Request for Proposal (RFP)

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Request for Proposal (RFP)

Campus Management Solution & Enterprise Resource Planning Solution

towards

Higher Education Management Information System (HEMIS)

Last Date for Submission:

December 26, 2012 at 2:00 PM

Bid Opening Date:

December 26, 2012 at 2:30 PM

HIGHER EDUCATION COMMSSION

H-9, ISLAMABAD

Website:

www.hec.gov.pk

Tele no. +92 (51) 90402208 Fax no. +92 (51) 90402202

(Rs. 1,000/-)

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Special Terms & Conditions ... 16

16

Meet or Exceed Specifications ... 17

17

Clarifications ... 18

Annex I: List of Selected Higher Education Institutes (HEIs) ... 19

Annex II: Proposal Submission Form ... 20

Annex III: Firm’s References ... 21

Annex IV: Technical Compliance certificates/Compliance Undertaking ... 22

Annex V: Technical Evaluation Criteria ... 23

Annex VI: Financial Scoring Criteria ... 35

Annex VII: Scope of work ... 36

Annex VII: Form I – General Technical Requirements ... 37

Annex VII: Form II – Minimum Products’ Functional Requirements ... 44

Annex VII: Form III – HEMIS Project Deployment Services ... 144

Annex VII: Form IV - Bill of Quantities (Software Licenses and Implementation) ... 149

Annex VII: Form V - Non-functional requirements ... 154

Annex VII: Form VI – Hardware Requirements ... 156

Annex VIII: Bill of Costs (Software Licenses and Implementation) ... 159

Annex IX Declaration of fees, commission and brokerage etc. Payable by the suppliers of goods,

services & works in contracts worth Rs.10.00 million or more ... 163

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Definitions

1.1.

HEC: Higher Education Commission

1.2.

RFP: Request for Proposals

1.3.

BOC: Bill of Costs

1.4.

BOQ: Bill of Quantities

1.5.

FY: Financial year

1.6.

HEIs: Higher Education Institutes

1.7.

HEMIS: Higher Education Management Information System

1.8.

TEIs: Tertiary Education Institutes

1.9.

FFU: Federally Funded University / Universities

1.10.

Region: Geographical Business domain of principal to which Pakistan belongs.

1.11.

Warranty/Services of items/parts: All hardware, support, repair, replacement, backups

etc. and services of all software including its installation, configuration, updates,

upgrades & principal online support. All patches upgrades, updates and OS images,

Licensees renewal

1.12.

Total Bid Value: Cost of CMS/ ERP as per BOC (including Optional/ Options) Cost of

Extended Warranty, Cost of Services, Cost of three (03) year O&M and three (03) year

Principal Support as per BOC

1.13.

Bidder: Firm who submit the proposal(s)

1.14.

Selected Bidder: Bidder selected for the award of tender

1.15.

Prospective bidder: Bidder who intend to participate in the tender process

1.16.

First Party: Higher Education Commission

1.17.

Second Party: Selected Bidder

1.18.

Service Level Agreement: The level of service which HEC requires from Selected Bidder

in respect of the services required

1.19.

Account Manager: Project or Task Manager; who has the prime responsibility of the

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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

rapidly-changing 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 the

entire student lifecycle from recruiting and enrolment to career services and alumni

relations.

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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:

1.

Quaid-i-Azam University, Islamabad

2.

Punjab University, Lahore

3.

NWFP University of Engineering & Technology, Peshawar

4.

Balochistan University of Information Technology and Management Sciences, Quetta

5.

DOW University of Health Sciences, Karachi

6.

Islamia University, Bahawalpur

7.

Sukkur Institute of Business Administration, Sukkur

8.

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

Meanwhile, HEC had undergone for the ERP system implementation based on SAP solution

during 2007-08. Financial/ Control, Human Capital Management, Project System, and

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Material Management modules were acquired and configured for the HEC internal business

processes.

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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.

6

Vision and Objectives

Higher Education Commission of Pakistan through this RFP intends to acquire off-the-shelf

solution for Enterprise Resource Planning and Campus Management Solution to have a

complete suite and get the same implemented for the Higher Education Institutes of

Pakistan. This RFP also intends to select appropriate implementer(s) of the product

selected through this RFP 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, student

management, administrative functions, etc. HEMIS can serve as the enabler for the

institutions on how to deliver more competitive services to the sophisticated traditional

and non-traditional students. It provides and supports the nationwide standard framework

for the services delivery for the Administration, Students, Faculty members and other

stakeholders associated with HEIs.

Enterprise Applications [ERP & Campus Solution]

Human Resource

Management

Financial Management

Campus Management

Solution

Material

Management

Project

Management

 Student Administration  Campus Self Service  Grade book

 Contributor Relations  Enterprise Portal  Accommodation System

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6.1

Strategic Benefits

Following are the few significant benefits envisaged and being expected as an outcome of

this project implementation;



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



Anywhere Availability – Internet or Intranet with Automatic Synchronization



360-degree-view of prospect, applicant, student, alumni, contributors, faculty

from a single source



Information availability and visibility of all universities/ institutes at central

location to perform analysis when required i.e. graduation trend, retention

trend, student’s academic performances, etc.



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.

6.2

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

Among these “soft” benefits are business process improvements in operational

management and the delivery of services to students and staff, such as:



An increase in admissions productivity with more inquiries and applications

processed by fewer staff through web-based online admission system



An increase in financial aid productivity with more financial aid applications

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

An optimization of course scheduling that allows more classes and events to be

scheduled with a smaller inventory of classrooms



A shift to web-based financial aid systems that allow students to submit

applications, view and accept or decline awards, and view transaction balances

online



A shift to web-based course registration that allows all course enrollments to be

transacted and all course grades to be posted online



A shift to service human resources systems that allows employees to

self-manage their paychecks, benefits, vacation, and sick leave accruals



Increased productivity in following areas, while ensuring policies are upheld:-

o

Admissions processing

o

Course registrations

o

Academic advisement & Grade release

o

Fees calculation and payment

o

Communication via post to online email / pdf / sms

o

Collaboration between student / advisor

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Scope of Work

The HEMIS implementation is believed to have Four (04) major components, viz. (i)

Off-the-shelf Software along with licenses, (ii) Solution Implementation including Configuration/

Customization and to a limited extent some Development, (iii) Consultation Services, and

(iv) Hardware infrastructure. 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. students, 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 Consultation Services through hiring of consultants and domain

experts, and the required hardware shall be acquired 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 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. Detailed Scope of Work is defined at Annexure VII for compliance.

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Project Methodology

The firms qualified in the tender process will be required to implement the solution for the

selected universities, but in phases over the Term of Project Implementation. Project

implementation is initially targeted for Thirty (30) HEIs as listed in Annexure – A as Phase - I,

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however project may be extended for another Thirty five (35) HEIs per HEC discretion over

an Extended Term of Project Implementation either at the time of Contract signing or at

the end of Phase – I with mutual agreement. For this reasons, Bill of Costs being asked for

two options, i.e. (i) Phase – I cost for thirty HEIs as initial implementation extendable to

thirty five HEIs in Phase – II, and (ii) Cost of HEMIS implementation for all sixty five HEIs

with project execution in phases, in this RFP. Moreover, in order to complete the project

within the stipulated Term of Project Implementation, selected bidder will be required to

execute the project at 3 – 4 HEIs in parallel and will ensure completion of these HEIs within

four (04) months, or any other combination which ensures implementation of HEMIS at Ten

(10) HEIs at least in a year. HEC also intends to get the ERP part of the HEMIS solution

implemented at the earlier eight (08) 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,

during first twelve months.

The solution being sought will primarily be off-the-shelf enterprise level solution in which

the core components of both ERP and CMS shall be only configured as per the

requirements, however in order to meet the complete requirements as laid out in this RFP

and as required by HEIs, selected bidder may be allowed for limited customization and/ or

development. Other than the core components of HEMIS, selected bidder is encouraged to

propose Free-and-Open-Source modules/ applications which is fully integrated with the

core HEMIS while taking all the responsibility of integration services.

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.

ii.

Start-up information/ knowledge sessions to share thoughts/ information on the

project execution at each HEI.

iii.

Identification of the functional sponsor and resources for each module at each HEI

so that ownership may be delegated accordingly.

iv.

Study of the existing processes at HEIs and produce the requirements

specification document.

v.

Perform gap analysis with the comparison of the standard processes available and

the best practices keeping in view the requirements of respective HEI.

vi.

Design document of system as per the requirements and gaps identified along

with the wire frames of applications/ systems to develop.

vii.

Configure/ customize / build (where required as permissible), test and

commission the implemented solution before delivering the system to the users/

stakeholders.

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viii.

User acceptance document, final solution delivery will be considered after defect/

issues resolution as identified in the UAT phase.

ix.

Requirement analysis, design, build and deployment phases will/ can continue in

parallel at multiple HEIs.

x.

Provide complete documentation of the implementation at each HEI (which

includes but not limited to the documentation of each phase/ process, hardware

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.

xi.

Provide onsite technical, functional, end-user and administration level training of

the implemented solution.

xii.

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.

xiii.

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.

9

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

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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,

end-users and administration manuals etc.

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Bids Submission Requirements

The objective of bid submission requirement is to provide bidders with the information

to submit their bid in response of this RFP according to the specifications and format

defined in this RFP and in order/ sequence as set forth in this document. Bidders must

follow below requirements while preparing their proposals/ bids proposal and

submission.

i.

For this tender PPRA’s Rule number 36(b) ‘Single stage - Two Envelope’

procedure of open competitive bidding shall be adopted

ii.

Bids shall comprise of single envelope containing two separate envelopes, i.e.

Technical and Financial Proposals, and clearly marked Technical and Financial

proposals on the respective envelopes. Envelopes must also be labelled with the

name, address and contact number of the bidding company, and also the Title of

the Tender for which the bid is being submitted.

iii.

Bidders shall submit Three (03) copies (both hard and soft) of Technical Proposal

and one copy of Financial Proposal.

iv.

Bidders shall submit a signed letter with Official stamp affixed on it as per the

format given in Annex I as a cover letter to the Bid/ Proposal enclosed in the

Technical proposal envelope. Bid/ Proposal submitted without this cover letter

will not be accepted and bids may likely to be rejected straightaway.

v.

Bidders are required to get the proposed solution endorsed through an original

letter from Principal along with a signed and stamped technical proposal and the

BOQ, and get authorization from the Principal for their participation in this

tender.

vi.

Technical proposals shall contain Company profile, Authorization & relationship

with principal firms, location of branch offices, company experience in related

field, technical staff details (branch-vise), project completed, major clients’ list as

per the format given in Annex III “Firm’s References”, equipment’s technical

details (brochures, etc.) mentioning compliance and properly highlighted all the

compliance specification as requested in Form I “Annex-VII Scope of work -

Minimum Products Technical Requirements” using florescent highlighter of

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quoted components/ hardware/ Services/ Solution and material with their make,

model, part number, version etc.

vii.

Bidders are required to follow professional way of submission of both Technical

and Financial Proposals, for example, pagination of overall Technical proposal,

tagging of various sections aligned with BoQ headings, strictly following the

format defined in the RFP as to follow, table of contents, etc.

viii.

Bidders are required to fill and sign the Annex-VII “Scope of Work – HEMIS

Deployment”, as provided in this RFP and must submit it along with Technical

Proposal.

ix.

Bidders shall provide all the information in context as well as in sequence as set

forth in “Annex V - Technical Evaluation Criteria”. Bidders must provide filled

Technical Evaluation Criteria as for self-assessment (no binding on HEC) and

provide page number references of the proposal for the claims of scores. Bids

not following the format and sequence defined in this RFP is likely to be rejected.

x.

The bidder must provide Project Execution Plan, Design Proposal with layouts,

diagrams, etc. along with Technical Proposal.

xi.

Bidders are required to fill and sign all pages of the Annex VII “Bill of

Quantity(ies)” while following the format given, and submit it as Financial

Proposal. Financial Proposals not following the given format may lead to the

rejection of bid.

xii.

Bidders are required to submit their financial proposals in PAK Rupees (Rs.).

xiii.

No variation in change in Forex rates shall be permissible to any of the

components/ modules during the course of Term.

xiv.

A bank draft equal to 2% of the Average Cost of HEMIS solution deployment for

Ten (10) HEIs must accompany the bid as part of financial proposal as earnest

money drawn in favor of D.G. (Finance), Higher Education Commission,

Islamabad. The bid shall not be considered without earnest money or less than

the 2% value.

xv.

If a bidder has quoted multiple options, in this case bidder must submit the

earnest money equal to 2% of highest quoted option. However, optional items

shall be included in the total cost of the project.

xvi.

Bidder must quote for complete solution as given in the Annex-VII Scope of work.

Any item(s) if missed out and not quoted may lead to rejection of bid.

xvii.

The proposed solution must be configurable in high availability and based on

Private Cloud solution, either IAAS or SAAS model of solution deployment.

xviii.

Software Product Warranty & Support Services and Post-Production Support

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Selection Procedure

The objective of this section is to define the steps and procedure which shall be

followed during the course of tender process and till the tender is awarded to Selected

Bidder. Following are the steps/ procedures which will be followed for the Selection of

successful bidder.

i.

In first stage, only Technical proposals will be opened in the presence of bidder’s

representatives who choose to attend.

ii.

Technical evaluation of the firms shall be based on information provided in

Technical Proposals.

iii.

As a part of technical evaluation, bidders will be asked to conduct Presentation/

Demonstration/ Proof of Concept.

iv.

On the basis of technical evaluation, the financial proposal of only technically

responsive bidders (qualified bidders) will be opened in the presence of their

representatives who choose to attend.

v.

For this tender weightage of Technical and Financial proposals shall be 80% and

20% respectively.

vi.

For qualifying in Technical responsiveness, bidders must fulfil all the

requirements as laid out in Section 8. Special Terms & Conditions and Part A

“Mandatory Requirements” of Technical Evaluation Criteria as defined in

Annexure V.

vii.

If any of the mandatory requirements is not met by the bidder, the bid will be

cancelled straightaway and no further consideration will be given. Moreover,

bidders will have to secure 60% score in each part (i.e. Part B, Part C, Part D, Part

E, Part F ) totalling to at least 70% of the overall weightage assigned to Technical

Evaluation, i.e. 56 points at minimum.

viii.

Financial proposals of bids found technically non-responsive shall be returned

un-opened.

ix.

The bid found lowest evaluated bid or highest scorer for the cumulative value of

both Technical and Financial scores, will be accepted for the award of tender.

x.

After the approval of tender award, a Contract on the stamp paper (the worth of

stamp paper shall be determined as per the rules defined) shall be executed by

the HEC with selected bidder within 15 days from the date of issuance of Letter

of Intent.

xi.

For ordering purpose the price evaluation will be done against complete/ whole

items including optional items of the bid.

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Terms of Payment

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ii.

Payments against the Software Licenses and Implementation Services shall be

treated separately.

iii.

Software Licenses cost(s) shall be paid off on six (06) monthly basis against the

simultaneous implementation in progress at HEIs and the respective enrolment

as listed in BoQ against each HEI.

iv.

Subsequent tranche of Software Licenses payment(s) shall adjust the unutilized

or over-utilized number of Licenses of previous Batch in the following Batch of

HEIs. This process will continue till the last Batch of HEIs are implemented with

HEMIS.

v.

The actual utilization of number of Licenses being used in any HEI has to be

generated and produced through the implemented system, and so the total

count which will become the basis of payments and adjustments.

vi.

The Deployment Cost shall be proportionated to the number of Licenses and

shall be grouped as per the simultaneous implementation at the HEIs in

respective Batch, and shall be paid-off against the milestones defined for

successful implementation of HEMIS at HEIs.

vii.

Bidders are required to define the Deployment milestones and the weightage or

magnitude of work involved against each milestone which will become the basis

of payments against the Deployment cost.

viii.

Payments against the Product Warranty Support shall be paid after expiry of first

year Product Warranty Support which shall be applicable from the date of UAT of

individual HEI.

ix.

Post-Production Support payments shall be paid after six (06) months support

extended to HEI(s) from the date of issuance of FAC.

x.

Ten Percent (10%) of the payable amount against each invoice/ payment will be

retained as security/ retention money and will be released after six (06) months

from the date of issuance of FAC. Bidders may however provide a Bank

Guarantee of equal amount valid for at least six (06) if they wish not have the

10% security/ retention money retained from each invoiced amount.

xi.

Invoices will be cleared as soon as possible not exceeding 30 days upon receiving

the invoice and complete supporting documents.

xii.

All payments shall be made through cross cheque in the Pakistan Rupees (PKR).

xiii.

Taxes will be deducted at source as per government rules at the time of

payment.

xiv.

The earnest money of the successful bidder will be returned after the signing of

the contract within 30 days.

xv.

The successful bidder will however submit a Performance Bank Guarantee of

amount equivalent to the 10% of the 1

st

year project cost, which will be will be

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Liquidated Damages

i.

In case of delay, the Executive Director, 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 bill for each week of delay.

ii.

If the work is not executed according to the satisfaction of the Executive Director,

the ED reserves the right to reject it altogether or impose a penalty not

exceeding 50% of the amount contract.

iii.

If the progress of the work is not to the satisfaction of the Executive Director,

HEC. Executive Director HEC has the right to cancel the order, get the work done

from third party selected accordance with the PPRA rules subject to the

condition that if the first party has to pay any amount in excess of the agreed

amount, the difference will be recovered from the second party.

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General Terms and Conditions

Following general terms & conditions apply to this RFP

i.

Only authorized dealer, registered reseller & partner, etc. can participate

(documentary proof is mandatory).

ii.

The bidder must be registered with Securities and Exchange Commission of

Pakistan, Sales Tax and Income Tax Department.

iii.

An affidavit to the effect that the firm has not been blacklisted by any

Government/ Semi Government organization.

iv.

The Commission reserves the right to accept/ reject wholly or partially any

tender at any stage of the tender process.

v.

Validity period of the bids shall be 6 months (180 days).

vi.

The decisions of HEC will be binding on all concerned and will in no case be

challengeable at any forum or any court of law.

vii.

Bids are liable to be rejected if; they are not conforming the terms, conditions

and specifications stipulated in this RFP.

viii.

During the examination, evaluation and comparison of the bids, the HEC at its

sole discretion may ask the bidder for clarifications of its bid.

ix.

The request for clarification and the response shall be in writing/email. However,

no change in the price or substance of the bid shall be sought, offered or

permitted after bid submission.

x.

Total Bid Value (Cost of software solution as per BOC (including Optional/

Options), Cost of Implementation Services ,Product Warranty Support,

Post-production Support, Additional Components (if any)) shall account for financial

evaluation and so shall be included in Total Bid Value.

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xi.

The amount submitted as Earnest Money shall be refunded to the unsuccessful

bidders after the decision of “Tender Committee” for the award of said tender.

xii.

If there is a discrepancy between unit price and total price in the submitted bid

which is obtained by multiplying the unit price and quantity, the unit price shall

prevail and total price shall be corrected. If there is a discrepancy between the

words and figures, the amount in words shall prevail. If there is a mistake in

addition/ totalling, that shall be corrected. If the bidder does not accept the

corrected amount of bid, his bid shall be rejected and his bid security forfeited.

xiii.

Incomplete and conditional BIDs will not be entertained.

xiv.

For this tender, all updates/changes shall be communicated through email and

also be posted on HEC website.

xv.

In case of any dispute between the two parties of any matter arising out of after

signing the contract agreement, the case shall be referred to Executive Director,

HEC whose decision shall be final and binding on both parties.

xvi.

Bids submitted via email or fax will not be entertained.

xvii.

Bidders shall provide a certificate from their bank certifying their sound financial

position and credit limit from the bank or any appropriate documentary proof

(e.g. Annual Audit Report), showing the financial strength of the bidders.

xviii.

Bidders must indemnify HEC against all third party claims of infringement of

patent trade mark, industrial design rights arising from use of the goods of any

part thereof in Pakistan.

xix.

The firms must quote the hardware in conformance the sizing information

provided in Annex V with minimum specification mentioned at Form I.

xx.

If the bid amount exceeds Rs. 10 Million, the selected bidder has to furnish the

integrity pact as provided at (Annex IX) on a stamp paper.

15

Special Terms & Conditions

1.

Product Warranty Support rate/ cost as quoted against this tender shall be available

to all previous implementations in higher education sector

2.

Principal’s written commitment for establishing full fledge two (02) Academies of

the quoted components during each year while taking all responsibilities of

operations, certified trainers, trainings, materials, certifications, etc. for at least one

year.

3.

Principal shall enable the human resources available at the HEIs where the

Academies are established, so that they may take over seamlessly the operations

after one year.

4.

All participating HEIs shall be entitled for establishing similar Academies on their

own expense, however the cost involved for Registration or Recognition of

Academies should be explicitly identified in the BoQ.

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5.

License prices or the discount quoted in the bid shall remain available for additional

licenses to all HEIs under this project for the Term of Agreement and beyond.

6.

License prices or the discount as offered in the bid shall remain valid and available

to HEC throughout the Term of Agreement for both public and private HEIs

recognized by HEC and for the higher education sector in general.

7.

Principal shall establish at least three (03) Innovation Centers duly registered and

acknowledged internationally at the selected HEIs. A letter from the Principal is also

required.

8.

Bidder shall also ensure at least one research/ technological project in collaboration

with Principal or with any other Innovation Centers across the world, per year

during the Term of Agreement. A letter from the Principal is also required.

9.

Though the Software Licenses are being procured centrally from HEC platform,

however the Licenses shall be issued against individual HEIs, so that the matter of

Product Warrant Support after the expiry of same under this tender, may be dealt

with by the individual HEIs directly with the Principal, or otherwise.

16

Meet or Exceed Specifications

The specifications provided in this RFP are the minimum requirements of HEC. The

vendors must meet or may exceed these specifications to meet the actual requirements

of this Project and its successful practical implementation. But in such a case

additionally proposed or altered specifications must clearly be highlighted to enable

HEC to clearly identify modified specifications.

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17

Clarifications

Queries regarding this RFP shall be submitted in writing to:

Ms. Aneela Naseem

Web Designer (IT)

Higher Education Commission

H-9, Islamabad

Phone: +92 (051) 90402217

Fax: +92 (051) 90402202

E-mail:

[email protected]

Mr. Abdul Khaliq

System Engineer

Higher Education Commission

H-9, Islamabad

Phone: +92 (051) 90402242

Fax: +92 (051) 90402202

E-mail:

[email protected]

M. Pervaiz Khan

Director (NIS)

Higher Education Commission

H – 9, Islamabad.

Phone: +92 (051) 90402208

Fax: +92 (051) 90402202

E-mail:

[email protected]

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Annex I: List of Selected Higher Education Institutes (HEIs)

S.

#

University

City

Enrollment

Employees

(Faculty + Staff)

1.

Abdul Wali Khan University

Mardan

1,000

131

2.

Bahauddin Zakaria University

Multan

14,850

915

3.

COMSATS Institute of Information Technology

Islamabad

19,736

2,842

4.

Dawood College of Engineering & Technology

Karachi

1,850

119

5.

Federal Urdu University of Arts, Sciences and

Technology

Islamabad

9,672

513

6.

Hazara University

Hazara

8,265

709

7.

Institute of Space Technology

Islamabad

507

95

8.

International Islamic University

Islamabad

39,312

1,024

9.

Karakurum International University

Gilgit

1,767

324

10.

Khyber Medical University

Peshawar

500

91

11.

Kinnaird College for Women

Lahore

2,248

292

12.

Kohat University of Science & Technology

Kohat

3,700

462

13.

Lahore College for Women University

Lahore

5,541

774

14.

National Defence University

Islamabad

884

112

15.

National Textile University

Faisalabad

1,758

103

16.

Pakistan Institute of Fashion Design

Lahore

1,000

88

17.

Sardar Bahadur Khan Women University

Quetta

1,183

240

18.

Shah Abdul Latif University

Khairpur

5,710

322

19.

Shahaeed Mohtarma Benazir Bhutto Medical

University

Larkana

1,000

88

20.

Shaheed Benazir Bhutto Women University (Former

Frontier Women University)

Peshawar

2,000

147

21.

Sindh Agriculture University

Tandojam

5,138

401

22.

University of Agriculture

Faisalabad

11,480

1,048

23.

University of Arid Agriculture

Rawalpindi

5,000

329

24.

University of Balochistan

Quetta

6,404

823

25.

University Of Engineering & Technology

Taxila

3,784

257

26.

University of Gujrat

Gujrat

9,669

802

27.

University of Malakand

Malakand

2,464

214

28.

University of Peshawar

Peshawar

11,644

733

29.

University of Sargodha

Sargodha

14,765

978

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Annex II: Proposal Submission Form

(To be submitted as Cover Letter of the Bid)

The Director (NIS),

Higher Education Commission,

H-9, Islamabad

Sir

We, the undersigned, offer to provide the solution along with required services for “HEMIS” in

accordance with your Request for Proposal dated _________, and our Proposal enclosed

herewith. We are hereby submitting our Proposal, which includes both three (03) sets (1

Original and 2 copies) of technical proposal containing all Forms I – V of Annexure VII duly filled

as per the defined format, and a financial proposal sealed under separate envelopes.

We understand that you are not bound to accept any Proposal you receive and reserves the

right to accept or reject any offer, and/ or to annul the bidding process and reject all proposals

without assigning any reason or having to owe any explanation whatsoever.

The decision of evaluating committee shall be final and cannot be challenged on any ground at

any forum and the evaluating committee will not be liable for any loss or damage to any party

acting in reliance thereon.

We remain,

Yours’ sincerely

Authorized Signature:

Name and Title of Signatory:

Name of Firm:

(21)

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Annex III: Firm’s References

(To be filled by the bidder as part of technical proposal)

Relevant Services Carried Out in the Last Five (05) Years That Best Illustrate Qualifications

Using the format below, provide information on each reference assignment for which your

firm/entity, either individually as a corporate entity or as one of the major companies within an

association, was legally contracted. Please attach copy of completion certificate issued by the

referenced organization, without which the reference claim may not be considered.

Assignment Name:

Country:

Location within Country:

Key Professional Staff

Provided by Your Firm/

entity(profi les):

Name of Client:

No. of Staff:

Address:

No. of Staff-Months:

Duration of assignment:

Start Date

(Month/Year):

Completion Date

(Month/Year):

Approx. Value of Services:

Name of Associated Consultants, if any:

No. of Months of Professional Staff

Provided by Associated Consultants:

Name of Senior Staff (Project Director/Coordinator, Team Leader) involved and

functions performed:

Narrative Description of Project:

Description of Actual Services Provided by Your Staff:

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Annex IV: Technical Compliance certificates/Compliance Undertaking

(To be filled by the bidder as part of technical proposal)

I, (Name); (CNIC#); (Designation), (Company Name) have gone through the

Terms/Conditions of this RFP and have found the document in whole as non-biased to any

particular vendor or product/ brand. I hereby undertake and firmly bound myself to abide

by/ comply all sections of this RFP except for those items noted below.

1

2

3

4

5

6

7

8

9

10

(23)

Annex V: Technical Evaluation Criteria

S.

No.

Attributes

Reference Page# for

Documentary proof

Part A) Mandatory

1.

Private limited Firms with Income Tax Certificate / GST Certificate and SECP registered

2.

Affidavit (that the firm has not been blacklisted and not in litigation by private, Govt., Semi Govt. and Autonomous Body)

3.

At least Five years of relevant experience Sale , Service , Implementation of ERP / CMS (Proof of company being in operation for at

least 5 years in Pakistan in relevant business)

4.

Partner Organizations with major Enterprise Application Platforms in Pakistan (Microsoft, Oracle, IBM and SAP) since last five year.

5.

Must be Gold /Tier 1 Partner for application since last Three (03) years in Pakistan.

6.

Location of Offices (Islamabad/Rawalpindi, Lahore, Karachi)

7.

Successful Implementation Certificate of At least One similar Project in Pakistan (with deployment of Campus Management

Solution and its integration with at least one off- the-shelf Enterprise Applications like SAP, Oracle, Siebel, PeopleSoft ).

8.

Successful Implementation Certificate of At least Two similar Project of quoted product (with deployment of Campus Management

Solution and its integration with at least one off- the-shelf Learning Management System).

9.

Technical Compliance Sheet (Annex VI: Scope of Work Form i-vi) (clause by clause compliance of RFP with Component Level part

numbers and reference brochures)

10.

Principal authorization Certificate specific for this project (Original letter from Principal (1) vetting/Verifying the quoted solution,(2)

completeness of Licenses as per BOQ. (3) certifying Company Competency for implementation )

11.

Completely filled BoC (as part of Financial Bid)

12.

Project Execution Plan (Time Lines, Resources, dedicated Staff, Shared Staff, etc.)

13.

BOQ (Component Level part numbers and reference brochures)

14.

Firm must have more than Rs. 200 million annual Software off the self-solution and Services ( Last Two year documentary proof

required)

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S.

No.

Attributes

Max.

Score

Weightage

Criteria

Reference Page#

Documentary Proof

Part B) General Evaluation - Corporate Profile

16.

Corporate Profile

17.

Location of Offices

10

Offices in all specified cities (Lahore, Karachi, Islamabad,

Quetta and Peshawar,)

7

Offices in all specified cities (Lahore, Karachi, Islamabad,)

3

Offices in all specified cities (Lahore/ Karachi/ Islamabad)

18.

Financial Strength (last Two years)

10

Turnover of Bidder in consideration/ Maximum Turnover

amongst all the Bidders * 10

19.

Company in Operations in relevant field

(No. of years)

10

No. of year of Bid in consideration/ Maximum Year amongst

all of the Bids * 10

20.

Company Association with Product

Principal

10

No. of year of Bid in consideration/ Maximum Year amongst

all the Bids * 10

Relevant Technical Staff

21.

Quoted Product Certified Developer /

Designer

(Documentary proof and Certification Copy required)

10

No. of Certified Resources of Bid in consideration/ Highest

No. of Certified Resources amongst all bids * 10

22.

Quoted Product Certified Resources

_{(Documentary proof and Certification Copy required)}

10

23.

Quoted Product ERP Certified Developer/

Programmer

10

24.

Quoted Product ERP Certified Financial

Consultant

10

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25.

Quoted Product ERP Certified (MM)

Consultant

10

No. of Certified Resources amongst all bids * 10

26.

Quoted Product ERP Certified (HR)

Consultant

10

27.

Quoted Product CMS Certified Enterprise

Portal Consultant

10

No. of Certified Resources * 10

28.

Quoted Product CMS Certified Developer

_{(Documentary proof and Certification Copy required)}

10

No. of Certified Resources of Bid in consideration/ Highest

No. of Certified Resources * 10

29.

Quoted Product CMS Certified functional

Consultant

10

30.

Quoted Product CMS Student Admiration

functional Consultant

10

No. of Certified Resources of Bid in consideration / Highest

31.

Quoted Product CMS Certified Database

Engineer

10

Relevant projects

32.

Firm has

completed

Similar Projects

in

Pakistan (based on deployment of Campus

Management Solution and its integration

based on any off-the-shelf Enterprise

Applications like SAP, Oracle, Siebel,

PeopleSoft ).

(Documentary proof and references required)

10

No. of Projects of Bid in consideration/ Highest No. Projects

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33.

Firm has

completed

Similar Projects

in

Internationally (based on deployment of

Campus Management Solution and its

integration based on any off-the-shelf

Enterprise Applications like SAP, Oracle,

Siebel).

10

No. of Projects of Bid in consideration/ Highest No. Projects

amongst all bids * 10

34.

Firm has

completed

Enterprise Resource

Planning Project of same proposed

product

(Implementation of Financial &

HCM in single project)

in Pakistan

10

35.

Firm has

completed

Enterprise Resource

Planning Project of same proposed

product

(Implementation of Financial &

HCM in single project)

Internationally

10

36.

Firm has

CMS Projects In hand

in

Internationally (based on quoted product,

with deployment of Campus Management

Solution).

10

amongst all bids * 10

37.

Firm has

CMS Projects In hand

in nationally

(based on quoted product, with

deployment of Campus Management

Solution).

10

38.

Firm

Projects

(Deployment Business

Intelligence Solution In academia with

integration of other off the

self-applications / databases )

10

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39.

Firm has

Projects In hand

(

Maintenance

Contract for development / maintenance

of Campus Management Solution).

10

SubTotal

230

Weight of the Part (B) in Technical Evaluation is

10% and firm's Score will be calculated using

following formula

Firm's Score = Marks Obtained by Firm in Part B/

Total Max. Marks of Part B * 15

15

S.

No.

Attributes

Max.

Score

Weight

age

Criteria

Reference Page#

Part C) Product Technical Strength

Product Market Share and Market Resources

40.

Principal Financial Strength in Region (No.

Quoted CMS product of Licenses sold for

last Five years)

10

Sales turnout value of Bid in consideration/ Highest Sales

turnout for last two years value amongst all Bids * 10

41.

Principal Human Resource Strength in

Pakistan

10

Group total Number of employees of Bid in consideration/

Highest Group total Number of employees value amongst all

Bids * 10

42.

Principal Human Resource Strength in APAC

10

Group total Number of employees of Bid in consideration/

Highest Group total Number of employees value amongst all

Bids * 10

43.

Quoted Product

(CMS) based Projects in

Academia (APAC Region

10

of all the Bids * 10

44.

Quoted Product

(CMS) based Projects in

Pakistan

10

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45.

Quoted Product

ERP Projects completed in

Academia (APAC Region)

10

46.

Quoted Product

ERP Projects completed in

Academia (Pakistan Region)

10

47.

Quoted Product

based (Academic Master

Data management ) Projects completed in

Pakistan

10

48.

Quoted Product

(Academic Master Data

management ) Projects completed

internationally

10

49.

Quoted Product projects in integration with

Learning Management System

(Campus

Management Solution working in

integration with Moodle ) Projects

Nationally

10

50.

Number of Off-the-Shelf Enterprise Products

of Principal

(List of products is required)

10

amongst all the Bids * 10

Product Third Party Rating

51.

Principal’s Off-the-Shelf

Enterprise

Applications Projects completed in Pakistan

(BPM, Enterprise Portals, Unified

Communications, and Business Intelligence

etc.)

10

amongst all the Bids * 10

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Product Portfolio)

Applications amongst all the Bids * 10

53.

Quoted Product projects in integration with

Learning Management System

(Campus

Management Solution working in

integration with Moodle ) Projects

internationally

10

54.

Principal Brand

Certified Engineer

(Developers/ Designers ) in Pakistan

10

No. Resources of Bid in consideration/ Highest No. of

Resources amongst all the Bids * 10

55.

Principal Brand

Certified Consultant

(ERP/CMS ) in Pakistan

10

No. Resources of Bid in consideration/ Highest No. of

Resources amongst all the Bids * 10

Principal Contribution Research and education

56.

Innovation Centers in collaboration with

Academia

projects Report from independent

source required

10

No. of Centers of Bidder in consideration/ Highest No. of

Centers amongst of all Bidders * 10

57.

Research Centers in collaboration with

Academia

projects Report from independent

source required

10

No. of Centers of Bidder in consideration/ Highest No. of

Centers amongst of all Bidders * 10

58.

Principal

R&D annual Spending

International

Report from independent source required

10

Last year R&D Spending of Bidder in consideration/ Highest

last year spending amongst of all Bidders * 10

59.

Principal

R&D annual Spending

National

Report from independent source required

10

Last year R&D Spending of Bidder in consideration/ Highest

last year spending amongst of all Bidders * 10

60.

Approved

Training Academies / Testing

Centers in Pakistan (offering certification of

quoted products )

10

No. of academies of brand of Bid in consideration/ Highest

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61.

Approved

Centers in APAC (offering certification of

quoted products )

10

No. of Academies amongst all the Bids * 10

62.

Approved

Centers internationally (offering

certification of quoted products )

10

No. of Academies amongst all the Bids * 10

Product Features Rating

63.

Web Interface Completeness in quoted

solution

40

Complete Web Interface for all function (Administrator,

Designer, End User, Public User)

20

Complete Web Interface for (Designer, End User, Public

User) and for Administrator GUI based application

10

Complete Web Interface for (End User, Public User) & for

Administrator and Designer GUI based application

64.

Task-oriented navigation

20

A task-oriented Graphical navigation to allow users to

use business process based navigation to complete

tasks

65.

Navigation configurability

20

Web base creation/ customization of personalized

navigation pages and Selection of NEW pages in

addition to, or instead of, the default navigation

pages that are provided out of the box

66.

Web Customization and Migration tasks

20

Online Customization and Editor to Customize dynamic

layouts/ CSS Sheets

10

GUI Based WEB Customization Tool for Dynamic alayouts/

CSS sheets

5

Manual CSS Sheet/ Reports Editing and Offline

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67.

Seamless Migration from Departmental to

HEC Enterprise BI

20

“Re-Point” the metadata to automatically access new data

locations without disrupting reports or requiring redesign

68.

No. of Products/ Components Qouted in Bid

to comply Scope

20

Min No. Products quoted amongest in Bid in

consideration/ Highest No. of Resources amongst all the

Bids * 10

69.

Compliance to the Features des

Request for Proposal (RFP)