REQUEST FOR PROPOSAL STUDENT INFORMATION SYSTEM FOR ASIA SCHOOL OF BUSINESS

Transcription

1 REQUEST FOR PROPOSAL STUDENT INFORMATION SYSTEM FOR ASIA SCHOOL OF BUSINESS ISSUER ASB Management Sdn Bhd for Asia School of Business Sasana Kijang 2, Jalan Dato Onn Kuala Lumpur ISSUE DATE: 28 AUG 2015 CLOSING DATE: 18 SEP 2015

2 Tender Notice The Asia School Business (ASB) invites sealed offers in two parts from all eligible bidders for implementation of Student Information System (SIS) at ASB as per the Terms & Conditions contained in the Request for Proposal (RFP). Date of commencement of issue of RFPs : Friday, August 28 th, 2015 Last date for receipt of queries : Thrusday, September 17 th, 2015 Last date for receipt of RFP Responses : Friday, September 18 th, pm Opening of Technical bids : Tuesday, September, 22 nd, 2015 Name of the contact person : Contact Veena Gengayah [email protected] 2

3 1. Background The Asia School of Business (ASB) invites qualified vendors that supply enterprise Student Information Systems to submit a proposal for the implementation and support of an integrated Student Information System. ASB is a new graduate business school established by Bank Negara Malaysia (BNM) in collaboration with MIT Sloan School of Business and based in Kuala Lumpur. ASB will offer both degree and non-degree programs to serve regional and global needs for business talent and leaders in the emerging world. The school will run an 18-month MBA program following MIT Sloan School curriculum and initially be delivered by MIT Sloan faculty. The distinctive MIT Sloan pedagogy of Action Learning will be at the core of the ASB curriculum, providing students with experiential training and hands-on projects with a focus on Asia. The inaugural ASB MBA program will start in September The estimated size of the MBA class will range from 40 to 250 students for the first 5 years. Starting in September 2015, ASB will offer non-degree executive programs for both individuals and corporations that desire to gain cutting-edge insights and practical lessons to tackle business challenges and drive change and innovation in their organizations. Scheduled in a convenient and intensive one-week format, the Executive Education programs provide excellent networking opportunities with peers around the world. ASB expects an average of 40 students per course and the number of courses per year might vary between 6 and 12 courses per year. For further information on the Asia School of Business, visit The Asia School of Business plans to use the Student Information System to support both the MBA and the Executive Education programs. 3

4 2. Eligibility Criteria 2.1 Pre-Qualification (Eligibility) Criteria Only those bidders fulfilling the following criteria should respond to the RFP. 1. The bidder including their Parent entity must have minimum annual turnover of MYR 15 million for each of the last three (3) financial year s and should also be in profit for the same financial year. Certified/Audited Balance Sheets and P&L statements for last 3 years should be submitted in support of the turnover and profitability. 2. Bidder should demonstrate the ability to provide the requisite application design inclusive of customisation, implementation, and training services to ASB with a strong understanding of the challenges and issues in higher education space. 3. The bidder in last 3 years should have implemented a comprehensive Student Information Solution for at least 3 higher education institutions (see Appendix I). Bidder is required to submit proof of implementation along with purchase orders or letters from user organizations. 4. The Bidder should provide all necessary documents as part of the proposal process to indicate financial, technical and administrative capability and stability to support ASB in achieving its objective of deploying a Student Information System. 5. ASB reserves the right to carry out the capability assessment of the Bidder and the decision of the ASB shall be final in this regard. Acceptance certificate towards this clause must be submitted. 6. ASB reserves the right to accept in whole or in part any of the bids submitted. 4

5 3. Functional Scope 3.1 Student Information System ASB has planned to implement a student information system to automate the campus and to bring in operational efficiency in student acquisition, retention, delivery, governance and outreach as per global standards and best practices. ASB is looking at an SIS solution that cost-effectively meets the current and future needs of the School. ASB invites service providers/suppliers to submit the technical as well as commercial offers for the deployment of a SIS. 3.2 Business & Technical Requirements On a broader level the scope of work involves: General requirements (see Appendix VIII, Section 1) Security/system administration Ease of use Online help Workflow Data integrity Audit Batch processors Mobile Academic Structure and Calendars (see Appendix VIII, Section 2) Institution and Academic Structure Calendars Course Registration (see Appendix VIII, Section 3) Application/Registration Admission Evaluation Admission Decision Organization Records (see Appendix VIII, Section 4) Biographic/Demographic Management Person Records (see Appendix VIII, Section 5) Biographic/Demographic Management 5

6 3.2.6 Course and Class Management (see Appendix VIII, Section 6) Course Catalog Schedule of Classes Instructor Workload Module/Class Registration (see Appendix VIII, Section 7) General Attendance Evaluation and Feedback Event Registration Track Certification (see Appendix VIII, Section 8) Track Student Status Certification/Completion Transcript/Certificate Templates Assessment & Exam (see Appendix VIII, Section 9) Student Financials (see Appendix VIII, Section 10) Fees Setup & Calculation Billing & Invoicing Payment Cashiering Refunds Collections General Ledger Interface Self-Service (see Appendix VIII, Section 11) Student Self-Service Interface with back-end office Reporting (see Appendix VIII, Section 12) Correspondence Reporting Career Development (see Appendix VIII, Section 13) Employer Database Student Details Placement Reports Alumni Portal (see Appendix VIII, Section 14) Integration (see Appendix VIII, Section 15) 6

7 Other optional modules that vendors can propose Vendors are encouraged to propose and provide a quote for other enterprise solutions in connection with the Student Information System such as: An Admissions module (for future reference) A Financial module A Procurement module HR module A Payroll module Facilities and Campus services Research Management module CRM module Library Management system 4. Implementation Timeline The total time limit for the successful implementation of the solution in ASB and its associates shall not be more than 6 months from the date of signing the contract, which will be excluding the time required for approvals for the critical intermediate submissions. 5. Commercial proposal The prices should be firm, not dependent on any variable factors and should be expressed in Malaysian currency (MYR). The prices should be inclusive of all costs including taxes, duties, levies etc. to be charged. During the offer validity and subsequent contract period, the bidder will absorb any upward revision of prices, custom, taxes (excluding service tax), Govt. duties and pass on the benefit to ASB in case of downward revision of Govt. taxes, levies, etc. The price quoted should be broken down by: o Product costs (software licenses, see Appendix V) o Service costs (annual maintenance, implementation, integration, customization, training, see Appendix VI) o In addition, the SIS module and other proposed modules will be quoted separately (see Appendix VII) 7

8 6. Documents constituting the Bid The Bid prepared by the Bidder should comprise the following components: TECHNICAL BID - Bidders will need to submit the following documentation: 1. Company's Profile: e-ssm print out 2. Company's Financial Background: Certified/Audited Balance Sheets and P&L statements for last 3 years should be submitted in support of the turnover and profitability. 3. Referral details from existing customers (see Appendix I). Bidder needs to complete information in Appendix I and submit proof of implementation along with purchase orders or letters from user organizations 4. Project Members Information (Appendix II to be completed) 5. Confidentiality Agreement (see Appendix III to be completed) 6. ASB Business and Technical requirements (see Appendix VIII) 7. Bidder's System Architecture description. Bidder will provide a description of its system architecture and will complete information on Appendix IV regarding ACS Requirements Response Compliance. 8. Detailed Implementation Timeline. The Technical Bid will be submitted in a separate sealed cover with superscriptions as "Technical Bid - ASB RFP for Student Information System". The Technical bid will be submitted both in hard copy and electronic copy through a flash drive. COMMERCIAL BID - The Commercial Bid will be submitted in a separate sealed envelope labeled "Commercial Bid - ASB RFP for Student Information System". The Commercial Bid will include information shown in Appendix V, VI, VII. Please take note that we require separate quotes for all the optional modules proposed (see Appendix VII). The Commercial bid will be submitted both in hard copy and electronic copy through a flash drive. Any bid document not conforming to any one of the above terms will be rejected. 8

9 7. Period of Validity of Bids Bids should remain valid for the period of 90 days from the date of opening of bid prescribed by ASB. A bid valid for a shorter period shall be rejected by the ASB as nonresponsive. 8. RFP Clarifications Queries or clarifications will not be entertained over the phone. All queries and clarifications must be sought in writing or sent to Ms. Piraveena Gengayah at [email protected] 9. Venue and Deadline for Submission of Proposals The proposals duly completed as per the instructions given in this document and the amendments issued if any, shall be hand delivered to the following address on or before the last date of proposal submission. Asia School of Business Sasana Kijang, 3 rd floor 2, Jalan Dato Onn Kuala Lumpur, Malaysia Attn: Ms. Piraveena Gengayah Proposals must be received by ASB at the address specified above on any working day from 8:30a.m. to 5:30 p.m. and not later than 12:00p.m. (noon), Friday, September 18th, ASB may, in exceptional circumstances and at its sole discretion, extend the deadline for submission of proposals by issuing a corrigendum. In this case, all rights and obligations of the ASB and the bidders previously subject to the original deadline will thereafter be subject to the deadline as extended. 9

10 10. Late Proposals Any proposal received by ASB after the deadline for submission of proposals prescribed in RFP will be summarily rejected and will be returned unopened to the Bidder. 11. Corrupt or Fraudulent Practice In the event of the Bidder engaging in any corrupt or fraudulent practices during the proposal process, as per the judgment of ASB, the proposal will be rejected. Any decision in this regard will be final and binding on the Bidder. For the purpose of this clause: Corrupt Practice means the offering, giving, receiving or soliciting of anything of value to influence the action of ASB in the selection process. It also includes bringing undue influence through any quarter or interfering directly or indirectly in the selection process to affect its outcome. Fraudulent Practice means a misrepresentation of facts in order to influence selection process to the detriment of the Asia School of Business. 12. Right to Termination/ Cancellation Not with standing anything contained in this document, ASB, reserves the right to cancel/terminate the proposal process without assigning any reason whatsoever, at any time prior to signing the contract and ASB shall have no liability for above-mentioned actions. 13. Other Terms and Conditions 13.1 Joint Partners And Sub Contracting Using a joint partnership(s) is acceptable and must be clearly identified in the proposal. This includes a joint submission by two or more Bidders having no formal corporate links. Bidders must be prepared to take overall responsibility for a successful interconnection of the products or services and this must be defined in the proposal. Sub contracting to any firm or individual whose current or past corporate or other interests may in the ASB s opinion give rise to a conflict of interest in connection to this project described in this RFP will not be permitted. 10

11 13.2 Due Diligence Vendors are solely responsible for conducting their own independent research, due diligence, and any other work or investigations and for seeking any other advice necessary for the preparation of their quote Confidentiality All Bidders need to submit completed Confidentiality Agreement on Appendix III Other Terms and Conditions The working language of the Asia School of Business is English. All responses to this RFP will be in English. The Asia School of Business reserves the right, at its sole option, and for its convenience, to accept and/or reject any RFP, in whole or in part, for any or no reason. By issuing this RFP, ASB does not imply or give any assurance whatsoever that any quote will be accepted. No contractual or other legal obligations arise on the part of ASB to any Bidder by this RFP until such time as a final, written agreement, if any, is subsequently entered into with a bidder. ASB may or may not award the business that is the subject of this RFP to any Bidder at the ASB s sole discretion. ASB reserves the right to negotiate with bidders, seek clarification from bidders regarding their responses and invite modifications to the quotes submitted. ASB retains the right to withdraw or modify this RFP at any time without notice and without obligation to the Bidder. ASB may waive compliance with the requirements of this RFP and consider a response that does not meet all of the requirements of this RFP. The Bidder submits the quote at his own risk. If, prior to the deadline for submission of quote the Bidder fails to notify ASB of an error and the Bidder's quote is selected, the Bidder shall not be entitled to any compensation or time by reason of the error or its later correction. No part of this RFP will become part of any final agreement between the Asia School of Business and the Bidder unless specifically incorporated into a final, written agreement. Any or all contents of your quote may become part of the final agreement. 11

12 The bidder s response, including fees, shall constitute a binding offer capable of acceptance in whole or in part by Asia School of Business and if selected will remain valid until such time as a final agreement is negotiated and executed. ASB shall not be in any way responsible for or liable for any costs associated with the Bidder's submission and the Bidder shall not make claim to ASB for any such cost or expenses. By submitting a response, the Bidder agrees to waive any right to claim damages against ASB for any reason, cause, or thing arising out of the RFP process. ASB reserves the right to postpone or change the date for receipt of quotes or any other deadlines and dates specified in this RFP upon notice. By submitting a quote, the Bidder agrees to be bound by any modifications made by ASB. ASB reserves the right to discuss different or additional terms to those included in the RFP or received in any quote, and to amend or modify any terms of this RFP. The Bidder shall bear all costs and expenses associated with the preparation and submission of its quote. This includes but is not limited to: site visits; all information gathering processes; interviews, preparing responses to questions or requests for clarification from ASB and any contract discussions and negotiations. ASB may require Bidders to send representatives to ASB s offices for interviews and presentations. ASB reserves the right to discontinue negotiations with any Bidder. All submissions become the property of the Asia School of Business, and will not be returned. Neither Asia School of Business, its staff, representatives, nor any of its consultants or agents will be liable for any claims or damages resulting from solicitation, collection, review or evaluation of quotes. 12

13 14. Appendix I. Referral details from existing clients II. III. IV. Project Members Information Confidentiality agreement ACS Requirements & Response Compliance V. Student Information System Product Cost VI. VII. VIII. IX. System Information System Services Cost Other proposed modules costs ASB Business and Technical requirements (Excel document) Business and Technical Features of Optional Modules proposed (Excel document) 13

14 TECHNICAL BID Appendix I REFERRAL DETAILS FROM EXISTING CLIENTS CLIENT #1 CLIENT S NAME : CLIENT S ADDRESS : CLIENT S WEBSITE: PROJECT DESCRIPTION: IMPLEMENTATION DATE: PROJECT DURATION: NAME OF PERSON TO CONTACT: TITLE PHONE NO. ADDRESS ADDITIONAL INFORMATION: 14

17 TECHNICAL BID Appendix II PROJECT MEMBERS INFORMATION PERSONAL PARTICULARS Name: Phone no.: Location: Work Experience Past 3 yrs Title: Academic Qualifications: Involvement in previous projects: Involvement in ongoing projects: Role & Responsibilities in this project: Name: Phone no.: Location: Work Experience Past 3 yrs Title: Academic Qualifications: Involvement in previous projects: Involvement in ongoing projects: Role & Responsibilities in this project: 17

18 TECHNICAL BID Appendix II PROJECT MEMBERS INFORMATION PERSONAL PARTICULARS Name: Phone no.: Location: Work Experience Past 3 yrs Title: Academic Qualifications: Involvement in previous projects: Involvement in ongoing projects: Role & Responsibilities in this project: Name: Phone no.: Location: Work Experience Past 3 yrs Title: Academic Qualifications: Involvement in previous projects: Involvement in ongoing projects: Role & Responsibilities in this project: 18

19 TECHNICAL BID Appendix II PROJECT MEMBERS INFORMATION PERSONAL PARTICULARS Name: Phone no.: Location: Work Experience Past 3 yrs Title: Academic Qualifications: Involvement in previous projects: Involvement in ongoing projects: Role & Responsibilities in this project: Comments: 19

20 TECHNICAL BID Appendix III ASB CAMPUS INFORMATION SYSTEM AND MAINTENANCE Undertaking Confidentiality Within the context of the ASB Campus System and Maintenance, (Company Name) HEREBY UNDERTAKES not to give, divulge or reveal any information, data, drawings, specification or documentation whatsoever relating to the business and affairs of Asia School of Business to any third parties AND HEREBY CONVENANTS to take all necessary action to ensure that this undertaking shall be binding upon all its employees, agents and persons acting on its behalf pursuant to the said Project. Signed Name : : Designation : FOR AND ON BEHALF OF Below / Attached is a list of employees, agents or persons acting on behalf of (Company Name) involved in the project who shall abide by the above. Name NRIC/Passport Designation Signature 20

21 TECHNICAL BID Appendix IV PART 1: Technical Requirements Response Compliance NO REQUIREMENT ITEMS SUPPLIER RESPONSE 1. ACS architectural design 2. Web-enabled architecture 3. ACS technical expectations: Student Management System Student Portal/self-service Payment Gateway Integration to other identified systems 4. Software architectural compliance 5. Hardware and network architectural requirements: Network Requirements 21

22 TECHNICAL BID Appendix IV NO REQUIREMENT ITEMS SUPPLIER RESPONSE Standard Infrastructure 6. Performance 7. Scalability 8. Maintainability 9. Flexibility 10. Training 22

23 TECHNICAL BID Appendix IV PART 2: Project Delivery and Supplier s Information NO REQUIREMENT ITEMS SUPPLIER RESPONSE 1. Supplier s Capability & Expertise 2. Implementation Plan and Approach 3. Compliance to Terms and Conditions 4. Support and Maintenance 5. Financial Background 23

24 COMMERCIAL BID Appendix V STUDENT INFORMATION SYSTEM COSTS Commercial Proposal PRODUCT COST PRODUCT COST: SL. NO. DESCRIPTION TOTAL PRICE (RM) 1 Software license including hosting for e.g. 350 users for 1 year??? TOTAL SL. NO. MODULES INCLUDED TOTAL PRICE (RM) 1 e.g. Course Registration 2 TOTAL Comments: 24

25 COMMERCIAL BID Appendix VI STUDENT INFORMATION SYSTEM COSTS Commercial Proposal SERVICES COST SL. NO. DESCRIPTION TOTAL PRICE (RM) 1 Annual Maintenance Contract 2 Implementation Costs - (Requirements Gathering, Design Overview, Configuration of the application to meet the business requirements, training, UAT, go live and one week post production support) for all the above modules 3 Customization and integration costs 4 Training costs TOTAL GRAND TOTAL (RM) Comments: 25

26 COMMERCIAL BID Appendix VII ADDITIONAL MODULES SYSTEM COSTS Commercial Proposal Additional Modules Cost Details Module Brief Description Licencing cost Maintenance Other Costs e.g. Payroll RM RM RM IMPORTANT: Please use document on Appendix IX to list all the features of the modules Additional Comments: