Request for Proposal (RFP # 232)

Transcription

1 Request for Proposal (RFP # 232) Social Development and Research Organization for Afghans (SDROA) is a non- governmental Afghan organization. SDROA is the implementing partner for the U.S. Embassy for Lincoln Learning Centers (LLCs) across Afghanistan. The LLCs are a joint venture program between the U.S. Embassy Kabul and Government of Afghanistan host institutions in the provinces. SDROA is seeking bids from qualified companies for Enhancement, Development, Implementation and Maintenance of SDROA Management Information Systems (MIS) Platform, the systems are being used by SDROA, US Embassy and Lincoln Learning Centers across the country. The deliverables will be supplied to SDROA HQ in Kabul. The detailed Terms of Reference (ToR) for Enhancement, Development, Implementation and Maintenance of SDROA Management Information Systems (MIS) Platform is attached. Offers to be submitted on or before 16:00 (Kabul Time), Oct 30, 2018 electronically to: apply@sdroaf.org Please mention the RFP number in the subject line of your s. The offers must be stated in English and valid for a minimum of 60 days. In course of preparing your offers, it shall remain your responsibility to ensure that it reaches the address above on or before the deadline. Offers that are received after the deadline shall be rejected by the system and will not be considered for evaluation. Kindly ensure that offers are signed and stamped in a PDF format and free of any virus or corrupted files. Required Documents along with the offers: 1. Company Profile 2. Valid Registration License 3. Track Record List of clients and attach copies of contracts for similar services 4. Development Team specifications as specified in the ToR Please make sure you receive a confirmation receipt . Thank you and we look forward to receiving your offers.

2 Terms of Reference (ToR) for Enhancement, Development, Implementation and Maintenance of SDROA Management Information Systems (MIS) Platform: 1. Operation Management Information System (OMIS) 2. Education Management Information System (EMIS) 3. Program Management Information System (PMIS) Oct P a g e

3 Table of Contents Background... 3 Objectives:... 3 Scope of Work /Description of Work:... 3 Support & Maintenance Requirement... 5 Expected Outputs/Deliverables... 5 Technological Specification... 5 Project Time Line:... 6 Supervision and Performance Evaluation... 6 Project Management... 6 Bidders Qualification:... 7 Team Requirements:... 7 Special Note: P a g e

4 Background Social Development and Research Social Development and Research Organization for Afghans is a non-governmental organization. SDROA is the implementing partner for the U.S. Embassy for Lincoln Learning Centers (LLCs) across Afghanistan. Currently, SDROA is operating in nineteen provinces of Afghanistan running a total of 23 LLCs. These LLCs are equipped with computers, books, magazines and other reading materials and connected to at least 4MB of dedicated internet connections. These centers offer educational activities and programs for various audiences. They host a number of ongoing educational and cultural programs. These centers serve thousands of people all over Afghanistan. The Lincoln Learning Centers are a joint venture between the U.S. Embassy Kabul, and government of Afghanistan the LLCs are located at government host institutions in the 21 provinces. SDROA is dedicated to having full transparency and accountability in all of its programs and operations, therefore SDROA is using sophisticated web-based platform to guarantee the transparency and accountability. The Software Systems of SDROA platform is serving as the backbone of SDROA s programs and operations and is customized software that will not only help the project staff but also the donors to track all project related expenses, asset, programming, finance, HR, procurement, logistics, inventory, monitoring and reporting. The online web-based platform of SDROA are consisting of these database applications software: a. The Operation Management Information System (OMIS) Software that Manages all operational process of the project including financial, payroll, HR, inventory, documents management. Etc. b. The Educational Management Information System (EMIS) that can professional mange all student s and teacher s activities, timesheets, teacher s hourly wages. c. Programing Management Information System (PMIS) this software is managing all programming activities including programs planning, plan reviewing and approving, reporting, reporting reviewing and approving. Objectives: The overall objectives of the assignment will be the following: To rebuild the SDROA MISs platform making its architecture robust, secured and flexible to integrate different other features. To develop and upgrade the SDROA MISs as framework based on multilayered business, content and operational components along with multitenancy supports. Develop native mobile applications for SDROA MISs platform selected modules. Provide long-term maintenance of the severs and the software Scope of Work /Description of Work: The design & development scope can be categorized with the following tasks: 3 P a g e

5 1. Upgrading the current SDROA MISs (databases and applications) to the latest possible versions. 2. Developing new module for registering volunteer, recording volunteers activities and trainings, consequently automatic appreciation letter/certificate to be generated for 6 months active volunteers. 3. Developing new module for standard books inventory records keeping and circulations to readers, the system must make sure return of books on timely bases by providing alerts to book readers and staff. 4. Data entry of all the available books by LLCs into the new developed module that will include standard information of a book including image of books covers. The books inventory system and books information to be collected, may be inspired by 5. Changes to EMIS but including but not limited to such as record keeping of class quizzes, tests, conversation clubs, students transfer system between LLCs, Alumni eligible students data extraction and identification by system, etc. 6. Conduct a needs assessment of the existing system to prepare the precise System Requirement Specification (SRS) for designing and developing a new version of SDROA MISs platform and Provide concrete development plan in the SRS, which should include context diagram of the proposed system, Sequence Diagram, Use case Diagram, and Process Flow Diagram. 7. Design the solution architecture of the SDROA MISs platform in a manner for better performance, flexibility, scalability, extendibility and multitenancy of the system for future expansion. 8. Compatible for exchanging data with other same platforms if required. 9. Ensure access control, application level security. 10. Design and develop Role-wise credential system incorporation for better user role management. 11. System shall provide the ability to encrypt user IDs and passwords and impose minimum password lengths along with ability to reset passwords following a standard password strategy. User log management shall be recorded. 12. There will be a dashboards presenting dynamic data in reports in tabular and graphic presentations. 13. Develop a native android application for EMIS and PMIS platform with features as required. 14. The proposed SDROA MISs platform should have a robust multimedia content management system with support of pdf, word, ppt, etc. It should have provision for Twoway real-time chat support. Third party tools can be integrated for this. 15. The system should have provision for periodical & instant Data Backup & Auto Archiving System. 16. The system should migrate all data from previous version of with appropriate data validation; a report should be presented of data migration. 17. The platform should be cross browser compatible, responsive and graphically attractive. 18. Vendor Company will ensure system to be tested at module integration and load level. All necessary security test at application level architecture needs to be followed and conducted by the vendor. 4 P a g e

6 Support & Maintenance Requirement 1. Provide 2 Years support & maintenance service of the SDROA MISs platform from the date of contract signing. Support & Maintenance will cover fixing all bugs and system errors as and when identified by the system users. 2. Vendor shall take or advice server maintenance engineer to take timely backup of the entire database to meet up the challenge of system recovery, in case of any disaster or missing data. 3. The vendor s team will work at their office premises, but in case of special requirement, they may work at the client s premises or any client designated location. 4. Assign a Project Manager who will work closely with the clients designated official to ensure proper delivery of any assignment during the support and maintenance phase. 5. The concerned company cannot assign the programmers to other project till completion of the assignment and will ensure the continuity of the scheduled work by other programmer in case of his/her absence. 6. The hired and assigned IT personals for support & maintenance must be regular employees of the vendor company. Expected Outputs/Deliverables 1. Inception Report 2. Software Requirement Specification SRS. 3. Development of SDROA MISs platform 4. Development of SDROA MISs platform specific modules Mobile Apps 5. Data Migration Document if required 6. Software Deployment on Live Server. 7. User Manuals 8. Knowledge transfer through workshop/training. 9. Source code & database 10. Project Completion report including upcoming challenges if any. 11. Provide 18 months Support & Maintenance Service. Technological Specification Currently SDROA MISs platform is using the following development technologies and needs to be updated to the new applicable versions. 1. Microsoft Visual Studio 2008 and 2012, Microsoft.Net Framework and ASP.Net 3.5/4 Environment VB.Net coding. 2. The Microsoft SQL Server 2012 will be used as the backend Relational Database Management System 3. Using Crystal Reports for reporting (Facility for exporting to any format such as PDF, MS Excel, MS Word etc.) 4. Android app should be developed in native android app development language. 5. Future technology Change, iterative prototyping and agility in product design are the generic expectation. 6. Technology and all related design/data will be open to Client. 7. Need to work in integrated development environment (IDE) with SDROA s assigned team. 5 P a g e

7 8. The vendor should follow any of the industry standard secure development methodology such as (but not limited to) Comprehensive Lightweight Application Security Process (CLASP) by OWASP etc. The vendor should consider (but not limited to) common vulnerabilities such as SQL Injection, Cross Site Scripting (XSS) etc. Vendor will undertake responsibility for Input Validation Controls, Authorization/Authentication Control and other security controls in place in both test and production environment of application. Project Time Line: Duration of this contract is 24 calendar months. To be effective from the date of signing the contract. S/N Activity Time Phase 1: Development 1 Conduct background scoping and research work and finalizing the 20 days system requirements 2 Development of SDROA MISs platform including new features, 120 days mobile app, dashboard etc. to incorporate client requirement as per approved System Requirement Specifications (SRS) 3 1st level feedback collection and incorporation 10 days 4 Testing, debugging, update 10 days 5 Delivery of user acceptance testing(uat) and 2nd level feedback 5 days collection 6 Knowledge transfer through workshop/training 5 days 7 Delivery of the final version of the system along with all required documentation including source code, user manual and technical documentation (SRS Final Version) 10 days Sub Total 6 Months Phase 2: Support Provide required and necessary support & maintenance 18 Months Total 24 Months Supervision and Performance Evaluation Awarded vendor will be working with SDROA team. Project Management The bidders are expected to provide a detailed project plan and an implementation strategy of the project. This plan is expected to include: 1. Information regarding the development process (the bidder will comply with all standards). 2. Application development tools, language, and database requirements 3. Maximum lead time for delivery of services. 4. A development method and schedule with indicative timeline (Gantt chart). 6 P a g e

8 5. Risk management strategy and quality control mechanism. 6. Any development tasks or assumptions that may be required to render the solution fit-forpurpose. 7. Any anticipated integration tasks. 8. Comprehensive contingency plan. Bidders Qualification: 1. Must submit valid Trade License, TIN. 2. Minimum 10 years experience in ICT or Software development business in Country. 3. The firm must have experience of managing at least Two (2) web-based applications 4. Firm must demonstrate its management capacity (website link/brochures and other documents describing similar assignments, experience, availability of appropriate professional staff and experience among applicant s staff, resources to carry out the assignment). 5. Firm should demonstrate its logistical capability (well-equipped office space at Kabul with necessary facilities). 6. Must submit last 2 (Two) year s financial audit report showing annual turnover. 7. List (Name, designation, years of experience, number of projects, expertise) of IT personals who can be engaged to performed the assigned task. 8. Multiple Companies having technical and legal competency for developing such Product can bid jointly but they must have legal agreement among them where one company needs to be master. Master company needs to fulfil all conditions mentioned in this ToR. Jointventure agreement needs to have clear identification about each responsibility matrix. Bidder s Team Requirements: Each individual of the bidder s team must fully be qualified and experienced person to perform the tasks timely, effectively and efficiently. Staff Job Description Team Leader /Project Manager 1 Person The Project Manager is responsible for the day-to-day operational management of the project, including developing and overseeing work and preparation of project progress reports. S/he is responsible for regular reporting to the client. The chosen candidate is responsible for overseeing all technical aspects of the project implementation including analyses the user requirements, develop software design, choose the right technical solution as well as oversee the right implementation to ensure sustainability. 7 P a g e

9 Staff Job Description System Analyst 1 Person The System Analyst is expected to analyze the user requirements through meetings and discussion session with the targeted beneficiaries. After finalizing the primary draft of User Requirement Specification through vetting with the users, the System Analyst will prepare the Software Design Document in consultation with the Team Leader /Project Manager and share the document with QA Engineer. Specifically, the System Analyst will - Design the architecture for systems integration as required Prepare plans for optimal data storage and retrieval procedures Prepare plans for data standardization Prepare SRS Prepare other technical documentation as per project requirement. Senior Software Engineer, Software Engineer, Support Engineer and QA Engineer Staff 5 Person Job The Senior Software Engineer will provide support to development team to develop Description and design different modules for technology solutions. The systems will be designed after taking necessary input from the users. He will be responsible for designing and developing system for successful deployment. Additionally, he will monitor the programmers for executing different development tasks to implement different modules of the system. The position is also expected to provide necessary technological solution to the Software Engineers to the team if required. Additionally, the position will - Conduct requirement analysis for a particular ICT for development solution Develop the necessary business and system specifications Provide assistance to develop system design for any technical solutions Develop URS, SRS for any outsourcing of project work Carry out the technical evaluation for project development standardization Monitor execution of the outsourced project work. The Software Engineers are expected to drive the major software programming initiative in the project. This includes design, develop, and modify the modules with arranging the needed functionalities accordingly. The database backend is also expected to be developed by this team, including adding and modifying the structure, the stored procedures (if any), SQL queries, triggers and enable necessary security with backup features. The support engineers will be responsible for helping the end user use the software applications developed in every mean possible, by identifying and solving the issues, and work as the interface between the software engineer and the targeted users. The QA Engineers will work for ensuring the quality of the products that reach the client. Specifically, they will: Prepare test cases in accordance with the test plan Execute the test cases, log the results and ensure steps to reproduce (in case of software bug) 8 P a g e

10 Special Note: 1. SDROA will preserve full rights to be confirmed security clearance of the personnel [if necessary] who will be working for this assignments through proper agency. 2. Contractor may need to sign separate non-discloser agreement with SDROA considering data/information sensitivity [if needed]. 3. Intellectual Property Right will strictly be controlled. 4. Vendor will have to have clear concept on the expected components, before starting of the work. 9 P a g e