ISLAND AVIATIONS SERVICES LTD MALE REQUEST FOR PROPOSALS ENGINEERING & MAINTENANCE MANAGEMENT SOFTWARE

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1 RFP ENGINEERING MANAGEMENT SOFTWARE | Island Aviation Services Ltd

ISLAND AVIATIONS SERVICES LTD

MALE’

REQUEST FOR PROPOSALS

ENGINEERING & MAINTENANCE

MANAGEMENT SOFTWARE

16 FEBRUARY 2014

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Schedule of Critical Dates

Activity Action Date

1. Release of Request for Proposal (RFP) 16 February, 2014 2. Last day to submit queries (by

proponents)

Before 1500hrs of 24 February, 2014 3. Deadline to Submit Proposals Before 1500hrs of 27 February, 2014

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1. FOREWORD

Island Aviations Services Limited (hereinafter referred as ‘CLIENT’ in this Request For Proposal (RFP) Document) desires to appoint a vendor to provide the Client with a Software for managing and controlling its Engineering & Maintenance functions.

The purpose of the RFP is to select a vendor to deliver suitable software for Engineering Department.

The proposals submitted by the Proponents will be evaluated based on the terms, conditions and the criteria which will be communicated with the Proponents.

2. INTRODUCTION

Island Aviation Services Ltd (IASL) has been working on the procurement and implementation of the new software which will replace the existing software installed. Main objectives of migrating to new Software are:

 To make the Engineering & Maintenance operation work leaner, and error free as well as reducing time.

 To opt for a Software which can offer all the modules that are required for efficient running of Engineering & Maintenance Department

3. MINIMUM REQUIREMENTS

Below are minimum specifications required.

a) Planning the scheduled maintenance of aircrafts, components and assemblies (e.g. Engines / Landing Gear), plus GSE and tooling.

b) Managing Deferred Maintenance.

c) Coordinating Human and material resources.

d) Maintaining a convenient availability of the inventory components. e) Controlling component turnaround time (TAT).

f) Monitoring and administration of the fleet reliability, suppliers, systems/ components and shipping.

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h) Controlling of the applicability and completion of the service bulletin and AD´s.

i) Managing orders and engineering tasks. j) Controlling components.

k) Providing auditing services.

l) Planning and controlling works and special projects. m) Managing resources and times.

n) Coordinating jobs for different aircrafts and fleet. o) Developing, evaluating and monitoring suppliers. p) Managing contracts and open purchase orders. q) Performing warranty claims.

r) Reducing and optimizing inventories.

s) Reducing the total cost of components life time.

t) Managing engineering projects for aircraft installation systems. u) Shop management.

The above requirements are minimum requirements and the absence of any of these requirements will lead to disqualification from the bid.

4. ENGINEERING & MAINTENANCE MANAGEMENT SOFTWARE SPECIFICATIONS:

4.1 USER LOGIN & SECURITY

a. Access to the system must be granted after querying IASL’s Windows Domain Controller via LDAP (Light Weight Directory Access Protocol).

4.2 PLANNING THE SCHEDULED MAINTENANCE OF AIRCRAFTS, COMPONENTS AND ASSEMBLIES

 Planning schedule maintenance as per Approved Maintenance Program.

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 Preparation of work-scope for all maintenance related tasks as per technical publications.

 Able to generate fleet forecast for schedule maintenance for any given time scale.

4.3 MANAGING DEFERRED MAINTENANCE

 Ability to track all deferred maintenance of the fleet by calendar, aircraft hours and/or aircraft cycles.

 Accessible to maintenance staff to create a deferred defect within the system, once such defects are raised on the aircraft.

 Ability to identify spare / manpower / resource requirement for clearing of any such deferred defects of the fleet.

 Generate automatic deferred maintenance reports on a daily basis.

 Ability to set system alert when deferred maintenance reaches a predefined time frame (remaining time/days/cycles).

4.4 COORDINATING HUMAN AND MATERIAL RESOURCES

 Ability to identify manpower and resource requirement based on maintenance task

 Filter maintenance tasks based on man-hour and ground time requirements.

 Ability to add-on new spare requirements to required spares and material database during maintenance.

 Ability to generate on demand spare/man-hour reports based on specific maintenance tasks.

4.5 MAINTAINING A CONVENIENT AVAILABILITY OF THE INVENTORY COMPONENTS

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 Store in database all the required spares / tools / accessories / special tools / consumables, that are required for carrying out maintenance on the fleets operated by IASL.

 Ability to conveniently check for availability of spares / tools / accessories / special tools and consumables by any of the user groups.

 Able to automatically generate consumable expiry report.

 Ability to generate stock value report on demand.

 Track receiving and issuance of all parts from bonded / tools / general store.

4.6 CONTROLLING COMPONENT TURNAROUND TIME (TAT)

 Ability to track each component after it leaves IASL engineering for any shop (repair / overhaul / inspection)

 Ability to time track shop visits

 Shop reports to be integrated into each shop visit event, thus reports are available in the database for extraction as and when required by users.

 Ability to track total cost of shop visit, with special fields such as overhaul, repair and inspection as well as NFF (no fault found) items.

4.7 MONITORING AND ADMINISTRATION OF THE FLEET RELIABILITY, SUPPLIERS, SYSTEMS/ COMPONENTS AND SHIPPING

The module must have the ability to:

 Create / generate reliability reports to standards prescribed by Maldives Civil Aviation Authority and automatic dissemination as prescibed.

 Ability to monitor reliability of specific aircraft operated by IASL as well as serialized components installed on these aircrafts

 Able to generate MTBUR / URR reports based on scheduled and unscheduled maintenance of the aircraft fleet.

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4.8 MANAGING MAINTENANCE PROGRAMS EFFECTIVELY & EFFICIENTLY

This module must have the capacity to manage all the maintenance programs used by IASL in relation to specific a aircraft, as well as separately manage leased aircraft requirements based on lease agreements.

 Track annual review of the AMP and application of the latest programs policies onto maintenance of the aircraft.

 Ability to store previous program in history and be able to access when required.

 Security feature for only designated users to amend the maintenance program as well as a log of amendment shall be made available to administrator on demand.

4.9 CONTROLLING OF THE APPLICABILITY AND COMPLETION OF THE SERVICE BULLETIN AND AD’S

This module must be able to but not limited to do the following:

 Able to apply AD’s and SB’s to fleet wide as well as to specific aircraft / component.

 Progressively track all applicable SB’s and AD’s for specific MSN of aircrafts.

 Able to apply SB’s and AD’s across the fleet if required.

 Ability to generate report of applicable / complied SB’s and AD’s for fleet and/or specific MSN aircrafts.

 Able to alert before a prescribed deadline of applied SB’s and AD’s.

 Be able to track one-time and repetitive SB’s and AD’s for both aircrafts and specific components.

4.10 MANAGING ORDERS AND ENGINEERING TASKS

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 Generate and track specific Engineering orders when applied fleet wise as well as specific aircraft wise.

 Generate report based on history of applicable Engineering Orders.

 Ability to track progress of Engineering Orders sent for approval from MCAA.

4.11 CONTROLLING COMPONENTS

 Ability to track all serialized components by hours, cycles and/or calendar dates.

 Ability to track Overhaul / Inspection due dates of serialized components installed

 Ability to track below fields for all serialized components.

o Time since new (TSN)

o Cycles since new (CSN)

o Time since overhaul (TSO)

o Cycles since overhaul (CSO)

o Time since repair (TSR)

o Cycles since repair (CSR)

o Time at installation on aircraft (both component time and airframe/engine times)

o Cycles at installation on aircraft (both component cycle and airframe/engine cycle)

4.12 PROVIDING AUDITING SERVICES

 Simple audit functionality is sufficient for this module

4.13 PLANNING AND CONTROLLING WORKS AND SPECIAL PROJECTS

This module shall have the ability to provide below function:

 Planning for scheduled base maintenance checks for all aircrafts operated by IASL.

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 Ability to prepare scope of work including required spares, tools, consumables etc.

 Ability to implement flight schedule into system in order to generate annual forecast of major groundings for all aircrafts operated by IASL

 Ability to alert on requirement to add-on sentenced AD’s which have not been complied on grounding aircraft.

 Ability to manage special projects e.g: new aircraft induction into fleet.

4.14 MANAGING RESOURCES AND TIMES

Able to do statistical data mining and analysis of information through engineering data base including but not limited to:

 Most frequently used items from stores.

 High priced items which are required to be kept at stock.

 Stock turnover ratio for specific items.

 Man-hours required vs utilized by engineering staff

In addition to the above mentioned following features are recommended: 1) Show Key Performance Indicators and customize accordingly

2) Enable top management, Heads, and line managers reporting and analysis options to obtain real-time insight into workforce

3) Query tool- used to list any criteria based selection from data available in database to generate customized query results.

4.15 COORDINATING JOBS FOR DIFFERENT AIRCRAFTS AND FLEET

 Be able to coordinate jobs for different aircrafts of different fleets simultaneously.

 Ability to track work progress on different aircrafts based on input from field engineers.

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4.16 DEVELOPING, EVALUATING AND MONITORING SUPPLIERS

Ability of the software to manage effectively all the approved suppliers based on below functions but not limited to:

 Approvals held by supplier

 Efficiency of turnaround time

 Certifications held by the supplier

 Cost efficiency of each supplier

4.18 MANAGING CONTRACTS AND OPEN PURCHASE ORDERS

 Ability to correctly raise purchase orders to related requirement, and the ability to track this relationship throughout the transaction.

 Effectively and efficiently manage all engineering contracts

 Ability to highlight contract clauses with respect to required maintenance on certain aircrafts / components.

4.19 PERFORMING WARRANTY CLAIMS

 Ability to track items on warranty

 Alert when warranty expires

 Able to perform warranty claims on all required items which are under warranty.

4.20 REDUCING AND OPTIMIZING INVENTORIES

 Show real time inventory usage

 Ability to optimize stock requirements for the fleet in order to reduce cost

 Able to query on items (spares / tools etc.) which have become redundant.

4.21 REDUCING THE TOTAL COST OF COMPONENTS LIFE TIME

 Ability to show failure rates of spares, tools etc. in order to reduce expenditure of repair after failure

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Provide a platform to manage ad-hoc projects involving Engineering team, eg. Expansion of maintenance facility to other stations etc.

4. LETTER OF INVITATION

Dear Proponent,

Island Aviations Services Limited invites you to respond our Request for Proposal (RFP) for the purchase of a Engineering & Maintenance Management Software. We would like to request you to strictly adhere to the guidelines outlined in this document.

Submit Proposals to

Head of Procurement

Island Aviations Services Limited 26, Ameer Ahmed Magu

Male’, 20026

Republic of Maldives Tel: +960 333 1255 Fax: +960 331 4806 Email: [email protected]

CC: [email protected]

[email protected]

Please Submit

One (1) Printed Signed Original Proposal. One (1) Copy of the Original Proposal.

One (1) CD-ROM containing electronic version of proposal and any supporting document.

Delivery of Proposals

Proposals shall be submitted on or before 27 February 2014, 1500hrs. Late submissions will not be accepted or reviewed.

Email submission is acceptable.

a. COMPLIANCE STATEMENT

Proponents shall state that the offer is made in accordance with the Request for Proposal. Proponents who offer additional or alternative conditions shall clearly state those in their proposals.

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b. GUIDELINES FOR SUBMITTING A COMPLIANT PROPOSAL

As a direct response to this document, proponents must provide their detailed proposals for development of the housing units. Proponents should note that the delivery/configuration/installation/after sales services standards and other statements on such provision and legislative compliance made by the proponent as part of their proposals will form a binding part of the final contract for the project.

This Request for Proposal should not be construed as a commitment by the Client to contract with any particular proponent.

Any expenditure, work or effort undertaken during the tendering process is a commercial judgment for the proponent and is at the proponent's own risk and expense. The Client will not be liable for any costs incurred by any of the proponents.

The Client reserves the right not to accept any tender and to terminate the tendering process without awarding a contract. Proponents should be aware that it is unlikely that the Client will be in a position to go forward with any proposals that fails to meet the statutory and minimum requirements, set out in Section 3.

The Client also reserves the right to issue supplementary documentation at any time during the tender process to clarify an issue or amend any aspect of this Request for Proposal.

Any additional documentation issued by the Client during the tender process shall be deemed to form part of this Request for Proposal and shall supersede any part of the Request for Proposal where indicated. The Client may also exercise the option to extend the tendering period and/or postpone the proposal submission date in the event that subsequent documentation is issued.

c. EVALUATION OF PROPOSAL

The Proposal will be evaluated by the procurement committee of the Client. Points will be given to proposals according to the evaluation criteria in Section 7. Proposals will be disqualified if any of the requirements specified in Section 3 of this RFP are not met.

d. LANGUAGE OF PROPOSAL

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e. CLARIFICATIONS ABOUT RFP

All clarifications about the RFP must be directed to: Ahmed Vishal Mohamed

Head of CAMO

Island Aviations Services Limited 26, Ameeru Ahmed Magu

Male’,20026

Tel: +960 333 1383 Fax: +960 3332022 Email: [email protected]

Sincerely,

Ali Nashath Hameed Head of Administration

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5. THE PROPOSAL

The Proposal must contain the following. Failure to do so may lead to disqualification from the bid.

1. COVER LETTER

The cover letter for the proposal must be signed by an authorized person who has the authority to bind the Proponent to a Contract.

2. EXECUTIVE SUMMARY

An executive summary of the proposal.

3. FINANCIAL PLAN

The financial plan and or the financial arrangements.

4. IMPLEMENTATION PLAN

Project implementation plan and schedule.

5. SOFTWARE COSTING DETAILS

a. Licensing cost b. Implementation cost c. Customization cost d. Maintenance and Support e. Payment Schedule

6. QUALITY PLAN

Proponents should provide details of provisions that will be put in place to maintain quality and how they intend to manage quality aspects of the project plan.

7. INFORMATION ABOUT PROPONENTS TECHNICAL AND FINANCIAL

CAPACITY, RELEVANT EXPERIENCE, AFTER SALES SERVICES  No. of clients that uses the Proponent’s software ( the clients that uses

proponents software should have a staff strength exceeding 300 staff)

 No. of projects handled. All similar IT related projects with letter of completion.

 Proof that the software is already customized to Maldivian context (Employment Act/ Pension etc). A letter from a client stating that the software is customized to Maldivian context must be submitted.

 Established service centre in Maldives with certificate of registration.

 After sales services - Time taken to respond to issues.

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6. EVALUATION CRITERIA FOR ASSESSMENT OF PROPOSALS

The proposals will be evaluated based on the technical and financial evaluations.

CRITERIA SUB-CRITERIA

WEIGHT BREAK-DOWN (%)

WEIGHT OUT 100%

Cost 55

1. Licensing 20

2. Implementation & Customization 20 3. Maintenance & Support 10 4. Flexibility in payment schedule 5

Software specifications

1. All requirements proposed by

Engineering Servces fulfilled 20

Company credibility 10

1. No. of clients (staff strength

exceeding 300) 5

2. No. of projects handled 5

After sales service/ support

received 5

1. Time taken to respond to issues

Duration for implementation 5

1. Time taken to implement the software

Free trainings received 5

1. Number of staff to be offered

training. 05