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REQUEST FOR QUOTATION (RFP)

Reference No: AUAF-RFP-16-006

Issue Date: August 23, 2016

Closing Date: September 8, 2016 – 10:00 AM

Pre-Bid Meeting: September 1, 2016 at 10:00am.

PROJECT:

Enterprise Resource Planning System (ERP)

The American University of Afghanistan

Darulaman Road, District 7, Kabul, Afghanistan

AUAF-RFQ-16-006-ERP System of 11

1. General: The American University of Afghanistan (AUAF) is Afghanistan's only private, not-for-profit, institution of higher education, offering internationally-supported degree programs and education. 2. Project Summary: The purpose of this RFP is to solicit responses from qualified vendors offering the functionality and features identified to implement a fully integrated, state-of-the-art Enterprise Resource Planning System for the American University of Afghanistan (AUAF). 3. Government Withholding Tax: Pursuant to Article 72 in the Afghanistan Tax Law effective March 21, 2009, AUAF is required to withhold "contractor" taxes from the gross amounts payable to all Afghan/International for-profit subcontractors/vendors. Subsequently, based on Decision No. 15 of the Cabinet of Ministers of the Islamic Republic of Afghanistan, AUAF shall withhold Four percent (2%) tax from all gross invoices to Afghan subcontractors/vendors under this Agreement with active AISA or Ministry of Commerce license. For subcontractors/vendors without active AISA or Ministry of Commerce license, AUAF shall withhold seven percent (7%) "Contractor" taxes per current Afghanistan Tax Law. Before the signing of this Agreement, the subcontractor/vendor will provide a copy of the organization's AISA or Ministry of Commerce license and TIN (Tax Identification Number). Amounts deducted from the invoices will be forwarded to the Ministry of Finance (MOF) Tax Division credited to the firm's TIN. Records of payments to the MOF shall be maintained on file with AUAF. 4. Penalty Charges If the Vendor fails to supply the specified fuel within the date stipulated, AUAF shall, without prejudice to its other remedies under the Purchase Order/Contract price, as liquidated damages, deduct a sum equivalent to five percent (5%) of the delivered price of the delayed Goods/Services for each week of the delay until actual delivery, up to a maximum deduction of Ten Percent (10%) of the Purchase Order/Contract/Contract value. 5. Source, Origin and Nationality The vendor may not supply any goods or services manufactured in or shipped from the following countries: Cuba, Iraq, Iran, Laos, Libya, North Korea, or Syria. 6. Inspection AUAF shall have reasonable time, after delivery, to inspect the service and goods, and to reject acceptance in not conforming to the specifications of this Purchase Order and offer. Recovery of the rejected item (s) shall be the sole responsibility of the supplier.


7. Statement of Service/Specification:

Scope of Service

1. RFP Overview

1.1 Purpose of RFP The purpose of this RFP is to solicit responses from qualified vendors offering the functionality and features identified to implement a fully integrated, state-of-the-art Enterprise Resource Planning System for the American University of Afghanistan (AUAF). AUAF seeks a qualified firm (Proposer) with the experience, expertise, and qualifications to provide a fully integrated, proven state-of-the-art solution. AUAF will be looking to partner with the selected vendor to provide the associated professional services to complete implementation. AUAF will complete a fair and thorough evaluation of vendor responses to this RFP. AUAF is interested in a single solution that provides all of the functionality identified below by a future single proposer. Detailed requirements are located in section 5.0 (Replacement System Requirements. In addition to the software functionality identified above, AUAF is seeking a Proposer to provide professional services that will ensure a successful implementation. The selected vendor is expected to sit with different departments of AUAF, carry out the requirement gatherings process, design a prototype, present to AUAF and then implement the ERP project. The professional services should include the following:

1. Identifying requirement of different departments 2. Data gathering 3. Proposing solution 4. Project Management 5. Software Installation and Configuration 6. Implementation Consulting 7. Business Process Review and Redesign 8. Training 9. Documentation 10. Software Maintenance and Support 11. Conversion Services

AUAF is also interested in evaluating local installed solutions along with its training. AUAF desires to initiate the project kick-off on or before July 30, 2016 and is prepared to have various resources assigned and available to the project. AUAF is open to a phased


approach that meets its business, operational and financial needs. For Phase I, AUAF intends to implement Restaurant Management System. For Phase II, AUAF intends to implement IT Helpdesk Ticketing System. For Phase III, AUAF intends to implement Inventory Management, Purchase Management and Human Resource and Payroll Management. At a minimum, the proposed Future System should consist of the following integrated functions: Phase 1: Restaurant Management System Phase 2: IT Help-Desk Ticketing System Phase 3: Inventory Management System Phase 4: Purchase Management System Phase 5: Human Resource and Payroll Management System Phase 6: Integration with Microsoft Dynamics GP

2.0 Minimum Requirements:

The responding vendor must meet the following requirements before applying:

Have at least 5 years’ experience in Open source ERP preferably Odoo Have integration, design, and development experience Describe why you believe the experience, knowledge and expertise

possessed by your organization would be an asset for AUAF During the past five (5) Years, the Bidder must have completed at least two

(2) successful contracts involving the design, development and establishment of ERP systems or similar functional/technical characteristics and of a comparable scale

Bidder should have minimum 10 full-time employees working on IT and IT Enabled Services as of July 2016

Project Objectives: The most significant challenges identified during the requirements sessions with AUAF staff consist of the following and are specific areas that the AUAF deems important in any future implementation:

Enhance operational effectiveness by making more timely, accurate and complete information available to all employees of AUAF

Utilize information technology to improve service to the AUAF community Increase productivity by eliminating redundancy and unnecessary tasks Improve management and decision making by increasing the ability to

analyze data Allow for continuous upgrades of technology to support current and future

core functional needs


Utilize and manage technology in a cost effective manner Increase operational effectiveness via improved system training Enhance internal communications through the use of information technology

and improved business processes Provide appropriate staffing levels to effectively manage and utilize new

information systems Improve sharing of information between AUAF and external agencies Continual innovation to encourage implementation of best business practices

(i.e. encourage streamlining and automation of standard business transactions, enhanced processing and on-line capabilities, etc.)

Enhanced features and functionality to support increased automation and operational efficiencies (i.e. workflow, self-service, document imaging, accounts receivable, cashiering, refunds, grant management, etc.)

Improved reporting and staff access to finance, budgeting, payroll, and billing data and

information for self-serve access and activities Inclusion of a Time and Attendance system that meets the requirements of

AUAF Establish rule-based payroll processing Ability to carry-over PO’s, apply a change to a PO and have PO’s associated

with multiple funding sources Reduce the number of customizations with best business practices offered

within Commercial Off-the-Shelf COTS solutions Increase customer service through the ticketing system Improve restaurant efficiency through the Restaurant Management System

System shall be capable of integration with current Microsoft Dynamic GP

3.0 Evaluation Criteria

Proposal will be evaluated according to the following factors in order of priority.

Specialized experience and technical competence of the contractor and staff relative to the scope of work

Understanding the nature of the project References of reflecting previous work experience of the contractor with

satisfactory accomplishment of contract responsibility such as ability to meet work schedules, quality of work.

Project cost (total project cost, project schedule and timeline)


3.1 Technical Proposal Factors for award:

S. No.

Parameter Score

1.0 Understanding of Scope of work and its requirements 15

2.0 Management approach and methodology 25

3.0 Corporate capability and past performance 30

4.0 Qualifications and experience of key personnel (Details of the professionals given under requirement of key personnel, as given below

30

Total 100

3.2 Qualification and Experience Matrix of Project Management Personnel/Key Personnel expected from the bidder is as follows:

Name of The Position Minimum Qualification Minimum Experiences

Project Manager Masters in IT, Computer Science or related subjects

5 years in ERP Management, it’s establishment and operations

Application Development and Integration Lead

Bachelor of Computer Science, IT, It Enabled Application

6 years direct experiences on application

Infrastructure Lead Bachelor of Computer Science/Statistics

5 years direct experiences on Infrastructure

Training and Change Management Lead

Bachelor of management 5 years direct experiences on management training

Quality Assurance Lead Bachelor of Computer Science 5 years direct experiences on quality assurances

Database Administrator Lead

Bachelor of Computer Science 5 years direct experiences on database

Support Staff Bachelor of Computer Science/Marketing

5 years direct experiences on database

4.0 Intent to Propose Each Proposer who plans to submit a proposal should register by email to AUAF Procurement Department. The email should indicate the Proposer's intent to respond to this RFP. The email should include:

Proposer Name Name and Title of Proposer main contact Address, Telephone and Email address


8. Payment 10% of payment will be released after completion of phase 1 40% of payment will be released after completion of phase 4 20% of payment will be released after completion of phase 6 30% of the payment will be on-hold and will be released 6 months after the implementation and the submission of the following:

User level training Technical level training End User and Developer manual Manuals and presentations shall be provided

100% payment should have been made 6 months after the system is up and running and working smoothly. 8. Quotation Submission guidelines: A Pre-Bid Meeting is scheduled on September 1, 2016 at 10:00am. All interested Companies shall register their names and send the following information to this email ID [email protected] in order to provide them access inside AUAF compound: Name: ……………………………. Title: ………………………………. Company: ……………………….. Contact Detail: …………………… Note: Bid will be accepted only from vendors who attend the pre-bid meeting and

register their names as stated above! Cover Letter shall be included in proposals and signed by the person or persons authorized to sign on behalf of the bidder.

Proposals should be set in hard copy sealed in two envelopes, FINANCIAL PROPOSAL and TECHNICAL PROPOSAL only to the following address by no later than September 8, 2016 – 10:00 AM. Proposals received after the due date will not be considered further. Address: American University of Afghanistan Darulaman Road – Kabul, Afghanistan 9. Questions:

Please direct your questions via e-mail during the pre-bid meeting to the panel.


10. Others:

AUAF as a not-for-profit educational institution expects to be charged no more than standard humanitarian agency rates.

AUAF will not pay any of the bidders’ cost of preparing their proposals under this RFP.

Name:

Title:

Company:

Email Address:

Telephone(s):

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APENDIX A

COMPANY’S BUSINESS LICENSE

Please Attach

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APPENDX B

SUMMARY OF RELEVANT CAPABILITY, EXPERIENCE AND PAST PERFORMANCE

Include projects that best illustrate your experience relevant to this (RFQ) or similar activities, sorted by decreasing order of completion date.

Projects should have been undertaken in the past three years (i.e. 2012, 2013 and 2014).

No Project Title and

Description of Activities

Location Province/District

Client Name/Tel #

Cost in US$

Start Dates

End Dates

Completed on Schedule (Yes/No)

Subcontractor or Prime

Contractor?

1

2

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