RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
Punjab Health Foundation
Request for Proposals
For
Procurement of ERP Solution, Loan Management System and Implementation Services
Issue Date: April, 2019
Closing Date: May, 2019
Punjab Health Foundation
GOVERNMENT OF THE PUNJAB
Poonch House, 38- Multan Road, Lahore
Ph: # (042) 99210953, 99210956 Fax:(42) 99211982 Exchange (042) 99210984-85 Web Site: www.phf.punjab.gov.pk E-mail: [email protected]
Key Information Sheet
Sr # Key Information Details
1. RFP Document Issue Date
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
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2. Availability of RFP Document RFP documents will appear in Punjab
Procurement Regulatory Authority (PPRA)
website www.ppra.punjab.gov.pk and
Punjab Health Foundation’s website
www.phf.punjab.gov.pk
3. Last Date of Submission of Bids
4. Mailing Address Punjab Health Foundation
Poonch House, 38-Multan Road Lahore.
5. Phone Number +92(42) 99210953
6. PHF’s Website www.phf.punjab.gov.pk
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Table of Contents
1. Invitation to Bids
2. PHF’s Overview
3. Key requirements
4. Proposal Submission and Evaluation Criteria
5. Executive Summary
6. Scope of Work
7. Functional Requirements
8. Loan Management System Workflow
9. Cloud Specifications
10. System Specifications
11. SLA for cloud services
12. Support
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1. Invitation to Bid
1.1 PPRA Rules to be followed:
Punjab Health Foundation (PHF), (The Purchaser), invites bids for the “Procurement of Enterprise Resource
Planning (ERP) Solution, Loan Management System and Implementation Services”.
PPRA rules will be strictly followed. These may be obtained from PPRA’s website: http://ppra.punjab.gov.pk
1.2 MODE OF ADVERTISEMENT
As per PPRA rules, this Tender is being placed online at PPRA's website and PHF website, as well as being
advertised in print media. The bidding document carrying all details can be downloaded from PPRA’s website
http://ppra.punjab.gov.pk and www.phf.punjab.gov.pk.
As per PPRA rules, this Tender is being placed online at PPRA's website, as well as being advertised in print media.
1.3 TYPE OF COMPETITIVE BIDDING
As per PPRA rules, Single Stage - Two Envelope Procedure shall be followed for the bidder. This is as
follows:
The bid shall comprise of a single package containing two separate sealed envelopes. Each
envelope shall contain separately the financial proposal and the technical proposal;
The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold
and legible letters to avoid confusion;
Initially, only the envelope marked “TECHNICAL PROPOSAL” shall be opened.
The envelope marked as “FINANCIAL PROPOSAL” shall be retained in the custody of the
procuring agency without being opened;
The technical proposal will be evaluated in a manner as per the clauses mentioned in this
document; and proposals, which do not conform, to the specified requirements as listed in said
document will be rejected.
During the technical evaluation no amendments in the technical proposal shall be permitted;
The financial proposals of technically qualified bidders shall be opened publicly at a time, date
and venue announced and communicated to the bidders in advance;
After the evaluation and approval of the technical proposal the procuring agency, shall at a time
within the bid validity period, publicly open the financial proposals of the technically accepted
and qualified bids only. The financial proposal of bids found technically non-responsive shall be
returned un-opened to the respective bidders.
Technical Bids will carry 70 % weightage and Financials bids will carry 30% weightage. The
bidder scoring highest marks based on the above mentioned weighted average would be awarded
the project as the foundation competent to accept the tender, Purchaser reserves the right to
cancel the tender, accept or reject one or all bids without assigning any reason thereof.
1.4 BIDDING DETAILS (INSTRUCTIONS TO BIDDERS)
All bids must be accompanied by tender security as part of financial proposal in favor of “Punjab Health
Foundation”. The bids along with the Call Deposit Receipt / Demand Draft / Bank Draft/ Bank Guarantee, must
be dropped at Punjab Health Foundation, Poonch House, 38-Multan Road, Lahore. up to 1100 hours on 16-05-
2019.
The Technical Proposals shall be opened in PHF’s Committee Room the same day at 1130 hours, in the presence
of bidders or their authorized representatives who may wish to be present. A softcopy of Technical need to be
submitted in the form of USB flash drive in the respective envelopes.
Queries of the Bidders (if any) for seeking clarifications regarding the required products and services and scope
mentioned in this document, may be queried date of Tender advertisement to closing date. All interested bidders
can participate in the pre-bid meeting of the date and time given. The bidder must submit bids on the basis of
complete tender. Failure to meet this condition will cause disqualification of the bidder. The bidder shall submit
bids which comply with the Bidding Document. Alternative bids will not be considered. The bids will be rejected
which are not substantially responsive to the requirements of this Document.
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Pre-Bid Meeting 30-04-2019 at 11:00 am
Last date of purchase of bidding documents 16-05-2019
Time for submission of proposal 11:00 am
Time for opening of Technical proposal 11:30 am
Procurement Method Single stage two envelop
Bid Security (2% of estimated cost) 39,000/-
The contact detail for technical details:
Manager (IT&MIS)
Punjab Health Foundation,
For bid submission related issues:
Assistant Manager (Procurement)
Punjab Health Foundation,
Bidders should note that during the period from the advertisement of the tender till the receipt of the bid, all
queries should be communicated to the above contact in writing or via e-mail or letter at the above contact detail.
Bidders are also required to state, in their proposals, the name, title, fax number and e-mail address of the
bidder’s authorized representative through whom all communications shall be directed until the process has been
completed or terminated.
Purchaser will not be responsible for any costs or expenses incurred by bidders in connection with the preparation
or delivery of bids.
2. PHF’S OVERVIEW
The Punjab Health Foundation (PHF) was established in 1993 with the prime mandate to provide financial
assistance, interest free loans, and technical support to the private sector healthcare providers so that they
could share the burden of public sector in provision of healthcare services to the general public. The Foundation
is an autonomous body, governed by a Board of Directors. The basic role of the Foundation is to encourage the
concerned Health Professionals for establishing and upgrading health institutions and allied projects. This was a
milestone step of the Government of Punjab towards proactively assisting and promoting the private sector in
broadening the overall health coverage to the people of this province.
2.1 PROJECT OVERVIEW
PHF is looking to contract a reputable vendor to implement various solutions that are stated in the later part of
this document. The overall goal of this project is to devise an automated system for enterprise
resource planning and loan management system on the Cloud. An ERP System which can simplify,
standardize and automate business processes, helping PHF to take full advantage of growth opportunities. The
ERP cloud system should enable the workforce to collaborate, analyze and work on the move to accelerate
performance.
PHF would like to restate and re-emphasize that considering that personnel who are expected to be the end users
of this ERP system, there must be special emphasis on the usability and the functionalities should be easy to use,
web accessed, fully automated and scalable. Applicants who can demonstrate innovative solution implementation
approach and simplistic graphical layout.
PHF requires an automated system for enterprise resource planning, which can work on managing new processes
and it should be able to easily add sub branches if need arises. It has been noted that much of the inefficiency
in operational work stems from improper reporting within the organization, the system needs to have possibility
of eliminating such errors and should automate system to correct those errors. As compared with manual
recordkeeping or other traditional approaches, the system needs to be able to provide an improved data quality
by improving the underlying processes that gets highlighted within the organization. We wish to introduce
fundamental innovation in managing resources, which will in return eliminate delays and reduce cost of
operations, the system should have the capability to manage resources. Having high-quality data allows
businesses to use the power of intelligent analytics tools to arrive at better business decisions. An ERP system
should have a built-in analytics functionality to allow easier data analysis. Controlling data access properly is
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always a challenge in organizations; the system should have the capability to overcome with the use of advanced
user management and access control.
We need a system, which provides low level of complexity of a business and should have a streamline of
workflows, which is followed by approvals from top management.
PHF intends to procure ERP and loan management cloud solution, which can simplify, standardize, and automate
business processes, helping PHF to take full advantage of growth opportunities. The ERP cloud system should
enable a workforce to collaborate, analyze, and work on the move to accelerate performance. It should be noted
that the ERP cloud system and loan management system should be able to interact. ERP cloud system should be
able to provide integration with system and its services. The loan management system should be accessible
through Mobile Application.
PHF’s management can have access to dashboards they can use to monitor and view their most pressing concerns
and system should have the ability to integrate with existing applications like Microsoft Excel to leverage cloud
ERP analytics and allow users to easily collaborate within the applications to complete tasks faster.
2.2 HIGH LEVEL ERP FUNCTIONALITIES
The broader overview of the required Functionalities in the Cloud ERP and Loan Management System but not be
limited to:
Cloud based ERP solution and Loan Management System
Process automation and Monitoring
Multi-Dimensional Reporting
Improved User Experience
Mobile APP for Site Inspections and Monitoring
Provision of Source Code
Training Sessions should be part of the implementation systems so that the knowledge gets transferred to
end-users. ERP solution and loaning system should continually be upgraded by the provider to make sure the
latest, and bug free.
3. Key Requirements
The proposed Cloud ERP and Loaning System should cater to requirements of key business functions of the
organization with finance management and loaning system. The major key requirements are following:
Complete solution on cloud for Finance covering the following business areas
General Ledger
Account payable
Account receivable
Fixed Assets
Cash Management
Consolidate reporting for analysis
Facility to book invoices and track payables
Bank payments and collections
Loaning System with following features:
Loan Application Receiving
Loan Application Screening
Loan Approval
Loan Disbursement
Loan Recovery
The elaborative details follow in the coming sections. The solution must be on cloud and all components should
be integrate-able with modules to be deployed in future. The solution must provide advanced features for securing
data and also keeps track of audit trail.
Cloud ERP solution and loaning system should have the below enterprise grid functionalities:
Deployment model with easy, predictable pricing
Complete ERP services, including financials, planning and budgeting
Version upgrade should be responsibility of the vendor
Provision of source code
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The selected Applicant is expected to conduct their own investigations and analysis and should check the
accuracy, reliability and completeness of the information in this RFP document. For any queries regarding any
information in this RFP, Applicants communications with PHF’s focal person.
3.1 CONFIDENTIALITY
The Tenderer (whether or not he submits a Proposal to the RFP) shall treat this RFP document and its details as
strictly private and confidential. No information pertaining to this RFP or the examination, clarification, evaluation,
comparison and award of this RFP shall be disclosed to other Tenderers or any other persons not officially
connected with the RFP process, including, but not limited to, the Tenderer’s own affiliate companies and
subsidiaries. The Tenderer is not permitted to make any public announcement or release any information
regarding this RFP without PHF’s prior written approval.
PHF reserves the right to share the Tenderer’s response to this RFP with its advisors and affiliates.
In the event the Tenderer commits a breach of confidentiality, PHF reserves the right to disqualify the tenderer
from this RFP process and furthermore not include the Tenderer in any future similar exercises.
PHF is not responsible for declaration of the short listed supplier(s). PHF has the right to accept or reject any
offer as it deems fit or cancel this RFP process at any stage without assigning any reason whatsoever.
The Tenderer shall state clearly those elements of its response that it considers confidential and/or proprietary.
Failure to properly identify and mark confidential or proprietary information may result in all information received
being deemed non-confidential, non-proprietary, and in the public domain.
3.2 RFP RESPONSE OWNERSHIP
All material submitted regarding the RFP becomes the property of PHF and will not be returned to the Tenderer.
Please submit the softcopies of technical and financial proposals in a USB drive along with hard copies.
3.3 ADDENDUM OR SUPPLEMENT TO RFP
At any time prior to the deadline for submission of the Tender, PHF may, for any reason, whether on its own
initiative or in response to a clarification request by prospective vendor, modify the RFP by issuing addenda.
A summary of all questions and responses as well as any adjustments regarding the scope of this tender - if any
- will be prepared and distributed to all potential vendors that submitted their intent to bid. It is the responsibility
of tenderer, prior to bid date, to inquire as to addenda issued and to ensure their bid reflects any and all changes.
3.4 CLARIFICATIONS AND QUESTIONS
To ensure fair consideration for all Proposers, PHF prohibits communication to or with any department, officer or
employee during the submission process except as provided below. If the Proposer should be in doubt as to the
meaning of any of the Proposal documents, or is of the opinion that the plans and/or specifications contain errors,
contradictions or reflect omissions. Proposers shall email a written request for interpretations or clarification.
Any interpretation will be made only by an addendum. No oral explanation or instruction of any kind or nature
whatsoever given before the award of a contract to a Vendor shall be binding.
3.5 CONTACT INFORMATION AND COMMUNICATION
Prospective Participants may make inquiries concerning this RFP to obtain clarification of requirements. For
Technical and Financial Clarification. Please include the following reference as the subject of your email: ERP
System - RFP
3.6 ADVICE OF OMISSION OR MISSTATEMENT
In the event it is evident to a Vendor responding to this RFP that PHF has omitted or misstated a material
requirement to this RFP and/or the services required by this RFP, the responding Vendor shall advise the contact
identified in the RFP Clarifications and Questions section above of such omission or misstatement.
3.7 TENDER PRESENTATION
The Tenderers are expected to present their proposal as per the terms and conditions listed along with the
announcement of this tender. The Tenderer is required to include a high level project management plan in the
proposal and will be required to provide and present a detailed and comprehensive project management plan
that will become the sole source for determining implementation tasks and completion time of each task.
The tenderers are expected to present the technical proposal and the various components fitment within the
overall proposal. The Tenderer must be able to answer all queries and question of the evaluation committee
within the presentation. Failure to do so will render lower points to the tenders’ proposal.
3.8 MODIFICATION OR WITHDRAWAL OF PROPOSALS
Proposal modification and withdrawal terms and conditions are governed by The PHF/PPRA tender laws and
regulations. Such laws and regulations shall always prevail at all times. Under no circumstances shall a Tenderer
be allowed to modify or withdraw his proposal if such actions are prohibited by the relevant Tender laws.
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3.9 ACCEPTANCE
A proposal submitted in response to this RFP shall constitute a binding offer. Acknowledgment of this condition
shall be indicated by the signature of the Participant or an officer of the Participant legally authorized to execute
contractual obligations. A submission in response to this RFP acknowledges acceptance by the Participant of all
terms and conditions including compensation, as set forth herein. A Participant shall identify clearly and
thoroughly any variations between its proposal and the PHF’s RFP. Failure to do so shall be deemed a waiver of
any rights to subsequently modify the terms of performance.
3.10 TENDER SCHEDULE
Last Date of Submission of Proposals: As per the advertisement in the newspapers.
Opening of Bids: As per the advertisement in the newspapers.
Selection of Qualified Bidders as per the Selection criteria.
Presentation from the Selected Bidders qualifying the criteria on the proposed solution.
Opening of Financial Proposals: After Technical evaluation of all the Vendors.
Award of contract to selected Vendor: After one week of the opening of financial proposals.
3.11 Costing
An estimated costing, including all fees required to complete this project and any associated and recurring costs,
such as support or licensing, shall be included in the proposal. Pricing should be in Pak Rupees inclusive of
all taxes, PHF will consider pricing as part of the evaluation criteria. However, it is not essential to
bid the lowest price to win. Withholding Tax, sales Tax and Other Taxes: The Respondent Vendor is hereby
informed that PHF shall deduct tax at the rates prescribed under the Tax Laws of Pakistan, form all payments for
services rendered by any Respondent Vendor who signs a contract with PHF.
3.12 BID SECURITY/EARNEST MONEY DEPOSIT (EMD)
As per PPRA procurement rules of bid security, the bidder will submit a bid security which shall be 2%in shape
of Bank Draft / Pay order in favor of Punjab Health Foundation. The bid security issued by any scheduled bank
of Pakistan will be acceptable. Cheques will not be acceptable in any case. Bid Security will be returned to all
vendors once project is awarded or annul due to any reason. Validity of the Bid Security should be 120 days
minimum.
Within (15) days of the receipt of notification of award from the Purchaser, the successful Bidder shall furnish
the Performance Security. The value of Performance Security shall be 10% of the bid value to be issued by any
scheduled bank of Pakistan having “A” rating. The Performance Security will be valid after the six months of
completion of the assignment or any such extended period as decided by PHF.
3.13 BID VALIDITY PERIOD
Bid should be valid for a period of 90 days from the date of opening of financial proposal.
3.14 ADDITIONAL CHARGES
No additional charges, other than those listed on the price breakdown sheets, shall be made. Prices quoted will
include verification/coordination of order, all costs for shipping, delivery to site, unpacking, setup, installation,
operation, testing, cleanup, training and Vendor travel charges.
3.15 EVALUATION INQUIRIES
PHF reserves the right to request any additional information that might be deemed necessary during the
evaluation process.
3.16 RIGHT TO REQUEST ADDITIONAL INFORMATION
PHF reserves the right to request any additional information that might be deemed necessary during the
evaluation process as per rules.
3.17 RIGHT OF REFUSAL
As authority competent to accept the tender, Purchaser reserves the right to cancel the tender, accept or reject
one or all bids without assigning any reason thereof.
3.18 TURNKEY SOLUTION
PHF is seeking a comprehensive turnkey proposal covering Software licensing subscription, Implementation,
Configuration and Training of ERP solution and Loaning System. All prices quoted must include all software and
necessary services to make the system specified fully operation for the intent, function and purpose stated herein.
3.19 TIMELINES
PHF is expecting from the successful vendor to complete the project within 04 Months (120 days) from the date
of Letter of Award (LOA). Delay in project will result to penalty as defined under penalty clause.
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3.20 PAYMENT CLAUSE
Payments will be made by PHF against the invoice/s raised by the Vendor by following the procedure in vogue
against each milestone on production of following documents:
a. Sales tax invoice duly signed and stamped by the organization.
b. A certificate by the Vendor to the effect that he had not claimed the relevant payment in his previous
claims.
c. A certificate issued by standing Purchase Committee of PHF certifying that the relevant claim is correct
and the Vendor has successfully accomplished the task against respective milestone.
d. Partial payments will be allowed and payment shall be released only after achievement of milestone/s as
described in the project document/control book.
e. There will be no Advance payment against any task of the project other than mobilization advance, which
will be against Bank guarantee of the same amount.
f. Payments will be divided into different segments.
3.21.1 Cloud Licensing Subscription Fee for 1ST Year
Vendor to propose Quarterly or yearly model
Vendor to quote fixed quarterly /yearly prices for Cloud based ERP and Loaning System
First payment will be made on Provisioning of cloud services as defined in the payment schedule
3.21.2 Implementation Services
Professional Services for ERP implementation (Milestone based payment, as defined in the payment schedule).
Timelines of the project will be agreed before the contract signing and has to be within 02 months (60 days).
PHF reserves the right to change the payment terms with the consultation of the successful bidder at the time
of the contract signing. Once the contract is signed, bidder will be bound to invoice as per performed services
agreed in the contract.
3.21.3 Training
Training will be divided into 2 different sections.
(1) End User Or System Users
(2) Technical Staff
Payment will be made after the completion of End User training. All the trainings should end up with a proper
test/exam to certify that staff member has successfully passed the test/exams.
3.22 Payment Schedule
Description Payment %
Business Requirements Gathering and Analysis (Control Book) 40%
Build and Conduct UAT, End-User Training and Readiness Technical
Trainings
30%
Project Go-Live 20%
Satisfactory Report by Inspection Committee of PHF 10%
Recurrent Costs (Cloud Hosting Services, initially up-to 01 year which may
be extended on satisfactory performance)
Per quarter basis
*PHF reserves the right to change the payment schedule at the time of contract signing with mutual consent
with the successful bidder.
3.23 PENALTY CLAUSE
The contract to be executed between PHF and the selected Vendor will contain penalty clauses for delay in
the implementation schedule as well as failure to comply with the provision of providing the required services
during the post-approval phase. The maximum penalty to be imposed against delay would be equal to 10%
of the contract value. In case, implementer touches the maximum penalty that is 10% of the contract value,
PHF reserves the right to cancel the contract.
3.24 Implementation Services
Timelines of the project will be agreed before the contract signing. Delay will be subject to 0.2% penalty of
implementation value of specific milestones per month.
3.25 Training Services
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To be completed before Go Live. Delay will subject to 0.2% penalty of Training value per month.
3.26 SUBCONTRACTING ERP
Vendor shall not be permitted to sub-contract any part of its obligations under the Contract with PHF subject
to prior approval of PHF, However Consortium of two companies only is allowed.
3.27 COMMENCEMENT OF ASSIGNMENT
As per Letter of Award of Contract
4. PROPOSAL SUBMISSION AND EVALUATION CRITERIA
The deadline to submit the proposal is mentioned at the bid schedule.
4.1 EVALUATION AND QUALIFICATION CRITERIA
This Section contains all the criteria that the Purchaser shall use to evaluate a bid and qualify the Bidders.
4.2 GENERAL CONSIDERATION - PRE-QUALIFICATION
Documentary evidence that interested bidders must either be Principal or an authorized partner of Principal
(Preference Letter from OEM in the name of PHF in case of authorized Partner)
Vendors should have sound experience in deploying solution in Public organizations of Pakistan (Documentary
evidence in the shape of Purchase Order/Contract/NOC) (minimum 2 public sector organizations
PO/Contract/completion letter)
Copy of registration certificate of organization, the Income Tax and Sales Tax Registration Certificate.
ERP and Loan Management Solution should be Cloud based and the principal should manage Cloud including
patches, updates and upgrades.
ERP cloud solution should have at least 05 deployments. (Original Equipment Manufacturer (OEM) Letter
mentioning the names of the references and reference-able documentary evidences (websites).
Proposed Loan Management Solution will also be having integration with Cloud ERP Modules.
Solution should be out of the box/product of having presence and acceptance in market.
For authorized partner documentary evidence of Gold or equivalent level of partnership with proposed technology
solution in Pakistan for will be required. (Manufacturer Authorization Letter from OEM in the name of PHF).
4.3 COMPANY STRENGTH AND RELEVANT PROJECTS (TOTAL MARKS 100)
Points will be awarded, based on the bidder’s strength
Company Strength & Relevant Projects
S No Description Marks
1 ISO 9001 certified for sales of IT solutions and Equipment. 20
2 Experience in Proposed ERP (Oracle, SAP or Equivalent) implementation
10+ Years = 20
5+ years = 10
20
3 Proven track record of ERP (Oracle / SAP or Equivalent) implementation in
Government organizations.
10
4 Number of permanent technical resource persons relevant to this project (having ERP
(Oracle / SAP or Equivalent)
50 + employees =20
30+ employees = 10
20 + employees = 5
20
5 Successful Implementation letter of ERP (Oracle / SAP or Equivalent) projects.
90% compliance = 20
70-90% compliance= 10
Less than 70% = 5
20
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6 Lahore based implementation setup. 10
Minimum 70% points would be required on each category. Technical part will carry 70% weightage overall and
Financials will have a 30% weightage. Only technically qualified vendor’s financial bids will be opened.
4.4 EVALUATION OF FINANCIAL PROPOSAL
A two-stage procedure is utilized in evaluation of the Bids, with evaluation of the technical proposal being
completed prior to any Financial Proposal being opened and compared.
The Financial Proposal of the Bids will be opened only for submissions that passed the minimum technical score
of 70% of the obtainable score in the evaluation of the Technical Proposals. If the technical component achieves
70% points, the Bid will be taken into account in the following manner:
Weightage of the financial scoring is 30% and Firm’s Score will be calculated using following formula.
Firm’s Score= (Minimum Bid Value / Bid in Consideration) * 30
4.5 Financial Bid Summary Format
Financial bid will be submitted in the below format. Please add an extra page if necessary to add line item pricing
where needed.
Description Amount in PKR with
Taxes and Duties
Remarks
Software Cost Please mention detail breakup
Implementation Services Please mention detail breakup
Cloud Hosting Services Please mention detail breakup
Training Cost (if any) Please mention detail breakup
Total Fee in PKR (Total Fee in Words)
*After sales services (maintenance & support) for first 06 months of initial period after deployment will be
complementary explicitly.
4.6 Technical Proposal
Vendor will furnish the technical proposal in the below format.
Proposal must Furnish following Details
S.
No.
Description
1. Detailed Project Execution Plan
2. Implementation Approach/Methodology
3. Solution Deployment Architecture on Cloud
4. Training Methodology including Schedule & Plan
5. Responsibility Area Matrix for Project Execution
6. Details of Collaborative Workspace for the Project
7. Application Backup Plan
8. Security Features on the Proposed Cloud
9. Details of Required Hardware Solution
10. Any Other Hardware or Software Necessary to run the System for Integration Purpose
4.7 Documentary Evidence
D1. Certificate of Incorporation or registration
D2. Memorandum and Articles of Association
D3. Audited financial statements (last 3 years)
D4. National Tax Number (NTN) certificate
D5. Tax returns of last 3 years
D6. Sales Tax Registration certificate
D7. Reference letters confirming successful completion of the projects
D8. ERP (Oracle / SAP or Equivalent) partner certificate
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D9. List of clients with respect to implementation of ERP solution (at least 20 or more)
5. EXECUTIVE SUMMARY
This part of the response to the RFP should be limited to a brief narrative describing the proposed solution. The
summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel.
The executive summary should not include cost quotations.
5.1 COMPANY BACKGROUND
Vendors must provide information about their company so that PHF can evaluate the Vendor’s stability and ability
to support the commitments set forth in response to the RFP. Information that Vendors should provide in this
section are as follows:
The company’s background including a brief description (e.g. past history, present status, future plans,
company size, etc.) and organization charts.
Audited financial information for the past Three (3) completed fiscal years that includes income
statements, balance sheets, and statement of cash flows.
Privately-held companies wishing to maintain confidential financial information must provide information
detailing the company’s long-term stability as part of the Vendor proposal response.
Any pending litigation.
Statement that company is not blacklisted.
List of the project awarded in Public sector in Pakistan.
List of ERP projects completed locally and internationally.
5.2 PROPOSED SOLUTION
As PHF is contemplating a mix of multiple solutions, aspects of the proposed solution to be provided should be
clearly delineated where they vary between these approaches in the sections below.
5.2.1 Application Software
The Vendor is required to provide a general description of the application program product and how it will
meet requirements of this RFP. This section must address, at a minimum, the following items:
Describe your overall proposed technology solution on cloud.
Describe the solution architecture on proposed cloud solution.
Describe the up time and security on cloud solution.
Describe the format of Source code
Describe the backup strategy.
Describe the mechanism for the deployments of updates and version upgrader not only limited to
application but also database, middleware.
Describe the product direction for the company, including time frames.
Describe unique aspects of the Vendor’s solution in the marketplace.
Describe components of the solution that are industry standards versus being proprietary to the Vendor.
Describe workflows for each module/components.
Describe your portal or single sign on strategy.
For third party products proposed that are integrated with the Vendor’s solution provide the following for
each product:
o Reason that this product is a third-party product versus being part of the software Vendor’s
solution.
o Extent to which this third-party product is integrated with the Vendor’s solution.
5.2.2 Cloud Services
The Vendor shall provide the information described in this section. This information will be used in the
evaluation process.
What is unique about proposed Cloud?
What services are available via Cloud?
Are Cloud Services available globally?
Can Cloud applications be used from mobile devices?
Can Cloud be used for production workloads as well as development and testing?
Can Cloud handle volume and scale with your business?
How secure are the Cloud Services?
Does Cloud support high availability and disaster recovery?
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How is system maintenance and upgrades performed in Cloud?
Can applications be moved from Cloud to on-premises or third party service providers?
Can PHF retrieve artifacts and data if PHF cancel Cloud Service?
What kind of support is provided with proposed Cloud?
What Services/modules are available on the cloud?
How does integration work with different proposed modules on cloud?
Is Financials integrated with Project Portfolio Management and Procurement?
What reporting tools are available with Financials on cloud?
5.3 IMPLEMENTATION PLAN
The Vendor is to provide an implementation plan in narrative format supported by an activity-level project plan
using Microsoft Project with details how the proposed solution is to be implemented. This implementation plan
should include the following elements:
General Implementation Approach
Project Management Approach
Cloud implementation through principal (In case proposed)
Data Conversion Plan
Report Development
Integrations and Interfaces
Training
Change Management Approach
Testing
Operational Redesign Approach
System Documentation and Manuals
Disaster Recovery Plan
Knowledge Transfer
The Vendor should not be constrained to only include the above items in the Vendor’s proposal response if the
Vendor feels that additional elements may add value to the overall implementation. PHF requests that the Vendor
provide their work plan propels.
It is expected that the Vendor will lead the efforts in each of the implementation areas described below unless
stated otherwise. Further details on what is to be provided as part of the Vendors proposed implementation plan
are included in the following subsections.
5.3.1 Hardware, Software and Storage Design and Installation Consulting
The Vendor is expected to specify, furnish, deliver, install and support all application and system software
that may include pre-installing or equipment staging. Development or test instance on the cloud would be
the responsibility of the vendor. Additionally, PHF expects the selected Vendor to conduct a test of the system
backup and recovery solution prior to go-live.
5.3.2 Data Conversion Plan
PHF has got existing system contained data of loanees in its legacy data. In case data conversion is required,
the Vendor is expected to assist PHF in the conversion of both electronic and manual data to the new system.
It is expected that vendor will be responsible for data extraction from current systems and data scrubbing
and data preprocessing and that the Vendor will also be responsible for data import and validation into the
ERP and Loaning System.
5.3.3 Report Development
For specific reporting requirements, it is anticipated that the Vendor will take the lead on developing any
reports required as part of the initial deployment of the system. The Vendor is expected to provide specialized
knowledge and information to PHF staff during the development of needed reports, via technical training on
the tools used for report development and architecture etc.
Provide information on your reporting approach including:
Description of various methods of reporting (suggest Business Intelligence tool)
Methods for PHF to identify, specify, and develop required custom PHF reports during the
implementation.
5.3.4 Integrations and Interfaces:
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
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It is expected that information generally would need to be entered only once into the system. Modules within
the system should be integrated in real-time with each other such that batch processes are not required to
transfer information from one area of the system to another unless that is the preference of PHF.
Describe the extent to which the various modules are integrated together versus being purchased
separately and interfaced.
Describe your approach towards interfacing and integration with other solutions including use of
specific tools, methods and standards.
Describe data exchange standards (e.g. XML, Web Services, or EDI) supported or provided by your
product.
Identify potential issues for integrating with specific technologies.
If local customizations are made, do you provide any tools or assistance to easily incorporate
customizations into new version/releases of your software?
5.3.5 Training
Training is required in two main areas:
(a) Technical Staff, and
(b) Systems Users.
Three levels of System Users are currently identified as: Key Users (responsible for system
parameterization in the future), End Users and Senior Management (who are expected to be provided
System Overview).
As part of the proposal, the Contractor must describe in detail its approach to meeting the training
requirements for each audience. The description must include methods proposed to deliver both training
and documentation. The Contractor should describe the general content of all training materials, training
courses and documentation proposed.
The Contractor will be required to develop a Training Strategy to ensure that all identified Systems Users
and Technical Support Staff is thoroughly trained in the use and support of the system. Training for Key
Users must be imparted early in the implementation stage, preferably in the first month, to enable them
to actively participate in the parameterization process.
The Contractor is required to provide materials for training users. The User Staff training materials must
cover, at a minimum, the following topics:
Systems Overview
Systems benefits.
Data inputs.
Outputs and reports produced.
Major systems business
Functions User Manual contents and usage.
Systems Usage
Entering data and data validation.
Data correction and user help features.
Menu and system function traversal.
Problem recovery.
Report contents.
Report generation / suppression.
Search and inquiry features.
Record update procedures.
Systems Operation
Job recovery
Job scheduling
Job cycles (daily, monthly, quarterly, annual and special)
Special forms usage;
The Contractor must provide material for training Technical Staff such as database administrators, system
administrators, operators, and developers. This material must cover all aspects of systems design,
operation and maintenance including, at a minimum, the following topics:
Application and database design and architecture;
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Application structure and module / sub-module / program / subroutine relationships; Application
start-up / shut-down procedures;
Application back-up, recovery, and restart procedures;
Application security features;
Audit and testing procedures;
System data entry; checking, correction, and validation procedures;
User help procedures and features;
System troubleshooting and system tuning procedures and features;
System administration functions management;
Setting and changing system password and user ID security features;
System interface processing;
On-line/off-line and batch processing procedures;
Unique processing procedures;
Report generation procedures;
Menu structures, chaining, and system command mode operations.
PHF requires the training material on electronic media. All training material provided by the Contractor will be
reproduced and used as needed by PHF.
5.3.6 Change Management Approach
PHF recognizes that a movement from the current environment to a new solution will present change
management challenges. The Vendor should clearly identify their approach towards Change Management
including any unique approaches or tools that will be used.
5.3.7 Testing
The Vendor should describe their recommended approach to the following types of testing that are anticipated
to be performed on the project and the type of assistance they anticipate providing to PHF related to such
testing:
System Testing
Integration Testing
Stress/Performance Testing
User Acceptance Testing (UAT)
Automation Testing Approach
Usability Testing
Integration Testing
Data Migration Testing
Testing environment on cloud (other than production environment on cloud) would be responsibility of the
vendor.
5.3.8 System Documentation and Manuals
Vendor is expected to provide user manuals and online help for use by PHF as part of the initial training (these
are different from the training material for the trainings) and on-going operational support. Additionally, the
Vendor is expected to provide technical documentation.
Describe what documentation (user guide, technical guide, training materials, etc.) is available on the
system proposed and any related costs.
Describe what types of documentation you anticipate developing during the course of the project.
Disaster Recovery Plan Please describe the services you provide around disaster recovery, if any, as
part of your proposed solution.
5.4 Knowledge Transfer
Vendor should describe their processes for ensuring that a transfer of knowledge occurs back to PHF staff such
that staff is capable of supporting and maintaining the application in the most proficient manner once the Vendor
implementation engagement is complete. The complete source code will be also be provided.
5.5 EXCEPTIONS AND DEVIATIONS
If the Vendor finds it impossible or impractical to adhere to any portion of these specifications and all attachments,
it shall be so stated in its proposal, with all deviations grouped together in a separate section entitled,
“exceptions/deviations from proposal requirements.” This section will be all-inclusive and will contain a definition
statement of each and every objection or deviation with adherence to specific RFP sections. Objections or
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deviations expressed only in other parts of the proposal, either directly or by implication, will not be accepted as
deviations, and the Vendor in submitting a proposal, will accept this stipulation without recourse.
5.6 ADDITIONAL MATERIALS
Use this section to include any additional information or materials that are relevant to PHF, but not specifically
requested in another section of this RFP.
5.7 ADDENDA
Include all original, signed copies of addenda in this section.
5.8 COST PROPOSAL
One (1) original cost proposal, one (1) copy of the cost proposal.
Any errors providing an accurate price response due to inaccuracies in the provided excel are the sole
responsibility of the responding vendor.
Costs should include the complete and all components.
For each item, indicate if the cost is one-time, annual, or other. In the event the product or service is provided
at no additional cost, the item should be noted as “no charge” or words to that effect.
6. SCOPE OF WORK
6.1 OPERATIONAL REQUIREMENT – ERP SYSTEM
The design and implementation should consider the following features:
Operational efficiency
Improved consistency and accuracy
A helping hand for employees
Self-Services and published portals
We will be able to provide imagery, but apart from this we are open to receive input from the vendor regarding
best practices and designs.
6.2 FUNCTIONAL REQUIREMENTS
We are targeting out of the box solution providers and, as such, we expect to be provided with Industry
standard solutions. We expect the respondents to dilate upon the general features of their product: reporting capabilities, documentation, on-line support, software architecture and advantages thereof, etc.
We would also like for the vendors to specifically mention and recommend third-party solutions where the
proposed solution does not support that requirement. Following are the functional requirements for the ERP financial system and loaning system that we intend to
implement in the first wave and is of immediate interest to us. Vendors must complete this section and additional information has to be produced where necessary.
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
Ref. # Requirement Description Response
7.3 General Ledgers (GL)
7.3.1 Global settings
7.3.1.1 Able to enter the foreign currency exchange rates for automatic translation of
foreign currency balances:
Manually
Automatically (e.g. via the internet)
7.3.2 Accounting Period
7.3.2.1 Different fiscal reporting calendars must be available.
7.3.2.2 Able to control the posting periods centrally for all account types (e.g. assets,
debtor, creditor, etc.)
7.3.2.3 Allow for special periods to facilitate year-end closing by dividing the last posting
period into several closing periods (at least 12 standard accounting periods plus 1
to 3 accounting periods for adjustments).
7.3.2.4 Able to control users to access past period for adjustments (e.g. to re-open a
period that has been closed).
7.4 Chart of Accounts
7.4.1 Flexible to accommodate current and any proposed chart-of-accounts structures
and organization structure.
Able to provide facility to define and relate the following logical grouping
structure and numbering convention to the chart of accounts (7 Levels):
Company
Department / Division
Location / Branches
Business Unit
Cost Center Profit Center
7.4.2 Able to provide facility to amend the entities (e.g. department, division) and its
relationship to reflect changes in the organization structure.
7.4.3 Multiple companies and multiple divisions with different chart-of-accounts must
be supported
7.4.4 Provide for numerical and alphanumeric chart of accounts
7.5 GL Master Record
7.5.1 Able to maintain the following master data record to store control information on
how
postings into the General Ledger account.
Name of account
Description
Type of account (e.g. revenue, asset)
Currency (local, foreign)
Tax posting
Reconciliation account in nature
Level of transaction details to be maintained within the GL account
Automatic posting to prevent manual posting to account (e.g. gain/ loss
on disposal)
Specify templates to capture details of recurring transactions. (e.g. fixed
prepayments and accruals) Allow amendment or deletion to recurring transactions prior to posting.
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
Perform the posting automatically according to user-defined specification.
7.5.2 Allow for multiple account entries (debits and/or credits) for each transaction
type.
7.5.3 Provide running total of debit/ credit amount.
7.5.4 Provide running total of transactions in each batch.
7.5.5 Handle user-defined base currency GL processing for all accounting entities.
7.5.6 Handle multi-currency processing.
7.5.7 Provide a journal edit listing on screen or printed. The information should
contain, but not limited to the following:
Batch number
Journal posting date
Journal creation date
Journal type
Source of journal (e.g. via interface system)
Journal text
G/L account code, G/L account name and description
Debit/ credit amount
Batch total
Number of transactions
7.6 Periodic Processing
7.6.1 Able to perform month-end and year-end closing.
7.6.2 Able to automatically / manually initiate a new financial year.
7.6.3 Able to automatically update the closing balance of the previous period and
opening balance of the current period with prior period transaction postings for
all ledger balances. (e.g. actual, budget, statistical).
7.6.4 Able to automatically transfer net balances of the current year to retained
earnings account. (for year-end closing)
7.7 General Ledger Integration
7.7.1 Able to integrate with the following modules on real time basis, but should not
be limited to:
Accounts Receivable (Loan Management)
Accounts Payable
Cash Management
Fixed Assets
7.8 Reporting
7.8.1 Provide flexible Report Writer with the following minimum features
Specify the format and layout of reports;
Summarize and total the information to be reported;
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
Select records to be included in the report;
Select details from each record to be included;
Sort the information to be reported as one level within another;
Perform arithmetic calculation on the information selected or totals
thereof;
Ability to add narrative comments to reports
Ability to show financial data in thousands, millions etc. without creating
rounding problem
Store the report format for later use; and
Produce reports in graphical form for presentation
purposes.
7.8.2 Standard reports as being used in industry should be required in each module.
7.8.3 Consolidation:
Ability to:
Consolidate in multi levels
Consolidate actual and budget at balance sheet, profit/ loss account,
cash flow statement, expenses and revenue account levels
Automate generation of elimination transaction
7.9 Accounts Receivable: Generation of loan schedule, loanee alerts for
system
7.9.1 Customer Master Data
7.9.2 Flexibility to provide account numbers: Automatic Preferred
Automatically
Manually (by the user)
upon creation of new customer account.
7.9.3 Able to control the creation and change of customer’s master data according to
user authorization.
7.9.4 Able to maintain the following master data, but should not be limited to, as
follows:
Account name
Account address
Customer classification (type)
Credit worthiness rating
Surcharge/ Dunning specification
Incoming/ outgoing payment specification
Customer’s agreement details
Customer contact details
7.9.5 Able to allow for specified fields in the master data to be made mandatory (e.g.
ID number) or optional entry.
7.9.6 Able to perform a consistency check on the account balance based on user
defined specification (e.g. customer has moved out, balance is zero, no
remaining open item) before account is marked for deletion.
7.9.7 Able to change all fields in the master data on line with real time update to the
customer account.
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
7.9.10 Able to maintain audit trail of changes such as the time of change, the user ID,
old and new field values.
7.10 Incoming Payments including recovery of loan
7.10.1 Able to:
Accept various payment methods cash, cheque, bank draft, money/
postal order from a walk-in customer or via post (except for cash) credit
card, bank transfer by telephone or the internet
Update the customer account immediately.
7.10.2 Able to automatically calculate any surcharge / penalty / Misutilization / waiver
due to customer and post the amounts to customer account.
7.10.3 Able to provide fast entry template to enter incoming payment details manually
in the system to update the customer accounts, able to take upload from excel
sheets.
7.10.4 Able to issue a receipt or validate upon payment and intimation via SMS and
Email accordingly.
7.11 Document Posting
7.11.1 Able to provide for electronic notification to make posting into the customer
account such as:
Track status of work
Delegate work to user
Prioritize work
Define activities involved for each stage
Track time taken to complete tasks
Enter transaction information
7.12 Dishonored Cheque Processing
7.12.1 Able to capture reasons for dishonored and maintain the customer’s payment default history.
7.12.2 Able to charge penalty to the customer account based on PHF’s policy.
7.12.3 Surcharge on overdue balances 7.13.3 Able to print reminder letters that contain the following information, but should
not be limited to, as follows:
Reference
Date of reminder letter
Customer account number
Name of customer
Location of premise
Amount overdue
Other remarks
7.14 Customer Account Enquiry 7.14.1 Able to locate a customer account using powerful search engines. Common
search fields
include ID number, name (first name, last name), address, customer account number.
7.14.2 Able to: Analyze customer balance via multiple views – outstanding
balances, payment items, statistical items, all paid and unpaid
items
Search, sort by fields, total, sub-total
Drill down to document details
Drill down to master data information (includes technical data such as
type of meter)
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
Inquire payment history, dunning history, installment history
7.15 Account Payable
7.15.1 Payment Processing
7.15.2 Able to create a proposal list by determining:
What is to be paid- items to be paid are selected and grouped for
payment based on user-defined rules
When payment is carried out. – based on user needs (e.g. due date of
the items)
To whom the payment is made - by specifying the payee
How the payment is made –based on the payment method (e.g. cash,
cheque) foreign or local currency) according to rules defined by the user.
From where the payment is made – based on specified bank and a
bank account for the payment.
7.15.3 Able to make payment via various payment methods such as:
Cash
Cheque – manual and pre-printed
Bank notification (transfers)
Foreign currency
Credit Card
Internet payment
7.15.4 Able to store other deposit information such: type of collateral
start and expiry date of guarantee
bank guarantee information (e.g. bank guarantee reference number)
7.15.5 Able to update the initial deposit request with bank guarantee information such
as:
Guarantee reference number
Type of guarantee
Name of guarantor
Amount
Start and expiry date
7.15.6 Able to generate recurring payment voucher.
Recurring payment information are:
Name of vendor
Invoice number;
Recurring amount;
Accounting information;
Start and end payment date;
Frequency of payment indicator to identify the frequency of the
recurring payment (e.g. weekly, monthly, quarterly, biannually, annually).
7.15.7 Allow recurring payment to be deleted within its period of payment.
7.15.7 Able to make payment in foreign currency:
Specify the bank account to which the payment is made from.
Specify whether it is possible to use the payment method to pay in
foreign currency
Specify particular currencies per payment method
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
7.15.8 For paying bank account, able to:
Bank account selection based on payment method and currency
Check whether the selected bank accounts have sufficient funds for
payment
7.15.9 For receiving bank account (if payment method used requires vendor bank
details, e.g. bank transfers), able to:
Specify bank details during the payment run
Retrieve bank details from the vendor master data
7.15.10 Able to print the vendor name on cheque for payment of miscellaneous invoice,
where vendor records have not been created.
7.15.11 Ability to amend payment or payment batches with record of amendment /
deletion.
7.15.12 Able to display changes made and by whom.
7.15.13 Able to allow invoices to be released for payment prior to due date.
7.15.14 Able to manage part payment of invoice.
7.15.15 Able to display or print exception listing. The exception listing should contain
blocked items and all outstanding items which the payment program did not
propose for payment (items that could not be settled despite being due)
7.15.16 Able to divide the task of editing the payment proposal between various users
and enable several users to edit large payment runs at the same time.
7.15.17 Able to perform payment approval functions to enable certain payments to have
prior approval.
7.15.18 Able to provide the ability to offset balances of vendor accounts in AP with
balance of customer accounts in AR (for vendors who are also customers).
7.15.19 Able to integrate payments to a cash management system.
7.15.20 Able to perform various display functions within a vendor account such as
search, sort, display additional details (e.g. vendor master information), total,
view by currency, obtain total purchase per posting period etc.
7.15.21 Able to display check payment information on-screen based on check number or
payment document number. The information includes:
Details on the check recipient
Details on the check issuer
Corresponding payment and invoice documents
7.15.22 Able to provide online enquiry capability to vendor information via user defined
selection and sorting criteria (e.g. all vendors that are on-hold).
7.16 Reporting
7.16.1 Built in / User defined reports as required.
7.17 Asset Accounting
7.17.1 Fixed Asset Organization
7.17.1.2 Able to define fixed assets at different levels such as:
Group asset (main and components)
Asset class (Group asset belongs to an asset class)
Asset type (e.g. tangible and intangible)
Balance sheet (asset class is assigned to GL account code. This forms
the balance sheet item)
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
7.17.1.3 Able to assign an asset to a specific reporting unit or business area (e.g. region/
branch offices) for internal reporting purposes.
i.e. When an asset is assigned to a specific reporting unit, the system should
automatically post the transactions such as depreciation and gain or loss on
disposal, to the account related to this asset to this reporting unit.
7.17.2 Fixed Asset Master Data Maintenance
7.17.2.1 Able to maintain the following information in the fixed asset master, but should not be
limited to:
Asset number
General information (e.g. description, make/ model, quantity)
Posting information (e.g. capitalization date and amount, asset expiry
date)
General ledger account assignment
Accumulated depreciation
Depreciation
Gain/ loss on disposal
Revaluation
Time-dependent assignments (e.g. cost center reporting)
Information on the origin of the asset (vendor information)
Physical inventory data
Insurance data/ warranty
Depreciation data – asset useful life, depreciation method
Asset location
Project/ job number
7.17.2.2 Examples of information required to be maintained within the Fixed Asset
system are as follows:
Responsible unit (e.g. region, station)
Physical location of asset
Usage (e.g. building – staff quarters, power station)
Quantity
Unit measurement
Description/ additional information (e.g. land title number, capital
project number)
Source of funding (e.g. capital contribution, own funds)
7.18 Integration
7.18.1 Able to provide for automatic integration with General Ledger, Accounts Payable,
Accounts Receivable, Project Management and Budget, including the following
capability:
Automatic posting to G/L account;
Drill-back capability to Account Payable (e.g. Invoice, Purchase Order etc)
7.19 Reporting and Enquiry
7.19.1 Able to display asset description at individual asset level, summarized levels (e.g.
asset class, by balance sheet) and by particular asset (e.g. asset number).
7.19.2 Able to provide drill-down from asset descriptive details to:
Balances
Depreciation
GL account code
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
7.19.3 Able to provide asset information, but should not be limited to :
By date, year (e.g. by year of capitalization, year of disposal)
By type of transaction (e.g. acquisitions)
By asset location – for small assets which are portable
By responsibility unit (e.g. department, region, station)
By asset class (main asset group, sub group, asset number)
By user-specified rules (e.g. list asset greater than Rp100,000,000)
7.19.4 Able to provide searches and look-ups to search for a particular asset (e.g. asset
number).
7.19.5 Able to produce reports for various reporting, flexible report writing tools and on-
line enquiry facilities for (but not limited) to the following:
Financial reporting (e.g. audit and taxation)
Management reporting
7.19.6 Examples of standard reports are listed, but should not be limited to, as follows:
Assets at gross separately from accumulated depreciation – for period
and year-to- date
Asset master at summary and detail level
Asset additions
Asset retirements
Asset valuation – gross asset values, accumulated depreciation and NBV
Assets by source of funds (e.g. capital contribution, own funds)
Depreciation expense using flexible user selection criteria
Depreciation schedule showing opening, movements and closing written
down values
Depreciation forecast
GL posting summary
Assets not received inventory count
Asset found at location other than that assigned in the asset record
7.19.7 Able to to): provide ad hoc listings based on user defined specifications such as
(but not limited Select and sort by asset category
Select or exclude fully depreciated assets
Select or exclude retired assets
Select by GL account codes
Select by business units
Select by asset status
Select by asset location
Select by asset life within asset book
7.19.8 Able to provide reports that can analyze asset information:
By responsibility unit (e.g. region, branch offices)
By time period (e.g. year)
By company, asset type, department and location.
By movement (such as addition, transfer or disposal) by account, current
month or year-to-date activity.
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
7.19.9 Provide for complete asset history, for example:
depreciation, depletion and amortization current period, year-to-date,
accumulated
net book value and residual value for finance and tax
remaining life
transaction history with line-item
repair and maintenance tracking
warranty
insurance
acquisition and retirement date.
7.19.10 Reconciliation of fixed asset movements
Opening balance
Additions
Disposals
Transfer in/ out
Adjustments
Qualifying costs
Non-qualifying costs
Closing balance
7.20 Cash Management
7.20.1 Bank Reconciliation
7.20.1.1 Ability to enter bank statement details: Bank Statements are received in
Excel/Acrobat format
manually
by electronic means
to match bank transaction information with receipts and payments in the system
to produce an electronic bank reconciliation.
Bank statement transactions that can be recorded include, for example:
8 Loan Management System Workflow
8.1 The process consists of following distinct components. Moreover, the system has to
be flexible enough to incorporate any new rules / initiatives launched by PHF. The
procedures and checklists of various loaning schemes are also available at
www.phf.punjab.gov.pk. Any further information can be obtained from the focal
person of the ERP project.
Loan Application Receiving
Loan Application Screening
Loan Approval
Loan Disbursement
Loan Recovery
Redemption of Loan guarantees
8.2 Loan Application Receiving:
Design and Development of Customers (Loanees) Registration with following
features:
Profile Creation of customers
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
Customers Personalized environment to view the status of their application
according to the activities at PHF loan processing.
Confirmation of Registration through Email and SMS
Documents (pdf / doc / jpg) Upload screen with storage provision in system
8.3 Loan Application Screening:
Contact Management of customers (Applicants)
Reports and Dashboards.
Customers data analytics.
GIS Map of the customer’s location
Site Inspection record keeping
Provision of upload of Inspection report
Template for Working Paper
8.4 Mobile APP (Android based) for Site Inspections:
Development of mobile APP to capture the GIS coordinates
Capture the photos of sites being inspected
8.5 Application Approval Matrix:
The loan application at PHF goes through certain audit drill. The system has to
capture data and relevant documents at each stage.
8.6 Guarantee / Collateral Management:
There are various loaning schemes for various categories of health
professionals. The details are available at the www.phf.punjab.gov.pk with
corresponding checklists. The System has to automate the process of capturing the
documents electronically (in various formats pdf/jpg/doc) accordingly.
8.8 Loan Disbursement:
Automation of approval process.
Disbursement of loan installments through cheques or through Automatic
Fund Transfer system.
8.9 Loan Recovery Process:
Maintenance of recovery installments in the system.
It includes the generation of automatic alerts pre and post-dates of due
installment date.
The alerts will be generated through email and SMS.
Late payment surcharge calculations
Misutilization Penalty
8.10 Loan Redemption Process:
The process of redeeming the bank guarantees on completion of loans.
8.11 Reports:
Development of all relevant reports in the loaning system.
8.12 Email and SMS Alerts:
As per the policy of PHF.
9 Cloud Specifications
The Foundation intends to deploy the ERP system and loaning system on cloud
based environment.
9.2 Cloud Server for deployment of ERP (Minimum):
CPU (cores) : 4
Memory : 16 GB
Network : 1 Gbps
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
Storage : 100 GB
10.1 System Specification
10.1.1 ERP Implementation Environment 10.1.1.1
Should be able to cater for the following implementation environment:
Production
The following are optional:
Test
Development
Training
10.2 User management 10.2.1 Should be able to manage ERP users across the centralize user management).
10.2.2 Should be able to create, change, delete, cancel, track or monitor:
User IDs
User groups
User Accounts
Track Users
10.3 Print Management 10.3.1 Should be able to integrate with printers across the LAN & WAN.
10.4 System Monitoring 10.4.1 Should provide tools to provide system monitoring such as:
Display server’s status
Display & controlling of work processes
Controlling user sessions
10.5 System Memory 10.5.1 Should provide tools for memory management.
10.6 System Backup & Restoration 10.6.1 Should be able to perform backup and restore on:
Full Backup
Incremental Backup
Online backup
Recovery purposes
Data Compression
10.7 Security Standards 10.7.1 Should be able to support industry standard network security and management
protocols.
10.8 Master Data 10.8.1 Should have a single master data as a key piece of information that can be seen
from a
number of views corresponding to different functional modules.
10.9 Data Access 10.9.1 Should be able to provide real time data access to the centralized database
10.10 Firewall Technology 10.10.1 Deployment of reliable and dependable firewall technologies
10.11 Data Export & Import 10.11.1 Should be able to export and import data.
10.12 Data Entry
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
10.12.1 The input of data can be by:
On –line data entry
Scanning
EDI
Bar code
10.12.2 Should be able to select:
Profiles from user maintained tables
Populate data entry fields
10.12.3 The system should be able to provide:
Escape or cancel facility provided on all data entry screens.
Scroll bar facility for any data displayed exceeds the capacity of the window.
Optional or mandatory data entry fields.
Copy existing records as templates but override any of the values for:
o The creation of transactions
o Records for static data (e.g. vendor & debtor etc.)
10.13 Data Validation 10.13.1 Should be able to perform the below functions for data validation:
Common validation tables for all modules
Data reasonable checks
Data range checks
10.13.2 Should be able to:
Define business rules for transaction updates
Define validation rules to any user-defined data entry field.
Change validation rules for any standard data-entry field
Maintain a log of any changes to business and validation rules.
10.14 Data Integrity 10.14.1 Should be able to rollback to the last synch point upon abnormal termination
avoiding data corruption
10.15 Data Interfaces 10.15.1 Should be able to accept input from a variety of media, but not limited to:
CD-Writer (CD-RW)
USB Supported Devices
10.16 Data Archiving 10.16.1 Should be able to provide a facility within the application to archive data.
10.16.2 Should be able to support archiving data to an external media, but not limited to:
CD ROM
USB Supported Devices
10.16.3 Should be able to restore archived data easily from:
CD ROM
USB Supported Devices
10.16.4 Should be able to provide user-defined control over the archive process with respect to:
The timing of archiving
Data item selection
Compression of data
10.17 Archive Listing 10.17.1 System has the provision to view the archived data
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
10.18 Date & Time 10.18.1 Should be able to facilitate:
System should support multiple date and time formats.
10.19 User On-line Help 10.20 Should be able to provide context sensitive help for:
Data entry fields
Menu items
Buttons
Icons
The application server should be able to provide search facility on all
help and user documentation within any open window. The application server should be able to tailor help information. The application server should be able to provide on-line help via Internet.
10.20 Re-confirm task 10.20.1 Should provide a facility for the user to confirm or deny action to be taken before:
Critical functions such as deletion of data
Updating key transactions
10.21 Wild cards 10.21.1 Should allow wild card searches.
10.22 Case Sensitive 10.22.1 The system should provide optional case sensitive searches.
10.23 Authorization 10.23.1 The system should only allow authorized users to update system tables. 10.23.2 Any menus and menu options displayed are determined by user access privileges. 10.23.3 Should be able to extend the security to access:
Report writing facilities
The production of standard reports
10.23.4 Existence of a screen displaying the list of users logged on to the system.
10.24 Password
10.24.1 Should have the following criteria for password settings and restrictions:
Encrypted
Passwords can be changed by:
o End user
o IT Management team User-defined enforced periodic password changes
Password changes requires user to re-confirm or key in the new password
twice
o Prevention the re-use of a previous password
10.25 User Access 10.25.1 Should be able to perform the option to activate/deactivate automatic logoff after:
A specified period of screen inactivity.
A pre-determined number of unsuccessful attempts to logon.
10.25.2 Should be able to allow user access privileges in terms of:
Application modules
Menu options accessible to the user
Read or update access
Specific type/s of update access (i.e. add, change, delete)
Accessing specific records of each record type
Values for a field the user can/cannot use
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
Access to data can be controlled to each component of the organization structure
10.25.3 Should be able to generate report to list for: Users who have accessed the system and what they have accessed
Users and their security access
Attempts at unauthorized access
10.26 Security Maintenance 10.26.1 System security can be maintained on – line and updated in real – time.
10.27 Optional Settings 10.27.1 Can optionally delegate nominated security functions to other authorized users.
10.28 Database Management 10.28.1 Able to provide an easy-to-use and standard call interfaces for the main
programming
languages
10.28.2 Able to provide object oriented features 10.28.3 Able to supports the industry standard structured Query Language (SQL) 10.28.4 Able to provide tools with which to analyze/optimize the data access paths needed
to
process a SQL command
10.28.5 Able to communicate transparently with other copies of the same or different DBMS running
on other machines via a network to gather the requested information regardless
of where the required data resides
10.28.6 Able to support multiphase commits to ensure the integrity and correct sequencing of
updates across multiple databases
10.28.7 Able to provide the facilities to recover the database in the event of a disk or system crash.
Recovery will be automatic, fast and reliable
10.28.8 Able to perform remote database synchronization facility by automatically and transparently sending update images to be applied to the remote database periodically
10.28.9 Able to provide tools and utilities to maintain and manage the database, e.g. tools to
unload/reload, expand, repair and recover the database
10.28.10 Able to perform database utilization statistics and performance measurement statistics
10.28.11 Able to expand easily without having to unload/reload or rebuild any database structures.
Any expansion would only involve a change in the database definition without
affecting the physical files
10.29 Backup and Recovery 10.29.1 Able to perform for on-line, off-line and end-of-day back up. In the event of
disaster, the system is able to recover up to the last transaction processed. An automatic recovery
process that is easy to implement is to be provided should the system or the hard
disk crash.
Vendor should provide formal Business Continuity Strategy and Plans that describes
the approach that will be taken to adhere to requirements and perform business
disaster recovery activities, which shall include:
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
10.29.2 Able to maintain data consistency and accuracy across database(s) to ensure data integrity
10.29.3 Able to perform on-line data retention for five (10) years is anticipated 10.29.4 Plan for a backup and recovery to create an automated backup of the ERP server. 10.29.5 Contingency and backup recovery procedures with guaranteed Service Level
Agreements (SLAs).
10.29.6 Option to specify the frequency of backups to be taken for:
Transaction Data
Master Data
Static data files / reference files
10.29.7 Able to have facility for on-line back-up while users are logged on 10.29.8 Backups do not prevent the system from being available at all times and do not
disrupt system operations.
10.29.9 There is no performance degradation during data back-up.
10.29.10 Briefly describe the recovery process after a system failure during on-line processing
10.29.11 Briefly describe the recovery process after a system failure during batch processing
10.30 Configuration Management Requirements 10.30.1 Able to provide the following:
Document Configuration Items:
o Customer functional specifications
o System design documentation
o Database schema
o Program sources
Software Configuration Items:
o Application Software
o System Software
10.30.2 Control Procedures: Able to perform software change management. Describe any software
change and release management facilities provided. Indicate how these facilities
support development of new software, maintenance of production system and
new versions of software
10.30.3 Describe any document change and release management facilities provided. Indicate how
these facilities support development of document (e.g. User manuals, specification, etc.)
10.30.4 Ability of the system to support standardized development and production environment for
the following:
Naming convention Database architecture
Program design
System navigation
10.31 Conversion 10.31.1 Able to provide conversion method and describe the methods and tools available
for the
conversion of legacy system data to the proposed system.
10.32 Cross Modules 10.32.1 The Loan Management System must be integrated to ERP solution.
10.33 Data Entry Screen 10.33.2 Screen labels displayed in English. 10.33.3 Able to perform scroll, tab or valid list options facility to guide users through data
entry.
10.33.4 Able to perform multi session facility to allow ease of movement the system and functions,
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
user can use several screen sessions to perform the job.
10.33.5 Able to create a user menu that reflected their job description. It will hide all un-authorize
functions and tasks.
10.34 Executive Information Module (EIM) 10.34.1 Able to generate the requested reports of all modules. 10.34.2 Able to print control reports regardless whether there are transactions/activities 10.34.3 Able to sort reports into the various wings, regions, business operating units, cost
centers, etc.
10.34.4 Able to provide a flexible report writer/generator for the user to:
Specify the format and layout of report
Summarizes information to be reported
Select information to be included in the report
Sort information to be reported according to user selected fields
Create user defined graphical display of reports
10.34.5 Able to have all outputs produced for on-line viewing or printed (hard copy) output based on user request
10.34.6 Able to route the report using standard e-mail system. 10.34.7 Able to allow users to print reports that have been routed for on-line viewing on
request
10.34.8 Able to ensure that all reports are uniquely identified, appropriately numbered and all pages
contain period dates and times when the reports were created
10.34.9 Able to identify clearly the last page or end of all reports
10.35 Uploading/Downloading data
10.35.1 Able to perform upload/download of data of systems 10.35.2 Able to perform upload/download of data to PC in text format or PC Application
e.g.
Microsoft EXCEL, Microsoft WORD for analysis and graphical report/presentation.
10.36 Navigation and Data Access
10.36.1 Able to access and use the on-line system functions 24 hours per day, 7 days per week, including during batch processing cycles, database logging and database back-up cycles.
10.36.2 Able to switch to different programs and modules without interrupting the existing application
10.36.3 Able to perform all navigation to subsystems and functions using Microsoft Windows or
above navigation standards, including:
Controls panel lists and sub-lists
Icons
Tabs
Buttons
10.37 Transaction Validation and Management
10.37.1 Able to indicate which fields are mandatory and optional, prompting users in advance for
required data
10.37.2 Able to perform all edits and validations on-line at time and point of entry for all input
10.37.3 Able to present error messages that clearly indicate the exact nature of the error and the field in the error and possible solutions
10.37.4 Able to allow transactions that are in error to be saved in a transaction recycle file that can be accessed on-line to correct errors and re-submit the data
10.38 Transaction Controls 10.38.1 Able to check for duplicate document or data entry
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
10.38.2 Allow to validate field entry to the valid master data 10.38.3 Prevent storage of in-valid transaction
10.39 Run Controls 10.39.1 Able to execute all jobs from menu options, including scheduling batch job runs 10.39.2 Able to run specific transaction processing, posting, reporting and other processes
on
specific defined update cycles:
Daily transaction processing cycle and postings
Periodic and monthly interface update cycles.
Monthly update and posting
Monthly archive cycles
Quarterly closing and reporting cycles
Annual closing and reporting cycles
10.40 Identification Management 10.40.1 Able to require the user to perform valid identification for all accesses
10.40.2 Able to provide an on-line, real-time facility for the system administrator to:
Define the security and privacy of information
Add and remove users in the system
Change the security profile of users
10.40.3
10.41
Able to control security profiles of their users at various levels of authorized officers apart
from the security administrator
Access Controls
10.41.1 Able to define an expiry date for an user IDs 10.41.2 Able to provide automatic log off of user ID after a certain time period 10.41.3 Able to prevent passwords from being viewed or printed by any user including the
security
Administrator
10.41.4 Able to set maximum number of password attempts 10.41.5 Able to have different levels of access within a system. Restrictions should apply
to:
Business units
Functions
Fields
Screens, etc.
10.41.6 Able to specify read-access only of some fields of some users based on the access profile
10.42 System Controls 10.42.1 Able to encrypt the security database, password and data across data
communication media
10.42.2 Able to perform the functionality to inhibit unauthorized operators printing hard copies of
restricted reports
10.42.3 Able to perform the functionality to inhibit unauthorized operators execute of restricted
functions/transactions
10.42.4 Able to control the distribution of reports
10.43 System Monitoring & Performance 10.44.1 Able to register any attempts (successful and unsuccessful) to access restricted
resources
codes identifying the operator, terminal, date and time
10.44.2 Able to maintain a log of log-on, log-off and security violations
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
10.44.3 Able to complete audit trail for tracking transactions through the system showing who entered the transaction, who authorized the transaction, when they were entered and terminal entered
10.44.4 Able to facilitate immediate notification of violation on highly restricted resources 10.44.5 Able to notify networking operator on any attempted system hacking (attempted
access from unknown locations)
10.44.6 Able to produce reports which show all allowable accesses for users including systems,
locations and access level within system
10.44.7 Able to produce a variety of audit reports giving details of sensitive transactions, including
date, time, User ID, old and new values for changes
10.44.8 Able to perform on-line audit trail for a specified period of time before being archived
10.44.9 Able to produce Access Control Report which shows all unauthorized or irregular access to
systems including date, time, User ID, location workstation ID and any sensitive
transactions (e.g. Password rejected, user not allowed in system, job submitted
to update master file)
10.44.10 Able to define frequency, types and details of exception reports 10.44.11 Able monitor system performance and produce performance reports
10.45 Input Controls 10.45.1 Able to minimize data entry by providing standard data from master files,
parameter files and through the use of pre-defined defaults at the field level
10.45.2 Able for error correction facilities to:
Correct fields during current data input session
Highlight of all errors on input screen
Perform for transactions not being posted if errors are encountered
-posted to rejects file and later reconciled Details error messages describing type of error
Modify/amend information on an ad-hoc basis (e.g. without having to
page through a large number of screens in order to access desired
screen)
10.46 Data Security and Integrity 10.46.1 Able to allow data access only through the application data inquiry, update and
reporting
processes, e.g. prevent data access outside of the application
10.46.2 Able to limit inquiry, update and reporting access to data base in user application security
level or group, e.g. limit access to sensitive data items to the assigned group
responsible for management of that data
11. SLA FOR CLOUD SERVICES
PHF is considering cloud services for ERP solutions. Tenderer must include it in this section of the Vendor's
proposal:
1. Describe your vendor Cloud model, including: hosting, integration, help desk, provisioning and desktop
management capabilities, deployment model (dedicated servers, shared environment, etc.), impact to the
PHF’s network and bandwidth, and any partners that may be involved in service delivery.
2. Describe your proposed service level agreement ("SLA") for cloud services, including any tiered levels of
service, response times and standard metrics. Provide a sample of the SLA Cloud services.
3. Describe your support model, including: cost structure for support calls.
4. Describe your data center and storage facilities, including: locations, staffing, physical security,
environmental controls (including redundant power), redundancy/load balancing capabilities, data backups
and disaster recovery capabilities.
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
5. Describe your logical security, including: firewall security, authentication controls, and data encryption
capabilities.
6. Describe your change management, upgrade, and patch management policies & practices.
7. Describe your systems administration/management capabilities including: monitoring of performance
measures, intrusion detection, and error resolution.
8. Describe how you will help PHF move to a new operation at the end of the Agreement term or if the
Agreement is terminated, including the process for notifying of termination.
12. SUPPORT
Vendor shall provide Help Desk Services for reporting errors and malfunctions and for trouble shooting
problems. Vendor’s Help Desk Services shall be web-based and/or by telephone lines and/or via e-mail. Vendor’s
Help Desk Services shall include, but are not limited to, the following services:
Assistance related to questions on the use of the software solution;
Assistance in identifying and determining the causes of suspected errors or malfunctions in the software
solution;
Advice on detours or workarounds for identified errors or malfunctions, where reasonably available; and
Information on errors previously identified by PHF and reported to Proposer and detours to these where
available;
RFP: Procurement of ERP Solution, Loan Management System and Implementation Services
Annexure – ‘A’
Licenses / User Specifications
S No Description Number of Users*
1 ERP 5 / 10 (in-house users)
2 Loan Management System 10 / 30 (in-house Users) and 100
Concurrent users through online
portal
* Subscription based licensing may be quoted