Development of. Management Information System (MIS) of Sardar Bahadur Khan (SBK) Women University, Quetta. Submission Deadline: 25 th October, 2008

Transcription

1 REQUEST FOR PROPOSAL Development of Management Information System (MIS) of Sardar Bahadur Khan (SBK) Women University, Quetta Submission Deadline: 25 th October, 2008 SARDAR BAHADUR KHAN (SBK) WOMEN S UNIVERSITY, QUETTA BALOCHISTAN - 1 -

2 1.0 Introduction 1. The Sardar Bahadur Khan (SBK) Women s University desires to develop an Enterprise Software for various departments and administrative offices of the University. List is attached herewith (Annex-A). 2. The University desires to link most departments by having integrated software that shares relevant information among different department. Main purpose of having this integrated system is to reduce redundancy and provide a better control over the authenticity and change of information. 3. The University will host the University Web Server, Server, Proxy Server and Several Database Servers. These resources should be utilized and kept in consideration while proposing for this software. Required software should provide a secure and user-friendly interface to end-users. 2.0 Proposal Instructions 1. Proposals must be delivered sealed and clearly marked envelop/box to: Registrar, Sardar Bahadur Khan (SBK) Women s University, Quetta on or before 25 th October Proposals received after the submission deadline will not be entertained under any circumstances and will be returned unopened to the submitting vendor. It is the sole responsibility of the participating vendor to ensure that the proposals are delivered before the deadline. 3. Any queries regarding this proposal should be directed to the designated contact persons listed below: 4. Responses to this Request for Proposal (RFP) should be submitted in one part both Technical & Financial portions. 5. All technical and financial proposals must be submitted in form of folder/bound document with clearly separated envelops. Each section / envelop must be labeled appropriately and an index must be provided at the beginning of the report. Responsiveness to the proposal instructions will also be a criterion to judge the overall responsiveness of the proposal to the Request for Proposal. 6. All proposals will become the property of the University. 7. See Schedule (Annex-B) for important dates and deadlines

3 2.1 Evaluation Criteria All bids shall be evaluated on technical and financial merit. Technical evaluation process may include, but not limited to the consideration of the following with respect to the functional requirements given ahead: 1. Company / Bidder Profile Age of the company PSEB Registration NTN Registration 2. Developer Team Total No. of Employees Project Manager Database Administrators Quality Assurance Managers Software Developer 3. Experience Completed Projects Projects In hand Relevant Experience (Institutions / Universities) Relevant International Experience 4. Proposed Solution Proposed / Suggested Tools Project Schedule / Duration Proposed Team 5. Backup Onsite backup Training Financial evaluation process may include, but not limited to the consideration of the following: 1. Quoted price 2. Financial Strength of the company 3.0 Required Information Bidders are required to include the following documents/information in their technical proposals: 1. Contact person name, number, and address 2. Company profile 3. Project history/client list 4. NTN number 5. Certificate required for PSEB Registration 6. List of Employees with their designations 7. Proposed solution 8. Project Implementation Schedule / Duration - 3 -

4 9. Proposed Team (with flow chart) In addition to the above, Technical portion must include the following in the order given: 1. Technical proposal must contain module wise client requirement explicitly. 2. Detailed project implementation schedule which includes the delivery of Modules mentioned in the RFP. 3. Terms & conditions for the backup / onsite support The financial proposal must include: 1. Module wise prices 2. Validity period of the quoted price. 3. Educational discounts if available/applied to the quoted price. 4.0 Terms and Conditions 1. Bidder must have three to five years experience as a registered software development house. The bidder must have completed at least three projects and will provide details of these projects. 2. Successful bidder will be required to complete the project (all modules) within 4 months from the issue of Works Order. This period includes analysis, design, development, internal testing, and installation of software at the University Campus and the training of concerned staff. 3. Bidder must not sublet the contract. 4. Bidder must train one (1) programmer of the University, so that SBK Women University can customize the MIS after expiry of maintenance period. Training for the programmer will be conducted at SBK Women University. 5. Vendor will provide comprehensive trainings for each module to the nominated persons by the institution at SBK Women s University Quetta. 6. Complete backup and recovery procedures must be incorporated in the software. 7. Any change / up gradation required in particular modules will be made free of cost for the period of 1 year i.e. free maintenance and support for 1 year. 8. The proposed software should fully exploit the existing network and hardware in the University. 9. The bidder should take into consideration secure and reliable state of the art front end (Developer,.net, etc) and back end (Oracle, SQL Server, etc.) technologies with latest versions. 10. The bidder will have to deliver the developed software along with complete source code. After expiry of 1 year maintenance period University will reserve the right to only change / modify the MIS by change in Source code

5 11. Developed software must have user manual for all modules, moreover context sensitive help must be provided. 12. Software should be developed in such a way that it can communicate important data (merit lists, results, etc) within already developed website of the University. 13. The University will be bound to start acceptance testing within a period of two weeks per module after being notified in writing by the contractor that the work has been completed as per specifications. In case of any fault the University will inform the contractor in writing within the testing period. 14. The selected firm would be responsible for complete implementation of the project and would handover it in satisfactory running status within stipulated time. 15. All the maintenance and the bug-fixing of erroneous modules will be made without any delay. 16. University may change specification as per requirement. 17. All prices should be in PAK Rupee and valid for at least 60 days. Withdrawal or any modification of the original offer within the validity period shall entitle the University to forfeit the earnest money in favor of the University and/or putting a ban on the future enquiries or taking any other suitable action against the bidder. 18. The bank security receipt (original) at the rate of 2% of the bid amount (refundable) in the form of deposit-at-call duly affixed Revenue Stamps according to its value (cheque not acceptable) from any scheduled bank in the name of Registrar, Sardar Bahadur Khan Women s University, Quetta must be attached with the bid. 19. Selected firm will deposit performance 10% of bid value. 20. Performance security will be return to the firm after warranty period of one year 21. No offer of a supplier/firm will be considered if:- a. Received without earnest money b. Received later than the date and time fixed for tender c. The offer from a firm which is black listed, by any Govt. Office. 22. In case of failure to complete the work by the agreed upon scheduled dates, SBK Women s University will have the right to take remedial action which may include but not limited to, imposition of financial penalties up to 1% of the component cost per week of delay and/or termination of the contract. 23. The University reserves the right to add / delete / change / modify modules requirements

6 24. Additional terms and conditions may be added to the work orders/agreement by SBK Women University. 25. SBK Women s University has the right to accept or reject the tender without assigning any reason what so ever. 5.0 Payment Terms 10% Submission of System Analysis Document 10% Submission of System Requirement Specification Document 50% On Completion of Each Module *Payment will be released on delivery of each module 30% After complete deployment/training of Complete MIS at SBK Women University Annex-A The following main activities will fall in the domain of the development of Management Information System (MIS) for Sardar Bahadur Khan Women s Quetta. However the list will be finalized after conducting system study by the contractor. 1. Establishment Section HR Committee Management Vacant Position Management Job Advertisement Management Application Management Candidate s Short Listing Management (For Test & Interview) Candidate Selection Offer Letter Management Employee Personnel Record Management BPS Management Allowance & Deductions Management Performance Management Leave Types, Balances and Personnel Leave Record Management Regulations Faculty & Staff evaluation Planning & Development Disciplinary Actions & Grievance Management Transfer & Resignation Management - 6 -

7 Promotions & Retirement Record Management Employee Service Book Management Reporting According to the Current System 2. Finance Section Double Entry Accounting System Accounting Years & Periods Management Budgeting & Monitoring Monthly Payroll Management Development & Recurring Projects Management Fixed Assets Management Parties Information Management Chart of Accounts Management Different Types of Vouchers Management Financial Statements Management Expenditure Details Management Asset s Depreciation Management Inventory Record Management Purchase Requisition Management Quotation and Tendering Process Management Vendors Assessment & Short-listing Management Purchase Order Creation and Maintenance Record Management Order Receipt Management Quality Assessment Record Management Inventory Transaction Management Reports According to the Current System 3. Academic Section Campus Information Management Recruiting & Admission Management Applicant Information Management Test & Interview Record Management Applicant s Short-listing Management Session Management Academic Program Management Academic & Event Calendar Management Class Time-tabling Management Course Outlines & Plan Management Curriculum Management Seat Allocation Student s Record Management Student s Academic Progress Management Academic Regulations Schedule & Meeting Management Scholarship Management Fees Collection System Students Historical Information Management - 7 -

8 Academic Advisement Record Management Student Wise Grade Book Management 4. Examination Section 5. Library Registration of New Student Exam Announcements Handling of different types of Examination Systems, including Annual, Term System with Internal & External Marking, Semester System, Bachelors, Masters & higher degree examination system. External Examination System Exams Dates Scheduling Center Allocation Examination Staff Examination Stationary Marking & Tabulation Transcript Generation Term wise & Final Gazette DMC, Provisional Certificates & Degrees Publications of Gazette on Web Online Degree Verification Online fee submission Projects and thesis Books Catalog Management Books Registration Management (Bar Code) Student s Registration Management Student Library Cards Allocation Management Books Racking Management Books Issuance Management Books Receipt Management Fines Record Management Book Status Management Periodical, Newspapers & Journals Record Management Projects & Thesis Record Management Reporting According to the Current System 6. MIS for TOP Management This module comprises of all the reports which Higher Management wants to retrieve from the system. Other than reports, management of the following features is also present in this module: Meetings Record Schedule Management of Higher Managerial Staff Mail Record Management of Higher Managerial Staff Phone Calls Management of Higher Managerial Staff - 8 -

9 Annex-B Schedule and Deadlines S. No. Activities Date 1. Tender Notice (Publish in newspaper) 10 th October RFP Pickup dates 10 th October 2008 to 24 th October Proposal submission deadline 25 th October Opening of the Proposals 25 th October 2008 Registrar SBK Women University Quetta - 9 -