(SINGLE STAGE TWO ENVELOPES BASIS) - aiou.edu.pk for BAMS 09102019 Final... · 1 Allama Iqbal Open University, Islamabad Bidding Document (SINGLE STAGE – TWO ENVELOPES BASIS) SUPPLY,

1

Allama Iqbal Open University, Islamabad

Bidding Document

(SINGLE STAGE – TWO ENVELOPES BASIS)

SUPPLY, DELIVERY, INSTALLATION, CONFIGURATION,

COMMISSIONING, TESTING AND TRAINING OF

BIOMETRIC ATTENDANCE MANAGEMENT SYSTEM (BAMS)

AT

MAIN CAMPUS & REGIONAL OFFICES

(TURNKEY SOLUTION)

Tender Notice No. 03, Serial No. 03

_____________________________________________

Last Date for Submission: 23 October, 2019 at 10:00 A.M.

Tender Opening Date: 23 October, 2019 at 10:30 A.M

_____________________________________________

2

Table of Contents

INTRODUCTION ........................................................................................................................................................ 3 SOLUTION REQUIREMENT ..................................................................................................................................... 4 BIDDING PROCESS................................................................................................................................................. 11 EVALUATION CRITERIA ......................................................................................................................................... 13 CURRENCY .............................................................................................................................................................. 16 OEM .......................................................................................................................................................................... 16 ACCEPTANCE OF PROPOSALS ............................................................................................................................. 16 PROJECT BRIEF ...................................................................................................................................................... 16 SCOPE OF WORK .................................................................................................................................................... 17 HARDWARE REQUIREMENTS ............................................................................................................................... 19 BILL OF QUANTITY (BOQ) ..................................................................................................................................... 19 STAFF ASSIGNED TO THE PROJECT ................................................................................................................... 22 PROJECT IMPLEMENTATION/MANAGEMENT PLAN ......................................................................................... 23 DELIVERABLES ....................................................................................................................................................... 23 GENERAL TERMS & CONDITIONS ....................................................................................................................... 24 DELIVERY PERIOD ................................................................................................................................................. 26 PAYMENT ................................................................................................................................................................. 26 SALES TAX AND OTHER GOVERNMENT DUTIES ............................................................................................... 27 WARRANTY PERIOD ............................................................................................................................................... 27 SUPPORT CAPABILITIES ....................................................................................................................................... 27 TRAINING CAPABILITIES ....................................................................................................................................... 28 RESPONSIBILITY FOR EXECUTING THE CONTRACT ........................................................................................ 28 INSPECTION AND REJECTION ............................................................................................................................. 29 LAWS GOVERNING THE CONTRACT .................................................................................................................... 29 FORMAT FOR PROPOSALS .................................................................................................................................... 29 GENERAL ................................................................................................................................................................. 29 FINANCIAL CAPABILITIES .................................................................................................................................... 29 RELEVANT EXPERIENCE ....................................................................................................................................... 29 Technology Roadmap ................................................................................................................................................ 30 Packing of Proposal(s) .............................................................................................................................................. 31 ANNEXURE-A........................................................................................................................................................... 36

Technical Bid Format ............................................................................................................................ 36 ANNEXURE-B........................................................................................................................................................... 37

Eligibility Criteria .................................................................................................................................. 37 ANNEXURE-C .......................................................................................................................................................... 39

Technical Marking Criteria/Weightage (70%) ...................................................................................... 39 ANNEXURE – D ....................................................................................................................................................... 40

Mandatory Technical Compliance Sheet ............................................................................................... 40 ANNEXURE E ........................................................................................................................................................... 47

Financial Bid .......................................................................................................................................... 47 ANNEXURE- F .......................................................................................................................................................... 49

Format for Point of Contact Certificate ................................................................................................. 49 ANNEXURE- G ......................................................................................................................................................... 50

List of AIOU Regional Centre(s)/ Study Centre(s) ................................................................................. 50

3

INTRODUCTION

AIOU Islamabad, with the guidance and visionary leadership of Vice Chancellor to promote the

use of Information Communication & Technology in routine processes of University, has determined

a high priority need for the monitoring and control over the employees attendance, time response,

productivity, performance, and profile management at its offices. This convergence will enhance the

AIOU’s capability on Decision Support and evaluation of employees against the set key performance

indicators.

AIOU invites technical & financial proposals complete in all respects as a turnkey project for a

comprehensive Biometric Attendance Management System (BAMS) Hardware & Software from

legible IT firms. Primarily, the BAMS will cater the attendance reporting, overtime calculations and

HR Profiling of working staff.

The key objectives of AIOU behind this automation and deployment includes:-

1. Centralized reporting system for monitoring of attendance of employees, Department wise and

Sections wise, time table wise, etc.

2. Tracking of attendance log, and leave management of individual and collective employees.

3. Identification of actively dis-engaged employees in Offices.

4. Time and Attendance assurance against employees job shifts and responsibilities.

5. Monitoring and control over workforce, in connection with their performance.

6. Automated record and attendance management for use in Decision Support by the

management.

7. Management of transfers, posting, leave management and shift management through Biometric

Attendance Management System (BAMS).

8. Log of employees on tours to remote regional centers of AIOU.

The System is aimed at automating the attendance record of employees with the objective to

streamline efficiency & transparent working of the employees, and also facilitate all concerned

stakeholders i.e. Higher Management, HoDs, Employees to keep track of their time record and leave

management.

4

SOLUTION REQUIREMENT

1. AIOU is looking for innovative BAMS solution which should ensure at-least Facial Recognition

and Fingerprint Recognition methods of taking employees’ attendance. Other methods such as

Palm and/ or Retina recognition will be considered as an additional feature.

2. The system should be based on 3G/4G and/or GPRS/GSM and/or LAN and/or Wi-fi

communication(s) based Communication enabled biometric devices.

3. The system should be based on RFID enabled biometric devices with minimum basic features as;

a. Web Based Interface

b. Dashboards

c. Device Management

d. Department Management

e. Shifts Management

f. Timetable Management

g. Payroll Management

h. Overtime calculations

i. Leaves Management

j. Customized Reports

k. Android and/or IOS application

4. If required by AIOU, devices must have capability to incorporate modules for 3G/4G and/or

GPRS/GSM and/or LAN and/or Wi-fi communication(s).

5. Devices must have smart and small size factor, separate UPS (included in the bid) backup to

eliminate the trouble of power-failure.

6. It should be equipped with the fastest commercial-based biometric matching algorithms and high-

performance, high-image quality optical sensors.

7. The screen should display more information vividly, including Biometric image quality, picture

images, time & date and verification result etc.

8. System must ensure all communication standards and makes sure the data transmission between

terminal and server could be easily done within few second wherever through Wi-fi and/or 3G/4G

and/or GSM/GPRS if traditional networking not possible.

9. With high speed processor at device level and optimized biometric recognition, the system should

offer the best recognition rate.

5

10. The attendance system should store biometric patterns and employee details.

11. User Clock-in, Clock-out and attendance logs shall be stored in the server as per timetables and

schedule defined. The system must support multiple time tables as per flexibility of Shifts.

12. Administrators could interact with data being sent using this device through server.

13. All devices must be connected through server at main campus using whatsoever communication

mode required i.e 3G/4G and/or GPRS/GSM and/or LAN and/or Wi-fi communication(s).

14. Management shall be able to access this system through their smart phone(s) and computers as

well.

15. Only authorized user should be able to connect with the BAMS reporting application.

16. Only authorized device can be connected with the BAMS.

17. The firm will also submit work plan, backup/recovery plan (in case of machine failure and

maintenance planned).

18. The system should offer enterprise level of entry and Time Attendance Management

communication-based infrastructure enabling integrated monitoring and systematic management

through multiple terminals operated independently with its communication mode required that may

be ANY or ALL i.e 3G/4G and/or GPRS/GSM and/or LAN and/or Wi-fi.

19. The system should have below listed functionally and features complete with all respects

Mandatory Technical Compliance Sheet should be filled and that will be Mandatory Part of this

bid

Basic Features

1. Web Based Interface

2. Dashboards

3. Device Management

4. Department Management

5. Shifts management

6. Timetable Management

7. Payroll Management

8. Overtime calculations

9. Have mechanism to keep track of Logs of Employees on Tours to Regions

10. Leaves Management

11. Customized Reports

6

12. Android AND/OR IOS application

Database

Must be secure against any type of intrusions/ Attacks

Reasonable authentication & security mechanism

o SSL

o Automatic DB Backup (Daily)

Dashboard

Configurable employees leave status (CL, EL, others)

HUI/Ux Graphs and chart (Interactive Customized Graphs)

Office wise summary

Average Working Hours / Department wise, Date Range

Average Check-In Time / Department wise, Date Range

MAN Hours Calculation

Device Management

Device ID must be mentioned in reports as well

Active Devices & Inactive devices

Each device is locked with its respective device ID so that if there may be a different

device that may not be synced or added in a pool of devices without admin controls

Device Management for all the locations and sites through a web portal.

All devices must have synced employee data.

Locking devices with every check in/out so that location can be traceable

Optional: If required AIOU may request to lock any Device(s) on certain GPS

Coordinates.

Employee Management

Must have provision to delete employees Bulk/Selective/individual

Provision to Upload employees list using excel, CSV etc

Leave Management System

7

Manage employee Leave requests

Configure separate Leave and holiday time in multiple offices

Office Management

Field of Office Location (Main Campus, Region, City)

Feature to Update / Delete the office

Hierarchy of Directorates, Regional offices, Departments, Sections, Sub offices

Department Management

Department Category (Services, Administrative, Faculty)

HOD / Incharge / Dean Name of Department

Feature to Update or Delete Department Name

Designation Management

Add a field of Scale/Grade against each designation

Adding Designations

Adding designation types e.g. Regular, Contract, Daily Wages etc.

Feature to update or delete designation

User Management

Provision of flexible RBAC system with ability to create/update/delete roles as per

requirements.

Provision of roles for device administrators/users with lower level privileges

o Super admin

Having Complete admin control

o Registrar

user with privileges to only enroll a user in a device

o Dept_Coordinator

user having privileges view his/her departmental employees attendance

may mark Leaves of the employees (if required)

o Dept_HoD

8

View Dashboard only for respective department

o Employee

For Viewing own attendance record (view only)

Update personal information address/ picture etc.

Feature to update or delete users

Employee Self Service

The module should allow each employee to log in to the system and check his/her own

information.

Access to Personal Information System for own data

Track Time/Attendance and leave requests

Add email alerts to pending notifications like leaves, overtime etc.

Apply for leave online

Apply for posting/transfer online

Reports

Employee Panel (for employee self-view)

Departmental Panel (for Every HoD)

Overtime Calculation Report with variety of parameters for Overtime calculation as per

requirements of AIOU.

Provision to check Daily/Weekly/monthly/annually average attendance of each employee.

Panel for logs management of BAMS and devices

filtering based reports by enabling certain field or disabling certain field

Working Hours Report / Employee / Department / Date Range

SMS Reminder to the employee who check-in and forgets to check-out

Salary-slip generation (based on daily attendance marked and over time calculation)

Descriptive Features

1. The system should register an employee and store its Fingerprint and/or Facial pattern and/or

Palm pattern and/or Retina pattern through biometric recognition system.

9

2. It should then be able to identify an employee by matching the biometric pattern of an employee

to the one it has stored through the registration process.

3. Based on the any of the biometric method, the system should record the date and time of the

marking of attendance the employee and store the ID, date, time and other relevant information

in a database system.

4. The system should manage in-time and out-time, lunch time, break time and shifts as per AIOU

requirements.

5. The system should be able to display and print the attendance information to the authorized

staff. Moreover, the attendance data recorded through any attendance mechanism

(Fingerprint/Facial/Palm/RFID/PIN) should be sent / synchronized with a remote/central

database server at main campus; where all the attendance data will be consolidated

automatically.

6. The system should have a local as well as remote attendance management interface, a

reasonable security mechanism and good quality performance.

7. Must have web portal containing multiple modules like Device management, User

Management, Leave management, Roster Management, Weekly/Monthly/MAN Average

Hours, Weekly/Monthly Total Hours Attended, multiple types of attendance reports etc.

8. Supply, configuration, installation, testing and commissioning of machines at all buildings of

AIOU main campus (Lot-1) and regions (Lot-2) wherever required by AIOU within 120 Days

along with a metal cage for protection of these devices against vandalism with a lock and key

mechanism.

9. The system should be able to integrate the existing biometric machines installed at AIOU main

campus (brand and models are ZkTeco IFace502, IFace702, TF70/ID and K70).

10. Onsite Enrollment and Training of unskilled and non-technical staff for use of solution, devices

and other related SoPs.

11. Provide a comprehensive reporting tool that allows managers at different levels in the

university to access reports of their Human Resources. For higher management, an easy to use

management dashboard to provide graphical reporting of key indicators of the regional

offices/departments.

12. Timely Customization/Development of Dashboard (Features listed below) summarizing all

features of the BAMS being monitored by Main Campus & Concerned departmental Heads

and other executives,

a. Clock In-Time & Clock Out-Time Statistics

b. Active Devices & In Active devices

10

c. List of offices with present and absent staff details

d. No of Enrolled Employees

e. No of employees Present Today

f. No. of Employees Absent Today

g. No. of Employees Late Today

h. Weekly/monthly/annually average attendance of employee.

i. Office wise summary

j. Attendance Statistics,

k. Attendance Activities

l. Leave Management System

i. Manage employee Leave requests

1. Employee can generate request for leave

2. Immediate officer can approve/disapprove leave

ii. Configure Leave and holiday time in multiple offices

iii. Create Leave settings based on calendar or financial year

iv. Enter Leave restriction and other compliance rules

v. Configure Leave settings based on employee status, job title, years of service or

other criteria

m. Overtime calculation

n. Employee Management

o. Salary-slip generator

p. Customized reports & graphs

q. Admin Panel (for overall control)

r. Employee Panel (for employee self-view)

s. Short Message Display on every device for any kind of announcements intimations.

11

13. Automatic emailing mechanism to all concerned employees, HoDs.

14. The Biometric Attendance Management System’s Control System shall be workable and

integrate-able with Enterprise Resource Planning (ERP) and Campus Management system

(CMS) tool but must also be compatible and integrate-able to work with any/all existing

employee databases.

15. Having a database at the back-end is mandatory to ensure no data loss or duplication and it

keeps the employee record for a longer period of time. The system remains extremely user

friendly yet suitable for an enterprise of any size ranging from small and medium to high

resource employers.

16. Database Management and Report Generation.

17. Central database connectivity through whatsoever communication mode required and agreed

between AIOU and Bidder i.e Wi-Fi/LAN and/or 3G/4G and/or GPRS/GSM

18. If required by AIOU the solution provider (Bidder) must conduct survey for availability of best

telecom operator coverage at regional offices of AIOU and consequently propose best

connection and CMO accordingly. AIOU will not bear or share any cost of this survey.

19. Device Management for all the locations and sites through a web portal.

20. Must have ability to integrate with Microsoft Directory Services.

BIDDING PROCESS

In order for qualifying to submit the bid, all bidders must initially fulfill the following conditions,

without which, the bid will be set aside in lieu of non-compliance.

Note: Failing to qualify on any of the following criteria will not be considered for further evaluation

1. Bidder must be legally a registered firm duly recognizable under the PPRA Rules.

2. Must be registered with FBR for Income Tax and Sales Tax etc.

3. Must not be blacklisted in any public or private sector organization or holds proceeding in any

legal or arbitration court.

4. Must have required financial, technical and skilled human resources to complete the project

within prescribed time limit on the finalization of contract.

5. Must furnish Earnest Money (EM) amounting to 5% of the total cost of Tender in the form of

acceptable bank instrument from any scheduled Commercial Bank.

12

6. Bidder must have successfully implemented the same kind of proposed application in atleast

more than two department(s) with similar scope and breadth of work. (Those Projects will be

preferred where BIDDER has provided the successful completion certificate from the Client

Organization.).

7. The detail of the projects in which the BIDDER has provided the complete solution should be

listed separately.

8. Can provide required support for Developed Software and Hardware

9. Must have Understanding of the Project of similar nature.

10. Vendor must provide ONE PAGE qualifying statement furnishing their working strength and

capabilities based on previous experience of similar project(s), which may serve as assessment

parameter in line with Technical Proposal & Methodology offered.

11. Vendor must clearly agree with explanations of BOQ’s mandatory requirements.

12. Must submit the bid at Allama Iqbal Open University (AIOU) up to 23/10/2019 till 10:00

hours. (Strict Compliance without variation of time or any other lapse)

The bidding process will be conducted under PPRA Rules No. 36(b) on the following proceeds: All

bidders must carefully read and comply with the Eligibility criteria given at ANNEXURE-B.

Single Stage, Two Envelops Procedure.

This method shall be used where bids are to be evaluated on technical and financial grounds

and price is taken into account after technical evaluation. Bid shall comprise a single package

containing separate envelopes. Each envelope shall contain separately the financial proposal and

technical proposal;

Through single envelope two stage method post-qualification- in the first stage, each bid shall

comprise of a single package containing envelope marked as technical proposal;

The Technical Proposals should be arranged and flagged properly as per ANNEXURE-A. The

technical proposals will be evaluated in accordance with the evaluation criteria set forth. A list of

13

qualified and unqualified bidders will be formulated at the end of first stage; following approval of the

results of first stage, financial proposals will be solicited from qualified bidders in the second stage.

The bidders will be required to submit financial proposal in a single envelope or package

clearly marked as financial proposal in bold and legible letters to avoid confusion.

EVALUATION CRITERIA

Technical Proposal 70% Weightage

The Technical solution offered by the Bidder will be assessed with percentage matrix for

meeting the requirements of AIOU against set performance parameters. Bidder should take into

consideration to comply with Eligibility criteria (ANNEXURE-B) and technical Criteria for 70% as

given in (ANNEXURE-C) and Mandatory Technical Compliance Sheet (ANNEXURE-D)

Respectively along with General Terms & Conditions of this tender document.

The Purchaser will scrutinize the offers to determine whether it is complete, whether errors

have been made in the offer, whether required technical documentation has been furnished and whether

the documents have been properly signed. Offers with incorrect information or not supported by

documentary evidence, wherever called for, would be summarily rejected. However, the AIOU, at its

sole discretion, may waive any minor non-conformity or any minor irregularity in an offer. The

Purchaser reserves the right for such waivers, and this shall be binding on all vendors.

For proper scrutiny, evaluation and comparison of offers, AIOU may, at its discretion, ask some

or all vendors for clarification of their offer. The request for such clarifications and the response will

necessarily be in writing.

The technical proposal shall be discussed with the preliminary qualified bidders with reference

to the technical requirements to conduct Presentation/ Demonstration/ Proof of Concept / Discussions.

Financial Proposal 30% Weightage

Bidders must offer a reasonable cost of each item, which could be justifiable with the market

pricing trends and practices. No hidden costs should be quoted in lieu of open competition and

transparent numeric values for comparison. The Financial Bid Format mandatory to be followed is as

given in (ANNEXURE-E)

Any other item(s), software, license or service(s) required for successful commissioning but

not required by AIOU in the RFP, but not quoted by the bidder/Supplier in its bid. Such item(s),

14

software, license or service(s), if required at a later stage during commissioning phase, should be the

sole responsibility of the Supplier at zero cost.

Detailed financial evaluation will be conducted for Bidders who qualify the preliminary

financial evaluation. Following key factors will be under consideration during the financial evaluation:

a. In cases of discrepancy between the cost/price quoted in Words and in Figures, the lower of

the two will be considered.

b. Arithmetical errors shall be subject to rectification by the Purchaser. If a Bidder does not accept

the correction of errors, its bid will be rejected, and its bid security may be forfeited.

c. All costs are calculated using Unit Price, if available, otherwise price of bulk quantity shown

as one unit shall be considered total price of required quantity of that item.

d. In case, variation in quantities is observed in 1) quoted bid documents, or; 2) RFP specifications

verses quoted bid, the cost shall be re-calculated as per following:

i. In case of Bidder, quantity with high value shall be selected for the sake of

financial comparison.

ii. In case of Supplier, quantity with the low value shall be selected. However, the

exceeded quantities shall be absorbed by the Supplier at Zero Cost.

e. When item(s) are placed under Optional section but are part of mandatory items of core

requirements, the price of requisite quantities be calculated as per following:

i. In case of Bidder, item price shall be selected for the sake of financial

comparison.

ii. In case of Supplier, the price shall be absorbed by the Supplier at Zero Cost

f. In case, an item is quoted but not available in price schedule, quoted item price be calculated

as per following:

iii. In case of Bidder, shall be selected from the highest value from competitor(s)

for the sake of financial comparison

iv. In case of Supplier, shall be absorbed by the Supplier at zero cost.

15

g. Costs of each item, where mentioned as Zero in figure or word, are equally valid as any non-

zero value. Therefore, those items shall be purchased at cost of Rs. 0/- regardless of any change

in quantity. On the other hand, if any bidder would mention “free of cost” then the client is

bound to the published scale and scope only.

h. Those items, which are not mentioned explicitly leading to no knowledge of its cost, quantities

and specifications, shall be considered part and parcel of the Turnkey solution. The successful

bidder shall specify brand, model and origin of the unspecified items for inclusion in the

contract without quoting any cost as its costs are considered already catered for in price of other

quoted items.

Bid Score evaluation

1. Technical Bid Score will get a weightage of 70% and Financial Bid Score will get a weightage

of 30% in Award Decision.

2. The total bid score would be determined as follows:

3. The bidder securing highest evaluated score will be considered the Best Evaluated Bid or the

Lowest Evaluated Bid.

4. A technically eligible bidder, based on conditions listed in this document, not meeting the

following conditions will be rejected in Technical Evaluation:

i. 60% marks in each part; and

ii. 70% marks in total.

5. Sealed/unopened Financial Proposal of technically rejected Bidders shall be returned.

6. Bidders scoring greater than or equal to 70% of the marks will be accepted in technical

proposal.

(i) PROVISO: Provided that if NONE or ONLY ONE (single) bidder exceeds

the 70% pass mark, then the AIOU SHALL decrease the Pass Mark limit to

60%. In other words, if TWO or more bidders exceed 70%, then the Pass

Mark will NOT be decreased to 60%.

16

(ii) If Pass Marks are decreased to 60%, then ALL bidders with scores greater

than or equal to 60% shall be considered qualifier in the Technical

Evaluation.

7. The AIOU reserves the right to accept or reject any bid or to annul the bidding process and

reject any or all bids at any time prior to Contract award, without thereby incurring any liability

to the Bidders.

CURRENCY

All currency in the proposal shall be quoted in Pakistan Rupees (PKR).

OEM

OEM (Original Equipment Manufacturer) relationship and warranties the (BIDDER) should

be authorized Partner, FROM THE ORIGINAL EQUIPMENT MANUFACTURER for provided

licensed software/ Hardware. Bidders having partnerships (e.g. Gold, Silver, premier etc.) with the

original Manufacturer will be given preference in final evaluation.

ACCEPTANCE OF PROPOSALS

AIOU 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. Bidder must be technically complaint to initial screening criteria mentioned.

2. Bidder must score at least 70% in the technical evaluation.

PROJECT BRIEF

Following IT hardware and software required for SUPPLY, DELIVERY, INSTALLATION,

CONFIGURATION, AND COMMISSIONING OF SUPPLY, DELIVERY, INSTALLATION,

CONFIGURATION, COMMISSIONING, TESTING AND TRAINING OF BIOMETRIC

ATTENDANCE MANAGEMENT SYSTEM (BAMS) AT MAIN CAMPUS & REGIONAL

OFFICES (TURNKEY SOLUTION) primarily fulfilling the functionalities and reporting against

business rules of Government of Pakistan for implementation at main campus and Regional Centers

of AIOU, Islamabad.

The web based software and Biometric Devices will be hosted through 3G/4G and/or

GPRS/GSM and/or LAN and/or Wi-fi communication(s) at AIOU, Islamabad designated buildings.

The biometric Devices installed at all buildings of AIOU shall communicate with the server(s) for

17

daily attendance data through built-in 3G/4G and/or GPRS/GSM and/or LAN and/or Wi-fi

communication(s) module installed with Data SIM (if required) in the device. All the respective

employees will be registered in the device for marking their attendance, which will be intermittently

transferred to the Server at AIOU, Islamabad. The overall schema will exhibit the attendance data of

all devices to the main server for computing and generating reports for viewing and printing in

Microsoft Excel& Word, HTML and PDF formats.

HR data of each employee will be entered in the system for HR Profiling of employees while

using the same data for official purposes and references. The data template for entering the HR Data

will be furnished by the successful bidder whereas Data Entry will be done by the Focal Persons of

each department of AIOU.

SCOPE OF WORK

The successful bidder will enter into the Contract with AIOU, Islamabad as SUCCESSFUL

BIDDER for the purpose of executing and delivering the following scope of work: -

All contractual obligations will be divided into Two Phases for the ease of Project Management

and smooth execution. Successful Bidder will submit a time and activity bound project plan, which

will be mutually agreed and approved before the project kick-off meeting.

Phase-I

1. Successful Bidder will supply the hardware conforming to the specification, quality standard

and mandatory requirements with warranty as mentioned in the BOQ of this tender document

on FOR basis to be firstly delivered at AIOU, Islamabad for allocation for regional offices.

2. If required 3G/4G and/or GSM/GPRS based machines are selected by AIOU then Successful

Bidder will deliver the recommended, approved and verified DATA SIMs from cellular

company in the name of AIOU, Islamabad on quarterly subscription terms and conditions.

AIOU will provide the relevant document and letter for the acquisition of DATA SIMs

accordingly.

3. Successful Bidder will install Deploy, Configure and Implement BAMS Software on the

designated Server of AIOU, Islamabad.

4. Bidder must have to share executable setup files, and other required applications as a one

package ready to install through USB/Passport for future use of AIOU.

18

5. Successful Bidder will test the system at AIOU, Islamabad for proper and smooth functioning

for sites- ready roll out plan.

6. AIOU will sign-off Phase-I to proceed to the Phase-II of the project ASAP of the Phase-I

completion.

Phase-II

1. AIOU and successful bidder will collectively perform the allocation of the Biometric Devices

and Data SIM(s) (if required and if data SIM medium opted) for each location before

forwarding it to the relevant regional center against proper log and record of serial numbers

and MEISDN of Data SIMs (if required and if data SIM medium opted).

2. It will be responsibility of the Successful bidder to deliver devices (after allocation), other

equipment and Items to all regional centers. AIOU will not bear any cost or share in delivery.

3. Successful Bidder’s technical field staff will visit each location for the installation of Biometric

Attendance device. The device will be integrated with the central server through device

firmware and BAMS to verify the communication through 3G/4G and/or GPRS/GSM and/or

LAN and/or Wi-fi communication(s) whatsoever agreed between successful Bidder and AIOU.

Once the device is set OK, Successful Bidder will train the Focal Person of department for

registering the employees in device for attendance. Successful Bidder will obtain an official

Memorandum of Receipt (MOR) (format to be provided by Successful Bidder and finalized

with AIOU POC), duly signed by the authorized official, after successful completion of device

installation and provision of training to the focal person.

4. Upon completion of installation plan, Successful Bidder will manage to provide collective

training to all the focal persons on Device management, and User training on BAMS.

5. Successful Bidder shall customize the software for AIOU requirements including the formats

of reporting templates for attendance reporting.

6. AIOU will carry out the post implementation preview of the whole system for the purpose of

issuing Job Completion Certificate to the Successful Bidder through AIOU Point of Contact of

having an Officer Rank.

7. Warranty of the system and devices will start from the date issuance “Job Completion of

Turnkey Solution” meeting all formalities laid in this document and contract document.

8. All features and objectives laid in this RFP are also part of the scope of work.

9. Already deployed biometric devices at AIOU main campus should also be incorporated with

BAMS.

19

HARDWARE REQUIREMENTS

1. Hardware requirements for the installation and deployment of BAMS and Reporting system

will be provided by AIOU against the recommended sizing of the whole solution by the

Successful Bidder in his bid response.

2. Any deviation in the recommended hardware specs, quality and quantity at later stage will be

the responsibility of the Successful Bidder for fulfillment of deficiencies from his own

resources and funds.

3. Any other item(s), software, license or service(s) required for successful commissioning but

not required by AIOU in the RFP, but not quoted by the bidder/Supplier in its bid. Such item(s),

software, license or service(s), if required at a later stage during commissioning phase, should

be the sole responsibility of the Supplier at zero cost.

BILL OF QUANTITY (BOQ)

SUPPLY, DELIVERY, INSTALLATION, CONFIGURATION, COMMISSIONING, TESTING

AND TRAINING OF BIOMETRIC ATTENDANCE MANAGEMENT SYSTEM (BAMS) AT

MAIN CAMPUS & REGIONAL OFFICES (TURNKEY SOLUTION)

SNO ITEM SPECIFICATIONS QUANTITY

1 Biometric Devices

(Facial Recognition +

Fingerprint+ RFID)

Wall mounted Biometric devices having

connectivity using

• Mandatory Modules

o USB port

o LAN Port

• Optional Modules must be compatible and

integrate-able with quoted devices (Vendor must

quote price of following module(s) as optional

item, it will be discretion of AIOU to finalize

quantity of these modules as per its requirement)

3G/4G (must mention required speed by

devices to sync data with server)

GPRS/GSM

Wi-Fi module

Must have active

• Biometric Fingerprint and Facial pattern reading

& recognition

85

20

• RFID enabled functionality

Capacity

• Capacity of minimum 3000 employees’

registration

• 100,000 records saving.

Battery Supported

• Build in battery for backup timing in case of

electricity failure

Power:

• Charging adopter

• Charging power cord.

• Power over Ethernet

• Smart and small size factor separate UPS as a

backup

Firmware

• Windows /Linux based.

Vendor must clearly define Automatic Data

Master Server (ADMS) to be installed for

PUSHING Attendance Data directly from devices

for onward Syncing with Attendance Management

System for generating Reports.

Mount and Installation with wire ducting for

compact and secure circuitry, look & Feel.

Training:

• Training to Technical Officials.

Awareness Seminar at main campus after

successful deployment of the solution or

whenever and wherever required by AIOU

Warranty

• 03 Years comprehensive warranty for Parts,

Labor and Workmanship

User Manual & Video Tutorial

• Complete detailed User Manual & Video

Tutorial (English & Urdu) for handling of

devices, troubleshooting and administration of

software & devices

21

50 for Regional centers/ Study Centers and 35 for

main Campus

2 3G/4G supported DATA

SIM (with annual

subscription)

(Optional item as per

scope in RFP, AIOU

will finalize quantity)

3G/4G supported DATA SIM from Suitable

Cellular Service Provider to be recommended by

the bidder.

• Excellent Signals on all locations. (Gilgit,

Skardu, Muzaffarabad, Mirpur, Rawlakot, Sawat,

Mithi, Umerkot, Chitral, Islamabad, Gawadar

and/or any other regional office identified by

AIOU).

• Consolidated portal for monitoring of

Subscription and Expiry alerts of all SIMs.

Bi Annual Payment contract by AIOU with

selected Cellular company/companies (if more

than one).

Must mention required minimum speed and

package details.

13

3 Metal Cage with a lock

and Key mechanism.

OEM or Customized as per approval of sample or

satisfactory by AIOU

100

4 Electrification Per feet

(as per actual)

Power Cable 3/29 (as per actual)

5 Ducting Per feet

(as per actual)

3M/Clipsal Network Cable Cat-6 UTP (as per

actual)

6 Network Cabling Per

feet (as per actual)

(as per

actual)

7 Biometric Attendance

Management System

Software

Web based Attendance Management System

Software with

i. Customizable for Government Business Rules

and AIOU defined reporting templates and

interface.

ii. User Training to relevant officials

iii. Integration with every single Biometric Device

already installed in the premises.

iv. 03 Year Comprehensive Onsite Support &

Maintenance to be started after four months of the

delivery of the system.

v. Vendor must provide Four (04) Months Post

Implementation Preview of the Systems for minor

changes/bugs fixing both on functional and non-

1

22

functional requirements after the system goes

ONLINE.

Dashboards with Clustering of AIOU

Directorates/Regions , Faculties departments and

sections and as per scope of this RFP

Device Management

Department management

Shifts management

Timetable Management

Payroll Management

Overtime calculations

Leaves Management

Customized Reports

Must manage and cater “n” number of Devices.

Must not be device brand specific

Must manage and cater “n” number of employees

Must manage and cater “n” number of

departments

Note:

AIOU may increase or decrease quantity of any item(s) as per requirements.

AIOU will opt 3G/4G and/or GPRS/GSM and/or Wi-fi communication(s) as per

discussions with the successful bidder and cost will be adjusted accordingly in payment.

The selection system shall be determined by the AIOU utilizing its own interest.

Decision of AIOU in selection/rejection of the bid will be final.

As AIOU require Turnkey Solution and the successful bidder will quote against turnkey

solution-based requirements. This does not make AIOU responsible for any lapse.

Bidder must quote complete turnkey solution if any item or part missed by AIOU, bidder

must quote it as an optional item/part so that (if required) its cost must be

included/reduced during comparison as per AIOU requirement.

Any omission / mistake shall be the sole responsibility of the successful bidder and it

will not discharge him/her from his/her initial responsibility of completing the project

within timelines

AIOU by signing the contract does not acknowledge or endorse its correctness with

respect to completeness of the technical solution.

Any other item(s), software, license or service(s) required for successful commissioning

but not required by the Purchaser in the relevant RFP, but not quoted by the Supplier in

its bid. Such item(s), software, license or service(s), if required at a later stage during

commissioning phase, should be the sole responsibility of the Supplier at zero cost.

Bidder must mention separate cost of Wifi/ 3G /4G GSM/GPS modules.

STAFF ASSIGNED TO THE PROJECT

Bidders are required to name and provide resumes of at least the planned project manager, lead IT

23

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.

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 equipment.

7. Total Staff assigned to the project for establishment of infrastructure on site

PROJECT IMPLEMENTATION/MANAGEMENT PLAN

The Bidders shall provide a detailed implementation plan and project management plan.

Bidders should provide the timeline.

Bidders should cover tasks assigned to the employees and resource allocation of Bidders during

the course of the project. This should not be generic terms but should be specific to the project.

Bidder must submit Project plans in tabular form/Gantt chart, mentioning names of

tasks, sub tasks, start date, finish date, resources and milestones as part of the Bid.

In the training category, bidder must provide detailed training schedules along with the names

of resources.

AIOU may ask the Bidders to provide the presentation and demonstration on the proposed

solution.

DELIVERABLES

The Bidders should clearly mention and list all the deliverable(s) to be completed under the

proposed project. All architectural deliverable(s) must comply with industry standards.

24

Note: All the software components customized/developed should be provided with its software

source code and it will be the property of AIOU & it should not be HARD CODED. Also a set of

Operational & technical manual must be prepared and provided for better understanding & Future

reference/ guidelines. The firm will also provide the source code and submit the plan for future

development/ updates in the System.

The Successful bidder must provide all relevant software and system updates free of cost.

GENERAL TERMS & CONDITIONS

Project:


COMMISSIONING, TESTING AND TRAINING OF BIOMETRIC ATTENDANCE

MANAGEMENT SYSTEM (BAMS) AT MAIN CAMPUS & REGIONAL OFFICES

(TURNKEY SOLUTION).

1. The tender are called hereby for supply of subject Items according to specification and

conditions as prescribed in this bid document: -

a) Date of Opening tender 23-10-2019

b) Time of Opening tender 10:30 AM

c) Name of Supplier _________________________

2. Items are to be supplied according to the specification as per locations specified at

ANNEXURE G, provided by AIOU.

a) Rates should be offered with its Brand / Model clearly marked.

b) Rate should be quoted in words and figures.

c) Tender will be opened in the presence of Central Purchase Committee, AIOU at

Committee Room, Sir Sayed Block AIOU, Islamabad

d) The prices quoted shall remain valid for 90 days, after the date of opening the Financial

Bid.

e) The Bidder shall attach Brochures / specifications, Data Sheets, Color Pictures with bid

schedule regarding the equipment being quoted / supplied.

f) The Bidder shall give at least three references of similar installation by their firm.

g) All equipment and each component thereof shall be branded new and in sealed pack.

25

h) Any equipment / component of doubtful origin shall render the entire consignment

liable for rejection.

i) The bidder shall make good all deficiencies in the equipment during the warranty period

at his own cost and no additional payment will be made for any repair/replacement of

parts etc.

j) In case of any dispute the matter shall be referred to the AIOU Central Purchase

Committee. Decision of Purchase Committee shall be final and binding on all parties.

k) Earnest Money equivalent to 5% of the Total Bid Value must be enclosed in the

Financial Proposal. The earnest money of successful bidder shall not be refunded and

will automatically be converted in the security deposit. No Tender / Offer will be

entertained without earnest money. Bid without earnest money or less than 5% of the

bid value will not be entertained and rejected straightaway.

l) The supplier shall bring the Samples of the Hardware if required by the Procurement

Committee/ technical committee.

m) The AIOU reserves the right to accept or reject any or all bid(s) at any stage without

assigning any reason thereof.

n) The quantities mentioned in the proposal may increase or decrease according to

requirements.

o) At any time prior to the deadline for submission of bids, AIOU may, for any reason,

amend this RFP, whether at its own initiative or in response to a clarification requested

by a prospective bidder.

p) In case of delay in the execution of the contract, AIOU reserves the rights to impose

penalty not exceeding 10 % of the total amount of the contract.

q) If the progress of work is not to the satisfaction of the AIOU, 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 AIOU, it will be recovered from the bidder.

r) All government taxes will be applicable at source as per rules.

s) AIOU has the rights to add, enhance or remove any functionality not disturbing the

major scope of work.

t) AIOU will not bear any expense incurred in the preparation of proposals in response to

this RFP.

u) All responses to this RFP shall become the property of AIOU.

v) Proposals sent to AIOU by Fax or Email will not be accepted.

26

w) Proposals submitted after due date and time will be rejected.

x) An effort by any firm(s) to influence AIOU, “directly or indirectly through unfair

means”, in AIOU proposal evaluation, proposal comparison or contract award

decisions, to meet or discuss with any AIOU official unless desired by the AIOU may

result in the rejection of bidder’s proposal.

y) The Competent Authority of AIOU reserves the right to accept or reject any or all

RFP(s) at any stage.

DELIVERY PERIOD

The equipment shall be supplied within 4 to 6 weeks from the date of issuance of confirm purchase

order / letter or acceptance / Signing of Contract. After successful allocation of devices at main campus

the firm will be responsible for delivery of hardware and allied accessories at all Regional Centers /

Study Centers as per ANNEXURE-G.

AIOU will Inspection and Technical Committee will ensure that the quantity and quality of the material

is the same as contained in the Purchase order. The quality of the items will be determined from the

inspection report of the committee after actual Inspection of the total equipment according to the

specifications.

PAYMENT

Successful Bidder will be entitled to payment by AIOU against bill duly supported by the following

documents: -

a. Bill in duplicate.

b. Goods Receipt Certificate.

c. Inspection Certificate issued by the Technical Committee.

d. Delivery Challan.

e. Official Memorandum of Receipt (MOR) of all Offices/Departments where devices are

installed (if any).

f. Job Completion Certificate (JCC) issued by AIOU (subject to successful completion of

project as per requirements and scope complete in all respect in this RFP)

27

g. Payment will be made through cross Cheque in favor of Successful Bidder after

deduction of applicable taxes. In case the firm is exempt for deduction at source a

certificate shall be provided.

SALES TAX AND OTHER GOVERNMENT DUTIES

All taxes, duties, sales tax and other Government charges are the responsibility of the

Successful Bidder.

WARRANTY PERIOD

The successful bidder shall give (03) three year comprehensive after competition warranty for

software and allied warranty for Hardware including parts & labor on site of installation,

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 (03) three year

from the date of completion of the project. The successful Bidder will be held responsible for

all losses and that the unacceptable items shall be substituted with the acceptable items at bidder

expense and cost.

SUPPORT CAPABILITIES

Successful Bidders must provide support for the solution for the duration of the entire

implementation process of the project and during the warranty period.

The successful Bidder should indicate the support capabilities for Application and Licensed

software.

The successful Bidder should provide onsite support for the project for which a dedicated

resource needs to be present in Islamabad. Address, Contacts, 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 during the implementation phase i.e till signing of Job Completion Certificate (JCC)*.

The detailed support plan should also include the following information other than mentioned

above:

28

No. Items Software bugs /

upgrades/

Enhancements

warranty

Response time

(in hours)

Resolution

time (in hours).

Contact

person name,

email &

Mobile No

The bid must contain separate portion on Support plan covering 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.

*Job Completion Certificate will be issued by AIOU after successful completion of the

project as per requirements and scope defined in this bid.

TRAINING CAPABILITIES

The Bidders should indicate its training capabilities to provide training on software application,

Licensed Software, Hardware they provided.

Bidders should also provide a detailed training schedule. Training premises (on–site) and necessary

equipment will be arranged by the vendor.

The bid must contain separate portion on Training plan should cover following categories in detail:

1. On-site end-user training plan

2. Technical/system training plan

3. Staff assigned to the project

RESPONSIBILITY FOR EXECUTING THE CONTRACT

The Successful Bidder shall be entirely responsible for the successful execution of the contract in all

respects and in accordance with the terms and conditions as specified in the contract including the

schedule.

29

INSPECTION AND REJECTION

i. If the Technical Evaluation Committee is unsatisfied with the supplied equipment or the

consignment is below the specifications given in the Purchase Order then the Committee

may reject any part or the whole consignment tendered for inspection.

ii. The decision of the Technical Evaluation Committee and Central Purchase Committee shall

be binding on the firm.

iii. If the items are rejected as aforesaid then the Supplier should deliver items in replacement

of those rejected but re-submission will not mean extension in delivery period.

LAWS GOVERNING THE CONTRACT

The contract shall be governed by the PPRA Rules 2014.

FORMAT FOR PROPOSALS

The Financial Proposal 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.

GENERAL

The Bidders should provide the following:

Name of the participating organization.

Number of years of incorporation of the participating.

FINANCIAL CAPABILITIES

The Bidders shall describe the financial position of its organization. Income Statement or Annual

Report should be included in the detailed proposal (Verified by relevant authorities/bodies) . 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).

RELEVANT EXPERIENCE

Bidders must demonstrate three years of 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 successfully.

30

S. No. Nature of Project(s) Total Value

PKR (million)

Name of the Project(s),

Customer(s), Contact person &

Contact Detail(s)

Note:

1. Those Projects should be preferred where Bidders can provide the successful completion

certificate from the Client Organization (attested and clear imaged Photocopies of documents

should be provided)

2. The detail of the projects in which the BIDDER has provided the complete solution should be

listed separately.

Technology Roadmap

The BIDDER must 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 road-map of

Biometric attendance platform used for applications may also be provided.

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.

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 03 years of

experience supply of Hardware.

31

Packing of Proposal(s)

1. Technical & Financial Proposals must be packed in two separate envelops, clearly pasting the

following label(s).

2. Both the above envelops must be sealed in one big single envelop pasting the following label.

32

Envelop 1


Technical Proposal

SUPPLY, DELIVERY, INSTALLATION, CONFIGURATION, COMMISSIONING,

TESTING AND TRAINING OF BIOMETRIC ATTENDANCE MANAGEMENT SYSTEM

(BAMS) AT MAIN CAMPUS & REGIONAL OFFICES

(TURNKEY SOLUTION)

Tender Ref: xxxxxxxxxxxxx

Due on xx-xx-xxxx

33

Envelop 2


Financial Proposal




(TURNKEY SOLUTION)

Tender Ref: xxxxxxxxxxxxx

Due on xx-xx-xxxx

34

MAIN ENVELOP


Technical & Financial Proposals




(TURNKEY SOLUTION)

Submitted to:

ALLAMA IQBAL OPEN UNIVERSITY, SECTOR H-8, ISLAMABAD

Att: HEAD OF PROCUREMENT

Submit the Bid at AIOU address as given above latest by 1000 hrs on 23-10-2019. Late bids will not

be accepted under any circumstances.

35

(TECHNICAL BID)




AT


(TURNKEY SOLUTION)

Complete in all Respect


Bidder Must Seal Technical Bid in a separate envelope.

36

ANNEXURE-A

Technical Bid Format

The bidder should build an appropriate table of contents (TOC) for the proposal as per sample given

below. It is also advised to flag the proposal contents according to the TOC

Table of Content

1 Attached Cover Letter Flag-1

2 Affidavit Flag-2

3 Integrity Pact Flag-3

4 Valid certificate of Registration of National Tax Number (NTN) Flag-4

5 Valid Company Registration Certificate Flag-5

6 Certificate/ Documentary Proof of Active Tax Payer; Flag-6

7 Certificate on Legal Paper that Bidder has not been blacklisted by any of

Provincial or Federal Government Department, Agency, Organization or

autonomous body or Private Sector Organization anywhere in Pakistan, as

elaborated

Flag-7

8 Experience Certificates

Documentary proofs and consolidated List

Flag-8

9 Valid Proof of Partnership Certificate with corresponding Principal for at

least Three (03) years

Flag-9

10 Valid Proof of List of Offices Nationwide (offices in more than one City).

Flag-10

11 Valid Proof of Project 03 Projects Completed on Turnkey basis of Biometric

Attendance/HRMS in Public or private sector of the similar Scale and

Footprint

Documentary proofs and consolidated List Flag-11

12 Verified and verifiable audited financial reports, with Auditor’s Registration

no. and seal; that bidder has an average sale of at least Rs.100 Million PKR

and cash flow for the last three (03) years. Flag-12

13 Authorization Certificate of the principal to bid for this project; Flag-13

15 Legal Document(s) certifying that

bidder is not participating in this project as a Joint Venture,

or Bidder is not in Consortium with other firm/ company for this project

or bidder is not in Primary Secondary partnership relation for this project. Flag-15

16 Technical Proposal

Flag-16

17 Technical Compliance (as per ANNEXURE-D)

Flag-17

18 Other Document(s) Must be flagged onwards Flag-18 for clarity of

understanding and proper presentation of the bid Flag-18

37

ANNEXURE-B

Eligibility Criteria

The Bidder(s) should meet the following Eligibility / Qualification Criteria to participate in the

Tender Process and must enclose documentary proof for fulfilling the Eligibility / Qualification in

its Proposal:

S#

Minimum Eligibility / Qualification Criteria

Proof to be submitted for

fulfilling Eligibility /

Qualification Criteria

1 The Technical Proposals arranged and flagged

properly as per ANNEXURE-A See ANNEXURE -A

2 Attached Cover Letter Valid document signed and Stamped

3 Affidavit

Undertaking on stamp papers should

be submitted by the Tenderer.

4 Integrity Pact

Undertaking on stamp papers should


5 has valid Registration of National Tax Number (NTN);

Valid documentary evidence must be

submitted.

6 Valid Company Registration Certificate


submitted.

7 is Active Tax Payer;


submitted.

8 has not been blacklisted by any of Provincial or Federal

Government Department, Agency, Organization or

autonomous body or Private Sector Organization

anywhere in Pakistan, as elaborated Undertaking on stamp papers should


9 has at least Three 03 years of relevant experience of

similar footprint; (having Documentary proofs and

consolidated List)


submitted.

10 is partner with corresponding Principal for at least Three

(03) years; Valid documentary evidence must be

submitted.

11 Nationwide presence with Branch Offices in more than

one City, List of offices be submitted.


submitted.

12

The Tenderer must have completed Three Turnkey

Projects of Biometric Attendance/HRMS in Public or

private sector of the similar Scale and Footprint Must

attach relevant Certificate(s)

(having Documentary proofs and consolidated List)

Valid documentary evidence

must be submitted including

NTN and Purchase

Orders/Contracts, Job

Completion certificates,

Contact details of the POC of

the organization etc.

AIOU may ask for visit of the

any of the listed organization

and inspect such deployment.

Visit cost transportation/boarding

lodging will be bear by bidder.

38

13 has an average sale of at least Rs.100 Million PKR and

cash flow for the last three (03) years. Attach copy of

verified audited financial reports, with Auditor’s

Registration no. and seal; Valid documentary evidence must be

submitted.

14 has authorization of the principal to bid for this project;


submitted.

15

Joint Venture, Consortium or Primary Secondary

partnership NOT allowed or considered by AIOU.

A Certificate on official stationary

stating that the bidder is solely

participating in the bid under its own

legal status against registered

NTN/GST, Banking Account and

Authorized Representation by the

Principals.

16 Point of Contract Certificate Valid documentary evidence must be

submitted as per ANNEXURE-F

39

ANNEXURE-C

Technical Marking Criteria/Weightage (70%)

Technical Marking Criteria/Weightage (70%)

S.No Features Weight

1 Web Based Interface 5

2 Database 5

3 Dashboard 10

4 Device Management 3

5 Employee Management 2

6 Office Management 2

7 Department Management 2

8 Designation Management 2

9 User Management 5

10 Employee Self Service 4

11 Reports 3

12 Overtime calculations 5

13 Android AND/OR IOS application 3

14 Have mechanism to keep track of Logs of Employees on Tours to

Regions 3

15 Leaves Management 2

16 Shifts management 2

17 Timetable Management 3

18 Must have ability to integrate with Microsoft Active Directory

Services. 3

19 Must have ability to integrate with AIOU’s ERP and CMS. 3

20 Must have ability to integrate with Existing Employee Database(s). 3

Total 70

40

ANNEXURE – D

Mandatory Technical Compliance Sheet

S.No Features Compliance

Yes No

1 Basic Features

1. Web Based Interface

2. Dashboards

3. Device Management

4. Department Management

5. Shifts management

6. Timetable Management

7. Payroll Management

8. Overtime calculations

9. Have mechanism to keep track of Logs of Employees on Tours

to Regions

10. Leaves Management

11. Customized Reports

12. Android AND/OR IOS application

2 Database

Must be secure against any type of intrusions/ Attacks

Reasonable authentication & security mechanism

o SSL

o Automatic DB Backup (Daily)

3 Dashboard

Configurable employees leave status (CL, EL, others)

HUI/Ux Graphs and chart (Interactive Customized Graphs)

Office wise summary

Average Working Hours / Department wise, Date Range

Average Check-In Time / Department wise, Date Range

MAN Hours Calculation

4 Device Management

Device ID must be mentioned in reports as well

Active Devices & Inactive devices

Each device is locked with its respective device ID so that if

there may be a different device that may not be synced or added in a

pool of devices without admin controls

Device Management for all the locations and sites through a

web portal.

All devices must have synced employee data.

Locking devices with every check in/out so that location can

be traceable

Optional: If required AIOU may request to lock any

Device(s) on certain GPS Coordinates.

41

5 Employee Management

Must have provision to delete employees

Bulk/Selective/individual

Provision to Upload employees list using excel, CSV etc

Leave Management System

Manage employee Leave requests

Configure separate Leave and holiday time in multiple offices

6 Office Management

Field of Office Location ( Main Campus, Region, City)

Feature to Update / Delete the office

Hierarchy of Directorates, Regional offices, Departments,

Sections, Sub offices

7 Department Management

Department Category (Services, Administrative, Faculty)

HOD / Incharge / Dean Name of Department

Feature to Update or Delete Department Name

8 Designation Management

Add a field of Scale/Grade against each designation

Adding Designations

Adding designation types e.g. Regular, Contract, Daily Wages

etc.

Feature to update or delete designation

9 User Management

Provision of flexible RBAC system with ability to

create/update/delete roles as per requirements.

Provision of roles for device administrators/users with lower

level privileges

o Super admin

Having Complete admin control

o Registrar

user with privileges to only enroll a user in a device

o Dept_Coordinator

user having privileges view his/her departmental employees

attendance

may mark Leaves of the employees (if required)

o Dept_HoD

Vi;2ew Dashboard only for respective department

o Employee

For Viewing own attendance record (view only)

Update personal information address/ picture etc.

Feature to update or delete users

10 Employee Self Service

The module should allow each employee to log in to the system and

check his/her own information.

Access to Personal Information System for own data

42

Track Time/Attendance and leave requests

Add email alerts to pending notifications like leaves, overtime

etc.

Apply for leave online

Apply for posting/transfer online

11 Reports

Employee Panel (for employee self-view)

Departmental Panel (for Every HoD)

Overtime Calculation Report with variety of parameters for

Overtime calculation as per requirements of AIOU.

Provision to check Daily/Weekly/monthly/annually average

attendance of each employee.

Panel for logs management of BAMS and devices

filtering based reports by enabling certain field or disabling

certain field

Working Hours Report / Employee / Department / Date

Range

SMS Reminder to the employee who check-in and forgets to

check-out

Salary-slip generation (based on daily attendance marked and

over time calculation)

12 Descriptive Features

A. The system should register an employee and store its

Fingerprint and/or Facial pattern and/or Palm pattern and/or

Retina pattern through biometric recognition system.

B. It should then be able to identify an employee by matching

the biometric pattern of an employee to the one it has stored

through the registration process.

C. Based on the any of the biometric method, the system should

record the date and time of the marking of attendance the

employee and store the ID, date, time and other relevant

information in a database system.

D. The system should manage in-time and out-time, lunch time,

break time and shifts as per AIOU requirements.

E. The system should be able to display and print the attendance

information to the authorized staff. Moreover, the attendance

data recorded through any attendance mechanism

(Fingerprint/Facial/Palm/RFID/PIN) should be sent /

synchronized with a remote/central database server at main

campus; where all the attendance data will be consolidated

automatically.

43

F. The system should have a local as well as remote attendance

management interface, a reasonable security mechanism and

good quality performance.

G. Must have web portal containing multiple modules like

Device management, User Management, Leave management,

Roster Management, Weekly/Monthly/MAN Average Hours,

Weekly/Monthly Total Hours Attended, multiple types of

attendance reports etc.

H. Supply, configuration, installation, testing and

commissioning of machines at all buildings of AIOU main

campus (Lot-1) and regions (Lot-2) wherever required by

AIOU within 120 Days along with a metal cage for

protection of these devices against vandalism with a lock and

key mechanism.

I. The system should be able to integrate the existing biometric

machines installed at AIOU main campus (brand and models

are ZkTeco IFace502, IFace702, TF70/ID and K70 ).

J. Onsite Enrollment and Training of unskilled and non-

technical staff for use of solution, devices and other related

SoPs.

K. Provide a comprehensive reporting tool that allows managers

at different levels in the university to access reports of their

Human Resources. For higher management, an easy to use

management dashboard to provide graphical reporting of key

indicators of the regional offices/departments.

L. Timely Customization/Development of Dashboard (Features

listed below) summarizing all features of the BAMS being

monitored by Main Campus & Concerned departmental

Heads and other executives,

a. Clock In-Time & Clock Out-Time Statistics

b. Active Devices & In Active devices

c. List of offices with present and absent staff details

d. No of Enrolled Employees

e. No of employees Present Today

f. No. of Employees Absent Today

g. No. of Employees Late Today

44

h. Weekly/monthly/annually average attendance of

employee.

i. Office wise summary

j. Attendance Statistics,

k. Attendance Activities

M. Leave Management System

a. Manage employee Leave requests

b. Employee can generate request for leave

c. Immediate officer can approve/disapprove leave

d. Configure Leave and holiday time in multiple offices

e. Create Leave settings based on calendar or financial

year

f. Enter Leave restriction and other compliance rules

g. Configure Leave settings based on employee status,

job title, years of service or other criteria

h. Overtime calculation

i. Employee Management

j. Salary-slip generator

k. Customized reports & graphs

N. Admin Panel (for overall control)

O. Employee Panel (for employee self-view)

P. Short Message Display on every device for any kind of

announcements intimations.

Q. Automatic emailing mechanism to all concerned employees,

HoDs.

R. The Biometric Attendance Management System’s Control

System shall be workable and integrate-able with Enterprise

Resource Planning (ERP) and Campus Management system

(CMS) tool but must also be compatible and integrate-able to

work with any/all existing employee databases.

45

S. Having a database at the back-end is mandatory to ensure no

data loss or duplication and it keeps the employee record for

a longer period of time. The system remains extremely user

friendly yet suitable for an enterprise of any size ranging

from small and medium to high resource employers.

T. Database Management and Report Generation.

U. Central database connectivity through whatsoever

communication mode required and agreed between AIOU

and Bidder i.e Wi-Fi/LAN and/or 3G/4G and/or GPRS/GSM

V. If required by AIOU the solution provider (Bidder) must

conduct survey for availability of best telecom operator

coverage at regional offices of AIOU and consequently

propose best connection and CMO accordingly. AIOU will

not bear or share any cost of this survey.

W. Device Management for all the locations and sites through a

web portal.

X. Must have ability to integrate with Microsoft Directory

Services.

46

(FINANCIAL BID)




AT


(TURNKEY SOLUTION)

Complete in all Respect


Bidder Must Seal Financial Bid in a separate envelope.

47

ANNEXURE E

Financial Bid

Financial Proposals must be substantially in the form of the Worksheet provided below. Bidders must

itemize all costs associated with providing the required deliverables and services in a tabular format

similar to the following. Only those bids will be entertained which fulfill the above shortlisting /

eligibility (as per ANNEXURE-B) .

Currency: Pak Rupees

S.No. Item Specifications Make Model

No. Qty

Rates with

GST per

unit (in

figures)

Rate with

GST per

unit (in

words)

Total

Amount

1 Biometric

Devices 85

2

3G/4G

supported

DATA SIM

(with annual

subscription)

13

3

BAMS

including

Installation,

Commissioning,

Deployment,

Integration,

Customization,

Training &

Support at all

designated

AIOU Sites.

With Media

with Source

Code

1

4

Metal Cage

with a lock and

Key

mechanism.

100

5 Electrification per

feet

and

As

per

actual

6 Network

7 Ducting

8

Any Other item

/ Service

(Optional)

GST as applicable on Hardware & other items @ rate _____

Services Tax on Software, Implementation and Other Services Cost

as applicable @ rate ____

Grand Total Cost of Project

Grand Total (PKR)

48

Grand Total in words (PKR) (Sub-Total A + Sub-Total B) (In Words)

*5% Earnest Money of Grand Total

Call Deposit Number: Date:

Bank Name: Branch Name:

*Please fill the fields of Grand Total, 5% earnest amount and call deposit detaisls as required and mandatory

to be furnished.

Submitted by: __________________________ Signature ________________________________

Company Seal Date: _________________________________

49

ANNEXURE- F

Format for Point of Contact Certificate

DATE: xx-xx-xxxx RE: xx-xx-xxxx

PLEASE PROVIDE THE FOLLOWING INFORMATION ON COMPANY’S LETTER HEAD

STAMPED/SEALED BY THE COMPANY’S CEO OR OWNER FOR THE PERSON WHO WILL

BE THE COMPANY’S PRINCIPAL CONTACT FOR MATTERS REGARDING THE ABOVE

RFP. ENCLOSE THIS LETTER IN THE MAIN ENVELOP OF THE PROPOSAL.

Company Name and Address

Signature of Company Representative

Printed Name of Company Representative

Title

Date

Tel. No.

Cell No.

Email Address:

50

ANNEXURE- G

List of AIOU Regional Centre(s)/ Study Centre(s)

PUNJAB

Regional Director,

Regional Centre, Allama Iqbal Open University,

Street No.5, Major Tahir Sadiq Road,

Dar-ul-Salam Colony, ATTOCK .Ph: (057)2610610,9316418

E.mail: [email protected]

Regional Director,


Chak No. 12-A/BC,

Near Airport Hasilpur By Pass Road, BAHAWALPUR.

Ph: 0304-9983138-9

E.mail: [email protected]

Deputy Regional Director,


Opposite Allied Park, Near Food Godam

Railway, By Pass Road, CHAKWAL.Ph: (0543)553566

E. mail: [email protected]

Regional Director,

Regional Centre,

Allama Iqbal Open University, Railway Road, Near Veterinary

Hospital,DERA GHAZI KHAN.

Ph: (064) 9260386-7 Email: [email protected]

Regional Director,

Regional Campus,

Allama Iqbal Open University, F-Block, Near STN Tower, Millat Town,

FAISALABAD.



Regional Centre,

Allama Iqbal Open University, 10-X Block, Peoples Colony,

GUJRANWALA.

Ph: (055)9230251-3 Email: [email protected]

Regional Director,


Toba Road, Opposite Officers Colony,

JHANG. Ph: (047) 7630953,7631166

Email: [email protected]

Assistant Regional Director,


Main Sadar, Dewan Road, Zulfiqar Town,

KASUR CITY. Ph: 049-2723723


Regional Director,

Regional Campus, Allama Iqbal Open University,

346 - Raza Block,

Allama Iqbal Town, LAHORE

Ph: (042)99260023-9


. Assistant Regional Director,

Regional Centre,

Allama Iqbal Open University, Near Sat Sira Chowk, Marala Road,

MANDI BAHAUDDIN.

Ph: (0546)571171 Email: [email protected]

Deputy Regional Director, Regional Centre,

Allama Iqbal Open University,

Near Under Pass, MIANWALI.

Ph: (0459) 920024-6


Regional Director, Regional Campus,


CF-7, Shah Rukn-e-Alam Colony, Near Thana Stop,

MULTAN. Ph: (061)6772499,

9220202-03 Email: [email protected]

Regional Director,


Al Huda Street, Amin Colony,

Near Govt. High School, NAROWAL.

Ph:(0542)413122, 412122




Hidayat Campus,

Near Sheikh Zaid Air Port, RAHIM YAR KHAN

Ph: (068)9239046, 9239166


Regional Director,

Office of the Regional Campus RAWALPINDI.


Block No.27, AIOU, Sector H-8, Islamabad.

Ph: (051)9250186

E-mail: [email protected]


Allama Iqbal Open University, House No.88,

Main Road Bilal Colony,

SAHIWAL Ph: (040) 9200457-8


Assistant Regional Director, Regional Centre,

Allama Iqbal Open University, House No. 145, Muradabad Colony,

Near Daewoo Terminal, University Road,

SARGODHA CANTT.. Ph: (048)3211217-8



Allama Iqbal Open University, Mohallah Mumtaz Pura, Haji Pura, Daska

Road,

SIALKOT. Ph: (052)3241300, 3241400




House No. P-06, Mohallah Faiz Colony, Qasmia Road,

TOBA TEK SINGH.

Ph: (046) 9201020, 9201021 Email: [email protected]



House No. 166, Faisal Town, Opposite Govt.

Boys Post Graduate College, VEHARI.

Ph: (067)3360636-7


Incharge,


46-A, Block “Z”, Main Road,

Model Town, BAHAWALNAGAR.




Street No. 01, Jamil Town,

Lahore Road, Near Superior College

SHEIKHUPURA.




JEHLUM.

mailto:[email protected]




















51

SINDH

Deputy Regional Director Regional Centre,


Bungalow No.46, B1-8, Unit No.02, Railway Employee Housing Society,

Autobahn Road Latifabad,

Near Lal Qila Resurant, HYDERABAD.

Ph: (022)9330052-3




ST-6, D-I, Block No.14, Federal ‘B’ Area,

KARACHI.


Regional Director, Regional Centre,

Plot. No-AI-05, Ward No.03 Garden City,

Dadu Road Moro Town The previous office at Daro Road Dadu will

keep functioning as the Model Study Center

Dadu. Ph: (025)9239072




Sachal Colony, Banglow No.67,

Near City Hospital (Bakhtiawar Park),

LARKANA CITY.


Incharge, Regional Centre,


Post Graduate Block, Govt. Boys Degree

College,

MITHI,

Ph: (0232)261289, 261631 Email: [email protected]



Banglow/H. No. 74,

Main Ghulamullah Raod, Near City School

Makli Society,

THATTA Ph: (0298)920717-8




Plot No. 31, Block-A, Jaffria Co-operative Housing Society, Shikarpur Road,

SUKKUR.Ph: (071)5807213

Email :[email protected]

Incharge, Noor Model Study Centre,


Old Girls College Hostel, Opp: DCO Office,

UMER KOT.

Email: [email protected] Ph:(0238) 920010-16

Assistant Regional Director, Model Study Centre,


House No. 61/216, Darakshan Society, Behind Malir Kalaboard Stop,

MALIR (KARACHI).


KHYBER PUKHTOON KHWA



Murree Road, Adjacent B.I.S.E, ABBOTTABAD.

Ph: (0992)390925-390927




Near Abdul Wali House, Mostuj Road, Danin,

CHITRAL.


Regional Director, Regional Centre,


NeliKothi, Behind District Auditorium,District Courts,

DERA ISMAIL KHAN


Regional Director,


Plot No.14, Sector A-3,

Phase V, Hayatabad PESHAWAR

Ph: (091)9217603-6



Regional Centre, Allama Iqbal Open University, Haji Sharzaman Khan Plaza

Opposite Govt. Primary School, G.T Road,

Post Office Rahimabad, SWAT.

Ph: (0946)9240205-6




Bunglow No. 237, Sector-E, Sadberg Road,

Sheikh Maltoon Township, MARDAN.

Ph: 0937-841020, 841030




House No.43, Sector A/2,

Phase No. II, KDA, KOHAT.

Ph: 0922-513882

Email:[email protected]



Blambat Road,

TIMERGARA. Ph: 0945-9250070


BALOCHISTAN

Assistant Regional Director, Regional Centre, Allama Iqbal Open

University, Bus Stand Road, Near Ghazali

Public School, Gola Chowk, DERA MURAD JAMALI

Ph: (0838)710375




Near B & R Rest House, KALAT

Ph: (0844)210569



Allama Iqbal Open University

Eastern By Pass Takhtani Road, QUETTA

Ph: (081)2674429-2674398



Regional Centre,



Regional Centre,

Allama Iqbal Open University




















52

Charlie Chowk Near Uzifa Masjid,

GAWADAR. Ph: 0864-410300

Cell No. 03342233559


House No.G/176, KhawajaKhail House,

Khawaja Khail Mohallah, ZHOB. Ph: 0822-413018


GILGIT BALTISTAN

Regional Director,


Shahra-i-Quaid-i- Azam,

Near Army Public School & College, Khumer Cantt.

GILGIT.Ph:(05811) 960378, 960603




Near Elementary College Sundus,

SKARDU. Ph:(05815)960258, 960915


AZAD JAMMU KASHMIR



House No.1-A, Sector, F-1,

Kotli Road, MIRPUR (A.K)

Ph:05827-960028,960029




Zero Point, Jalalabad,

MUZAFFARABAD (AJK) Ph: (05822)960839

Fax: (05822)960840


Incharge,


Officer Colony Near New Rawalakot,

International Hotel CMH/Bagh Road, Supply Bazar,

RAWALAKOT (POONCH) A.K


Signature

Please affix rubber stamp of the Co.(Firm)

RECEIPT OF TENDER DOCUMENT FEE

Tender document issued in favour of M/s _____________________________who has

deposited the tender fee of Rs.1,000/- vide Bank Draft No.___________________________

Dated _______________.

(NOMAN HAMEED KHAN) DEPUTY TREASURER (P)

PH # 051-9250031,051-9057118







Documents

(SINGLE STAGE TWO ENVELOPES BASIS) - aiou.edu.pk for BAMS 09102019 Final... · 1 Allama Iqbal Open University, Islamabad Bidding Document (SINGLE STAGE – TWO ENVELOPES BASIS) SUPPLY,