DIRECTORATE OF INFORMATION TECHNOLOGY
Government of Khyber Pakhtunkhwa
Request for Proposal (RFP)
PROVISION OF HARDWARE EQUIPMENT
&
DEVELOPMENT OF SOFTWARE APPLICATION
(TURN KEY SOLUTION)
Under
(ICT Facilitation Center)
ZAKAT MANAGEMENT INFORMATION SYSTEM
Zakat Ushr, Social Welfare and Women Empowerment Department
Government of Khyber Pakhtunkhwa
_____________________________________________
Last Date for Submission:
22 August, 2014 at 12:30 P.M.
Tender Opening Date:
22 August, 2014 at 12:30 P.M.
_____________________________________________
Directorate of Information Technology
TF 204-210, 3rd Floor, Deans Trade Center Peshawar Cantt
info@kp.gov.pk
www.kp.gov.pk
1
Table of Contents
ICT FACILITATION TO ZAKAT USHR DEPARMENT ......................................................... 1
1. DESCRIPTION OF WORK ............................................................................................................................... 3
1.1 SCOPE OF W ORK ......................................................................................................................................... 3
2. FORMAT FOR TECHNICAL PROPOSALS .................................................................................................... 8
2.1 GENERAL ..................................................................................................................................................... 8
2.2 FINANCIAL CAPABILITIES ............................................................................................................................... 8
2.3 RELEVANT EXPERIENCE ................................................................................................................................ 8
2.4 TECHNOLOGY ROADMAP ............................................................................................................................... 9
2.5 STAFF ASSIGNED TO THE PROJECT ................................................................................................................ 9
2.6 PROJECT IMPLEMENTATION/MANAGEMENT PLAN ............................................................................................ 9
2.7 DELIVERABLES ...........................................................................................................................................10
2.8 W ARRANTY PERIOD ....................................................................................................................................10
2.9 SUPPORT CAPABILITIES ..............................................................................................................................10
2.10 TRAINING CAPABILITIES.............................................................................................................................11
2.11 TECHNICAL AND FINANCIAL EVALUATION ....................................................................................................11
2.12 CURRENCY ...............................................................................................................................................12
2.13 W ITHHOLDING TAX, SALES TAX AND OTHER TAXES ....................................................................................12
2.14 OEM RELATIONSHIP AND WARRANTIES ......................................................................................................12
2.15 GOVERNING LAW .....................................................................................................................................12
2.16 ACCEPTANCE OF PROPOSALS ...................................................................................................................12
3. GENERAL TERMS AND CONDITIONS ...............................................................................................................13
4. TERMS OF PAYMENT .....................................................................................................................................14
2
1. Description of Work
Directorate of Information Technology Government of Khyber Pakhtunkhwa invites seal
Proposals (Technical & Financial) for the provision of Hardware / Allied Accessories and
development of Software Application modules for Zakat Ushr, Social Welfare, and Women
Empowerment Department Government of Khyber Pakhtunkhwa under the project titled as
“ICT Facilitation Center”. This document will cover the scope of all the two mentioned work
items and provision of the solution (Development of Software Application and
Provision of Hardware) on Turn Key basis.
Software Application Proposal should meet the requirement of Zakat Ushr, Social Welfare,
and Women Empowerment Department and Directorate of IT. Current task is to derive a
proper mechanism and on site support for one year post implementation.
PACKAGE – I
(SOFWARE DEVELOPMENT)
1.1 SCOPE OF WORK
The Directorate of Information Technology, Government of Khyber Pakhtukhwa, has
initiated a project titled Zakat Management Information System for Zakat Ushr, Social
Welfare and Women Empowerment Department, Peshawar. The aim of the project is to
facilitate the poor, needy and vulnerable portion of the society by providing them financial
assistance in the form of Zakat in a fair, speedy and transparent manner. Main Purpose of
this project is to automate the flow of Zakat Fund distribution to Mustahiqeen Zakat. ZMIS
would establish a centralized database containing the record of Zakat Fund released from
Center Zakat Fund, distributed to District Zakat Offices (DZOs) and further distributed to
Mustahiqeen along with details of utilized fund and number of beneficiaries against the said
fund. In addition to that the ZMIS would contain all necessary details about Local Zakat
Committees (LZCs), their names, chairmen, members, contacts etc. This would enable the
Zakat staff to enlist the Zakat committees with all necessary details with a single click.
Zakat Audit staff would be able to use this system and generate audit reports showing the
Zakat Fund utilization in a certain Local Zakat Committee.
3
With the implementation of this software it is envisioned that the disbursement of Zakat
Fund would greatly expedite and would reach the widows, disabled and other deserving
poor people quickly and transparently. All information regarding Zakat Disbursement like
Zakat Forms, Zakat Programs, Zakat budget, Zakat Committees their chairmen and
members along with contacts would greatly assist the poor people in applying for Zakat
assistance.
1. Development of Web Based software application for Disbursement, Tracking and
Management of Zakat Fund starting from:

MORA (Zakat Cell) Islamabad, to Zakat and Ushr Department Khyber
Pakhtunkhwa, then to District Zakat Offices as per population ratio defined,

Distribution of Zakat fund among different zakat programs (heads) as per ration
defined, then to Zakat Funded Institutions and Local Zakat Committees

And finally to Mustahiqeen Zakat as per ratio defined by Zakat and Ushr
Department.
2. Interactive Dashboards having multiple live graphs showing status of Zakat fund
disbursement of each part mentioned above.
3. Profiling of Zakat Council and Zakat Committees.
4. Profiling of Zakat Funded Institutions.
5. Ratio Management for different programs of Zakat.
6. Profiling of Registered Mustahiqeen and Zakat Beneficiaries.
7. Live Report generation regarding:

Utilization of Zakat fund on Installment basis of each DZO reflecting at Central
level in the office of Administrator Zakat.

Unutilized amount in each head/program of Zakat fund on Installment basis of
each DZO reflecting at Central level in the office of Administrator Zakat.

Utilization status of Local Zakat Committees.

Utilization status of Deeni Madaris.

Utilization status Educational Institutions.

Details of Zakat Mustahiqeen Gender wise, Tehsil wise, LZC wise, Program wise.

Details of Zakat Beneficiaries Gender wise, Tehsil wise, LZC wise, Program wise.

Consolidated number of beneficiaries DZO wise, Zakat program wise, LZC wise,
Tehsil wise, gender wise etc.
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8. INTEGRATED SMS SYSTEM OF ZMIS:
ZMIS SMS SYSTEM: In order to bring transparency in distribution of zakat fund,
reduce number of complaints and improve the service delivery of zakat fund to the
need part of the society an SMS would be sent on the mobile number provided by
the Mustahiqeen zakat showing the details of financial assistance he had received
for Zakat and Ushr Department. It would discourage fraud in the disbursement of
zakat fund and would restore the trust of poor and needy on the government
machinery. The SMS would use short code and display KPZakatDept on the mobile
screens of the recipients. The SMS System would be also used to notify LZC
Chairmen and beneficiaries of guzara allowance the issuance of 2nd installment.
(HARDWARE EQUIPMENT)
The Directorate of Information Technology, Department of ST&IT, Government of Khyber
Pakhtunkhwa, had initiated a project titled as “ICT Facilitation Center for Government of
Khyber Pakhtunkhwa”.
This Directorate requires the services for providing Hardware Equipment and Allied
accessories to Ushr, Social Welfare, and Women Empowerment Department Government
of Khyber Pakhtunkhwa.
COST WORKSHEET
Financial Proposals should be substantially in the form of the Cost Worksheet provided
below.
Bidders must itemize all costs associated with providing the required deliverables and
services in a tabular format similar to the following.
Detail of Hardware Equipment for Zakat Department – IT CELL
S.No
Description
1
Laptop
Specification
Intel® Core™ i3 4th Generation Processor or Higher, RAM:
4GB, Hard Disk: 500GB, Hard Drive Type: SATA, Screen Size:
15.6", Optical Drive: DVD Super multi, DOS, Carrying Case.
5
Qty
2
2
Branded
Server
3
UPS 2 KVA
for Servers
(Branded)
4
Computers
Branded
5
UPS for
Computers
6
7
8
9
10.
Laser Printer
Network
Switch
Renovation
Scanner
Intel Xeon Processor, 8GB DDR3-1600 2Rx4, 3 X 1.0TB SATA
2.0 7.2K RPM , upto 2.26 GHz 8MB Cache Processor, Dual
Intel® 82574L Gigabit Ethernet Controller, 6x SATA2 (3 Gbps)
Ports, PCI-E & PC-I slots, SAS / SATA Controller, 4x 3.5" SAS /
SATA hot-swap drive bays, 18.5" LED, USB Keyboard and
Mouse, 3 years warranty.
2 KVA Online UPS FOR SERVER MACHINE (Imported) with
User Replacable Dry Batteries Resetable Circuit Breaker, From
10 to 15 Minutes Backup Time on Full Load, Automatic Battery
Test, Network Shutdown, SNMP Card Port Available, one year
Standard warranty.
Intel Core i3 Processor, 4th Generation, 4GB DDR3 RAM. 500
GB SATA 7200 rpm Hard Drive, DVD-RW Super Multi Drive,
High Definition 6 Channel Audio, 1 GB Ethernet Controller,
PS/2 support keyboard and mouse, PCI Express Slot, USB
ports, built in Audio In/Out, USB Keyboard, USB Optical Mouse,
18.5-inch Widescreen LED Display, 3-year warranty.
650VA UPS (Imported) with simulated sine wave, AVR Buck
Boost, Power factor 0.6, Dry Battery 12 volt 7 AMP , From 10 to
15 Minutes Backup Time on Full Load, one year Standard
warranty.
HP Model P1102W
16 Ports Switch with 1 year warranty with parts .
Electrification/Networking at Server Room with Glass Partition
HP G 4010 Scanner
Provisioning , installation, configuration, commissioning, integration and testing
of the equipment
1
1
2
2
1
1
1
1
1
Detail of Hardware Equipment for District Zakat Committee - 25 Districts
S.No
Description
1
Computers
Branded
2
UPS for
Computers
3
4
5
6
10.
Laser Printer
Biometric
Device
Scanner
Cameras
Specification
Intel Core i3 Processor, 4th Generation, 4GB DDR3 RAM. 500
GB SATA 7200 rpm Hard Drive, DVD-RW Super Multi Drive,
High Definition 6 Channel Audio, 1 GB Ethernet Controller,
PS/2 support keyboard and mouse, PCI Express Slot, USB
ports, built in Audio In/Out, USB Keyboard, USB Optical Mouse.
18.5-inch Widescreen LED Display, 3-year warranty.
650VA UPS (Imported) with simulated sine wave, AVR Buck
Boost, Power factor 0.6, Dry Battery 12 volt 7 AMP , From 10 to
15 Minutes Backup Time on Full Load, one year Standard
warranty.
HP Model P1102W
Thumb Impression Bio Metric Device
HP G 4010 Scanner
Lens with 5X Optical Zoom 4.6 -23.0 MM
Provisioning, installation, configuration, commissioning, integration and testing
of the equipment
6
Qty
75
75
25
25
25
25
1
2. Format for Technical Proposals
The technical proposal for software development and Hardware should be concisely presented and structured in
the form of chapters to include, but not necessarily be limited to, the following information. Support material
should not be part of the main proposal but should be placed at Appendixes.
2.1 General
The responding organization should provide the following.
1.
Name of the participating organization or participating organizations (if more than one) in the
responding consortium, including their scope of involvement.
2.
Number of years of incorporation of the participating organization or participating organizations (if
more than one).
2.2 Financial Capabilities
The responding organization shall describe the financial position of its organization. Income Statement or
Annual Report should be included in the detailed Technical proposal. The National Tax Numbers and
Sales Tax Registration Numbers of the company and/or partners should also be indicated (Photo copies of
concerned documents should be provided).
2.3 Relevant Experience
Responding Organizations must demonstrate relevant experience of implementing nature of similar projects in
public or private sector. They should only provide the details of experience where the proposed system
is implemented and running. (Note: Experience with government organisations will be preferred)
Sr. No.
Nature of Project
Total Value PKR
Name of the Project, Customer,
(m)
Contact person & Contact Details
Note:
1. Those Projects should be preferred where RO can provide the successful completion
certificate from the Client Organization (Photocopies of documents should be provided)
2. The detail of the projects in which the RO has provided the complete turnkey solution should
be listed separately.
2.4 Technology Roadmap
The RO to clearly mention the roadmap for the products and/or services that are quoted as part of the total
solution. A detailed chapter covering at least the following:
1. Any other supporting documents, graphs or charts which describe the technology roadmap of
Licensed Software, of software platform used for applications may also be provided.
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1. Support of various IEEE standards
2. Support of various Information Security standards
3. Future products of same series, proposed by the Vendor
4. Commitment on Research & Development by the Vendor towards solving IT Security Issues (
Details of R & D Budget may be provided here)
5. Technology Refresh (strategy for the renewal and/or upgrade of technology employed at
different times during the lifecycle of the project)
6. Investment Robustness (avenues to safeguard investment in technology, e.g., using industry
standards, modularizing the system, upgradeability and scalability)
2. Authorization / Partnership with the manufacturer of the Hardware with at least 3 years of experience
supply of Hardware.
2.5 Staff assigned to the Project
Responding Organizations are required to name and provide resumes of at least the planned project
manager, lead IT architect, implementation team lead, processes consultant, testing team lead, requirements
management analyst and database analyst. Also, a list of the number of persons and their roles for the project
is to be provided. Particular focus should be on core skills set required for implementation of project of this
nature.
DoIT Go KP requires the resumes of staff, assigned to this project.
1. Total Staff assigned to the project (Please specify role of each person, as per minimum requirements
mentioned above)
2. Total Staff assigned for Project Implementation.
3. Total Staff assigned to the project for Support purposes
4. Total staff assigned to the project for Training purposes
5. Total staff assigned to the project for Development/Customization of software applications
6. Total Staff assigned to the project for installation and Configuration of Hardware equipments.
7. Total Staff assigned to the project for establishment of infrastructure on site
2.6 Project Implementation/Management Plan
The responding organization shall provide a detailed implementation plan and project management plan.
Responding Organization should provide the timeline. Responding Organization should cover tasks
assigned to the employees and resource allocation of responding organization during the course of the
project. This should not be in generic terms but should be specific to the project. Project plans in tabular form,
mentioning names of tasks, sub tasks, start date, finish date, resources and milestones will also be
appreciated. In the training category, ROs to provide detailed training schedules along with the names of
resources. This Directorate may ask the Responding Organization to provide the presentation on the
proposed solution.
2.7 Deliverables
The responding organization should clearly mention and list all the deliverables to be completed under the
proposed project. All architectural deliverables must comply with industry standards.
Note:
8
All the software components customized/developed should be provided with its software source code and it
will be the property of Directorate of IT Govt. of KP & it should not be HARD CODED. Also a set of
Operational manual must also be prepared for better understanding & Future reference/ guidelines.
2.8 Warranty Period
The supplier shall give (1) one year comprehensive after competition warranty for software and allied warranty
for Hardware specific under company strategy , certifying that the goods/services supplied confirm exactly to
the specifications laid down in the contract and are secured and that in the event any material being found
defective or not conforming to specifications/particulars governing the supply for a period of one year from the
date of supply the supplier will be held responsible for all losses and that the unacceptable items shall be
substituted with the acceptable items at bidder expense and cost. An amount equivalent to 10 % of total
payment (inclusive of 2% earnest money) shall be deducted as security/warranty for development of Software.
Information Technology Department deposit from each bill and retained by Information Technology
Department for a period of Nine months of the actual date of delivery, inspection, acceptance, installation and
operation.
2.9 Support Capabilities
ROs must provide support for the solution for the duration of the entire implementation process of the project,
i.e., up to the time of exit of the RO from the project. The RO should indicate the support capabilities for
Application and Licensed software. The RO should provide onsite support for the project for which a
dedicated resource needs to be present in Peshawar or remote offices where ever applicable at the
client’s site. Number, qualifications and relevant certifications of support personnel must be indicated. The
selected vendor will provide support for the following for the larger of the duration of the project or three years:
-
Software bugs and upgrades/enhancements warranty. The software warranty will include
providing on-site and Help Desk support for technical issues. The detailed support plan should also
include the following information other then mentioned above:
Sr. No.
Items
Software bugs /
Response
upgrades/
time
Enhancements
hours)
(
Resolution
in
Contact
person
time (in
name,
email
hours)
Mobile No.
&
warranty
The chapter on Support plan should cover following categories in detail:
1. Staff assigned to the project (Onsite Support).
2. Technical support staff location. (Office Locations)
3. Support experience of Government projects.
2.10 Training Capabilities
The Responding organization should indicate its training capabilities to provide training on software
application, Licensed Software, Hardware they provided. Responding Organization should also provide a
detailed training schedule. Training premises (on–site) and necessary equipment will be arranged by the
vendor. Preference will be given to the Responding organizations with certified trainers.
9
The chapter on Training plan should cover following categories in detail:
1. Comprehensive system training plan
2. Staff assigned to the project
2.11 Technical and Financial Evaluation
There will be a two-stage technical evaluation for Software development and Provision of Hardware followed
by a financial evaluation. Preliminary evaluation (Initial Screening) of technical bids will be done on the basis
of following parameters:
1. RO or Lead bidder should be a Company/firm having legal presence in Pakistan.
2. RO must have successfully implemented the same kind of proposed application. (those Projects will
be preferred where RO can provide the successful completion certificate from the Client
Organization.)
3. The detail of the projects in which the RO has provided the complete turnkey solution should
be listed separately.
4. RO should have valid National Tax Numbers and Sales Tax Registration Numbers.
5. Financial Capabilities.
6. Support for Software Developed and Hardware
7. Understanding of the Project
8. Presentation on the proposed solution.
Note: Failing to qualify on any of the above criteria will not be considered for further evaluation
Detailed technical evaluation will be done for firms who qualify the preliminary evaluation mentioned above.
These firms will be asked to give presentations on their solution. Ratings for the technical evaluation will be as
follows:
Sr. No.
Description
Evaluation Weight-age
1.
Technical Proposal
70%
2.
Financial Proposal
30%
Financial bids of firms who score at least 70% on the technical evaluation (as a whole) will be opened before
the representatives who wish to attend the tender opening. 30 % weight-age will be given to financial
proposals of responding organizations. The formula for financial scoring is that the lowest bidder gets 30
points and the other bidders score 30 multiplied by the ratio of the lowest bid divided by the quoted price.
Example:
Value quoted by lowest bidder = A
Value quoted by second lowest bidder = B
Value quoted by third lowest bidder = C
10
Financial scoring of the lowest bidder will be = 30
Financial scoring of the second lowest bidder will be= (A/B)*30
Financial scoring of the third lowest bidder will be = (A/C)*30
Technical scoring out of 100 = A
Carried Forward & Prorated Technical scoring = A x 0.7
Points obtained in the detailed technical evaluation will be carried forward & prorated. Tender will be awarded
to the Responding Organization with maximum accumulative points (Technical Score + Financial Score). The
decision of this Committee will be binding on all concerned and will in no case be challengeable in
any forum.
2.12 Currency
All currency in the proposal shall be quoted in Pakistan Rupees (PKR).
2.13 Withholding Tax, Sales Tax and other Taxes
The responding organization is hereby informed that the Government shall deduct tax at the rate prescribed
under the tax laws of Pakistan, from all payments for services rendered by any responding organization who
signs a contract with the Government. The responding organization will be responsible for all taxes on
transactions and/or income, which may be levied by government.
2.14 OEM relationship and warranties
The responding organization (RO) should be authorized Partner, FROM THE ORIGINAL MANUFACTURER
for provided licensed software/ Hardware. ROs having partnerships (e.g. Gold, Silver, premier etc.) with the
original Manufacturer will be given preference in final evaluation.
2.15 Governing Law
This RFP and any contract executed pursuant to this RFP shall be governed by and construed in accordance
with the laws of Pakistan. The Government of Pakistan and all responding organizations responding to this
RFP and parties to any contract executed pursuant to this RFP shall submit to the exclusive jurisdiction to
Courts.
2.16 Acceptance of Proposals
The DoIT Go KP reserves the right not to accept the lowest or any proposal and to annul the bidding process
without assigning any reason whatsoever.
The acceptance criteria will be as follows:
1. RO must be technically complaint to initial screening criteria mentioned.
2. RO must score at least 70% in the technical evaluation.
3. RO must be the highest evaluated bidder (i.e. Technical Score + Financial Score is maximum).
3. General Terms and Conditions
1. The proposal and price shall remain valid for a period of not less than 90 days from the closing
date of the submission of the proposal.
2. The technical and financial proposals should be delivered in separate sealed envelopes. At the
top left of the envelopes it should be clearly stated “Development of Software & Hardware for
Zakat Department under ICT Facilitation”, and it should be clearly stated on the envelope,
11
whether it contains the technical or the financial proposal. The technical proposal will be opened
on 22-08-2014 at 12:30 PM in the presence of the authorized representatives of the bidders who
may wish to attend. The financial proposals of only the technically viable/ short listed bidders will
be opened on a date to be specified later.
3. Tenders must be accompanied with bid security/earnest money (refundable) for an amount of 2%
of bid value in shape of pay order/ bank draft in favour of Director IT, Directorate of IT. The
earnest money should be included in the sealed financial proposal. Tenders without earnest
money or less than 2% of the bid value will not be entertained and rejected straightaway.
4. Tenders which do not meet the stipulation in section 4 of the RFP will be rejected straightaway.
5. The Competent Authority reserves the right to accept or reject any or all tenders at any stage
without assigning any reason thereof.
6. The quantities mentioned in the proposal may increase or decrease according to requirements.
7. At any time prior to the deadline for submission of bids, DoIT may, for any reason, amend this
RFP, whether at its own initiative or in response to a clarification requested by a prospective
bidder.
Prospective
bidders
are
required
to
check
the
KP
webportal
(www.khyberpakthunkhwa.gov.pk) website for any changes or amendments to this RFP. The
DoIT will not be responsible for informing the prospective bidders in any other manner. In order to
afford prospective bidders reasonable time in which to take the amendment into account in
preparing their bids, the DoIT may, at its discretion, extend the deadline for the submission of
bids.
8. In case of delay in the execution of the contract, the Director, DoIT reserves the rights to impose
penalty not exceeding 10 % of the total amount of the contract.
9. If the progress of work is not to the satisfaction of the Director, DoIT, 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 DoIT, it will be recovered from the bidder.
10. All government taxes will be deducted at source as per rules.
11. DoIT has the rights to add, enhance or remove any functionality not disturbing the major scope of
work.
12. DoIT will not bear any expense incurred in the preparation of proposals in response to this RFP.
13. All responses to this RFP shall become the property of DoIT.
14. Proposals sent to DoIT by Fax or Email will not be accepted.
15. Proposals submitted after due date and time will be rejected.
16. An effort by any firm(s) to influence DoIT, “directly or indirectly through unfair means”, in DoIT
proposal evaluation, proposal comparison or contract award decisions, to meet or discuss with
any DoIT official unless desired by the DoIT may result in the rejection of bidder’s proposal.
4.
Terms of Payment:
Payment will be made by DoIT on successful deployment/completion of the Project at Project site KP
as per contract. Milestone payments can be considered based on deliverables which will be approved
12
by the clients department. No milestone payments will be released without written intimation by clients
department. No advance payment will however be made without 100% bank guarantee. DoIT will
deduct 10% retention amount on each payments to be released after successful completion of
warranty, provided the solution complies with the agreed specifications and working satisfactorily.
13
Annex - D
PROPOSAL SIGNATURE PAGE
TOR’s NUMBER: DoIT – HD-2014
ISSUE DATE:
08 / 08 /2014
PROPOSALS SOLICITED FOR:
Delivery of Hardware & Software
Development for Zakat Department
PROPOSAL DUE DATE & TIME:
22/08/2014
12:30 PM (PST)
PROPOSALS MUST BE RECEIVED ON OR BEFORE THE DUE DATE SHOWN
ABOVE. LATE BIDS WILL NOT BE ACCEPTED.
SUBMIT PROPOSALS TO: IF FURTHER INFORMATION IS REQUIRED,
PLEASE
Directorate of Information Technology,
TF 204-210, Third Floor, Deans Trade Center,
Islamia Road, Peshawar.
Tel: 091-9211789
www.kp.gov.pk
14
BIDDERS MUST SIGN WHERE INDICATED BELOW AND SUBMIT THIS SHEET AS
THE COVER PAGE IN ORDER TO VALIDATE THEIR BID.
As a supplier of goods and services to the ST&IT department I/we certify that I/we fully
read and understood the terms and conditions of this RFP and found no complication. We
agree to provide the services according to the demand.
Company Name and Address
Signature of company representative
Printed name of company representative
Title
Date
Tel. No.
Fax No.
Email address
15