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REQUEST FOR PROPOSAL and BID
 

REQUEST FOR PROPOSAL and BID

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    REQUEST FOR PROPOSAL and BID REQUEST FOR PROPOSAL and BID Document Transcript

    • PAN-AFRICAN PARLIAMENT PARLEMENT PANAFRICAIN ‫ﺍﻝﺒﺭﻝﻤﺎﻥ ﺍﻷﻓﺭﻴﻘﻲ‬ PARLAMENTO PAN-AFRICANO Ref: PAP/LIS/ILMS_2009 REQUEST FOR PROPOSAL and BID for THE PAN AFRICAN PARLIAMENT 19 RICHARDS DRIVE GALLAGHER CONVENTION CENTRE PRIVATE BAG X16 MIDRAND, 1685 JOHANNESBURG SOUTH AFRICA INTEGRATED LIBRARY MANAGEMENT SYSTEM (WEB-BASED) SEPTEMBER 25, 2009 Updated Sept 2009
    • REQUEST FOR PROPOSAL (RFP) (Supply, Installation and Maintenance of an Integrated Library Management System for the Pan African Parliament) 1.0 INTRODUCTION 1.1 RFP Purpose The purpose of this document is to Request for Proposal (RFP) for an integrated library management system (ILMS) that is web-based for the Library of the Pan African Parliament (PAP). This request, therefore serves as an invitation to vendors who may be interested to submit bids for the sale, installation and maintenance of software (and/or hardware), as well as training and ongoing support services for an open source system that will include acquisitions, cataloguing/bibliographic control, public access, circulation, report generation, information delivery and interlibrary cooperation. 1.2 Definition of Terms (and/or Abbreviations) Bid – provide proposal responses to the RFP. Book agents – is used to refer to suppliers of all information resources, books, serials, electronic resources, etc. Letter of Intent – Letter indicating willingness to bid. Members - Members of the Pan African Parliament Module(s) library function such as acquisition, cataloguing, etc. Open Source System – system developed using source codes that are freely available. OpenURL - technology for linking web users to library catalogue resources. PAP - stands for Pan African Parliament. Parliament - refers to the Pan African Parliament. Patron - used interchangeably with User. Product - the integrated library system. Purchaser - Buyer or the Pan African Parliament. Staff - library staff that will interact with the ILS more frequently Updated Sept 2009 2
    • User - the Members of Parliament, PAP staff, and external researchers and institutions like member Parliaments. Used interchangeably with Patron. Vendor - the supplier of the integrated library system who responds to the RFP. Web-based - a system that would be accessed remotely through the worldwide web (www). 3.0 BACKGROUND INFORMATION 3.1 The Pan African Parliament The Pan African Parliament (PAP) clocked five years of its existence on 18 March 2009. The Pan African Parliament also known by its abbreviation ‘the PAP” or the “the Parliament”, was established under Article 17 of the “Constitutive Act of the African Union” in July 2001. However, the PAP became operational in 2004. The Pan-African Parliament’s vision is to harness “One Africa, One Voice”; while pursuing a mission of providing a common platform for African peoples’ full participation in decision/ policy making processes for the political and socio-economic development and integration of the continent. Specifically, the PAP strives to: • Facilitate the effective implementation of the policies and objectives of the OAU/AEC and, ultimately, of the African Union; • Promote the principles of human rights and democracy in Africa; • Encourage good governance, transparency and accountability in Member States; • Familiarize the peoples of Africa with the objectives and policies aimed at integrating the African continent within the framework of the establishment of the African Union; • Promote peace, security and stability; • Contribute to a more prosperous future for the people of Africa by promoting collective self-reliance and economic recovery; • Facilitate cooperation and development in Africa; • Strengthen Continental solidarity and build a sense of common destiny among the peoples of Africa; and • Facilitate cooperation among Regional Economic Communities and their Parliamentary fora. Updated Sept 2009 3
    • 3.1.1 Strategic Planning A Strategic Plan 2006- 2010 was developed to provide guidance in developing the Parliament; and in directing its functions and operations. The plan outlines both institutional and political strategic objectives, among which the need to ‘ establish and maintain a world class professional library ’ is clearly stated. The Library strives to ensure access to a wide range of information resources, including digital resources to assist in policy/ decision-making and other activities of the Parliament. Therefore faced with such a mammoth continental task, the Parliament would require access to knowledge and information to be able to play an active and significant role on the continent. The need for knowledge and information is clearly stated and embedded in the following selected strategic plan objectives: • Upgrade and deepen the knowledge and skills of the Members of Parliament through provision of access to training and knowledge resources by building knowledge repositories, and providing access to online specialized information. • Develop value-added information and research services through generation and dissemination of information services to keep African Parliamentarians and the general public informed and up-to-date on continental integration issues and PAP activities by deploying an Information Management System (IMS), creating repositories and directory of resources on development issues relevant for the African Agenda, and putting online PAP’s archives (Resolutions, Committees and Plenary documents). • Develop and Strengthen research capacity through (i) establishment and maintenance of a world class professional library and documentation unit, research department, professional databases and internet-connected computers; (ii) securing appropriate materials for the library and documentation unit, research department, and professional databases. • Encourage and support inter-institutional and other deliberative organs cooperation through traditional and new media networks, among others. 3.2 The Library and Information Service The Library’s vision is to be an authoritative knowledge and information resource on and about the African continent. Therefore, the Library’s mission is to harness, manage and deliver information and knowledge resources to the African Parliamentarians and their constituencies regardless of their geographic location. The Library strives to accomplish its mission through acquisitions, processing, archiving, and dissemination of information relevant to the African agenda. Currently, the Library’s collection is very small (under one thousand titles) but there are efforts to expand by acquiring more materials both in print and digital formats. The library collection is envisaged to grow and reach hundred thousand volumes over time. The collection comprises of paper based materials as well as electronic resources on CDs, DVDs, databases and other digital resources. Updated Sept 2009 4
    • The primary and immediate users of the Library and Information Services are the Members of Parliament (over two hundred), researchers, and general staff (50 onsite). Other users would include consultants, national and/or regional Parliaments, external researchers, and the interested African public. Currently, there is no system being used by the Library. Information about received books and other materials are catalogued (AACR and Library of Congress classification system) on an input form which is filed awaiting an integrated library system. The functions of the Library and Information Service that are currently operational are acquisition, cataloguing and classification. The Library is not open as yet to the PAP users or external users. Other functions to be carried out by the Library would include indexing and abstracting, analysis and repackaging, archiving, circulation, and dissemination of information to different users with varied information needs. The nature of the continental Parliament entails management and delivery of information through a networked ICT based infrastructure to reach the Members in their respective countries as well as other interested users. To this end the Library would collaborate with other institutions on the continent and elsewhere. 3.2.1 Goals of the Project The main goal of automating the operations of the Library is to introduce efficiency in the management of library functions and access to information/ knowledge resources. Therefore, the system to be selected should: • be adaptable – it should offer state of the art technology that is able to embrace future technological innovations as well as expansion of library services. It should allow for interaction with other systems such as Document Management System. • be accessible - the information in the ILS must be available from a variety of locations and to remote users. The OPAC must be available to remote users. The system should support OpenURL technology, single point search interface. • be flexible - new relationships, new queries, and new reports should be able to be added or modified without changing the program source code. Users should be able to get needed information without moving hierarchically between modules. • facilitate the sharing of library resources with other libraries. 4.0 VENDOR INFORMATION The PAP will only consider responses submitted by qualified vendors who meet the following requirements: • A well established African vendor with proven experience in implementing industry standard and integrated library systems for mid-size to large organizations (preferably in public sector). Updated Sept 2009 5
    • • Be able to provide certified and highly experienced consultants who will be available for the functional, technical, project management, change management and quality assurance aspects of the project. • Be able to provide a complete proposal for the hardware, software and professional services required to successfully implement the system. If Vendor is an agent for an overseas supplier, state the fee charged for intermediation. Proposals from vendors that do not meet these minimum requirements may be disqualified from evaluation. See section 7 on proposal process for more details. 5.0 FUNCTIONAL REQUIREMENTS The system should be fully integrated with most of the library functions or modules such as acquisition, cataloguing, online public access catalogue, circulation, serials control, statistics and report management, interlibrary loans, etc. The PAP is a multilingual institution and it is expected the system would support a multilingual environment. 5.1 Acquisitions Module The Library acquires print and electronic information resources, which include books, monographs, periodicals, CD-ROMs/ DVDs, and online electronic resources among others, hosted onsite and accessed remotely. In addition, the Library would build and develop knowledge digital resources (repositories/ portals). The collection would continue to grow every year so the system should be able to support the expanding collection and digital and image collections. 5.1.1 General The acquisitions module must include ordering, invoicing/payments, claiming, book supplier, and budget information. Information available in this module must include bibliographic (first entry point into database), copy, holdings, and item data. The system must allow input of basic data of recommended resources (titles) by users and library staff. The system must hold information about book agents/ suppliers. The acquisitions module must include ordering, invoicing/payments, claiming, book agents’ data, and budgeting. Information available must include bibliographic, copy, holdings, and item data. Updated Sept 2009 6
    • 5.1.2 Acquisitions and Ordering The system should allow ongoing data input in open orders, users should be able to input their recommended titles (resources). The system must link order records to specific bibliographic records and to a specific copy assigned to the bibliographic record. The system should permit the re-creation of a printed purchase order once the original purchase order has been generated. The system must accommodate cancellation or closing of orders and deletion of orders on demand. The system should provide for the generation of customizable purchase orders by various print and electronic methods. The system must support the storage, indexing, display and deletion of book agent data for use in ordering, claiming, returning, and payment of invoices, and include a search function for book agent data. The system must provide space for addresses and be able to specify functions of address (e.g., returns/claims/orders/payments). Describe if your system stores and uses multiple addresses for the same book agent. The Acquisitions module should enable the Library to download MARC records (via the Web) from book agents and use the imported records to create orders automatically within the Acquisitions module. System should enable Library to use advanced electronic date interchange (EDI) and X12 transaction set technology to manage interactions with vendors and suppliers. Describe. 5.2 Serials Control Like Acquisitions, the Serials module must include ordering, invoicing/payments, claiming, subscription agents’ data, and budgeting. Information available in Serials module must include bibliographic, title holdings, and item (issue) data. 5.2.1 Receiving/Serials Check-In The system must have the ability to record a description of each item received, including (but not limited to) enumeration and chronology where appropriate. The system should have the ability to create multiple check-in records for a single copy of a title. The system should accommodate check-in for multiple entities (including accompanying materials) of a given title; for example, one subscription to a title includes bound volumes, pocket parts, pamphlet supplements, legislative service, and possibly other parts, each on a regular or irregular basis, and each needs its own receiving record. Updated Sept 2009 7
    • Describe how your system accommodates multiple continuing parts for a single title. The system should have the ability to check-in duplicate and multiple copies of the same item and should provide an alert through reporting. The system should have the capability to designate a location for these items, i.e. archives, circulating, etc. 5.2.2 Claiming The system must have the ability to generate claims and other memos on demand. The Serials Control module must flag items as missing, overdue, duplicate, or to be retained for reconsideration. 5.2.3 Reporting The system must have the ability to produce a list of items needing claims or follow-up. 5.2.4 Inventory If the system has inventorying capabilities, describe. 5.2.5 Invoice Processing/Fund Accounting The system should provide online real-time invoicing and fund accounting fully integrated with acquisitions- and serials-management systems. The system should support a variety of payment options List the options. The system should support a variety of invoicing options (e.g., payments direct to invoice). 5.2.6 Budgeting The system should have budgeting capabilities, to enable library staff monitor the expenditure on acquisitions. 5.3 Cataloguing The Library uses AACRII and Library of Congress classification system in processing the resources. In addition, part of the collection is assigned local classification/ call numbers. 5.3.1 General The system must allow creation, editing and deletion of records in standard communications formats (dependent on type of record—i.e., USMARC communications format for bibliographic, authority, holdings records). Updated Sept 2009 8
    • The system must have cataloguing functionality supporting creation and validation of full MARC fields for all formats, including locally defined MARC fields. The system must have the ability to create new records by direct keying, importing from utilities, batch loading, and deriving from existing records. The system should produce collection counts, lists, and other statistical reports that measure activity for standard (for example, to date, monthly, annually) or customized time periods. List the reports that are available. The system must have the capability to catalogue Internet websites. The system should have a link verifier to check for dead Internet links. It should be possible to include jacket art with the cataloguing record for display in the OPAC. The system should have the ability to print out barcode, pocket and spine labels for catalogued items. 5.3.2 Record Display in Technical Mode The system should have the capability to display all data in every field in any record upon retrieval of that record in technical mode (including all MARC tags, indicators and subfield codes), with proper authorization. Describe the retrieval and display options related to authority records, including any options to link to bibliographic records. In technical mode, the system should display all cross-references whether in use or not. But cross-references not in use should not display in public mode. When records are suppressed from OPAC display, the records should still remain searchable in technical mode. Explain whether the system does support hypertext coding within records. 5.3.3 Authority Control The system must have authority control capability, conforming to the MARC format for authorities. Describe the Authority Control module’s interactive authority control heading verification process. Describe what the system does when an unauthorized heading is detected? The system should provide the capability of automatically matching headings in bibliographic records with authority records for the purpose of establishing a dynamic link or relationship between the two. Updated Sept 2009 9
    • The Authority Control module must automatically generate appropriate See and See Also references from authority records for use in the online catalogue. 5.3.4 Call Number, Location, and Other Copy-Specific Information The system must be able to store, display and sort, and edit: • Library of Congress call number • local call number The system should provide the ability to designate a copy as “on order” or “in process.” These copies should be fully indexed and searchable. The system must provide the ability to designate locations or categories for items in the collection, i.e. Reference, General, AU collection or UN collection , etc. 5.3.5 MARC Holdings Information The system must support USMARC format for holdings data. All MARC tags, indicators and subfields must be displayed in technical mode. Appropriate MARC fields must display in the OPAC. The system must support creation, editing, validation, deletion and storage of all MARC holdings related to a bibliographic entity, and it must have the ability to link MARC holdings information to bibliographic records. The system should provide the ability to suppress MARC holdings information and item/piece information from display and indexing in public mode without suppressing display and indexing in technical mode. 5.3.6 Item/Piece Information The system must support the creation and storage of all physical item/piece information related to a bibliographic entity. The system must allow barcode numbers to be scanned or typed into records. The system must validate item barcode numbers. The system must support batch creation of item ID numbers according to predefined ID number ranges. In addition, it must be possible to create output that can be used by a vendor to create smart barcodes. The system should provide the ability to replace one barcode with another without losing pre-existing links to item/piece, circulation, and acquisitions information. 5.3.7 Import, Export, Batch Loading in General The system must have the ability to accept records from and generate records that can be accepted by external systems, which must include, but not be limited to, the following: • Library of Congress (LC) Subject and Name Authorities. Updated Sept 2009 10
    • • Book agent/supplier systems that are capable of creating MARC-compliant records. • Other library catalogues. The system must provide for batch loading of files from LC (LC Subject and LC Name) and national Parliamentary libraries, Describe how you can accommodate this local need. The system must support the extraction and export of standards-compliant MARC records including call-number information. Record size and structure should allow the export of standards-compliant records without loss of data. The Z39.50 copy cataloguing client must capture MARC records from Library of Congress and other libraries directly into the Library’s catalogue. Explain how many Z39.50 servers the system can search for cataloguing records simultaneously. 5.3.8 Loading and Exporting Bibliographic and Authority Records Describe how the system imports a bibliographic record in real time. When a new bibliographic record is imported into the system, the system should provide the option of creating a holdings record which can be customized. The system should have the capability of loading and displaying a bibliographic utility’s unique authority-record number in a field of an authority record. 5.4 Online Public Access Catalogue (OPAC) 5.4.1 General Considerations The system should allow access to the OPAC through a browser like Internet Explorer. End user (staff) should be able to customize the OPAC. The system should provide a secured interface between the OPAC and patron files that will allow patrons to access personal circulation information (e.g., books checked out, overdue, on hold, reservation, etc.). Describe any user personalization options such as; favourite searches, etc. Describe any automated lists which can be generated for display in the OPAC such as; new books, most popular titles, subjects, etc. Patrons should have access through the OPAC to all material types including, but not limited to: books, monographs, serials, machine-readable data files, maps, audio-visual formats (CDs/DVDs), computer software, slides, documents, websites, equipment, etc. Updated Sept 2009 11
    • 5.4.2 Ease of Use The system should provide keyboard equivalents for primary commands. Explain how these are indicated to the user. The system should provide the ability to locally customize the contents and display of the menu, search, and result screens. Describe the level of customization possible. 5.4.3 User Help Capabilities The system should provide the ability to customize, add or suppress commands, help screens, menus, and documentation at the system level for default profiles and at the workstation for session profiles. 5.4.4 Searching Capabilities Describe the search capabilities of the OPAC. Does the system support Boolean operators, proximity (e.g., adjacent, near) operators in a keyword search, etc? The system should provide hot links to redirect a search to other authors, titles, or subjects in a bibliographic record (tracings). Describe, including the level to which this is customizable. The system should display cross-references for entries in an authority file such as subject headings and uniform titles. Users should be able to limit searches by a variety of factors. List all methods available to users to limit searching. 5.4.5 Output Capabilities The system should output status information whenever item-level information is available. The system should support display of online images including jacket art. 5.4.6 Reports and Notices The system should produce counts, lists and other statistical reports monitoring search activity, either singly or in combination with each other, and for standard or customized time periods (including comparable data from previous years). 5.5 Circulation The system must have a circulation subsystem in which local circulation policies and parameters may be defined for and entered into the system by authorized library staff. Describe in detail how your system meets this requirement. Specify the parameters that are used to define and control circulation patterns and loan policies. Updated Sept 2009 12
    • The system must be able to identify a patron during a circulation transaction by the scanning barcodes affixed to the library’s patron cards, and by keyed elements including name and unique ID number. The system must be able to identify an item during a circulation transaction by the scanning barcodes already affixed to items in the library’s collections. The system should provide library staff control over wording of circulation status messages that appear in the OPAC (e.g., “returned 2-2-98; not yet re-shelved”). The system must dynamically update all related and affected records/screens upon checkout, renewal, and check-in, including OPAC messages such as “checked out—due 5/27/99.” The system should allow authorized staff to adjust due dates, unblock privileges, override loan limits, override item statuses or conditions (e.g., non-circulating), and forgive charges. 5.5.1 Check-out and Renewal The system must provide an efficient check-out and renewal procedure with onscreen prompts for information. The system must allow the ability to set due dates. Describe what patron information the system displays on the screen during checkout, such as; patron name, ID number, books currently checked out, overdues, etc. The system should have the ability to renew one, some, or all items from a patron’s list of check-outs; and by an authorised library staff. 5.5.2 Check-in The system must provide an efficient check-in procedure with on-screen prompts for information and must display each item on the screen as it is checked in. 5.5.3 Holds/ Reservation The system must be able to place a hold on an item that is checked out. The existence of a hold must disallow check-out to anyone other than the next patron in the item’s hold/ reservation queue. It should be possible to easily view the hold queue for an item to easily determine the identity of each requesting patron. It should be easy to cancel holds after they are placed. It should be possible for the library to institute hold policies and limits such as; three items per patron, one DVD per patron, etc. Updated Sept 2009 13
    • 5.5.4 Fines and Patron Accounting The system must support automatic charging for the overdue return of items, for the replacement cost of unreturned/ lost items, for various sorts of “processing fees,” according to library-defined parameters set by authorized library staff. The system must also allow staff to create charges. The system must have the capability to create overdue reminders (notices) which can be either mailed or emailed to patrons. 5.5.6 Statistics and Reports The system must have the ability to provide statistical reports on circulation transactions, available online or printed on demand, for any data element defined by library staff for standard (e.g., to date, annually, monthly, daily, or by minute) or customized time periods. The system must have the ability to create overdue reports. Describe the extent to which library staff can determine the order, content, and format of circulation reports. 5.5.7 Patron Records The system must support online, dynamic library-staff creation of patron records. The system must support a variety of ways to search for a patron record. The system must accommodate expiration dates for patron’s library privileges. The system must retain and allow display of expired patron records if circulation or financial records are still linked to them. The system must have the ability to designate a category or group for patrons, i.e. Members of Parliament, researchers, etc. The system should provide the ability to easily assign and change a patron’s category. The system should provide the ability to automatically block a patron, based on library- defined parameters, to prevent circulation. The system should also provide the ability to manually block a patron from check-out privileges. The check-out screen should display a clear message describing the block. Describe how your system meets these requirements and provide a list of the conditions under which automatic blocks can be applied. Automatic blocks should lift immediately upon remediation of the locking condition. The system must easily provide online display and printing of a sequentially numbered list of items a patron has checked out, placed on hold, overdue, claims returned/lost/stolen, and billed. Describe or show how your system meets this requirement. The system should have the capability to print out patron barcodes. Updated Sept 2009 14
    • When a user has lost or misplaced his/her library card, the Circulation module should automatically deactivate the previous library card number and must transfer the user’s charges, fines, overdues, holds and bills to the new ID. 5.5.8 Patron-Initiated Services The system should support the ability for patrons to check out and renew their own items online in an environment in which both bar-coded patron IDs are used and items are bar- coded. Patrons should be allowed to place and cancel their own holds online. 5.6 Interlibrary Loan The system should have an ILL subsystem. If your system does, describe it. 6.0 TECHNICAL REQUIREMENTS The system would be installed and maintained on a library server but should be compatible with the PAP computing environment described below. Therefore, provide specifications for hardware and operating system environment. The system should be able to allow multiple OPAC access/ searches,locally or remotely at once; and a number of simultaneous library staff access on certain modules. 6.1 PAP Computing Environment The PAP IT infrastructure is based on Microsoft (MS) Windows platform for both server and workstation environments. The PAP has: • A single Local Area Network segmented by VLAN via TCP/IP; • HP based Server Farm (all running MS Win 2003); • Workstations running MS Vista Business or XP Professional; • MS SQL 2000 Standard Edition for its relational database management requirements; Bidders are requested to provide the recommended development, quality assurance and production computing environment with detailed specification and its compatibility with the above environmental variables. 7.0 PROPOSAL INSTRUCTIONS The Vendor should provide clear explanations to the stated requirements and additional information in case of omissions. Updated Sept 2009 15
    • 7.1 RFP Time Schedule The process of the RFP shall proceed as follows: • Intent to propose due on October 22, 2009 • Questions or clarifications due on October 28, 2009 • RFP documents due on November 20, 2009 • Completion of proposals review by end of November 2009 The following activities will be scheduled pending the favourable outcome of the bid process: • Presentations by selected vendors • Completion of presentation review • Completion of vendor negotiations • Contract signed 7.2 Intent to Propose Please, fill-in the form ‘Intention to Respond to RFP (Bid)’ on the website of the Pan African Parliament. The deadline for indication of intention to propose (bid) is 17:00 hours local time on Friday October 22, 2009 after which the form would not be available. In case you have problems with online form please print, fill-in and fax to: The Clerk of Parliament, Pan-African Parliament, Gallagher Estate, Private Bag X16, Midrand 1685, Johannesburg, Republic of South Africa on +27 11 545 5136 and/ or fax a copy of the form to the Library on +27 865 204 796. 7.3 Proposal Submission Bids must be delivered to the PAP on or before 17:00 hours local time on Friday November 20, 2009. The bids shall contain two separately sealed envelopes for the financial and technical proposals, and shall be submitted to the PAP in one sealed package. Bids must be clearly marked with the RFP Title and the name of the firm submitting the proposal; RFP Title: PAP/LIS/RFP/RE/01.2009: SUPPLY, INSTALLATION AND MAINTENANCE OF AN INTEGRATED LIBRARY MANAGEMENT SYSTEM FOR THE PAN AFRICAN PARLIAMENT Bid documents must be delivered to: The Clerk of Parliament, Pan-African Parliament, Gallagher Estate, Private Bag X16, Midrand 1685, Johannesburg, Republic of South Africa. Note: • Bid responses by fax or e-mail are NOT acceptable. • All bid documents received after the closing date will not be considered. Updated Sept 2009 16
    • Financial bids will be opened in the presence of bidders’ representatives who choose to attend, on a date and time to be advised at the precinct of the Pan-African Parliament, Midrand. 7.4 Questions and Clarifications The deadline for receipt of all written questions concerning this RFP shall be 17:00 hours local time, October 21, 2009; and should be sent to: E-Mail: tender@panafricanparliament.org Ref: PAP/LIS/ILMS_2009 7.5 Format of the RFP Each proposal copy should be submitted in duplicate bound in ring binders. Proposals should consist of the following elements in this order: cover or title page, table of contents, letter of transmittal, executive summary, followed by the vendor responses to the relevant sections of the RFP. The letter of transmittal must identify a person to whom all further correspondence and/or questions should be addressed. Include the individual’s address, telephone number, FAX number, and, if available, email address. A master copy of the proposal must be signed by an individual authorized to extend a formal proposal to the Pan African Parliament. Proposals that are not signed may be rejected. All erasures or corrections shall be initialled by the person signing the proposal. 7.6 Evaluation of Bids The bids will be scored and evaluated using an evaluation model that will include a scoring of technical/capability and price. The bids are to be as comprehensive as possible and the right is reserved to request more details. The proposal shall include, among others, the following: • Vendor’s profile, copy of valid company registration certificate, copies of recent financial statements, copy of valid Partnership Accreditation. • Vendor’s capabilities and successful experience in ILMS implementation particularly in public sector. Vendor must have operational library system software of the version proposed at a minimum of three library sites preferably in Africa. Include a list of the most recent customers. • Vendor’s product documentation - state the media and how often Product user documentation is updated. All necessary documentation should be included with the Product and should not be purchased separately. • Curriculum vitae of key consultants who will be assigned for the project (which must clearly show their involvement in similar projects and valid certifications). • The scope of work included and excluded. Updated Sept 2009 17
    • • Proposed implementation approaches, methodologies, deliverables and timeline. • The completeness, quality and feasibility of the proposal. • Cost breakdown for the supply of hardware, software, implementation, training, and maintenance/support services. As part of the evaluation process PAP may request short-listed bidders to do a presentation/demonstration at its headquarter in Midrand. 7.7 Other Terms and Conditions The PAP reserves the right to retain all proposals, including proprietary documentation. All data and information gathered by the bidder and its employees, including this RFP and all reports, configuration blueprints, recommendations, specifications, and data shall be treated by the Bidder and its agents as confidential. The Bidder and its employees shall not disclose or communicate the aforesaid matters to a third party or use them in any means, such as advertising or publicity, unless written consent is obtained from the PAP. Should any bidder consider using a third-party firm for any part of the work or services herein, bidder shall submit with its proposal a description of the work or service to be performed. Any alternation to this prime-contractor/sub-contractor mix is solely at the discretion of the PAP. Bidders shall not enter into a subcontract agreement for any or part of the work or services after award without the PAP’s prior consent. At all times, the prime contractor is responsible for the management and work-quality of all subcontractors. Successful bidders shall not assign, transfer or subcontract any portion of their rights and duties under an award without the written consent of the Parliament. Such consent shall not relieve the assignor of liability in the event of default by the assignee. Failure to comply with the requirements set forth in this Request for Proposals may result in rejection of the bid and/or cancellation of contract after award. PAP reserves the right to accept or reject in part or in whole any bids submitted, and to waive any technicalities for the best interest of the Parliament. Updated Sept 2009 18