. b. User Group Enabled Security Model i. Must have a facility to define User Groups and add users (user accounts or user designation, interchangeably) as members of the group; ii. Must support setting of clearance levels (for accessing classified documents) for User Groups and restricting memberships of the group to users (user accounts or user designation, interchangeably) with the same or higher clearance levels as the group; and, iii. Must enable the Publishing of Documents feature to give document access permissions to User Groups aside from individual users. c. Permission Management i. Must allow the agency system administrators to give to or revoke user s or group s access permission to any one or any combination of the modules/features of the system d. Creation of Temporary User Accounts 28. Reports and Audit Trails i. Must allow the agency/institution system administrators to create temporary user accounts that would exist only in the database and therefore would be authenticated only through the system (as opposed to regular accounts which would be authenticated through the Single Sign-on interface); and, ii. Must support expiry dates for user accounts or user group memberships. 7 of 12

8 a. Document Tracking Reports (per user, per designation, per office) b. Outstanding Tasks, Completed Tasks, Aging Reports c. Document Viewing Statistics d. Record Disposition e. User Management History f. Audit Logs B. Required Modules and Sub-modules Registration - Shall cover Television Stations, CATV Network, Production Outfits, Blocktimers, Importers, Exporters, Optical Media, Theaters, Laboratories - Company profile database - User access per company - Renewal of registration with penalty if beyond deadline - Cannot renew registration if with arrears - Order of payment generation - Printing of certificate of registration - Tagging of approval - Automatic notification of registration is to expire and when expired - Dashboard of company transaction with MTRCB - Online payment capability Application for Permit - Covers TV Programs, Movies, Trailers, OMB Materials, Publicity materials, Import/Export - Online application for permit by registered company - With alert/notice to registered if threshold reached and every time application is charged - Issuance of Digital Permit using QR codes - Printing of Permit for dry seal - Accept online submission of media Review - Assigning of BM and its schedules for Registration officer and Office of the Chairman - No conflict of BMs - Posting of classification remarks - Voting of reviewers/bm - Online review of the chairman with strong security (delegation of assignment of BMs) - submitted classification remarks - Delegation of access by the chair, will send to chair if accessed by someone 8 of 12

9 Cashiering - Supports General Collection - Report of Daily/Monthly Collection - Cancellation of OR - Accepts advance deposit - Charging of payment against deposit - DIA Ledger per company MTRCB Public site components - Public should be able to view the ratings of each Movie - Public should be able to view the ratings of each TV shows, channels and time of airing (in calendar view with permit number) - Public should be able to give feedback per show (list must be viewable only by board) - Case resolutions Deputization - Database of deputies - Online inquiry by cinema owner - Online application of DB FMIS - Covers Strategic Performance Management System (CSC) - Covers Property Management - Covers Inventory Management - Covers BAC and Small value procurement Management - Covers processing of Disbursement Vouchers HR - Payroll o with ledgers of deductions (statutory and optional) o Remittances report - DTR (daily time record) - Biometrics (attendance) file Media and Document Management System - Document Archiving and retrieval system - With index for searching based on location and document type Legal - Case docketing - Delinquency database - Scheduling of hearings (calendar) - Database of resolutions - Tag Company in registration and in application for permit if with violation for clearance 9 of 12

10 Management Dashboard Discussion board based on employee type SMS Blast Audit trail of all transaction C. Software Warranty 1. One (1) year full warranty from the delivery of the system, which is after the six (6) months development, customization, installation, and implementation, must be provided and this shall include free technical service and support to address various system concerns including, but not limited to the following: a. Fix bugs and/or errors that may arise from the intended use of the systems. This, however, will not include major revisions to the source codes of the systems; b. Documentation of all bugs, errors and/or system crashes/failure and corresponding fixes/solutions to be part of the troubleshooting guide of the systems after the warranty period. c. For system crashes, on-site support at the MTRCB Data Center where system is housed is required within twenty-four (24) hours from receipt of a system crash report through phone and/or ; d. For bugs and/or errors, minimum of and SMS support; e. Technical support i. The Technical Support period shall be the same period as that of the warranty provisions above. ii. iii. iv. The Software Provider shall provide telephone assistance and on-site technical support correcting any software malfunction or error that impairs the proper operation of the systems. The Software User may contact the Software Provider by telephone, mobile phone, fax, web and from Monday to Saturday, 8:00 AM to 8:00 PM. All Requests for Assistance (RFA) and program Bug Reports (BR) submitted must be accompanied with a Comprehensive Support Incident Report (CSIR). The incident report must contain the following information: Date / Time User ID Severity Code Current Module used Details of the Problem Browser 10 of 12

11 D. Service Level Agreement (SLA) Screenshot The Software Provider will only attend to RFA submitted by the duly designated personnel of the Software User. Upon receipt of the RFA by online, or fax, the Software Provider Helpdesk will a confirmation that the RFA has been received. The response time will be computed from the date and time of receipt of the Software User's confirmation from the RFA. 1. On-site and/or remote access to the MTRCB data center and servers during system installation, implementation, deployment, testing and maintenance is allowed during work days (Monday to Saturday except holidays) and work hours (8:00 AM to 8:00 PM) on the following conditions: Coordinated via telephone, or SMS to MTRCB MTRCB IT at least prior to the scheduled activity and was acknowledged by both MTRCB and the Software Provider; and Must have prior approval from the MTRCB IT Head. 2. The RFA shall include a severity code as defined in the following table that will determine the response time: Severity Description Code 1 SYSTEM OR MAJOR FUNCTION CANNOT PROCEED: The system is unusable, resulting in a critical impact on MTRCB operations. The problem cannot be bypassed and no workaround solution is available. 2 SYSTEM OR MAJOR FUNCTION IS DEGRADED: The system functions in a degraded manner. As a result, many users are affected. However, a workaround solution is available. 3 MINOR DEFECT: The system is fully functional but requires minor or cosmetic correction. Maximum Response Time First qualified telephone response within one (1) hour. On-site within 3 working hours. First qualified telephone response within one (1) hour. On-site within 4 working hours. First qualified telephone response within one (1) hour. On-site within two (2) working days. 11 of 12

12 The maximum response times apply between 8:00 AM to 8:00 PM from Monday to Saturday exclusive of public holidays. If an RFA is submitted after 8:00 PM (Monday to Saturday), the maximum response time only starts at 8:00 AM of the following working day. Only RFA s with severity code 1 must be supported on non-working days and/or outside the normal support hours at no additional cost to the MTRCB or end-user. During the one (1) year warranty period, the system can be subjected to revisions as needed and agreed upon by MTRCB and the Software Provider. Category of revision is as follows: Major Revision Changes to the system that requires five or more than five (>=5) days to complete, which is subject to the agreement of both parties (MTRCB and Software Provider) Minor Revision Changes to the system that requires less than five (<5) days to complete, which is subject to the agreement of both parties (MTRCB and Software Provider) VI. SCHEDULE OF DELIVERY All systems development must be completed within months upon issuance of Notice to Proceed and implementation six (6) months after. For inquiries please contact: Ms. Jamellah A. Tario Head, IT Office (local 137) Please submit on or before May 12, 2015 thru at [email protected] Project Price Quotation: (inclusive of Taxes) Prepared and Submitted by: Contact Information: Company Name: Office Address: 12 of 12