Request for Proposals (RFP) No. 1/2016_EYE_Output 2.1

Transcription

1 EYE Enhancing Youth Employment Request for Proposals (RFP) No. 1/2016_EYE_Output 2.1 Name of the RFP: Development of Employment Tracking System Software Date of Issue: March 21, 2016 Closing Date for Application: April 07, 2016 Enhancing Youth Employment (EYE) Financed by the Swiss Cooperation Office in Kosovo Implemented by consortium of HELVETAS-Swiss Intercooperation & MDA Nazim Gafurri 33, Pristina, Republic of Kosovo +377 (0) (0) Request for Proposal: Development of Employment Tracking System (ETS) software 1

2 SECTION ONE INSTRUCTIONS TO BIDDERS I. GENERAL A. The award of a Subcontract to procure the services related to this Request for Proposal (RFP) is subject to the availability of funds. B. EYE project reserves the right to reject any and all proposals. No obligations either expressed or implied exist on the part of contractor (EYE) to make an award for the work or for the cost incurred in the preparation of proposal in response to this RFP. C. Proposal shall be submitted in accordance with the instructions set forth herein. Bidder shall submit its technical and financial proposal in separate sealed envelopes, each containing 1 original marked Original, 3 copies marked Copy, and 1 electronic version (CD or USB format), labelled as follows: RFP No. 1/2016_EYE_Outcome 2.1 D. All proposals received in response to the RFP will be the property of the EYE and will not be returned. E. On March 29, 2016, at 14:00 EYE will organize an informative meeting with interested bidders to discuss the Terms of Reference and to provide instructions for submitting the proposal. The session will take place at EYE s offices in the address noted below. Questions regarding this RFP may be asked during this session. No questions related to this RFP will be answered after this date. II. SCHEDULE The Proposal must be delivered to EYE no later than on April 07, 2016 to the following address: Att.: Mrs. Fatlinda Mujko HELVETAS Swiss Intercooperation - Kosovo Str: Nazim Gafurri 33, P.O. Box , Prishtina B. EYE expects that work will start on April 18, 2016 and to be completed on June 13, 2016 as specified in the TOR. III. ELIGIBILITY Participation to this RFP is open to all legal entities 1 registered and recognized under the laws of Kosovo operating for at least 2 years, with experience relevant to tasks specified in the TOR. 1 For the purpose of this RFP legal entity means legal entity as defined by the Law 02/L-123 on business organisations (i.e. excluding only personal business enterprises, general partnerships and limited partnerships. Request for Proposal: Development of Employment Tracking System (ETS) software 2

3 IV. BUSINESS REGISTRATION Inability of the Bidder to prove that it is registered with Ministry of Trade and Industry, Agency for Business Registration and that it fulfils eligibility criteria will render Proposal non-responsive and ineligible for consideration. V. ALLIANCES Bidders may not form alliances or subcontract services to another legal entity after applying to this RFP. VI. SELECTION CRITERIA Bidder shall assume that there is only one opportunity to submit a Proposal in response to this RFP. Therefore, careful attention is required in order to insure that all of the technical documentation and other information necessary to support the Proposal are included therein. The level of responsiveness to the details of this proposal as well as the overall quality and clarity of the proposal will be considered by EYE as an indicator of the work quality that the bidder is likely to provide during project implementation assuming award. The evaluation will result in a determination that the Bidder's Proposal is acceptable or unacceptable. When the Proposal is determined to be unacceptable, no further consideration will be given to the offer. Proposals will be evaluated according to following criteria: Criteria Max points Technical Proposal 7 (70%) Software solution 4 (40%) Relevant Staff & Solutions References 2 (20%) Detailed Work Plan 1 (10%) Financial Proposal 3 (30%) Total maximum score 10 (100%) After preliminary evaluation of offers, EYE reserves the right to enter into discussions/clarifications with pre-selected bidders in order to amend and/or complete their original offers. Contract will be awarded to technically most innovative solution but not necessarily financially most affordable offer as the table above illustrates. EYE reserves the right to cancel this RFP procedure, should it not be satisfied with the quality of proposals. Request for Proposal: Development of Employment Tracking System (ETS) software 3

4 VII. ALTERATION OR WITHDRAWAL OF APPLICATIONS Bidders may alter or withdraw their application by written notification prior to the deadline for submission of proposals. No alteration will be considered after this deadline. The outer envelope (and the relevant inner envelope) must be marked 'Alteration' or 'Withdrawal' as appropriate. The EYE retains ownership of all proposals, which have not been withdrawn. Consequently, bidders do not have the right to have their proposals returned to them. VIII. ETHICS CLAUSES/CORRUPTIVE PRACTICES Bidders guilty of making false declarations may be subject to financial penalties representing 10% of the total value of the lot(s) applying for and/or contract being awarded. This rate may be increased to 20% in the event of a repeat offence. Any attempt by a bidder to obtain confidential information, enter into unlawful agreements with competitors or influence the Evaluation Committee or the EYE during the process of examining, clarifying, evaluating and comparing offers will lead to the rejection of its offer(s) and may result in penalties as described above. Bidders must not be affected by any conflict of interest with other bidders or parties involved in the project. EYE reserves the right to suspend or cancel the tender procedure and/or contract if corrupt practices of any kind are discovered at any stage of the award process or during the execution of a contract. Bidders will be rejected or contracts terminated if it emerges that the award or execution of a contract has given rise to unusual commercial expenses. Such unusual commercial expenses are commissions not mentioned in the main contract or not stemming from a properly concluded contract referring to the main contract, commissions not paid in return for any actual and legitimate service, commissions remitted to a tax haven, commissions paid to a payee who is not clearly identified or commissions paid to a company which has every appearance of being a front company. Contractors found to have paid unusual commercial expenses related to this project are liable, depending on the seriousness of the facts observed, to have their contracts terminated and/or be penalised. The EYE reserves the right to suspend or cancel the procedure, where the award procedure proves to have been subject to substantial errors, irregularities or fraud. If substantial errors, irregularities or fraud are discovered after the award of the contract, the HSI-K may refrain from concluding the contract. Request for Proposal: Development of Employment Tracking System (ETS) software 4

5 SECTION TWO PROPOSAL SUBMISSION FORM I. LANGUAGE Proposals should be submitted in English Language. All reports and deliverables produced under the subcontract shall be in English. II. INFORMATION S REQUIRED FROM PROPOSALS Proposals from bidders should include at least the information listed below: Basic Information Organization s legal Official address Contact Information (Telephone, Fax, ) Legal status of the organization: (Please submit a copy of your registration document) Date and number of registration Tax Information Number Copy of the statute or incorporation document proving Kosovo ownership of the company Technical Proposal Innovative technical solutions for Employment Tracking System software that respond to the technical requirements (TR) specified in the ToR. However the company can propose additional features beyond the TR that will make the software more functional. Additional features proposed compared to the basic TR should be presented in a separate table of costs, so the evaluation panel can easily assess the cost-benefit of the proposed features. Detailed Work (Implementation) Plan with description of activities for each task: Task description Start and end dates Responsible personnel List of all deliverables with detailed schedule for submission Personnel: Propose Key Personnel responsible to manage the implementation of the project with CVs attached. The key personnel should have at least 3 years of relevant experience within or outside the company. Request for Proposal: Development of Employment Tracking System (ETS) software 5

6 Experience & Capacity of the Company (1 to 2 pages): General background information of the Company; List of similar implemented projects (software solutions) developed by the company (optional) see Annex 1. Three independent relevant references with contact information. Financial Proposal The Financial offer must be presented in Euro. EYE is exempt from VAT, thus the cost should be exclusive of VAT; The price proposed in this offer should include all relevant costs to this RFP; The Company is responsible for all other taxes and duties in compliance with the Law of the Republic of Kosovo. Request for Proposal: Development of Employment Tracking System (ETS) software 6

7 TERMS OF REFERENCE (TOR) Development of Employment Tracking System (ETS) Software March Introduction The consortium of HELVETAS Swiss Intercooperation Kosovo (HSIK) and Management Development Associates (MDA) has been assigned to implement the Enhancing Youth Employment (EYE) project by the Swiss Development Cooperation (SDC). The overall goal of EYE is to facilitate improving the labour market conditions in Kosovo and increase the employment opportunities of young Kosovar women and men going out from Vocational Education and Training (VET) schools and universities that is, their transition from school to the world of work. One of the outcomes of the project is to ensure that supply and demand for skilled young women and men match better through improving matching services that will give young women and men better access to job opportunities. 2. Objectives Over last three years, EYE project has supported private job portals in building their capacities and business models, in order to meet needs of jobseekers for better information on job vacancies and needs of companies on finding qualified staff for their business. As result, number of jobs matched through private job portals has been increased considerably. However EYE is facing difficulties to record and to prove this information. Therefore EYE plans to develop a suitable software solution as an internal management tool d Employment Tracking System (ETS), which will collect data from job portals and companies using their services, and generate relevant reports. Details are provided in the following section. During the development phase, EYE will assign a consultant with understanding of the function of ETS, to supervise the process and guide the company which will be awarded to develop the ETS. The administrator of ETS will be EYE. 3. Technical Requirements To illustrate, ETS as a software will automatically screen and obtain the information about active job vacancies published on the job portals by companies. Afterwards, ETS will automatically contact the employer (through form) who published the job vacancy, to ask for feedback information if the employer was able to fulfil the job position with the suitable candidate. Thus, after some time when ETS has been fed with information, it will be able to generate highly accurate labor market reports, statistics and other data of importance. Request for Proposal: Development of Employment Tracking System (ETS) software 7

8 Programming Technology: Development o Server side scripting language: PHP o Framework: YES (meaning no CMS platforms like wordpress, joomla, etc.) o Database: MySQL o Other client side technologies: JavaScript (libraries: jquery and Ajax) SPAM Protection o recaptcha by Google - latest version. o To be implemented in the login page Security o HTTPS Certificate o Two way authentication Graph Reports o Charts by Google Delivery Solution Subscription for 1 year with official price from the provider o Example: Mandrill App MailChimp Server Capacities Subscription (Hosting Plan) for 1 year with official price from the provider o VPS - at least 2GB memory and running on SSD with at least 50 GB of space. Management Solution Content Management System with a dashboard that will contain the following tabs: Companies Tab - The following information for companies is fed from job portals: o Name o Industry o Address o City o (multiple values) o Phone (multiple values) o Subscription Status Jobs Tab - Job related information fed from Job Boards o Title - Job Position o Industry o Company o Expiration Date o Source (job board) o Status - Open, Expired, Filled, Pending Verification o Automatic Job Openings Filtering Manually approve job opening based on publish time (First Come First Served) Disapprove similar job openings from different job boards Request for Proposal: Development of Employment Tracking System (ETS) software 8

9 Possibility to detect and eliminate similar (or same) job openings automatically s When a job vacancy expires, ETS will automatically send an form to the company with a request to obtain information: o Triggers an form to be fulfilled by the company. Send once on: 14 days after the job vacancy expires Send again on: 21 days after the job vacancy expires o No Reply Trigger If there is no reply from companies, ETS triggers a task which is visible on the dashboard of the administrator of ETS to phone call the company and enter the data manually. Settings o Create\Edit\Remove admin users Manage user privileges Reporting - Generate reports from the collected information. Some of the reports may be (but not limited to): o Number of new jobs created Report based on gender o Skills Mismatch - The number of job opportunities not fulfilled as a result of skills mismatch. o City Occupation - Example: Which cities in Kosova have the highest or lowest number of job opportunities. o Top Growth Industries o Top Growth Occupations o Other reports subject to the collected information API - Page Parsing o Develop page parsing queries for the following job boards: KosovaJob, Portal Pune, Oferta Pune, Gjej Pune, Telegrafi.com Pune, Peshkuiarte.com, etc. Cron Jobs o Possibility to automate functionalities in the background such as: Job Boards Page Parsing Triggers Other automated functionalities 4. TASKS Phase 1: ETS development The ETS software is required to be developed according to above specified technical requirements. However the company can propose additional features beyond the technical requirements that will make the software more functional. EYE did the preliminary assessment of the software that job portals use on their platform and information will be available to the awarded company. Request for Proposal: Development of Employment Tracking System (ETS) software 9

10 Deadline: May 27, 2016 Phase 2: Testing It is required from the company to fully test and pen test the applications for security breaches, functional issues and bugs. The project will progress to the next phase only when EYE has approved the testing phase. Once the system is fully tested and EYE has approved this phase, it is important to consider the following points: The company when handing over the system design should also deliver written and electronic source codes. Source codes and the system in general when handed over will be undisputed property of EYE who will maintain the right to modify the system through source codes without having to consult the company which developed the system. Deadline: June 06, 2016 Phase 3: Training The company should provide relevant staff training according to submitted training plans, on following: (i) Installation, (ii) Configuring; (iii) Usage, and (iv) System maintenance based on requirements set in this document. The company should also provide a copy of each of the following documents: Users manual for system usage and administration Installation and maintenance manual Training materials Examples of system testing scripts. Deadline: June 13, 2016 Other Requirements: Each phase shall be assessed to ensure the work done is compliant with the technical requirements, at the quality standard and within the proposed timeframe. The company shall continue working the subsequent phase, upon endorsement by EYE. Each deviation from identified requirements by the Company will require written approval by EYE. Guarantee and support for services: All products and materials developed by the Company are property of EYE and provided by a request after full completion of the project. Products and materials comprise (but not limited to) the database source code, schemes, diagrams, documentation and version. The source code should include all current codes, choice, projects and other files for system design. The hosting and ing subscription accounts should also be handed to EYE. Request for Proposal: Development of Employment Tracking System (ETS) software 10

11 The company should provide 1 year of technical support as of date of approval of the completed software (signed handover letter by EYE and company). 5. Deliverables (Outputs) Software for Employment Tracking System (ETS) is developed Software is installed, integrated, tested (including debugging and maintenance) Documentation as required is prepared and delivered Training is provided 6. Timeframe Activity Deadline Contract signature 14 April 16 Phase 1 ETS development 27 May 16 Phase 2 ETS testing 06 June 16 Phase 3 - Training 13 June 16 Signing the handover letter 15 June Reporting Over the period of tasks implementation, the Company shall communicate regularly with EYE responsible person and the assigned consultant as stated earlier. Written reports are required to be submitted to EYE upon completion of every phase and shall include the following information: Frequency of Reporting Biweekly Progress Reporting Requirements - Progress against the agreed work plan - Challenges faced, if any - Risks identified 8. Payment Terms EYE s preference is not to pay any amount in advance upon signing of contract. The payment will be made upon completion of each phase that responds to the timeframe stipulated above. 9. EYE Responsible Staff Valbona Rraci Senior Officer Mob: vrraci@eye-kosovo.org Muamer Niksic M&E Officer Mob: ; mniksic@eye-kosovo.org Request for Proposal: Development of Employment Tracking System (ETS) software 11

12 Annex 1 List of similar implemented projects Brief description : number: 1 Brief description : number: 2 Brief description : number: 3 number: 4 Request for Proposal: Development of Employment Tracking System (ETS) software 12

13 Brief description : Brief description : number: 5 Brief description : number: Brief description : number: number: Request for Proposal: Development of Employment Tracking System (ETS) software 13

14 Brief description : Request for Proposal: Development of Employment Tracking System (ETS) software 14