Form No.

1-1/HEC/IT/NIS/PR/08

Request for Proposal (RFP)

Purchase of Software Packages

Last Date for Submission: Bid Opening Date:

22nd July 2008 at 3:00 p.m. 22nd July 2007 at 3:30 p.m.

SN H HR IG E DC T N C M ISIO O OM E U AI

HIGHER EDUCATION COMMSSION H-9, ISLAMABAD

Websites: www.hec.gov.pk Tele no. 051-9040424, 9040422 (Rs. 250/-) www.pern.edu.pk Fax no. 051-4443326

1.0

Introduction

The Higher Education Commission (HEC) has built the IT Infrastructure, which provides the IT facilities viz. Video Conferencing, Interactive Lecturing, Internet, Email, Files Sharing, etc. to the employees of HEC and to the users of universities/institutes. Over the past four (04) years, advanced technology and enhanced version of software have emerged and their requirement is penetrating in HEC routine business. Further number of strength of employees is also increased at HEC. Therefore the requirement of using e-facilities from different places in HEC has certainly increased. Major services are being provided by HEC to employees and universities, the server software platform viz. Microsoft Windows Server, ISA, Proxy Server, NMS, Antivirus etc required latest/upgraded versions. Moreover as per HEC internal business requirement upgraded version and increase in number of licenses are required for software like Microsoft office. Project Management tools, Adobe, etc.

2.0

Scope of Work

In order to upgrade server software and tools at HEC following activities are to be performed under the scope of this RFP;
2.1

Supply, Installation, Integration with existing environment and Testing of all server software and tools requested in BoQ as per proposed plan. Migration of existing server based applications with new server based licenses software by adopting proper testing procedures. At the time of installation and testing vendor shall provide comprehensive documentation of system deployed including installation procedures, screen shots etc.

2.2

2.3

2.4

Customized scenario based training from certified training centre for Microsoft based server applications and tools for minimum 03 HEC employees. Selected Bidder must ensure that the delivered software packages thorough provided media performs properly.

2.5

3.0

Bids Requirements
The objectives of bids requirement is to provide bidders with the information to submit their bid in response of RFP.

3.1

For this tender PPRAs Para 36(b) Single stage - Two Envelope Procedure for open competitive bidding shall be adopted. Bids shall comprise of single envelop containing two separate envelops i.e. Technical and Financial Proposal and clearly marked Technical and Financial proposals. Bidder shall send technical and financial proposals to address given in Tender Notice and in this RFP by courier or by hand. Bidders shall submit 3 copies of Technical and Financial Proposals. Technical proposals shall contain Company profile, Authorization & relationship with principal firms, Location of branch offices, Company experience in related field, Technical staff details, Project Completed, major Client list, Technical specifications (brochures, etc) of quoted hardware, equipment & material with their make and Contact addresses with details for their technical persons.

3.2

3.3

3.4 3.5

3.6 3.7 3.8

The bidder must provide project execution plan with Technical Proposal. The bidder must attach all technical documents in support of solution/BOQ. Bidders are required to fill the Technical Information Forms attached at Annex-1 and submit it along with Technical Proposal. Bidders are required to fill the Financial Information Forms attached at Annex-II and submit it along with Financial Proposal.

3.9

3.10 Bidders are required to fill the check list form attached at Annex-III and submit it along

with Technical Proposal.

3.11 Bidders are required to fill the Technical Evaluation Proforma attached at Annex-IV

and submit along technical proposals.

3.12 Quantity may be increased/decreased as per HEC requirement. 3.13 2% of earnest money shall be submitted with financial proposals 3.14 Total bid value shall cover cost of software, cost for scope of work & services and one

year warranty of work done against scope defined in BOQ.

3.15 Bidders shall be responsible to quote all software mentioned in BOQ. 3.16 The bidders must have office in Islamabad-Rawalpindi.

4.0
4.1

Selection Procedure
In first stage for each category, only Technical proposals will be opened in the presence of bidders representatives. Technical evaluation of the firms shall be based on information provided in Technical Proposals. As a part of technical evaluation, bidders may be asked to conduct

4.2

4.3

presentation/demonstration.

4.4 4.5

The schedule for bidder conference will announced on HEC website RFP, Technical Evaluation Criteria and other related documents to RFP are also posted on HEC website address at http://www.hec.gov.pk/new/eReforms/Infrastructure.htm.

4.6

On the basis of technical evaluation, the financial proposal of only technically responsive bidder will be opened in the presence of their representatives. Financial proposals of bids found technically non-responsive will be returned unopened. For this tender individual categories, weightage of Technical and Financial proposals shall be 70% and 30% respectively. The bid found lowest and technically compliance evaluated bid will be accepted.

4.7

4.8

4.9

5.0

Terms of Payment
Payment of contract price shall be made in the following manner. HEC may consider any other alternative arrangement which falls in the legal framework of Government of Pakistan (GoP) at the time of Contract signing with selected bidder.

5.1

Fifty percent (50%) cost of software licensing cost shall be paid after successful delivery of all equipment at HEC. Further 10% will be retained from the invoices submitted.

5.2

Forty percent (40%) of the software licensing cost and installation charges shall be payable to successful bidder upon successful installation of software with a satisfactory working report. Further 10% will be retained from the invoices submitted.

5.3

10% of contract value shall be paid to successful bidder after testing and integration with existing setup of software as per scope of work given in BOQ. All Government taxes will be deducted from the Successful bidder as per rules.

5.4

6.0

Liquidated Damages

The contractor will complete the job according to the requirement/specification of the 1st party within given time from the date of signing the contract agreement. In case of delay, the Executive Director HEC reserves the right to impose a penalty @ 1% per week of the total cost but not exceeding 10% of the cost.

7.0
7.1

Terms and Conditions of Successful bidder

The selected bidders shall provide the technical documentation as well as users manual for all equipment both in the form of hard copy/soft copy.

7.2

After the approval of tender, a contract agreement on the stamp paper worth Rs. 100/- shall be executed by the firm with selected bidder Within 7 days from the date of issuance of Letter of Intent.

7.3

The earnest money of the successful bidder will be refunded after the supply, integration and testing software as mentioned in BoQ. All the material required for the work completion other than explicitly mentioned in the BoQ of this RFP will be the responsibility of the successful bidder. Successful bidder is bound to deliver all items of BOQ at HEC, Islamabad premises at his own risk and expenses.

7.4

7.5

8.0

General Terms and Conditions

Following general terms & conditions apply to all categories of RFP A bank draft equal to 2% of the total bid value should accompany the tender as earnest money drawn in favour of D.G. (Finance), Higher Education Commission, Islamabad. The tender shall not be considered without earnest money.

8.1

8.2

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. Incomplete and conditional tenders will not be entertained.

8.3

Only authorized dealer, registered reseller & partner, etc. can participate (documentary proof is mandatory). The bidder should be registered with Sales Tax and Income Tax Department. An affidavit to the effect that the firm has not been blacklisted by any Government/Semi Government organization. The Commission reserves the right to accept/reject wholly or partially any tender without assigning any reason at any stage of the tender process. As per requirement, quantities of equipment or its parts can be increased/decreased at the time of issuance of purchase order. Validity period of the bids shall be 120 days. 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.

8.4 8.5

8.6

8.7

8.8 8.9

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

specifications stipulated in this RFP.

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

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

8.12 The request for clarification and the response shall be in writing/email and no change

in the price or substance of the bid shall be sought, offered or permitted.

8.13 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 tender security forfeited.
8.14 For this tender all updates/changes shall be communicated through email and also be

posted on HEC website at the link mentioned.

8.15 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.
8.16

Delivery time for all items is (04) weeks to (08) weeks after the receipt of supply order. In case of delay, the Executive Director, reserves the right to impose penalty not exceeding 10% of the total amount of the contract.

8.17 If the supply is not made to the satisfaction of HEC, the Executive Director. reserves

the right to cancel the supply order the work done by some other tender subject to the condition that if the first party has to pay any amount in access of the agreement amount the difference will be recovered from the second party.
8.18 An affidavit to the effect that the firm has not been blacklisted by any

Government/Semi Government organization.

8.19 Bids submitted via email or fax will not be entertained 8.20 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 solution of the bidders.
8.21 Bidders indemnify HEC against all third party claims of infringement of patent trade

mark industrial design rights arising form use of the goods of any part thereof in Pakistan.

9.0
9.1

Submission of Proposal
Bidder shall submit bids and send to address given in Tender Notice by courier or by hand. Bids shall comprise of single envelop containing technical and Financial information. Bidders shall submit 3 copies of bid proposals. The last date for submission of proposal is July 22nd 2008. and the bid proposals will be opened on the same day at 3:30 a.m.

9.2 9.3 9.4

10.0

Meet or Exceed Specifications

For the specifications provided in this RFP are the minimum requirements of HEC. The venders must meet or 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 should clearly be highlighted to enable HEC to clearly identify modified specifications.

11.0

Clarifications

Queries regarding this RFP shall be submitted in writing to: M. Pervaiz Khan Director NIS Higher Education Commission H 9, Islamabad. Phone: 9040424 Anwar Amjad IT Consultant/Project Director Higher Education Commission H 9, Islamabad. Phone: 9040554

Annex-III

Check List Form (must be submitted with Technical Proposals )

Item # 1 2 3 4 5 6 7 8 Description Company Profile Sales Tax and Income Tax Registration Authorization & relationship with principal firm(s) Company Experience Financial Strength Affidavit that firm is not blacklisted Technical Staff/ Project Team details Similar Projects completed Requirement Annual report or detailed company profile Certificates from issuing Authorities Letter from Principal for Authorization & relationship Certificate of incorporation Auditor report/ Bank certificate specifying company worth/ strength Affidavit on Legal stamp paper Copy of CVs of all technical staff to be deputed to this project Letter of completion specifying the scale/ magnitude of project completed Filled and signed Annex-V of this RFP Filled and signed Annex-VI of this RFP Printed broachers highlighting technical Provided Yes / No Provided at Page # of Bid

9 10 11

Overall Compliance Undertaking Integrity Pact Technical specifications/ brochures

12

Project execution plan

specifications of products Project plan in MS Project specifying the total time required, resource allocation, and milestones Along with technical proposals Along with Financial Proposals

13 14 15

Technical and Financial Evaluation Proforma Technical Information Form Financial Information Form

Annex-I

Parameters of Technical & Financial Evaluation for Software Infrastructure Solution

Sno.
1 2 3 4 5 6 7

Attributes
Income tax (NTN), sales tax registration Certificate Authorized Dealer, Partner, etc.

Mandatory Requirements Requirements

Certificates must be attached Letter of authorization for the supply and solution implementation At least one Verified/signed on each page by principal along with original letter Tax exemptions certificate will indicate as software company All BOQ items are must be quoted (If any item is not n case of any item missing have to cancel the bid Well presented in MS project with(Time Line, Resources, Dedicated Staff, Shared Staff ext)

Ref page #

Bidder must have provide reference of quoted product/solution in similar level Quoted solution design Quoted solution by as software company 100% BOQ compliance Project Execution Plan

Technical Part: 70% Financial Part: 30% Technical Part:

1- Technical Bid Score: Total marks obtained (50) = 2- Presentation of HECs software solution (20) =
Total Financial Part: (70) =

3- Financial bid score M/B*W

M Minimum Bid B The bid W Weight (30)

(30) =

Total Score = Technical Bid Score + Presentation + Financial Bid Score Sections
A. Business Profile B. Experience C. Solution details D. Composition of team assigned Total

Maximum Score
20 10 10 10 50

Score Obtained

A Business Profile

Sr. No. 1

Attributes Financial Strength

Max Score 5

Score Distribution 5 3 2 Year*1 5 3 2

Requirements More than or equal to 100 Million turnover 50 99 Million turnover 5 49 Million turnover One for each year (maximum 5 marks for more than 10 years) 40-50 technical HR 30-39 technical HR 20-29 technical HR

Ref page #

2 3

Company in operation (No. of years) Total technical HR (Please provide brief CV, i.e., name, designation and experience) Total 4

10 5

20

B Experience
Successful implementation of similar project of same scope implementations in other organizations of Pakistan Documentary proof and references are required. Total Warrantee period(patches, releases and up gradation in software Maximum time required for complete implementation from the date of award of contract Total Dedicated team for the implementation of quoted solution (please provide team composition along with designation) Current assignments in hand of Team 10 10 (No. of similar projects of Bid in consideration) / (Highest No of similar project references of all Bids) * 10

10

C Solution details
5 5 5 One for each year

5 3 2

1 2 months 3 4 months 5 - 6 months

10 5 5 3 6 or more technical HR 3-5 technical HR

D Composition of Team assigned to implement solution

7

5 3 1

No assignment in hand One assignment in hand More than one assignment

Total

10

Annexure-V

Overall Compliance Undertaking

I, (Name); (CNIC#); (Designation), (Company Name) have gone through the Terms/Conditions of this RFP 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

Signature Name Designation Company Date

_________________ _ __________________ __________________ __________________ __________________

Annex-VI DECLARATION OF FEES, COMMISSION AND BROKERAGE ETC. PAYABLE BY THE SUPPLIERS OF GOODS, SERVICES & WORKS IN CONTRACTS WORTH RS.10.00 MILLION OR MORE

Contract Number: ________________________ Dated: ________________________ Contract Value:_____________________________ Contract Title: ________________________________ ________________ hereby declares that it has not obtained or induced the procurement of any contract, right, interest, privilege or other obligation or benefit from Government of Pakistan or any administrative subdivision or agency thereof or any other entity owned or controlled by it (GoP) through any corrupt business practice. Without limiting the generality of the foregoing, ____________ represents and warrants that it has fully declared the brokerage, commission, fees etc. paid or payable to anyone and not given or agreed to give and shall not give or agree to give to anyone within or outside Pakistan either directly or indirectly through any natural or juridical person, including its affiliate, agent, associate, broker, consultant, director, promoter, shareholder, sponsor or subsidiary, any commission, gratification, bribe, finder's fee or kickback, whether described as consultation fee or otherwise, with the object of obtaining or inducing the procurement of a contract, right, interest, privilege or other obligation or benefit in whatsoever form from GoP, except that which has been expressly declared pursuant hereto. ________________ certifies that it has made and will make full disclosure of all greements and arrangements with all persons in respect of or related to the transaction with GoP and has not taken any action or will not take any action to circumvent the above declaration, representation or warranty. _____________ accepts full responsibility and strict liability for making any false declaration, not making full disclosure, misrepresenting facts or taking any action likely to defeat the purpose of this declaration, representation and warranty. It agrees that any contract, right, interest, privilege or other obligation or benefit obtained or procured as aforesaid shall, without prejudice to any other right and remedies available to GoP under any law, contract or other instrument, be voidable at the option of GoP. Notwithstanding any rights and remedies exercised by GoP in this regard, _____________ agrees to indemnify GoP for any loss or damage incurred by it on account of its corrupt business practices and further pay compensation to GoP in an amount equivalent to ten time the sum of any commission, gratification, bribe, finder's fee or kickback given by _________________ as aforesaid for the purpose of obtaining or inducing the procurement of any contract, right, interest, privilege or other obligation or benefit in whatsoever form from GoP. [Company name]