Request for Proposal

Implementation of Enterprise Resource

Planning Software/Management

Information System

PDMA Civil Secretariat, Peshawar

PROVINCIAL DISASTER MANAGEMENT AUTHORITY

Government of Khyber Pakhtunkhwa

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Table of Contents 1. About PDMA ...................................................................................................................................4

2. Need for an Enterprise Resource Planning (ERP) System ....................................................................4

3. Project Details .................................................................................................................................4

3.1 Scope of Work .....................................................................................................................4

3.2 Deliverables ........................................................................................................................5

3.3 Project Team Structure ........................................................................................................8

Steering Committee .............................................................................................................9

PDMA Project Team.............................................................................................................9

Solution Implementer Project Teams ....................................................................................9

3.4 Project Timelines .................................................................................................................9

3.5 Project Location ................................................................................................................ 10

3.6 Roles and Responsibilities .................................................................................................. 10

3.7 Change Request Management............................................................................................ 10

3.8 Problem Resolution and Escalation Matrix .......................................................................... 10

4. Bidding Process ............................................................................................................................. 10

5. Procedure for evaluation of bids..................................................................................................... 11

5.1 Evaluation Process ............................................................................................................. 11

5.2 Technical Bid Evaluation .......................................................................................................... 13

5.3 Financial Bid Evaluation ........................................................................................................... 17

5.4 Final Score .............................................................................................................................. 18

6. Project Terms and conditions ......................................................................................................... 18

6.1 Payment Milestones .......................................................................................................... 18

6.2 Software supplied.............................................................................................................. 18

6.3 Implementation Team ....................................................................................................... 18

6.4 Joint Venture..................................................................................................................... 18

6.5 Right to Alter Quantities and requirements ......................................................................... 19

6.6 No Commitment to Accept Lowest or Any Bid ..................................................................... 19

6.7 Rejection of a bid............................................................................................................... 19

6.8 RFP Ownership .................................................................................................................. 19

6.9 Proposal Ownership........................................................................................................... 19

6.10 Confidentiality ................................................................................................................... 19

6.11 Language of the Bid ........................................................................................................... 19

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6.12 Price Freezing .................................................................................................................... 20

6.13 Indemnification ................................................................................................................. 20

6.14 Contract Finalization .......................................................................................................... 20

6.15 Award of contract.............................................................................................................. 20

6.16 IPR Infringement................................................................................................................ 20

6.17 Force Majeure Clause ........................................................................................................ 21

6.18 Liquidated Damages and Penalty Clause ............................................................................. 21

6.19 Order Cancellation............................................................................................................. 21

6.20 Resolution of Disputes ....................................................................................................... 21

6.21 Governing Law and Disputes .............................................................................................. 21

6.22 Corrupt or Fraudulent practices:......................................................................................... 21

6.23 Technical Support...................................................................................................................... 22

6.24 Maintenance Contract ....................................................................................................... 22

6.25 Service Level Agreements (SLA) .......................................................................................... 23

Annexure A: Instruction to bidders for proposal preparation............................................................... 24

A.1 Technical Bid ..................................................................................................................... 24

A.2 Financial Bid ...................................................................................................................... 25

Annexure B: Document Formats ........................................................................................................ 26

B.1 Cover Letter ...................................................................................................................... 26

B.2 Technical Bid Format ......................................................................................................... 28

B.2.1 Effort Estimation Format...................................................................................... 29

B.2.2 Format for resume of key project team members ................................................. 30

B.3 Financial Bid Format .......................................................................................................... 31

Annexure C: Business Processes ........................................................................................................ 33

A - Enterprise Resource Planning (ERP) .............................................................................................. 33

Administration & Configuration Module......................................................................................... 33

HR & Admin Management Module ................................................................................................ 33

Finance and Accounts (FMIS) ......................................................................................................... 34

Procurement Management Information System: ............................................................................ 34

Warehouse and Inventory Management Information System .......................................................... 34

B – Disaster Management Information System (DMIS) ........................................................................ 34

a) General Information........................................................................................................... 36

b) Administrative Profile ........................................................................................................ 36

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c) No of vulnerable UCs District Wise...................................................................................... 36

d) Available Health Facilities District Wise ............................................................................... 36

e) Rescue Operation Machinery ............................................................................................. 36

f) Dewatering Pumps and Generators .................................................................................... 36

g) Rescue Operations............................................................................................................. 37

h) Rescue 1122 Resource Mapping ......................................................................................... 37

i) Early Warning System at District Level ................................................................................ 37

j) List of NFIs (Non Food Items) District Wise .......................................................................... 37

C - Workflow and Document Management ........................................................................................ 44

D – GIS Module................................................................................................................................. 44

E- Call Center Management Solution.................................................................................................. 44

F - Revamping of PDMA website ........................................................................................................ 46

G - Integrations with Other System .................................................................................................... 46

Annexure D: Business Processes ........................................................................................................ 47

Other Requirements ......................................................................................................................... 47

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1. About PDMA PDMA Khyber Pakhtunkhwa is responsible for Disaster Risk Management. It formulates policies

of disaster risk management, mitigation and preparedness and hazard risk reduction. It coordinates and

communicates with all stakeholders (Federal Government, District Government, INGOs, IPs) before and

after a disaster for preparedness and response. PDMA provides relief to disaster affected population of

Khyber Pakhtunkhwa. It helps in the Recovery and Rehabilitation of affected communities. It handles the

crises of IDPs and manages the camps established for displaced population. It also works on

Reconstruction and Development projects in the affected areas for the restoration of life in hazard

stricken areas. PDMA acts as Donor's facilitation and coordination desk, while, it coordinates with donors

for relief and rehabilitation on behalf of Provincial Government.

PDMA was created in July 2009. Initially, it was aimed for reconstruction & rehabilitation in

Malakand Division and then its scope was extended to the rest of the province in 2012. Its core objective

is to plan and coordinate overall reconstruction, rehabilitation and resettlement projects in the province.

Moreover, it also provides one window facilitation to national and international development partners. It

supervises and monitors the projects implemented by different agencies for reconstruction and

rehabilitation. It establishes standards and internal controls within and outside the organization. Besides

that, it is responsible for execution, implementation and monitoring of all projects proposed and funded

by various international partners. In fact, it provides the requisite ease, speed, facilitation, coordination

and supervision to the reconstruction and rehabilitation programs and linkages to all the parties involved

in and helping the Provincial Government in its endeavor to rehabilitate the affected areas. It provides a

platform for fast track approval process for the projects and activities undertaken for the reconstruction and rehabilitation of the affected regions.

2. Need for an Enterprise Resource Planning (ERP) System PDMA is on a significant growth path. Now that the initial setup days are over PDMA is looking at

streamlining the processes and enabling itself to complete the remaining projects at a significant speed.

Towards this end it has decided to implement an ERP as an effective IT tool which will serve its needs

related to systems and processes.

3. Project Details 3.1 Scope of Work

This Request for Proposal (RFP) is for supply, implementation and support of an ERP Solution for standardization and improvement of processes at PDMA. The scope of work is as follows:

1. Develop/ Supply, implementation and support of ERP to cover Disaster Management Information

system, Finance, HR, Asset Management and Fleet Management, Administration & Configuration

Module, GIS Module, Revamping of PDMA website, Call Center Management and Integrations

with other Govt. information Systems. The detailed processes and functional requirements are

specified in Annexure C. This would include configuration of the ERP system and customization

wherever required.

2. PDMA will be procuring hardware separately. Supply of hardware is not a part of this RFP.

However, the Solution Implementer will provide suitable industry standard hardware, network

and infrastructure recommendation to support transactions as per the business needs of PDMA.

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The Hardware recommendation is an important part of the evaluation of this RFP. This hardware

recommendation has to be submitted as per the schedule mentioned in the section on “Project

Timelines”.

3. Change Management.

4. Training for PDMA officials.

5. Data Migration from existing systems and non-digitized resources

3.2 Deliverables The ERP implementation shall include (but is not limited to) the following key deliverables:

1. Software

Develop/Supply, install and configure the following systems to facilitate seamless enterprise-

wide integration across PDMA.

ERP

o Administration & Configuration Module

o HR & Admin Module

o Finance & Accounts Module

o Warehouse & Inventory Management Module

o Procurement Management Module

o Workflow and Document Management Module

Disaster Management Information System

GIS Module

Call Center Management Solution

Revamping of PDMA Website

Integrations with existing systems

2. Implementation Services

The Solution Implementer must develop a comprehensive and detailed approach and strategy

for the implementation of each of the systems mentioned above for PDMA including, but not

limited to the following (Solution Implementer may propose others, based on their strategy /

methodology):

1. Project Scope and Plan

2. Overall implementation plan and work plan (in phases)

3. Migration plan

4. Testing plan

5. Training plan

6. Cut-over and commissioning plan

Customization/ Development should be kept to a minimum and as far as possible industry

best practices should be adhered. Wherever absolutely required Customization /

Development should be done in a manner that it gives a reasonable assurance of upward

compatibility with future versions of the platform. The development / customization should

be as per a defined quality assurance program throughout the project period. It should be meeting industry standards and quality control parameters.

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All the development must meet the requirements for security, performance, ease of use for

operations, administration and management. Typically ERP recognized or industry standard

methodologies should only be used.

3. Testing Services

Conduct testing for the system, application and any customized components. Testing shall

include, but not limited to the following (Solution Implementer may propose others, based

on their strategy / methodology:

1. Unit Testing

2. Performance / Volume Testing (OEM tools shall not be used for this testing)

3. System Integration Testing (Solution Implementer)

4. User Acceptance Testing (UAT) Facilitation

4. Training

Functional and technical training to business & IT staff in operating and using the solution

including database and application software. Solution Implementer should provide training

on application software and other areas to the project team from PDMA. The training

duration will be suggested by the Solution Implementer at PDMA premises. The test

environment required for the training has to be set up by the Solution Implementer before

the training commences. The Solution Implementer should provide detailed training on the

solution to officials of PDMA.

5. Data Migration

Solution Implementer will provide the data migration plan and will be responsible for all data

migration. Solution Implementer will provide all the data master formats etc. to ensure

proper data migration.

6. Managing go-live event

Solution Implementer will provide a detailed list of specific activities for go live event. The

project plan submitted by the vendor must ensure that the activities are completed before

the event. Before the go-live event hardware procurement, purchase and deployment should

be completed. All training programs must be completed before the go live eve nt. The go-live

event will be dependent on the successful UAT sign-off.

7. Post go-live support

The Solution Implementer will provide handholding and onsite support for six (06) month

after go live stage to resolve all implementation, operational and production issues and

provide handholding. All the documents will also be converted to final release version during

this stage.

The post go-live support will address all user level queries, fixing bugs, incorporation of new

requirements owing to legal, statutory and policy changes, changes to configurations, patch

updates, upgrades, database administration, security, etc. For this purpose, the bidder is

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expected to provide detailed processes to be followed for logging requests, assigning requests

to specific individuals, recording resolution, tracking overall time taken for resolution, etc.

8. Hardware Requirements

Solution Implementer is required to provide for the detailed configuration of the proposed

Development, Test and Production server environments as per the business and technical

requirements. The recommendations for the hardware should consider the following:

1. The recommended hardware should be industry standard and have high reliability, fault

tolerance, redundancy and high availability

2. The recommended hardware and software should support the requirements for a

minimum period of 5 years post the acceptance of the solution

9. Network Requirements

Solution Implementer should provide the details of the network requirements for the

proposed solution. PDMA have site offices in Peshawar and other districts. The networking

plan and architecture should meet high availability requirement and high security standards.

10. Project Management

Solution Implementer should propose a suitable project manager/team with diversified

expertise to meet the requirement of PDMA. The manager/team will do the overall project

management throughout the life cycle of the project to ensure successful completion of the

project. Project management will include the following:

1. Ensure timely delivery of all the deliverable related to solutions as mentioned in this RFP.

2. Suggest the hardware and network requirements

3. Support evaluation of hardware and networking proposals for procurement

4. Oversee delivery and installation of IT infrastructure as per detailed bill of material and

specification of hardware and networking equipment.

5. Oversee network implementation

6. Co-ordinate between various stakeholders and suppliers

7. Manage the total project i.e. solution delivery, customization and implementation,

coordination for site preparation, networking and hardware delivery.

8. Participate in all meetings

9. Define and control project scope

10. Monitor risk management aspects and project delays

11. Ensure synchronization of all the activities of the project i.e. development, IT

infrastructure procurement, implementation, training etc.

11. Change Management

Implementation of new or changed business processes will affect users in PDMA and require

change in the functional processes followed. During implementation, the Solution

Implementer will help in creating and maintaining effective communication and change

management vital to the successful adoption of the new or changed processes. The Solution

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Implementer shall ensure change management to ensure the successful implementation and

usage of the new system by the officials of PDMA. Towards this end the Solution Implementer

should detail out a plan to ensure change management focused on proper implementation of

new solution.

12. Documentation

The first set of document is linked to functional, hardware and security specifications of the

project. The consultants will study the business processes and furnish the following

documents:

1. Project charter

2. AS-IS Document

3. Existing Process mapping / gap analysis document with solution

4. Security & Control Specifications 5. Hardware and networking plan

The Hardware and Networking plan should be provided as per the stipulated time mentioned

in section 3.4 on “Project Timelines” within this document so that timelines could be adhered to in terms of procurement of hardware.

The second set of deliverables is linked to realization of the Business Blue Print. This will

include installation and commissioning of the solution modules, carrying out the

customization, and achieving specific developments for PDMA. The vendor will also furnish at

least the following documents (Solution Implementer may propose others, based on solution offerings)

1. Custom development functional specifications document

2. Custom development technical specification document

3. Data migration strategy document

4. All user guides

5. Installation procedure document

6. System administration routine maintenance procedure document 7. Any other, as appropriate and identified during the course of the project

All documents should be handed over in three copies, legible, neatly and robustly bound on

A-4 size, good-quality paper. Soft copies of the document in MS Word format will also be submitted in CDs along with the hard copies. All documents will be in plain English.

All statutory, legal requirements shall be met in terms of reporting and process coverage

without any additional effort on the part of PDMA officials once the solution has been

implemented.

3.3 Project Team Structure The project organization will comprise of a Steering the project organization will comprise of a steering

committee, a core project team from PDMA and the ERP Implementers project team. The bidders will

describe the ERP Implementation project organization in the bids. It is expected to have a senior

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functionary heading the project team supported by separate coordinators for various modules of implementation.

Steering Committee The purpose of the Steering Committee is to meet whenever required to discuss the overall status of the

project. Any issues that affect the project from a scope, timing, resource, cost standpoint or that cannot

be resolved at the work team level should be discussed and resolved by the Ste ering Committee. The

overall responsibility of this committee is to maintain and set policy and direction for the project. The

attendees from the Solution Implementer in the steering committee meetings must be officials of senior

management (typically Project Director/ Project Manager) who will be able to take decisions on pertinent points. PDMA will subsequently define the members of the steering committee.

PDMA Project Team

PDMA will define a project team comprising of PDMA officials or Consultants to support and facilitate the

Solution Implementer in defining and facilitating the business blueprinting and testing.

Solution Implementer Project Teams

The Solution Implementer should propose a project team for each solution component which will be

addressing all the needs of the smooth implementation of the project including but not limited to the following roles:

1. Project Director/Sponsor

2. Program Manager

3. Project Managers

4. Module Leads

5. Functional Consultants

6. Customization Consultants 7. Other team members

3.4 Project Timelines

S. No Milestone Tentative Date 1 Acceptance of the Order and signing of contract 24th April 2019

2 Start of the project 6th May 2019

3 Submission of the hardware plan 13th May 2019 4 Completion of Study / Finalization of the AS-IS process Timelines for these milestones

would be mutually agreed between PDMA and Solution Implementer during the finalization of the project plan, System Analysis may be vetted by concerned sections of PDMA

5 Finalization of the Business Process Blueprint 6 Completion of Core Team Training

7 Completion of Development / Integration & Testing 8 Completion of End User Training

9 Go Live – including Master Data Upload & Hand Holding Period

1 & half month

10 Support and Maintenance For a period of 06 month Table 1: Project Timelines

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3.5 Project Location

The project will be executed from PDMA’s office in Civil Secretariat, Peshawar. PDMA may move to a new office during the duration of the project in Peshawar.

3.6 Roles and Responsibilit ies The bidders will have to share a roles and responsibilities matrix identifying clearly the following:

1. Roles and responsibilities of the ERP Implementer

2. Key roles and responsibilities as expected from PDMA and their involvement (full time, part time,

etc.)

3. Roles and responsibilities of various team members within the Solution Implementer Project Team

3.7 Change Request Management

The methodology to manage changes in scope and schedule during the course of the project must be

described clearly in the bid. Solution Implementer will have to ensure that the change requests are

adequately handled. Change requests should be handled by Solution Implementer within the scope of the

existing project without any additional commercial implications. Changes will be mutually agreed upon between Solution Implementer and PDMA.

3.8 Problem Resolution and Escalation Matrix

In case of any problems and issues during the course of the project there should be a detailed escalation

matrix provided to ensure timely resolution of the issues. The escalation matrix should help provide a

quick and orderly method of notifying PDMA and Solution Implementer that an issue is not being successfully resolved at a lower level.

Escalation should take place on an exception basis and only if successful issue resolution cannot be achieved in a reasonable time frame.

1. Either PDMA or Solution Implementer can initiate the procedure

2. Initiator should promptly notify the other party that management escalation will be initiated

4. Bidding Process Bids will be selected under Quality and Cost Based Selection (QCBS) System and procedures described in

this RFP, in accordance with the Khyber Pakhtunkhwa Public Procurement Regulatory Authority (KPPRA) Rules which may be downloaded from www.kppra.gov.pk.

The bidding process will involve following steps along with timelines:

S. No Milestone Tentative Date

1 Issuance of RFP 9th April 2019

2 Last Date for Receiving Clarifications 5th April 2019 3 Submission of Technical and Financial Proposals 11:00 AM 9 April 2019

4 Presentation to the Evaluation Committee 15th April, 2019 5 Opening of Financial Proposal 19th April 2019

6 Contract Finalization 24 April 2019 7 Project Launch and Kickoff Meeting 6th May 2019

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Table 2: Bidding Process timelines

1. To enable you to prepare the proposal, a list of attached Document formats have been provided

in Annexure B.

2. Any request for clarification should be initiated in writing, by email, or fax and should be

addressed to the MIS/IT Section PDMA as indicated in Annexure A.

3. At any time before the submission of proposals, PDMA may, for any reason, whether at its own

initiative or in response to a clarification requested by any bidder, modify the Documents by

amendment. The clarification on bids or any amendments of the bid will be posted on PDMA

website by date mentioned as above. PDMA may at its discretion extend the deadline for the

submission of proposals.

5. Procedure for evaluation of bids The bid submitted by the Solution Implementer will be evaluated as per the following procedure:

1. First level of evaluation will be on the basis of the Technical Bid.

2. Second level of evaluation will be on the basis of the Financial Bid.

3. Third and final evaluation will be the techno-commercial bid based on the combined scores of the technical and Financial Bids as explained in the subsequent sections

5.1 Evaluation Process Method of Selection: Quality & Cost Based Selection (QCBS) System

1. Evaluation of Technical Proposals: The evaluation committee shall evaluate the Technical Proposals

on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria, sub-

criteria, and point system specified in this RFP. Each responsive Proposal will be given a technical

score (St). A Proposal shall be rejected at this stage if it fails to achieve the minimum qualifying

technical score of sixty (60).

2. Evaluation of Financial Proposals: Financial proposals of those consultants who failed to secure

minimum qualifying marks in the technical evaluation shall be returned un-opened. The lowest

evaluated Financial Proposal will be given the maximum financial score (Sf) of 100 points. The

financial scores (Sf) of the other Financial Proposals will be computed as follows:-

Value quoted by lowest bidder = A

Value quoted by second lowest bidder = B

Value quoted by third lowest bidder = C; and so on.

Financial scoring of the lowest bidder will be = 100

Financial scoring of the second lowest bidder will be= (A/B)*100 Financial scoring of the third lowest

bidder will be = (A/C)*100; and so on.

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3. Award of Contract to Best Evaluated Bid: After Technical and Financial Evaluation, the contract shall

be awarded to the consultant with the best evaluated bid, that is, the bid with highest accumulative

technical and financial score, wherein, proposals will be ranked according to their combined

technical (St) and financial (Sf) scores using the weights (T = 80%, the weight given to the Technical

Proposal; F = 20%, the weight given to the Financial Proposal; S = St x T% + Sf x F%. The bidder

achieving the highest combined technical and financial score shall be declared as winni ng bidder and

shall be awarded the contract.

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5.2 Technical Bid Evaluation

Maximum points for Technical Evaluation are 100. In the first stage, technical bids will be opened. Bidders

who score 60 or more in the technical evaluation will be technically successful. Bidders who fail to gain a score of 60 in technical evaluation will be disqualified.

Relative Weights given to the different evaluation criteria are shown in the table below:

Weight Evaluation Criteria Weight age Marks

W1 Company Profile 15% 100 W2 Experience 35% 100

W3 Financial Strength 10% 100 W4 Project Team 20% 100

W5 Approach and Methodology 20% 100

The Technical Score, St will then be obtained by the following formula:

St = A1*W1/100+ A2*W2/100 + A3*W3/100 + A4*W4/100 + A5*W5/100

Where, A1, A2, A3, A4 and A5 are the total component scores against Company Profile, Experience, Financial Strength, Project Team, and Approach & Methodology criteria respectively.

The technical criteria and their details are given below:

1. COMPANY PROFILE (A1):

Each firm will be evaluated on the basis of three factors:

Item Score Criteria Documentary Evidence

Years of incorporation

(A)

33 Number of years of incorporation of

the Bid in consideration/ Maximum

number of years of incorporation

amongst all the Bids * 33

ATL Certificate, GST &

NTN Registration

Certificate, Firm

Incorporation Certificate,

SECP Certificate,

registration with KP

Revenue Authority

Quality Compliance (B) 33 ISO 9001-2015 or similar Relevant International

Certification

Number of IT experts

with the firm (C)

34 Number of IT experts with the firm, of

the Bid in consideration/ Maximum

number of IT experts in a firm

amongst all the Bids * 33

Salary Account

Maintenance Certificate

Issued from Bank

Total A1= (A+B+C) 100

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2. EXPERIENCE (A2):

Item Score Criteria Documentary Evidence

Value of Software

Development and

Implementation

Projects in Public

Sector in Pakistan

and abroad during

the last 15 years

(D)

40 Total value of software development

and implementation projects in public

sector in Pakistan and abroad during

last 15 years of the bid in consideration

/ Maximum value of software

development and implementation

projects in public sector in Pakistan

excluding KP during last 15 years

amongst all the bids * 100

Completion Certificate for

completed projects and

signed contract/work-order

for on-going projects,

mentioning the scope and

value of projects.

Value of Software

Development and

Implementation

Projects in Khyber

Pakhtunkhwa (E)

40 Total value of software development

and implementation projects in public

sector in KP of the bid in consideration

/ Maximum value of software

development and implementation

projects in public sector in KP amongst

all the bids * 100

Completion Certificate for

completed projects and

signed contract/work-order

for on-going projects,

mentioning the scope and

value of projects.

Experience of

delivering GIS

related projects in

Public Sector (FD)

20 1-2 projects = 5 Marks

2-4 projects = 10 Marks

5 & above = 20 Marks

Completion Certificate for

completed projects and

signed contract/work-order

for on-going projects,

mentioning the scope and

value of projects.

Total A2 =

(D+E+FD)

100

3. FINANCIAL STRENGTH (A3):

Item Score Criteria Documentary

Evidence

Current Ratio of the last

one year (F)

50 Current Ratio of the bid in

consideration / Maximum Current Ratio

amongst all the bidder * 60

Audited Financial

Statements of the last

01 year

Net Income (Profit) during

the last 03 years on an

annual basis (G)

50 Net Income (Profit) of the bidder in

consideration each year / Maximum

Net Income (Profit) amongst all the

bidders * 40

Audited Financial

Statements of the last

03 years

Total A3 = (F+G) 100

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4. PROJECT TEAM (A4):

This section of the evaluation rates the team nominated by the firm to execute the assignment.

Employment contract supported by bank statement/certificate of the last one year in respect of each

employee shall be provided as proof of employment with the bidder, otherwise no score shall be

provided under this category. For this, each CV for the following positions will be evaluated separately on the basis of education and past experience:

Sr. Position Mandatory Qualification 1 Project Manager 16 years of education in ICT related field

2 System Analyst 16 years of education in ICT related field

3 System Architect 14 years of education in ICT related field 4 Technical Lead 16 years of education in ICT related field

5 Quality Assurance Expert 14 years of education in ICT related field 6 GIS Expert 16 years of education in ICT related field

7 Database Administrator 14 years of education in ICT related field 8 Infrastructure Expert 16 years of education in ICT related field

All firms are to be evaluated for a similar sized project team.

Each CV submitted by the firm shall be evaluated on three criteria:

S. No. Criteria Scores

4.1 Educational Qualification (H) 3 marks for each resource = 3*8 = 24

4.2 Relevant Experience (I) 6.5 marks for each resource = 6.5 * 8 = 52

4.3 Time with Firm (J) 3 marks for each resource, 3 * 8 = 24

Total (H+I+J) 100

Each individual is ranked on:

S. No. Criteria Weightage

1 Relevant Academic Qualifications 20

Total (H) 20

4.1 EDUCATIONAL QUALIFICATION (H)

Relevant Academic Qualification

S. No. Criteria Marks

1 Relevant Degree with at least 14 - 16 years of education

2

2 Relevant Degree with at least 17

- 18 years of education

3

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4.2 RELEVANT EXPERIENCE (I) Relevant experience for each individual is evaluated on three factors:

i. Number of Similar Assignments 1 to 2 projects 0.5 marks 2 to 4 projects 1 mark 4 and above 1.5 marks ii. Value of Largest Similar Assignment The value of the largest similar assignment listed on the individual’s CV for the past 10 years is compared to the present assignment. The grading is then done according to the following table:

Value of Largest Similar Assignment (PKR)

Marks

>=200 million 2.5

>=150 million 1.5

>=100 million 1

>=50 million 0.5

iii. Time Spent in Similar Assignments

Value of Largest Similar Assignment

(PKR)

Marks

1 to 3 years 1

3 – 5 years 1.5

5 – 8 years 2

8 Years plus 2.5

4.3 TIME SPENT WITH FIRM (J) One or more than one year(s) of experience of an individual staff spent with the bidding firm, he/she shall be given 03 marks, otherwise 0 marks for less than one year.

A4= (H+I+J)

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5. APPROACH & METHODOLOGY (A5):

This section will evaluate the Consultant/firm’s solution to the given problem, i.e. the consultancy assignment. This section, which comprises two sub sections, i.e. a) Understanding & Innovativeness, and b) Methodology, will be completed by the domain specialists.

Item Score

Software Development & Implementation Methodology (K) 50

Work Plan & Deliverables Plan (L) 25

Project Management, Quality Assurance, Training & Knowledge

Transfer Approaches (M)

25

Total (K+L+M) 100

A5= (K+L+M)

TOTAL TECHNICAL SCORE:

The Technical Score, St will then be obtained using the following formula:

St = A1*W1/100+ A2*W2/100 + A3*W3/100 + A4*W4/100+ A5*W5/100

5.3 Financial Bid Evaluation Evaluation of Financial Proposals: Financial proposals of those consultants who failed to secure minimum

qualifying marks in the technical evaluation shall be returned un-opened. The lowest evaluated Financial

Proposal will be given the maximum financial score (Sf) of 100 points. The financial scores (Sf) of the other

Financial Proposals will be computed as follows:-

Value quoted by lowest bidder = A

Value quoted by second lowest bidder = B

Value quoted by third lowest bidder = C; and so on.

Financial scoring of the lowest bidder will be = 100

Financial scoring of the second lowest bidder will be= (A/B)*100 Financial scoring of the third lowest

bidder will be (Sf) = (A/C)*100; and so on.

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5.4 Final Score Award of Contract to Best Evaluated Bid: After Technical and Financial Evaluation, the contract shall be

awarded to the consultant with the best evaluated bid, that is, the bid with highest accumulative technical

and financial score, wherein, proposals will be ranked according to their combined technical (St) and

financial (Sf) scores using the weights (T = 80%, the weight given to the Technical Proposal; F = 20%, the

weight given to the Financial Proposal; S = St x T% + Sf x F%. The bidder achieving the highest combined

technical and financial score shall be declared as winning bidder and shall be awarded the contract.

6. Project Terms and conditions 6.1 Payment Milestones

1. Part A: License fees 100% at the start of the project 2. Part B: Implementation fees as detailed below:

S. No. Milestone % of Contract Charges payable

1 Finalization of the Business Process Blueprint 20%

2 Completion of Integration Testing 20% 3 Completion of User Acceptance Testing 30%

4 Completion of End User Trainings & Go Live 20% 5 Completion of Post Go Live Support and Handholding 10%

Table 3: Payment Milestones

o Achievement of milestone will be certified by Project Coordinator PDMA after auditing the

deliverables. o Solution Implementer may propose other milestones based on solution offerings.

6.2 Software supplied

Solution Implementer shall guarantee that the software and allied components used to service PDMA’s

requirements are licensed and legal. All software must be supplied with their original and complete printed documentation.

6.3 Implementation Team

Having selected ERP Implementer, among other things, on the basis of an evaluation of proposed key

professional staff, PDMA expects the team members named in the proposal will be actually available

during the entire duration of the project. PDMA will not consider substitutions during the duration of the

project except for reasons of health of key team members.

6.4 Joint Venture

Joint venture should be allowed. JV deed and relevant documents regarding deed constituted prior to

tender submission date will be submitted and entertained. The Solution Implementer should not

subcontract any work as a part of this project after submission of bids, without prior written consent from

PDMA.

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6.5 Right to Alter Quantit ies and requirements

At any time prior to the deadline of submission of Bids PDMA may for any reason, whether at its own

initiative or in response to a clarification requested by bidders, modify the RFP by amendment, which will

be placed on PDMA’s website for information of all bidders. All such amendments shall become part of

the RFP and same will be notified on PDMAs website. PDMA reserves the rights to alter quantities,

revise/modify all or any of the specifications, delete some items specified in this offer, when finalizing its requirements.

6.6 No Commitment to Accept Lowest or Any Bid

PDMA shall be under no obligation to accept the lowest or any other offer received in response to this bid

notice and shall be entitled to reject any or all tenders without assigning any reason whatsoever.

6.7 Rejection of a bid PDMA may at its absolute discretion exclude or reject any proposal that in the reasonable opinion of

PDMA contains any false or misleading claims or statements. PDMA has no liability to any person for excluding or rejecting any such proposal.

6.8 RFP Ownership

The RFP and all supporting documentation are the sole property of PDMA and should NOT be redistributed

without prior written consent of PDMA. Violation of this would be a breach of trust and may, inter-alia

cause the ERP Implementers to be irrevocably disqualified. The aforementioned material must be

returned to PDMA when submitting the proposal, or upon request. However, ERP Implementers can retain one copy for reference.

6.9 Proposal Ownership

All proposals and materials submitted in response to this request shall become the sole and absolute

property of PDMA and will not be returned. Selection or rejection of a proposal does not affect this right.

The proposal and documentation may be retained, returned or destroyed as PDMA decides.

6.10 Confidentiality This document contains information confidential and proprietary to PDMA. Additionally, the Solution

Implementer will be exposed by virtue of the contracted activities to the internal business information of

PDMA. Disclosures of receipt of this RFP or any part of the aforementioned information to parties not

directly involved in providing the services requested could result in the disqualification of the ERP

Implementers, premature termination of the contract, and / or legal action against the ERP Implementers

for breach of trust. Selected Solution Implementer will have to sign a legal non-disclosure agreement with PDMA before starting the project.

6.11 Language of the Bid

The language of the bid response and any communication with PDMA must be in written English only.

Supporting documents provided with the RFP response can be in another language so long as it is

accompanied by an attested translation in English, in which case for purposes of evaluation of the bids, the English translation will govern.

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6.12 Price Freezing

The price finalized shall remain frozen / valid for a minimum period of 01 year from the date of the purchase order.

6.13 Indemnification

Solution Implementer shall indemnify, protect, and save PDMA against all claims, losses, costs, damages,

expenses, actions suits, and other proceedings, resulting directly or indirectly from an act or omission of

the ERP Implementer, its employees or agents in the performance of the services provided by contract,

infringement of any patent, trademarks, copyrights etc. or such other statutory infringements in respect of all components provided to fulfill the scope of this project.

6.14 Contract Finalization

1. Prior to the expiration period of proposal validity (60 days as mentioned in Annexure B.1),

PDMA will notify the successful Bidder who submitted the highest Final Score in writing

by registered letter, email or fax and invite them to finalize the Contract.

2. Contract Finalization normally takes from one to two days. The aim is to reach agreement

on all points, and finalize the contract.

3. Contract Finalization will commence with a discussion of your technical proposal, the

proposed project plan, staffing and any suggestions you may have made. Agreement must

then be reached on the final Project Plan, the staffing and bar charts, which will indicate

milestones and tasks. Special attention will be paid to optimize the required outputs from

the successful Bidder within the available budget and to define clearly the inputs required

from PDMA to ensure satisfactory implementation of the Assignment.

4. Having selected the successful bidder as the solution Implementer, among other things,

on the basis of an evaluation of proposed key professional staff, PDMA expects to finalize

a contract on the basis of the staff named in the proposal and, prior to contract

finalization, will require assurances that this staff will be actually available throughout the

project duration except for reasons of health of key professional staff .

5. The Contract Finalization will be concluded with a review of the draft form of Contract.

PDMA and the Successful Bidder will finalize the contract to conclude negotiations.

6.15 Award of contract 1. The Contract will be awarded after successful discussions with the successful Bidder.

Upon successful completion of the bidding process.

2. The selected Bidder is expected to commence the Assignment on the date specified in the section on Project Timeline.

6.16 IPR Infringement

As part of this project Solution Implementer will deliver suitable software. If the use of any such software

by/ for PDMA, infringes the intellectual property rights of any third person, Solution Implementer shall be

primarily liable to indemnify PDMA to the extent of direct damages against all claims, demands, costs,

charges, expenses, award, compensations, etc. arising out of the proceedings initiated by third party for

such infringement, subject to the conditions, the claim relates to software provi ded / used by Solution

Implementer under this project

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6.17 Force Majeure Clause

There shall be no liability or responsibility, on the part of both PDMA and the Solution Implementer for

consequences arising out of interruption of the business due to acts of God, riots, civil commotion,

insurrections, wars or any other causes beyond their control or by any strikes or lock outs. Any such

interruption due to Force Majeure should be informed by the Solution Implementer to PDMA or vice versa in writing within two days of such event.

6.18 Liquidated Damages and Penalty Clause

The Solution Implementer shall complete all activities, milestones and submit all deliverables in

accordance with the timelines (proposed by Solution Implementer during submission of proposal and

finalized after discussion with PDMA post award of contract). Any case of delay or non-delivery of an

activity or milestone as per the finalized project plan will be subjected to penalty. In case of delay in the

execution of the contract, the PDMA Khyber Pakhtunkhwa reserves the rights to impose penalty not

exceeding 10 % of the total amount of the contract.

6.19 Order Cancellation PDMA reserves its right to cancel the order in the event of delay. If the progress of work is not to the

satisfaction of the PDMA, the work will be awarded to another party at the risk and cost of the bidder. In such an eventuality, if any excess amount is to be paid by PDMA, it will be recovered from the bidder.

6.20 Resolution of Disputes

All disputes and differences of any kind, whatsoever, between the Solution Implementer and PDMA,

arising out of or in relation to the development, implementation, operation or effect of the Contract, shall

be settled amicably by the Steering Committee. If after thirty days from the commencement of such

informal negotiations, PDMA and the Solution Implementer are unable to resolve amicably a contract

dispute; either party may require that the dispute be referred for resolution by formal arbitration. All

questions, disputes or differences arising under and out of, or in connection with the contract, shall be

referred to two Arbitrators: one Arbitrator to be nominated by PDMA and the other to be nominated by

the Solution Implementer. In the case of the said Arbitrators not agreeing, then the matter will be referred

to an umpire to be appointed by the Arbitrators in writing before proceeding with the reference. The

award of the Arbitrators, and in the event of their not agreeing, the award of the Umpire appointed by

them shall be final and binding on the parties. The arbitration proceedings and the venue for arbitration

shall be at PDMA, Peshawar. In case the Solution Implementer would like to exit the project, the same

shall be taken up by the Arbitration process.

6.21 Governing Law and Disputes

The Bid and the subsequent Contract with the selected Bidder shall be governed in accordance with the Government laws.

6.22 Corrupt or Fraudulent practices:

1. “Corrupt practice” means the offering, giving, receiving or soliciting of anything of value to

influence the action of a public official in the selection process or in contract execution; and

2. “Fraudulent practice” means a misrepresentation of facts in order to influence a selection

process, and includes collusive practice among Bidders (prior to or after submission of proposals)

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designed to establish prices at artificial non-competitive levels and to deprive the Evaluation

Committee of the benefits of free and open competition.

3. PDMA will reject a proposal for award if it determines that the Bidders recommended for award

has engaged in corrupt or fraudulent practices in competing for the contract in question;

4. Note: On no account prior to the award of contract, should the Bidders contact or communicate

directly with representatives of PDMA MIS team involved in work concerning this Request for

Proposal about this Assignment, other than with the identified Contact Officer(s). Failure to

comply with the above requirement may result in the disqualification of your organization from

this competition.

6.23 Technical Support The vendor will provide the details of Technical Support of the solution. Based on the requirements and

resources required may enter into a contract with the bidder for Annual Technical Support based on

mutual agreement of terms and conditions. The support shall include new releases, upgrades, bug fixes,

functionality requirements, and patches to cater to changes (including tax, legal and all statutory requirements).

6.24 Maintenance Contract

1. Maintenance Contract period will be for 06 months since the end of the handholding and onsite

support period after which the same may be renewed on mutually agreeable terms and

conditions.

2. For this purpose, the bidder is expected to provide the detailed processes to be followed for

logging requests, assigning requests to specific individuals, recording resolution, tracking overall

time taken for resolution, etc.

3. During the MC the bidder will also provide a Project Manager to co-ordinate all the IT related

activities including solution, hardware, networking etc. This person will be responsible for liaising

with all the stakeholders for running the solution smoothly.

4. Solution Implementer would provide on-site maintenance for a period of six (06) months since

the completion of the handholding and onsite support. The support will address but not be limited

to the following:

4.1 All user level queries

4.2 Bug fixes

4.3 Enhancements

4.4 Incorporations of new requirements owing to legal, statutory and policy changes

4.5 Configuration changes

4.6 Customizations

4.7 Patch updates

4.8 Upgrades

4.9 Database administration

4.10 Security

4.11 Periodic user trainings e.g. for new employees etc.

5. The maintenance support should be provided on all working days from 8 AM to 5 PM and should

adhere to the SLA requirements. The coverage of maintenance support will be at least across the

following though not limited to these only:

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5.1 All the modules of the solution including customizations

5.2 All functionalities as mentioned in the RFP or finalized during the business blueprinting

phase

5.3 Version up gradation

5.4 Re-installation of base software and System restoration

5.5 Report creation, modifications

5.6 Workflow changes

5.7 Resolution of reported errors

5.8 Data backup and recovery

5.9 Performance tuning and optimization

5.10 Enhancements of existing configurations and functionalities

5.11 Documentation of all the changes made to the system 5.12 Training of any changes made

6.25 Service Level Agreements (SLA)

The SLA mentioned below will need to be included in the Contract subsequently. This SLA will be applicable to the post go-live handholding and onsite support and MC.

The service type will be defined as per the problem report generated and the metrication will be on delivery of the solution.

Action Threshold Expected Action

Initial Response

Critical 1 Hour Initial review, category identification, sufficiency of information with the problem report.

Assign to individual for analysis

Respond to initiator that the problem has been assigned

High 4 Hour

Medium 8 Hours

Low 16 Hours

Complete Analysis/

Resolution

Critical 4 Hour Detailed analysis of problem report, root cause analysis, potential risk/ impact

Effort estimate for resolution and closing of the problem

High 1 Working Day

Medium 7 Working Days

Low 10 Working Days

Table 4: Service Level Agreement

Definition of thresholds

Critical: Show stopper, Application breakdown/ crash. Has serious implications on running the production server, and has affected or may affect greater than 50% of users.

High: Serious degradation of application performance, has impacted majority of business processes, risk of significant data loss, affected or may affect around 10-50% of the users.

Moderate: Moderate degradation in application performance, no implications on data integrity, had

minimal or no impact on day-to-day operations, and has affected or may affect less than 10% of users.

Low: Applications are stable and has no impact on day to day workings and has affected or might affect a single user.

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Annexure A: Instruction to bidders for proposal preparation

You are requested to submit the following:

1. Technical Proposal 2. Financial proposal

The proposal should be prepared in line with the instructions given in the RFP document. All the

requirements as per the RFP must be met under all circumstances.

Annexure B identifies the various Document Formats which describe the structure in which the various

sections of the bid are to be submitted. The bidder should fill up the tables with information asked for in

each column. Where a separate document is expected, the bidder may attach it in the bid. The complete

bid will comprise of Technical Bid and Financial Bid submitted in sealed packet. The Technical and Financial

Bid would be processed separately. Hence, these bids are to be enclosed in separate sealed envelopes, clearly indicating their respective headings and then placed in the outer sealed packet.

The offers should be submitted as per format described further down in this section. The complete bid

will comprise of a sealed outer cover containing the following:

1. Cover letter: The bid should be accompanied by a cover letter in the attached format in Annexure

B.1 2. Two separate sealed covers clearly marked, “Technical Bid” and “Financial Bid”.

The bid should be addressed to:

Project Director (PEOC),

Provincial Disaster Management Authority,

Civil Secretariat, Peshawar.

Tel:

Fax:

Email:

The number of copies of the proposal to be submitted are: Three

The final date and time of proposal submission are: 11:00 AM, 9 April 2019.

All request for clarification should be addressed to Mis.specialist@pdma.gov.pk

A.1 Technical Bid

You are expected to examine all terms and instructions included in the Documents. Failure to provide the

requested information will be at your own risk and may result in rejection of the proposal. Technical

proposal must provide the following information, using, but not limited to, the formats attached in Annexure B.2:

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1. A brief description of the Bidder's organization and an outline of recent experience on

assignments of a similar nature. The information you will provide on each assignment should

indicate, inter alia, the profiles of the staff provided, duration, contract amount and firm

involvement

2. The composition of the proposed staff team, the high-level tasks which would be assigned to core

team members

3. Estimates of total time effort (person x months) to be provided for the services, supported by

charts showing the time proposed (person x months). The total time effort should be broken down

by the modules suggested to be implemented. This should be limited to estimation of Total time

effort only and no financial information should be included here

4. Your understanding of the processes and the proposed solution. This should include all th e

solution components that will be required to ensure coverage of the processes and requirements as mentioned in Annexures C and D.

TECHNICAL BID MUST NOT INCLUDE ANY FINANCIAL INFORMATION. IF FOUND SO THE BIDDER WILL BE DISQUALIFIED

A.2 Financial Bid

1. The financial proposal should list the costs associated with the Assignment using, but not limited

to, the formats attached.

2. The financial proposal must take into account the tax liability and any other statutory payouts as per the standard guidelines.

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Annexure B: Document Formats B.1 Cover Letter

Bid Proposal Reference No. and Date:

Bidders Name and Address:

Person to Be Contacted:

Designation:

Telephone No(S):

Fax No.:

To:

Director Admin/HR,

PDMA,

Civil Secretariat, Peshawar.

Subject: Submission of Technical bid & Financial bid for ERP/Management Information System

Development and Implementation Project at PDMA

Sir,

We, the undersigned bidders, having read and examined in detail the specifications and the RFPs in

ERP/Management Information System Development and Implementation project do hereby propose to provide services as specified in the RFPs.

BID VALIDITY

1. The prices mentioned in our proposal are in accordance with the terms as specified in RFP. The

prices and other terms and conditions of this proposal are valid for the period of 60 calendar days

from the date of submission the bids.

2. We do hereby confirm that we are a registered Pakistani firm and that our Bid prices include all

taxes such as Income tax, professional tax, sales tax, service tax etc.

3. We do hereby assure that any change in indirect or direct taxes like income tax, surcharge on

Income Tax, Professional Tax or sales tax and other Corporate tax would be payable by us, as and

when applicable.

UNIT RATES

1. In the case there is an increase/decrease or change in the scope of work under the contract, we

have indicated in the relevant schedules, the unit rates for respective services. These should be

considered at appropriate time.

2. We declare that all the services/works shall be performed strictly in accordance with processes as mentioned in the RFP.

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BID PRICING

1. We further declare that the prices stated in our proposal are in accordance with your Instructions

to Bidders included in RFP.

2. We declare that our bid prices are for the entire scope of the work as specified in the RFP. These

prices have been submitted in the Financial Bid.

3. We declare that the prices will not be subject to escalation for any reason whatsoever within the

period of project. A proposal submitted with an adjustable pri ce quotation or conditional proposal may be rejected as non-responsive.

In case you require any additional information/documentary proof for the evaluation of our bid, we agree

to furnish the same. This is to further certify that all the information contained in the Bid is to the best of

our knowledge and the bids submitted are completely unconditional.

We hereby declare that our proposal is made in good faith, without collusion or fraud and the information contained in the proposal is true and correct to the best of knowledge and belief.

Thanking you,

Yours faithfully,

(Signature)

Name of Authority Signatory:

Designation:

Date:

Place:

Business Address:

Signature (In the capacity duly authorized to sign bids

For and on behalf of)

(Name in block letters)

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B.2 Technical Bid Format (To be submitted in a separate sealed cover marked: solution Implementation at PDMA – Technical Bid)

S. No. Line Item Instructions for response

Relevant Experience

1 Details of company expertise / experience

Please attach on separate sheets.

Project Details

2 Bidders understanding of the project. Describe your understanding of the project scope –what can be done and what cannot be done. Separate Document Expected. Please include a

compliance sheet as per process definition and detailed requirements in Annexure C & D. This should also include all the major customizations that you

think are needed for the coverage of the processes and requirements.

3 Description of the Project Details Describe your methodology in details of the technology, architecture, modules and solutions that would be used. Separate document expected.

4 Project Plan Share a project plan including but not limited to Timelines, Important milestones, Resource plan, etc.

5 Roles and Responsibilities Matrix List out the Roles and responsibilities of the project team members.

6 Effort Estimation Please use the effort estimation matrix as mentioned in Section B.2.1. for sharing the details on the effort estimation divided by Modules.

7 Resources and Responsibilities expected from PDMA

Please include the resources and responsibilities as expected from PDMA.

8 Training Plans Describe training programs for core team and end users supported by sample training documents.

9 Documentation Coverage Describe all the relevant system documentation that you will provide supported by sample documentation/manual. This should at least include all the documents as listed in the deliverables section.

10 IT Infrastructure requirement Describe the IT Infrastructure requirements for the project - details of the hardware, software, platform, connectivity requirements, etc.

11 Security & Controls Plan Detailed description of security and control features that are to be built into solutions.

12 Data Migration, Cut- over and commissioning plan

Please include the details of the go-live plan, master data creation plan, data migration plan, plan to digitize the non- digitized data.

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13 Testing Plan Please include details of all the testing that are to be done for the successful implementation of the project.

14 Support Plan Please include the details of the support during the post go-live onsite handholding and support phase and MC separately including but not limited to the time spent, kind of resources deputed etc.

15 Change Management Plan Describe your plan to cover any change management issues being faced during the implementation of the project including workshops to be conducted for the same.

16 Quality Plan Proposed quality plan setting out for controlling quality at different stages of the project and a proposed inspection schedule should be described.

17 Problem resolution and escalation mechanism

Describe the problem escalation mechanism with the name, designation and contact details as per the details mentioned in Section above.

18 Change Request Management Plan Include the plan to handle any change requests that may be needed during the course of the project including but not limited to details of the process to approve and handle such request.

19 Project Team Details Include the details of the proposed project team. Please include the resumes of the relevant core team members in the attached format provided in Section B.2.2. The identified consultants will have to be a part of the project throughout the duration of the project unless and otherwise specific permission is taken from PDMA to replace the identified resources.

Table 5: Technical Bid Format

B.2.1 Effort Estimation Format

Use this template to provide effort estimation details for the Implementation part of the project only.

Please do not include any efforts related to MC in this matrix.

Module Broad Coverage of Process

Type of Resource

No of Resources Required

Time Required (in days)

Total Effort Required

Table 6: Effort Estimation Format

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B.2.2 Format for resume of key project team members

1. Name 2. Proposed Position

3. Education Details 4. Experience Profile

Project 1: Industry Covered: Modules Covered: Organization: Project Description: Role:

Project 2: Industry Covered: Modules Covered: Organization: Project Description: Role:

Table 7: Format for resume of key project team members

*Every team member profile shall be certified by the Team Member and the proposed Project Director.

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B.3 Financial Bid Format (To be submitted in a separate sealed cover marked: Solution Implementation at PDMA – Financial Bid)

Name and address of the company

Name and designation of the contact person dealing with this proposal

Part A: Software License charges including discounts and applicable taxes for 25 Users 1which may increase or decrease as per the final requirements.

Line Item Unit Rate Quantity Total Software User Licenses

Software Server License Discount

Applicable Tax Table 8: Software License Cost

Part B: Operating System User/Server and Database Server License charges including discounts and applicable taxes for 25 Users which may increase or decrease as per the final requirements.

Line Item Unit Rate Quantity Total Server Operating System

User Operating System Database Server

Any other software required

Table 9: Supporting Software License Cost

Part C: Professional Fees & Detailed price including taxes etc. as per the schedule mentioned below.

Solution Implementation charges including applicable taxes.

Per Unit Charges by each type of resource (Functional Consultant/ Programmer for Customization/ Project Manager etc.)

Type effort required for each type of resource

Total Amount

Table 10: Implementation Cost

1Total number of named users: 25 (For the purpose of the proposal please consider all the licenses as professional l icenses. PDMA reserves the right to further define the exact types of l icenses based on final discussions with the

Solution Implementer)

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Total Cost of the project (including A- Software License Charges, B-Supporting Software License Cost C- Implementation Charges)

__________________________________________________________________

Signature

Name of the authority Signatory

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Annexure C: Business Processes PDMA intends to develop an ERP/Management Information System to enhance its Core business processes. Enterprise Resource Planning (ERP) system would cover Finance & Accounts, HR & Admin, Procurement Management, Training Management, Warehouse and Inventory modules. The ERP would be integrated with Disaster management Information system, GIS module, Document Management System and call center management solution. The system would also have the provision to integrate with other already developed systems through API’s and web-services. The following broad-level requirements for various functional areas have been identified. The

requirements mentioned are indicative only and actual requirements will be finalized and detailed as per the business blueprinting exercise.

A - Enterprise Resource Planning (ERP)

The ERP would cover the following modules:

Administration & Configuration Module The module consists of following sections:

Authentication & Authorization

User Management Roles & Rights Management

Privilege Management

Master Data Management Group Management

User Configurations

Data logging

HR & Admin Management Module

The ERP will computerize the operations of HR/Admin Wing. It would have a set of rich features and

integrates seamlessly with other modules. It will streamline the management of human resources, human

capitals and general administration. It will maintain a complete database of employees including contact

information, salary details, attendance, performance evaluation, training and promotion of all employees,

encompassing overall career progression.

The module consists of following sections:

Pay Role Management and Attendance (Pay Role, Leave Management, Timesheet Management) Personnel Management (Service Profile, Employee Details & Public Information and Periodic

Evaluation)

Training and Development System Recruitment Management (Tracking recruitment process to facilitate evaluation. Search and

browse the CV base)

Career Progression

General Administration Evaluation of Staff (Contract Management, Performance Assessments)

Asset Management

Fleet Management

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Finance and Accounts (FMIS) The module will include the following sections:

Budget Formulation, Execution & Monitoring Financial Control & Cash/Debt Management Accounting Control Mechanism General Ledger & Trial Balance, Tax Declaration, Financial Management Indicators Objects development for different heads of funds according to new government

accounting model Reports generation according to the needs of the section concerned

Procurement Management Information System:

This module shall streamline the Procurement process transparently and efficiently.

Procurement planning

Handling purchase orders

Contracts management & invoices handling Integration with Warehouse/Inventory and Financial Module

Request for Quotation

Management of acquisition activities

Warehouse and Inventory Management Information System The module will automate Warehouse in following activities:

Stock Categorization & Valuation

Goods issued and Receipts records

Inventory Management Storage unit management

Hazardous Material Management

Stock Replenishment (Automatic Reordering rules) Yard Management

B – Disaster Management Information System (DMIS) The online system which will be accessible from all divisions and districts for data entry and for disaster related activities will also be linked with Federal Government Departments/Organizations mandated to facilitate disaster management activities. DMIS have following three main components:

Pre-Disaster During-Disaster

Post-Disaster To prepare in advance in order to reduce severity of disaster through prevention and mit igation coupled with quick emergency response through preparation and planning. The sections for this phase are as follows: Preparedness phase: (Pre Disaster)

1. Risk Assessment a. Identification of potential Hazards b. Vulnerability Assessment (Exposed people, property, services, livelihood and

environment)

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c. Multi Hazard vulnerability and risk assessment (MHVRA) (data available in Pakistan and is for particular area)

1.1 Rapid Need Assessment (RNA) 1.2 Recovery Need Assessment 1.3 Damage Need Assessment (DNA) 1.4 Weather Report 1.5 Daily situation Report 1.6 Dam / River flow report

2. Planning (DRM)

Based on risk Assessment (Hazards vulnerabilities and Capacities) An intended plan of action District Contingency Plan / Provisional Contingency plan

a. Prevention and Mitigation (Disaster Risk Reduction) b. Awareness and Capacity Building of departments / vulnerable/civil society , communities

in terms of disaster risk management (DRR) i. Trainings ii. Seminars

iii. Workshops iv. Civil Society Engagements v. Awareness Walks

vi. Mock Exercises

c. Early Warning (best practice is primitive in case of disaster) (DRR) Response Phase (During Disaster and Post Disaster)

1. Rescue (Incident Reporting) 2. Relief 3. Recovery 4. Rehabilitation 5. Reconstruction

Furthermore, the module will cater the following needs of Relief Section:

Initial Incident Report (IIR) Internally Displaced Persons (IDP’s) Maintenance of Relief head in each district Maintenance of provincial relief account Cash Disbursement for cases sent through districts, Relief disbursement to individual Grievance Redressal System River Flow Information, real time information from early warning system Weather updates Dynamic Reports Dynamic Dashboards Alerts and notifications

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Consolidated profile for divisions

The following data will be required for the preparation of consolidated profile for each division. Also division data will be segregated in to Districts and district data will be segregated in Union Councils.

a) General Information

Name of Division

Total area (Sq Km)

Total Populations (2017 Census)

b) Administrative Profile Distric ts Tehsi ls Population (2017) No of UCs

c) No of vulnerable UCs District Wise

d) Available Health Facilities District Wise

e) Rescue Operation Machinery

f) Dewatering Pumps and Generators Distric t No of Dewatering

Pumps No of Generators Need/Gap

Name of Distric t No of Vulnerable UCs

Risk or nature of Vulnerabi l ity

No of Proposed evacuation centers

Name of Distric t

No of Hospitals

No of Avai lable Doctors

No of Nurses/Paramedi

c Staff

Provision of Medic ines

No of Beds Availabil ity of

Ambulance

Distric t No of Tractors

No of Dozers

No of Trolleys No of Dumpers No of Trucks Need/Gap

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g) Rescue Operations

h) Rescue 1122 Resource Mapping

i) Early Warning System at District Level

j) List of NFIs (Non Food Items) District Wise

Name o f D istrict

Tents Mattresses Mo squito Nets

P lastic Sheets

Tarpaulin St oves/ Gas Cylinders

Water Tanks

Blankets Rubber Tu bes

L ife Saving Jackets

Search L ight

L adders (1 5 feet)

District lines Agencies Templates

a) C&W Department

Distric t Boats O BMs Walke Talke Life Rings Need/Gap

District Rescue Teams

Search, Rescue, Fire

F ighting etc

Rescue Equipment

( f or all sorts of rescue

operations)

Quantity Trainings provided to

Rescue Teams on

Medical Am bulances

( Inside Medial

F acilities)

Locations Needs/G aps

Name of

Distric t

Existing

EWS

Location/

Address

Condition

(Workable/

Non-Workable)

Mechanism

for EWS

Needs/G

aps Recommenda

tions

38

1. Vulnerability Assessment

Vulnerable

Areas

Identification of Vulnerable

Roads & Bridges

Areas Connected with the

vulnerable

roads/bridges(that can be cut off in case of collapse)

Alternate routes for evacuation

/relief (If yes, then indicate status of road (Kacha/Packa)

Areas linked

with alternate

routes

Regular R&M of identified vulnerable

roads/bridges

(indicate damaged

points/patches

cost)

2. Resources Available with the Department

List of Road Clearance/Earthmoving

Machinery with the

Department

Machinery/Equipments Quantity Status of

Machinery

Pre-Qualified Contractor for clearance of roads

Name Contact No WhatsApp No

List of Road Clearance/Earthmoving

Machinery with the

Contractor

Machinery/Equipments Quantity Status of

Machinery

Availability of pre-fabricated bridges to be installed on

emergency basis (in case of damage/collapse)

Yes Length of Bridge

Response time for

Deployment

No

b) Public Health Engineering Department 1. Vulnerability Assessment of Drinking Water and Sanitation Infrastructure

Vulnerable Areas Identification of Vulnerable

water Supply Schemes & Supply Lines

Identification of Vulnerable

Sanitation Lines)

Availability of Drainage system for

sewerage in the

vulnerable areas

2. Resources Available with the Department

39

Stand by water pumps, generators, machinery, equipments, water

purification chemicals/tablets with the Department

Machinery/Equipments Quantity Status of Machinery

Pre-Qualified Contractor for restoration of damaged

infrastructure

Name Contact No WhatsApp No

List of Equipments & Machinery

available with the Contractor

Machinery/Equipments Quantity Status of Machinery

Alternate arrangements for

restoration of water supply schemes/lines or restoration of wash facilities’ in temporary

shelters (schools)

Wash facilities repaired in the schools adjacent to vulnerable areas before monsoon

Response Capacity for provision of wash facilities in relief camps

40

c) Health Department 1. Vulnerability Assessment of Health Facilities (in the past 10 years)

Vulnerable Areas Identification of Vulnerable health

facilities

No of Mobile Health Units

Available in district (If Yes, then indicate in-house facilities )

2. Details of Health Units in the District

List of Hospitals (indicate

category of

BHU,RHC,THC etc as

well)

Available

Doctors

Indicate Technical Units

(ENT,Gastro,Surgical,Eye,Gyne, Medical etc)

No of Paramedi

cs

Availability of Medicines/Vaccin

ation

Facility of X-Ray, ECG,

Ultrasound

MRI

No & Status of

Ambulances

(Indicate, (Govt/Pvt))

d) Irrigation Department 1. Vulnerability Assessment of Irrigation Infrastructure

Waterways/Nullahs/Streams/

Torrents/Rivers in the district

Particular Detail

Length

Areas/Mozas on

the

banks

Popula

tion living

on the

bank sides

Infrastructure on the banks

Protection

Struct

ure

Bridges

Schools/colleges

Hospitals

Houses

Identification of Health

Facilities to be used as Response Bases in event of

emergency (indicate

category as well like BHU,RHC, THC, DHQ

etc)

Facilities Available in the Health unit

No of

Doctors

No of

Paramedics

Stock of Live Saving

Medicines/Surgical Tools/Other Equipment

Stock of medicines/nutritional

items for pregnant, lactating women and

infant children

Facility of X-Ray,

ECG, Ultrasound

MRI

Ambulances

(Indicate, (Govt/Pvt))

41

2. Resource Mapping

e) Agriculture Department

1. Vulnerability Assessment

Assessment of Potential Crop Diseases in Rabi/Kharif

Disease Affected Crops List of chemicals/pesticides with Dept for fumigation of

crops

Quantity

2. Resource Mapping

Waterways/Nullahs/

Streams/ Torrents/Rivers in the

district

Water Flow

Protection Structure/embankments/protect

ion walls/spurs/stone bowldering

Identified encroachment points

R&M Needs

Max Avg Length Breaching

points

Identified points

Areas Lengt

h

Action

Taken (Area

Cleared in km)

List of Machinery R&M

Needs

Max Response Time to restore

Breaches and

deploy machinery

Contact Details of

R&M

Contractor

Machinery Available with Contractor

Name Quantity Status

List of Field Staff

Name Designation Contact No

42

Death Compensation Form

Incident Name

Date

Full Name Father Name

CNIC

Gender Date of Birth

Address Compensation Status

Compensated Amount Reason/Remarks

Injury Compensation Form

Incident Name

Date

Full Name Father Name

CNIC Gender

Injury Type

Date of Birth Address

Compensation Status Compensated Amount

Reason/Remarks

House Damages Compensation Form

Incident Name

Date Full Name

Father Name CNIC

Damage Type Address

Compensation Status Compensated Amount

Reason/Remarks

43

Cattle Losses Compensation Form

Incident Name

Date

Full Name Father Name

CNIC Address

No. of Cow(s)

No. of Buffaloes No. of Donkeys

No. of Goats No. of sheep’s

Compensation Status Compensation Amount

Reason/Remarks

Relief Form

Incident Name

Date

Food Items Food Packages (Numbers)

Wheat Flours (Tons) Pulses (KG’s)

Non Food Items

Tents (Numbers)

Blankets (Numbers) Life Jackets (Bundles)

Aqua Tablets (Numbers)

Other Items

Health Coverage

Camps (Numbers) Coverage (Individuals)

44

C - Workflow and Document Management

The module automate following core filing activities

E-filing of documents Document versions and management Documents summaries File Tracking Note sheets File Attachments Static & Dynamic workflows User based Dashboards Alerts & notifications

D – GIS Module

GIS module will be integrated with Disaster Management Information System to spatially

represent data for analysis and planning.

Spatial layers will be generated to visualize data.

Incidents / effected location due Natural disaster (Flood, Earthquake, land sliding, Golf areas and

Fire etc.) would be defined on Maps.

GIS Module will provide the following Analysis:

Spatial Analysis

Density Maps

Network Analysis

Temporal Analysis

Cluster / Pattern Analysis

Macro and micro level maps used for identifying vulnerability and threat condition

Planning of evacuation and operation

Support for different satellite imageries (Remote Sensing data) ex. Quickbird, SPOT, IKONOS

for GIS data creation

Road and location maps used for finding alternate routes, shelters and locations

E- Call Center Management Solution

Provincial Emergency Operation Center (PEOC) is a central command and control center in pre, during

and post disaster scenarios. Grievances/information’s are received from general public through short

code 1700 and coordinated with all stakeholders to improve emergency response. PEOC needs to

compile all these calls in a systematic way and categorize the calls as per nature of the call. A call

recording mechanism should deploy for better call management. The system will include content

Management system and call routing for better performance. A Grievance Redressal and tracking

system should also in place on the basis of received call nature. A comprehensive call center solution which cater all the needs of the organization.

45

PEOC REQUIREMENTS

1. Call center software for 6 agents (extendable) for efficient management of incoming calls with integrated recording; which generates periodic reports automatically with search support.

2. Calls routing facility on 1700 to all agents.

3. Grievance Redressal and tracking system

4. Intelligent software for analytic reports (periodically) like summary of incoming and outgoing

call and their nature.

5. Any other additional facility/ information which make the PEOC more effective in terms of call center.

The consultant shall provide latest state‐of‐the‐art call center solution to PEOC in order to strengthen

the Complaint Redressal System. Interactive Voice Response [IVR] shall have tri -lingual (Urdu, English

and Pashto) support, MIS Reporting and technical support.

The broad scope of work for the proposed call center is as follows:

1. Establishment of call center at PEOC with inbound (Short Code 1700), out-bound and back

office capabilities to help attain the objectives of GRS which includes the following pre requisite.

a. Acquire PRI Line to terminate multiple phone lines on a single line to Call center.

b. Map on short code 1700 number for call terminations.

c. Multi Span PRI Card to terminate PRI Line to Call center Asterisk Server.

2. Provide online MIS mechanism to handle Emergency Complaints (24 hours) inclusive of Reports and Dashboard reports to higher management.

Customized Customer Relationship Management (CRM)

Call Center Agent daily roaster management

Asterisk Server

Elastix Call Center software

IVR software

Queue Management

Call forwarding to Call Center Agents

Call logging/recording

IP enabled LAN network

Soft phones for Call Center Agents

Daily Rosters Management

(b) Minimum non-functional requirements requirement for call center application shall be as given

below:

1. Proposed solution will be web- based solution integrated with other intranet

applications and Information systems. All components of the package should be

46

accessible using standard Web-Browser without any need for extra application client Software.

2. The proposed solution should have necessary security and audit trail features

3. The configuration of the servers should be robust and capable of handling the current

load, as well as projected load for at least five years with no visible degradation in performance.

4. The solution architecture shall be preferably based on Open Industry standards and

Protocol. In case other platforms are used, all run time licenses should be free, and

perpetual.

5. The solution shall provide an application architecture that is integrated using middleware technology.

6. The solution shall provide all the relevant leading technology (e.g. XML, Flat file, messaging etc.) to meet the integration requirements.

7. The solution shall maintain integration logs that confirm the success or otherwise of the interface with control tools etc.

F - Revamping of PDMA website

Design and development of PDMA website from existing structure to new efficient web application. The revamped website will be integrated with all modules following a defined layered access as per department requirements.

Development of PDMA website (CMS) Website design & layout Integration with Enterprise existing applications Integration with GIS dashboards Real time information of Early Warning System

G - Integrations with Other System

System should have the capacity to integrate with existing enterprise applications using web-services

and API’s or compatible tools/Technology Frameworks.

Integration with existing system (Govt. Line Departments) through web-services & API’s

SMS integration for real time solution.

Revamping of android application already developed by PDMA and integration with DMIS

module dashboards

Integration of the IOS application of PDMA.

47

Annexure D: Business Processes

Other Requirements

1. Preferably, no change should be made to the existing process of PDMA. This is important to ensure

smooth transition from manual processes to computerized processes.

2. No of PDMA users to use ERP would be around 30 which may be increased/decreased. Payroll of

around 300 staff would be processed.

3. There should be a provision to develop custom reports as per the requirements freeze during the

business blueprinting phase.

4. Each request for development of custom report should be documented in a pre -defined format.

5. It is expected that certain custom reports needs to be developed if the standard reports available in

the ERP Product do not meet PDMA’s specific requirements.

6. The bidder should endeavor to have minimal use of third party bolt-on applications. This should be

done if the functionalities covered by such applications are not available in the core solution.

7. The bidder should also train PDMA Core Team members on ERP and custom modules, so that PDMA

can take up the additional development as and when required.

8. There should be a provision to develop dynamic Dashboards based on the business requirements

identified during the business blueprinting