supply chain management - pakistan international airlines · 2019. 5. 21. · procurement &...

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Supply Chain Management

Ref: GM(P)/CONT/ Email Messaging Solution (ICT)/19/1

M/S

Sub: Migration of Email Service Messaging Solution

Dear Sirs, We are pleased to invite your sealed tenders for the item mentioned above. In case of more than one schedule separate tender for each schedule should be furnished. The terms & conditions of the tender / supplies are given below:-

A) SUBMISSION OF TENDER

1. You are required to send your tenders addressed to General Manager Procurement, PIA

Procurement & Logistics Building JIAP Karachi latest by 12-06-2019 at 1030 Hrs. The tenders may be dropped in the tender box marked as “Tender Box Commercial Purchases” placed at the entrance of the PIA Procurement & Logistics Building latest by 10:30 hours on the specified date. You may also send your tenders through registered A/D mail addressed to General Manager Contracts & Agreements, which must reach before the closing date and time mentioned above. Tenders will be opened at 11:00 hours the same day in the presence of tenderers.

2. Tenders received after stipulated date & time shall not be considered. The Corporation will not be responsible for postal delays. The decision of General Manager Contracts & Agreements in this respect shall be final and binding.

3. Bidders are required to submit a Pay Order of Rs. 3000/- (Non-Refundable) as tender fees along with Technical Proposal (Local Bidders).

B) EARNEST MONEY (Local Bidders)

The Tender should be accompanied a Pay Order payable ( va l i d f o r 90 day s f r om the da te o f tender open i ng ) equ i va len t to 2 % o f to ta l b id va lue in the name of M/S PAKISTAN INTERNATIONAL AIRLINES as interest free Earnest Money (Refundable). Earnest Money in any other shape shall not be accepted. Earnest / Security Money deposited against a running contract (s) purchase orders(s) shall not be transferable as earnest money for any other tender. All tenders without Earnest Money shall not be considered.

Note: Submission of Tender Fee and 2% Earnest Money only for Local Bidders

C) SECURITY DEPOSIT

The successful tenderer upon award of Contract / Purchase Order will be required to furnish security deposit (pay order) in the amount equivalent to 5% of total tender value stated in the Letter of Acceptance as interest free Security deposit and to remain valid 3-months after the expiry period of the Contract. The Earnest Money already held can be converted into Security Deposit and balance amount if any shall be deposited as above.

D) PREPARATION OF TENDER “Single Stage Two Envelope Basis”

The BID (Tender) submitted shall comprise of a single package containing two sealed envelopes, each envelope shall be marked and will contain “TECHNICAL” and “FINANCIAL” proposal.

On the given tender opening date only “Technical Proposal” will be opened in the presence of tenderers available.

The “Financial Proposal” shall be shown to the parties but will be retained with PIA without being opened.

After Technical Evaluation of the received Technical Proposals, Financial Proposals will be opened publicly at the date, time & venue to be announced and will be communicated to the bidders in advance.

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PIA will open the “Financial Proposals” publicly of the parties whose Technical Proposals have been found acceptable.

Financial Proposals of the technically not-acceptable bids shall be returned un-opened to the respective bidders.

E) PREPARATION OF TENDER - TECHNICAL PROPOSAL:

All mandatory requirements are given in the schedule Please give all the available technical details of the items offered by you, supported with the technical literature, brochure, drawings and pictures, client list details, authorization certificates etc. BIDS / Tenders / Technical Proposal received shall be evaluated in accordance with the given technical specifications. PIA’s requirements with Technical Specifications are given.

Bidders MUST:

Be registered with Sales Tax Authorities. (Please attach copy of Registration

Certificate). (Local Bidders Only) Quote Rates, GST, and other taxes separately. Bid on Prescribed Proforma issued by PIA. Affix the company seal on all tender documents.

Mention clearly Tender Reference on TOP RIGHT CORNER OF PROPERLY SEALED ENVELOPE, BEARING COMPANY’S STAMP

F) PREPARATION OF TENDER – FINANCIAL PROPOSAL

The tenders should be enclosed in double cover. The inner cover should be sealed having enclosed the following documents:

a) Schedule “A” duly filled in, signed and sealed. b) Original Pay Order for Earnest Money (Local Bidders). c) Undertaking on Rs. 100/= above non-judicial Stamp Paper duly signed and stamped by a

Public Notary Oath Commissioner. d) The outer cover should bear address of the General Manager Contracts & Agreements, PIA

P&L Building, Karachi Airport and reference number of the tender with opening date of tender.

e) All information about the services /material proposed to be supplied must be given as required in the schedule to tender.

G) PRICES

a) The Prices mentioned in the tender will be treated as firm till the completion of Purchase Order / Contract.

b) The Prices must be stated both in words and figures. Additional information, if any must be linked with entries on the Schedule to Tender.

c) Offers must be valid for 90 days. H) Duration of Contract The Contract duration is initially for one (01) year starting from the date of issuance of Acceptance Letter and it is extendable based on provisioning of satisfactory services by the service provider and needs, requirements and approved budgetary provisions of the Purchaser. Contract may be extendable with mutual consent subject to the satisfactory performance of the vendor for further two (02) terms at same rates terms and conditions.

GM Procurement Supply Chain Management PIA Head Office, Karachi. Ph: 021 9904 3081, 9904 4101 Email: [email protected], [email protected] [email protected]

mailto:[email protected]

mailto:[email protected]

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Request for Proposal

Migration of Email Services Messaging Solution

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Contents

Introduction

4

Current Environment

5

Scope of Work

6

Migration

6

Email Server

7

Deployment

7

Cut-over

8

Post Deployment

9

Technical Requirement

9

General Terms & Conditions

10

Acceptance, Award and Rejection

11

Bid Evaluation

11

Evaluation Criteria - Technical Bid

12

Mandatory Requirement

12

General Requirement

13

Financial Bid

14

Draft Agreement

15

Interpretation

16

Confidentiality Statement

16

Warranties and Representations by Service Provider 19

Scope of Work

20

Migration

20

Email Server

21

Deployment

22

Cut-over

22

Post Deployment

23

Technical Requirement

23

Delivery Time

25

Duration and Termination

25

Security Deposit

26

Taxes and Duties

27

Safety & Security

27

General Terms and Conditions

27

Notices

28

Dispute Resolution and Governing Law

29

Indemnity

29

Force Majeure

30

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A. Introduction

Pakistan International Airlines Corporation Limited (PIACL) is seeking proposals from a reputable

registered partner to provide On-Premises based Email Messaging Solution, system integration and

implementation services. The scope of the project will be migrating PIACL from a current Lotus Notes

environment to a robust highly available email services with mailboxes in local on-premises Email

Server environment and will be consumed as managed services.

The vendor should have experience in implementation and migration from Lotus notes to the

proposed Email Messaging Solution in a large organization, should have experienced of successful

local implementation of Office Products and has certified resources along with long standing in

Pakistan.

Selected vendor shall provide training to PIA technical persons and support services. Term of the

support agreement will be three (03) years. Licenses will be renewed on yearly basis.

B. Current Environment

PIA is currently operating IBM Lotus Notes in “centralized mode” on private cloud which serves all

users. Below are the details of current environment

IBM Lotus Notes Version: 8.5

Number of Users Mailbox Size Mailbox Location (Server / Local)

Approx 5000 400 MB on SAN Local + Server

Service description The required solution should be based on following users;

Type of Services Number of Users

Executives/Critical 300

Normal users 4700

Executives / Critical Users

We expect the following services for executive/critical users long with the normal usage of email.

· Server based archiving . High availability · Two factor authentication · Active Sync · Attachment Search option · File Briefcase Option · Messenger Option. · Real time backup and restore

Normal Users

Email services user group which uses web mail, pop3, imap, native or third party clients. These are not critical users.

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C. Scope of work

1. Migration

a. Implement the new Email Messaging Solution, local archiving for all users and encryption for

those users who require it. Server based archiving for critical/executive users.

b. Implementation of clustering / HA solution.

c. All active mailboxes and email users will be migrated to the newly built Email Messaging

Solution in on-prem. This includes individual mailboxes and shared mailboxes.

d. All identified mail database archives will be migrated to the newly build Email Messaging

Solution in on-prem solution. All active individual and shared calendars will be migrated as

well.

e. Migration tool must be provided to convert local archived emails in acceptable format for

newly build Email Messaging Solution

f. Delegated access to mailboxes and calendars will be migrated to the newly built Email

Messaging Solution in on-pre

g. All active resources and reservations will be migrated to the newly built Email Messaging

Solution

h. All active address books will be migrated to the newly built Email Messaging Solution in on-pre

This includes contacts and groups within individual address books, the PIACL address book, and

other shared address books.

i. Security settings (access control lists) will be migrated. Security could be applied to any of the

items above, down to individual document and field-level.

j. Migrate mandatory disclaimers and retain the ability to assign various mandatory disclaimers

to specific users’ email messages based on either membership

k. Unless all users are migrated simultaneously, rich co-existence will be maintained for the

period of time during which some PIACL users are on newly built Email Messaging Solution and

the remainder is on Lotus Notes.

l. Must have provision to extend number of critical users at any time with same cost and terms &

conditions during the contract period.

m. The newly built Email Messaging Solution and its migration and implementation will be

compliant with applicable security and privacy mandates such as, but not limited to, the

Government Security Policies

2. Email Server

a. The Proposed Email Solution along with Operating system will be installed by the vendor.

b. All Security procedures would be followed during the installation and configuration of the Operating System and same will be documented.

c. Provision of administration console with hierarchal administrative rights for Servers will be deployed.

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d. GAL will be shared between both Email Solutions and it will be transparent to the End User.

e. Proper configuration with documentation for retrieval of logs, email tracking and report management.

f. The proposed solution would have the provision of email call back option which will be managed administratively upon requirement.

3. Deployment

a. Implement enterprise wide training with employees through at least three forms of

communication

b. Prepare end user documentation on native clients and the newly built Email Messaging

Solution

c. Assist with Domain Verification and Configuration with the newly built Email Messaging

Solution

d. Verify PIACL domain name with the new Email Messaging Solution

e. Create DNS records to configure PIACL domain name for use with the new Email Messaging

Solution

f. Email Messaging Service Configuration

g. Mailbox quotas and archival/retention policies

h. Mobile device management

i. After completion of all activities and thoroughly verifying the installation / configuration

Email servers would be brought into production and extensively tested in the coming month

to ensure highest performance and productivity.

j. Any issues / queries raised during this period would be given emergency priority support

4. Cut-Over

a. Assign licenses to users.

b. Migrate and synchronize mailbox data to the newly built Email Messaging Solution.

c. Update DNS to point to newly built Email Messaging Solution.

d. Configure secure Web Access (SSL) and mobility capabilities for mobile phones and devices

where applicable.

e. Migration of Meta-data, Data bases, mail boxes, archives and all related data.

f. Perform Post-migration Service Testing of the newly built Email Messaging Solution

functionality.

g. A final report of the whole project would be submitted to VENDOR Management for

verification and onward submission to PIACL Management for acknowledgment.

5. Post Deployment

a. Have resources on-site and able to augment PIACL support staff on the week after the

migration is completed

b. After all services are successfully deployed before handing over the services to PIACL Staff all

services and configurations will be thoroughly tested and verified by VENDOR Technical

Department.

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c. These services include Administration Console, Webmail, Desktop Client connectivity, Mobile

Synchronization, Outlook MAPI Access, GAL Access etc.

d. Training at principal’s training center/office

e. Administering Email Messaging Solution

f. Email Messaging Solution Admin Best Practices

g. Free 90 Days of Post Deployment Support

h. A final step by step implementation document will be handed over to PIACL IC&T Department

for future reference.

6. Technical Requirements

a. An exact replica of the Primary Email Server will be deployed.

b. The data will be replicated using the HA Pack for the OS.

c. Both the primary and the secondary server will have their mailboxes replicated via a

private LAN on the run.

d. The servers will never be directly accessed but would be accessed via a CVIP (Cluster

Virtual IP) which will direct incoming traffic to the Primary Mail Server.

e. In-case of any issues with the Primary Server, the secondary Server will come live and the CVIP

will start transferring traffic to the secondary Server with a downtime of few seconds.

f. The Proposed Solution must have the ability to Fetch from the outsourced mail server

and imported to proposed Email Solution so that users can view their previous mails without

any loss of data.

g. Should have capability to identify spam, malware and suspicious emails.

h. Proposed Email Server to provide Real-time backup / restore facility for critical users,

In case any critical data is lost it can be retrieved from the backup.

i. Proposed email solution must support cross-browsers and native clients on cross-

platforms.

j. Administrative logs for tracking messages, client details log, server health and

performance reports.

k. 2-Factor authentication, Active sync specially for critical users.

l. Proposed email solution must support Data deduplication to eliminate redundant copies

of email attachments for all users.

D. General Terms & Conditions

a) Incomplete and conditional responses will not be entertained.

b) PIACL reserves the right to accept/reject wholly or partially any response or cancel the tender

process altogether at any stage without assigning any reason.

c) Responses are liable to be rejected if; they are not conforming to the terms, conditions and

specifications stipulated in this document.

d) Responses submitted via email or fax will not be entertained

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e) Performance Guarantee/Security Deposit equal to 10% of the total contract value shall be

provided by the shortlisted bidder(s) up to the satisfaction of PIACL before the execution of

the Agreement.

f) Bid Security shall be furnished by the bidder not exceeding 5% of the Bid Price along with the

bid.

E. Acceptance, Award And Rejection

a) PIACL reserves the right to terminate the process without awarding the contract.

b) PIACL reserves the right to accept or reject any part, or all, of each proposal submission

and/or not to make an award if none of the proposals received meet the requirements.

c) PIACL will not be responsible in law or in equity to any proponent for any claim for losses or

damages, or any other relief, arising out of the RFP process including the selection or

rejection of any particular section of this proposal.

d) PIACL interpretation of the contents of the official proposal documents shall prevail.

F. Bid Evaluation

The responses will be evaluated as per requirements mentioned in Evaluation Criteria Section 8 of

this RFP. For qualifying, bidders shall fulfill all the requirements as laid out in Section “Mandatory

Requirements” of Evaluation Criteria. If any of the mandatory requirements is not met by the bidder,

the bid will be canceled straightaway and no further consideration will be given. Moreover, bidders

will have to secure 65% marks in the Section “General Requirements”. Scoring less than 65% will

disqualify the bid. Weightage of financial bid is 60% and technical bid is 40%. Contract will be

awarded on total weightage factor of technical and financial proposals which is 60%-40% respectively.

G. Evaluation Criteria - Technical Bid

I. Mandatory Requirements

S.No. Description Documents

1 Must comply all the requirements and specifications mentioned Scope of Work and Technical Requirement sections of this RFP.

Attach compliance sheet (Y/N or further detail if required) for every point mentioned in these sections

2 Bidder must be OEM or OEM’s highest-level certified partner for the services required in this RFP

Licenses’ copies

3 NTN and or SECP registration certificate Relevant certificate

4 The bidder should not be currently blacklisted by any bank / institution in Pakistan or abroad

License’s copy

5 Must have Office in Karachi Office addresses

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6 The bidder should be authorized to quote for the OEM products and support for this tender

Certified/verified map

7 The bidder should have supplied Email Solution to at least 2 Govt./private institutions during the last three years as on the date of submission of the bids

8 Must provide Service Level Agreement SLA

9 24/7 Complain Center

10 Any technological upgrade shall be provided free of cost during the term of contract.

11 Any software upgrade will be free of cost during contract period

12 Any future/existing legal compliance for the services described in the Scope of Work section of this RFP as imposed via Govt. Legislation and/or international standards on the said services, shall be the responsibility of the Service Provider and must be done free of cost during the term of the contract.

II. General Requirements

Total marks are 100, qualifying marks are 65%, Weightage is 40%

S.No. Description Marks Documents

1 Complete Project Plan covering delivery, migration, training, cut-over etc timeline.

20 Yes = 20 No = 0

Project Plan

2 Provide description of the proposed project team, its members, and organizational structure along with an organizational chart identifying the key people who will be assigned to deliver the goods and services required by this RFP. Vendor should have at least 1 highest level certified resource dedicated for this project

30 1 dedicated resource = 20 2 or above = 30

CVs with contacts

3 Number of years in business 15 3-5 years = 10 5+ years = 15

Company registration certificate

4 Similar projects completed in last three years

15 1-3 projects = 5 4-6 projects = 10 6+ projects = 15

Purchase Orders/Customer’s references

5 Customer Support 20 9x5x5 = 10 24x7x365 = 20

H. Financial Bid

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Total marks are 50, weightage is 60% Bidder must submit the following information in financial bid

1) Total Project Cost including Migration, Training and License Charges. License shall be

mentioned separately

2) 3 years Support & Services Cost

However, single overall price shall be mentioned. Marks and weightage will be calculated at over

all cost. Vendor must incorporate all relevant taxes in the cost. Cost will be consider including

taxes. Marks distribution is as follows:

Lowest Bidder: 50 Marks 2nd Lowest: 40 Marks 3rd Lowest: 30 Marks Rest of Bidders: 20 Each

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DRAFT AGREEMENT

Email Services Solution

This Agreement (hereinafter called the “Agreement”) is made on the _________________ (hereinafter called “Effective Date”). BY & BETWEEN Pakistan International Airlines Corporation Limited, a Public Limited Company incorporated and governed under the laws of Pakistan having its Head Office at PIA Head Office Building Karachi, Airport, Karachi (hereinafter referred to as the “Company” which expression shall where the context so admits include its successors and assigns ) of the ONE PART AND Service Provider, incorporated and functioning under laws of Pakistan and having its registered office at SERVICE PROVIDER ----------------------------------------- (hereinafter referred to as “SERVICE PROVIDER”, which expression shall, wherever the context so permits, means and include its successors-in-interest, representatives and assigns),; COMPANY and SERVICE PROVIDER shall hereinafter individually be referred as a “Party” and collectively as “Parties” where the context of this Agreement so required. WHEREAS

COMPANY desires to acquire Email Solution for PIA officials a. through tendering bid process b. SERVICE PROVIDER, selected as result of competitive bid process, published on -------, shall

provide Email Solution as per the terms agreed in this RFP and Agreement.

NOW THEREFORE THIS AGREEMENT WITNESSED AND IT IS HEREBY AGREED BETWEEN THE PARTIES AS UNDER; 1. INTERPRETATION

i. Reference to clauses and schedules are to clauses of, and schedules to, this

Agreement.

ii. The schedule and any addendums thereon, to this Agreement shall be deemed to be a

part of this Agreement.

iii. The singular includes the plural and vice versa;

iv. All headings are for convenience only and shall not constitute a part of, or be used in

constructing, this Agreement.

2. CONFIDENTIALITY STATEMENT

From time to time during the performance of this Agreement, it will be necessary for the

Parties to provide each other with confidential information. Confidential information means

and includes information and data transferred from one Party to the other under this

Agreement that must be treated by the receiving Party as confidential as the receiving Party

is aware or should reasonably be aware it is confidential. Confidential information includes

digital, electronic, oral and visual information. Confidential information is and shall at all

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times remain the property of the disclosing Party. No use of any confidential information is

permitted except as provided herein and no grant under any proprietary rights is hereby

given or intended. In summary For purposes of this Agreement, Confidential Information

means all information (in whatever format and however obtained) which: (i) relates to this

Agreement; (ii) is designated as confidential by either Party; or (iii) relates to the business,

affairs, networks, customers, products, developments, trade secrets, know-how and

personnel of either Party (including customer data) and which may reasonably be regarded as

confidential information of the disclosing Party. Confidential Information does not include

any information which: (i) is in the public domain at the time of disclosure or becomes

available thereafter to the public without restriction and not as a result of the act or

omission of the receiving Party; (ii) is rightfully obtained by the receiving Party from a third

party without restriction as to disclosure, or (iii) is lawfully in the possession of the receiving

Party at the time of disclosure and not otherwise subject to restriction on disclosure.

In this regard the parties shall:

2.1 keep and maintain in the strictest confidence all such confidential information and not

disclose the same to any third party, except as authorized in advance by the original disclosing

Party in writing;

2.2 restrict disclosure of confidential information to employees who have a “need to know” the

same in performing under the Agreement. Such confidential information shall be handled with

a high degree of care;

2.3 use confidential information only as required in the performance of the Agreement;

2.4 prior to disclosing any confidential information in accordance with any due legal process or

the rules of any Stock Exchange, the Party intending to make such disclosure shall

immediately notify the other Party to enable such other Party to seek a protective or

exemption order. Prior to making any such disclosure, the Party intending to make such

disclosure shall allow the other Party to review the same;

2.5 Confidential information shall be considered confidential for a period of 3 (three) years from

the termination or expiration of the Agreement;

2.6 The obligation to maintain confidentiality shall not apply to disclosures required to be made

by either party in compliance with any applicable laws, rules or regulations or fulfilment of

any directives or instructions by any regulatory authority or compliance with any judgment

order or decree of any court of competent jurisdiction.

This work contains confidential information and proprietary information belonging to Service

Provider and PIA. This confidential information is to be used by both Parties only for the

purpose for which it is supplied. Neither Party shall disclose the confidential information to

any third party without the prior written consent of the Disclosing party. The obligation for

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maintaining the confidentiality of the information shall survive the termination or expiry, as

the case is, of this Agreement.

Parties agrees that in the event of any violation of the duty of confidentiality and such

violation constitutes a fundamental breach of this Agreement and shall result in grave and

serious injury and damage to the other party and that no monetary damages can compensate

such injury and damages.

Each Party further agrees, upon expiration or earlier termination of this Agreement for

whatever cause, all Confidential Information disclosed hereunder, including copies thereof,

shall be returned to the disclosing party within three (3) working days from the date of such

termination or expiration, or if the disclosing party instructs the Confidential Information to

be destroyed, the receiving party shall sign a declaration certifying that all the related

Confidential Information has been destroyed within three (3) working days thereof.

3. WARRANTIES AND REPRESENTATIONS BY Service Provider

a. Through this Agreement, the Service Provider hereby warrants and undertakes to PIA,

that it has requisite professional expertise and necessary infrastructure to provide IP

Bandwidth requirements of PIA and the services related there to the complete satisfaction of

PIA.

b. Service Provider warrants and represents that the design shall strictly follow the

requirements for the services contemplated under this Agreement and that it shall provide to

PIA a solution under this Agreement that is reliable, robust and secure due to sensitivity of

the data through its use of proven solutions. Service Provider further warrants that the

manageability and security is built within the network architecture as a function of the

hardware and design rules and is designed into all Service Provider’s networks and derived

services as a basic requirement.

4. SCOPE OF WORK

A. Migration

1. Implement the new Email Messaging Solution, local archiving for all users and encryption for

those users who require it. Server based archiving for critical/executive users

2. Implementation of clustering / HA solution.

3. All active mailboxes and email users will be migrated to the newly built Email Messaging Solution

in on-prem. This includes individual mailboxes and shared mailboxes.

4. All identified mail database archives will be migrated to the newly build Email Messaging Solution

in on-prem solution. All active individual and shared calendars will be migrated as well.

5. Migration tool must be provided to convert local archived emails in acceptable format for newly

build Email Messaging Solution

6. Delegated access to mailboxes and calendars will be migrated to the newly built Email Messaging

Solution in on-pre

7. All active resources and reservations will be migrated to the newly built Email Messaging Solution

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8. All active address books will be migrated to the newly built Email Messaging Solution in on-pre

This includes contacts and groups within individual address books, the PIACL address book, and

other shared address books.

9. Security settings (access control lists) will be migrated. Security could be applied to any of the

items above, down to individual document and field-level.

10. Users with a requirement to encrypt email messages both manually and automatically via data

loss prevention rules will be able to do so

11. Users with a requirement to securely access their PIACL email, calendars, and address books from

a mobile device will be able to do so

12. Users required to manage other’s calendars via delegation rules will be able to securely access

and update delegated email, calendars, and address books from a mobile device

13. Migrate mandatory disclaimers and retain the ability to assign various mandatory disclaimers to

specific users’ email messages based on either membership

14. Unless all users are migrated simultaneously, rich co-existence will be maintained for the period

of time during which some PIACL users are on newly built Email Messaging Solution and the

remainder is on Lotus Notes.

15. A solution may have an ability to support Two-factor authentication at least for critical users

when they access email from web access

16. Must have provision to extend number of critical users at any time with same cost and terms

& conditions during the contract period

17. The newly built Email Messaging Solution and its migration and implementation will be compliant

with applicable security and privacy mandates such as, but not limited to, the Government

Security Policies

B. Email Server

1. The Proposed Email Solution along with Operating system will be installed by the vendor.

2. All Security procedures would be followed during the installation and configuration of the Operating System and same will be documented.

3. Provision of administration console with hierarchal administrative rights for Servers will be deployed.

4. GAL will be shared between both Email Solutions and it will be transparent to the End User.

5. Proper configuration with documentation for retrieval of logs, email tracking and report management.

6. The proposed solution would have the provision of email call back option which will be managed administratively upon requirement.

C. Deployment

1. Implement enterprise wide training with employees through at least three forms of

communication

2. Prepare end user documentation on native clients and the newly built Email Messaging Solution

3. Assist with Domain Verification and Configuration with the newly built Email Messaging Solution

4. Verify PIACL domain name with the new Email Messaging Solution

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5. Create DNS records to configure PIACL domain name for use with the new Email Messaging

Solution

6. Email Messaging Service Configuration

7. Mailbox quotas and archival/retention policies

8. Mobile device management

9. After completion of all activities and thoroughly verifying the installation / configuration Email

servers would be brought into production and extensively tested in the coming month to ensure

highest performance and productivity.

10. Any issues / queries raised during this period would be given emergency priority support

D. Cut-over

1. Assign licenses to users

2. Migrate and synchronize mailbox data to the newly built Email Messaging Solution in

private/public cloud

3. Update DNS to point to newly built Email Messaging Solution

4. Configure secure Web Access and mobility capabilities for mobile phones and devices where

applicable

5. Migration of Meta-data, Data bases, mail boxes, archives and all related data.

6. Perform Post-migration Service Testing of the newly built Email Messaging Solution functionality

7. A final report of the whole project would be submitted to VENDOR Management for verification

and onward submission to PIACL Management for acknowledgment.

E. Post Deployment

1. Have resources on-site and able to augment PIACL support staff on the week after the migration

is completed

2. After all services are successfully deployed before handing over the services to PIACL Staff all

services and configurations will be thoroughly tested and verified by VENDOR Technical

Department.

3. These services include Administration Console, Webmail, Desktop Client connectivity, Mobile

Synchronization, Outlook MAPI Access, GAL Access etc.

4. Training at principal’s training center/office

5. Administering Email Messaging Solution

6. Email Messaging Solution Admin Best Practices

7. Free 90 Days of Post Deployment Support

8. A final step by step implementation document will be handed over to PIACL IC&T

Department for future reference.

F. Technical Requirements

1. Users with a requirement to encrypt email messages both manually and automatically via data

loss prevention rules will be able to do so

2. Users with a requirement to securely access their PIACL email, calendars, and address books from

a mobile device will be able to do so

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3. Users required to manage other’s calendars via delegation rules will be able to securely access

and update delegated email, calendars, and address books from a mobile device

4. A solution may have an ability to support Two-factor authentication at least for critical users

when they access email from web access

5. Vendor to provide and Provision a High Availability suite solution for Services and Data

availability

6. An exact replica of the Primary Email Server will be deployed.

7. The data will be replicated using the HA Pack for the OS.

8. Both the primary and the secondary server will have their mailboxes replicated via a private LAN

on the run.

9. The servers will never be directly accessed but would be accessed via a CVIP (Cluster Virtual IP)

which will direct incoming traffic to the Primary Mail Server.

10. In-case of any issues with the Primary Server, the secondary Server will come live and the CVIP

will start transferring traffic to the secondary Server with a downtime of few seconds.

11. The Proposed Solution must have the ability to Fetch from the outsourced mail server

and imported to proposed Email Solution so that users can view their previous mails without any

loss of data.

12. Proposed Email Server to provide Real-time backup facility for all Email Server users, In case any

critical data is lost it can be retrieved from the backup.

13. Proposed solution may have Anti-phising capabilities which may resists phising Attacks.

14. Proposed solution may have a feature of Digital signature for encryption purpose.

15. Proposed solution may support Strong Password encryption facility like SSHA/MD5

G. DELIVERY TIMELINES

All services mentioned in the Scope of Work shall be fully commissioned, tested and handed

over to the complete satisfaction of PIA within 45 working days at most after PO issuance &

reception of payment and such commissioning, testing and handing over of the services and the

Scope of Work shall only be deemed to have been completed and accepted by PIA upon the

issuance of written certification in this regard by PIA to Service Provider.

H. DURATION AND TERMINATION

a. The Agreement shall be for a term of Three (03) year from the Effective Date hereof starting

from -------------- to --------------. After three years, the Agreement may be renewed

subject to PIA requirement, and subject to satisfactory performance with mutual

consent of the Parties on same terms and conditions of the present agreement or

otherwise agreed between the Parties at the time of renewal.

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b. For Convenience: PIACL, by written notice sent to Bidder, may terminate the contract in

whole or in part at any time for its convenience giving three months prior notice. The

notice of termination may specify that the termination is for convenience the extent to

which Bidder’s performance under the contract is terminated and the date upon which

such termination become effective. PIACL shall consider request of the bidder for pro-

rata payment till the date of termination.

For Insolvency: PIACL at any time may terminate the contract by giving written notice

to Bidder, if Bidder becomes bankrupt or insolvent. In this event, termination will be

without compensation to Bidder, provided that such termination will not prejudice or

affect any right of action or remedy that has accrued or will accrue thereafter to

PIACL.

For Non-Performance: PIACL reserves its right to terminate the contract in the event of

Bidder’s repeated failures (say more than 3 occasions in a calendar year to maintain

the service level prescribed by PIACL).

I. SECURITY DEPOSIT

At the time of the execution of this Agreement Service Provider shall deposit in cash (10% of

total contract value) as interest free security deposit with the Authorized Office of PIA. PIA

shall have the right to recover / adjust all liabilities of the Service Provider from the amount

of Security Deposit furnished/deposited by Service Provider. The Interest Free Security

Deposit shall remain with PIA after three months of the expiry/termination of Agreement and

the same will be refunded to the Service Provider after deduction of all the outstanding

amounts and/or dues recoverable from Service Provider in relations to, arising out of and/or

connected with this agreement. In addition, PIA shall always be entitled to recover any other

amount through different modes and methods provided under the applicable laws.

J. TAXES AND DUTIES

The Service Provider shall be entirely responsible for all taxes, duties and other such levies

imposed on by the concerned authorities of Income Tax and Sales Tax Department,

Government of Pakistan or any other relevant authority on any payment made by PIA under

this agreement or otherwise.

K. SAFETY & SECURITY

a. Service Provider shall comply with all laws, rules, regulations, notifications and

standing instructions issued by Government, Semi Government or Local Bodies and shall

take safety measures and make appropriate arrangements for safety of men and

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materials in carrying out the work under this Agreement. Any beach thereof will invoke

immediate termination of contract and/or claim of damages by PIA from Service

Provider.

L. GENERAL TERMS AND CONDITIONS

a. SERVICE PROVIDER warrants that the services shall be performed in a professional

manner consistent with best industry standards, internationally accepted and

applicable to such services.

b. SERVICE PROVIDER shall be responsible for the payment of all the taxes, dues etc.

under the law in respect of any and all person working for or on behalf of SERVICE

PROVIDER as a part of the commissioning/maintenance team within COMPANY

premises.

c. SERVICE PROVIDER shall ensure the commissioning and support/maintenance of the

services as contemplated under this Agreement in a timely manner and to the

complete satisfaction of COMPANY. However, in case, of any delay caused in

commissioning or support due to a valid reason beyond the control of SERVICE

PROVIDER shall be honored.

d. Any mishap occurring due to conditions or resources not in control of SERVICE

PROVIDER or COMPANY cannot be made a liability against either party

M. NOTICES

a. All notices, requests, or other communications hereunder shall be in writing, addressed to the parties as follows:

To PIACL: The General Manager Digital Services Address: PIA Computer Center, Terminal-1, Karachi Airport, PIACL Head Office, Karachi.

To SERVICE PROVIDER :

b. Notices mailed by registered or certified mail shall conclusively be deemed to have been received by the addressee, when delivered. Notices sent by telex or fax shall be conclusively deemed, to have been received by the addressee upon confirmation of receipt. The other party shall be informed through written notice of the change of address, telephone, telex, fax and/or email immediately.

N. DISPUTE RESOLUTION AND GOVERNING LAW

a. The Parties shall endeavour to resolve any difference, dispute or matter arising under

this Agreement, failing which either Party may refer it to arbitration before a mutually

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appointed sole arbitrator. The arbitration shall be conducted in accordance with the

Arbitration Act, 1940 and the venue for arbitration shall be at Karachi.

b. This Agreement is governed by the laws of Islamic Republic of Pakistan. The parties

hereby irrevocably consent to exclusive jurisdiction in the courts at Karachi Pakistan

O. INDEMNITY

The defaulting Party agrees and undertakes to indemnify and hold the non-defaulting

Party harmless from any loss, damage, claims, liabilities, charges, costs, or expense (including

reasonable attorneys’ fees), that may arise or be caused or result by reason of any breach,

failure, delay, impropriety or irregularity on its part to observe, adhere to, abide by or comply

with any of the terms and conditions of the Agreement, and to defend, at its own expense

any suits, action, claim, litigation or other proceedings brought against the non-defaulting

Party and/or its directors, officers, agents, servants, affiliates, and employees, or any of

them, on account thereof, and to pay all expenses and satisfy all judgments which may be

incurred by or rendered against them in connection therewith. However, the defaulting Party

shall have the right to settle any such suits, action, claim, litigation or other proceedings

against which it indemnifies herein.

P. FORCE MAJEURE:

This Agreement shall be suspended during the period and to the extent of such period

that either parties are prevented or hindered from complying with their obligations under any

part of this Agreement by any cause beyond their reasonable control, including but not limited

to, acts of governmental authority, unavailability energy sources and natural disasters or

weather related outages. If such period of suspension exceed 30 days, the Agreement shall

immediately terminate unless the parties otherwise agree in agreement and advance paid

amounts for unexpired (payments if any ) shall be refunded to PIA.

Now this agreement witnesses that in consideration of the mutual covenants herein contained,

the Parties hereto have caused this Agreement to be signed in their respective names in two

identical counterparts each of which shall be deemed as original as the day, month and year

first above written.

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(Signatures)

(Signatures)

For and on behalf of For and on behalf of

Service Provider Company

Name: Name:

Designation: Designation:

(Signatures)

(Signatures)

Witness 1 Witness 2

Name: Name:

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(To be submitted on Rs. 100 Stamp Paper)

GM Procurement P&L Department Pakistan International Airlines, Karachi. Subject: Undertaking to Execute the Contract Dear Sir, 1. We/I, the undersigned bidder do hereby confirm, agree and undertake to do following in the

event our / my tender for supply/Services of ________________________________________________________________________ to PIA is approved and accepted:

2. That we / I will into and execute the formal contract, a copy of which has been supplied to us

/ me, receipt whereof is hereby acknowledge and which has been studied and understood by me / us without any change, amendment, revision or addition thereto, within a period of seven days when required by PIA to do so.

3. That all expense in connection with the preparation and execution of the contract including

stamp duty will be borne by us / me. 4. That we / I shall deposit with PIA the amount of security as specified in the contract which

shall continue to be held by PIA until three months after expiry of the contract period. 5. That in event of our / my failure to execute the formal contract within the period of seven

days specified by PIA the Earnest money held by PIA, shall be fortified and we / I shall not question the same.

Bidder’s Signature_________________________

Name in full _______________________________ Designation ________________________________ Address ________________________________ ________________________________ Phone / Fax # _______________________________ CNIC _______________________________ Seal _______________________________ Date _______________________________