RFP Software FPSC v.1.2 04-08-2016

Online Recruitment System for
(Federal Public Services Commission Phase-II, Islamabad)
© 2016 National Information Technology Board (NITB) 1
Electronic Government Programme
Request for Proposal (RFP)
For
Development, Implementation and Re-Engineering of Management Systems
Under the Project Titled
Government of Pakistan
Ministry of Information Technology
NATIONAL INFORMATION TECHNOLOGY BOARD
www.nitb.gov.pk
August 2016

Table of Contents
1. DESCRIPTION OF WORK ............................................................................................................................................4
1.1 SCOPE OF WORK......................................................................................................................................................4
2. MILESTONES & PAYMENT SCHEDULE ................................................................................................................18
3. ACCEPTANCE..............................................................................................................................................................20
3.1 ACCEPTANCE CRITERIA..........................................................................................................................................20
3.2 ACCEPTANCE PROCEDURE ....................................................................................................................................22
4. FORMAT FOR TECHNICAL PROPOSALS .............................................................................................................22
4.1 GENERAL ................................................................................................................................................................22
4.2 FINANCIAL CAPABILITIES ........................................................................................................................................23
4.3 RELEVANT EXPERIENCE.........................................................................................................................................23
4.4 TECHNOLOGY ROADMAP........................................................................................................................................23
4.5 STAFF ASSIGNED TO THE PROJECT .......................................................................................................................24
4.6 PROJECT IMPLEMENTATION/MANAGEMENT PLAN .................................................................................................24
4.7 DELIVERABLES........................................................................................................................................................25
4.8 SUPPORT CAPABILITIES .........................................................................................................................................26
4.9 TRAINING CAPABILITIES..........................................................................................................................................27
5. GENERAL TERMS & CONDITIONS .........................................................................................................................28
5.1 BID BOND................................................................................................................................................................28
5.2 VALIDITY OF THE PROPOSAL..................................................................................................................................28
5.3 PERFORMANCE BOND ............................................................................................................................................28
5.4 CLARIFICATION AND AMENDMENT TO RFP............................................................................................................28
5.5 PENALTY CLAUSE...................................................................................................................................................29
5.6 TECHNICAL EVALUATION.........................................................................................................................................29
5.7 CURRENCY .............................................................................................................................................................30
5.8 WITHHOLDING TAX, SALES TAX AND OTHER TAXES..............................................................................................30
5.9 OEM RELATIONSHIP AND WARRANTIES FOR LICENSED SOFTWARE.....................................................................31
5.10 OWNERSHIP............................................................................................................................................................31
5.11 CONTRACTING ........................................................................................................................................................31
5.12 GOVERNING LAW....................................................................................................................................................31
5.13 ACCEPTANCE OF PROPOSALS................................................................................................................................31
INSTRUCTIONS FOR RESPONDING ORGANIZATIONS..............................................................................................32
5.14 SUBMISSION OF PROPOSAL ...................................................................................................................................32
5.15 MODE OF DELIVERY AND ADDRESS .......................................................................................................................33
A. APPENDIX: SUMMARY OF TECHNICAL PROPOSAL ........................................................................................34
B. APPENDIX: FORMAT FOR RESUMES...................................................................................................................37
1. GENERAL DETAILS:...........................................................................................................................................................37
2. EDUCATION.......................................................................................................................................................................37
3. CERTIFICATIONS ...............................................................................................................................................................37
4. EXPERIENCE .....................................................................................................................................................................37
DETAILS OF IT EXPERIENCE:................................................................................................................................................38
PROJECTS DETAILS:.............................................................................................................................................................38

C. APPENDIX: FORMAT FOR FINANCIAL PROPOSAL...........................................................................................39
D. APPENDIX: TECHNICAL TEAM STRUCTURING FOR SRS DOCUMENT(S),
DEVELOPMENT/CUSTOMIZATION OF SOFTWARE APPLICATIONS......................................................................41
E. APPENDIX: SAMPLE BID FORM..............................................................................................................................42
F. APPENDIX: DRAFT GENERIC CONTRACT...........................................................................................................43
A. DEFINITIONS, INTERPERTATION AND SETTLEMENT OF DISPUTES...........................................................45
B. SUBJECT MATTER OF THIS AGREEMENT ..........................................................................................................52
C. PAYMENTS....................................................................................................................................................................56
D. SUPPLY, INSEPECTION, TESTING AND ACCEPTANCE OF THE PROJECT ...............................................58
E. INTELLECTUAL PROPERTY.....................................................................................................................................62
F. SUB CONTRACTING...................................................................................................................................................65
G. RISK DISTRIBUTION...................................................................................................................................................66
H. SCHEDULE - A .............................................................................................................................................................73
SCOPEOFSERVICE...................................................................................................................................................................73
SUMMARYOFSCOPEOFSERVICES .............................................................................................................................................77
I. SCHEDULE - B .............................................................................................................................................................78
NOTICETOPROCEED(NTP)MECHANISM....................................................................................................................................78
FUNCTIONALREQUIREMENTS .....................................................................................................................................................79
NONFUNCTIONALREQUIREMENTS..............................................................................................................................................81
J. SCHEDULE - C .............................................................................................................................................................82
K. SCHEDULE - D (WORK PACKAGES THAT CANNOT BE SUB CONTRACTED)...........................................83
L. SCHEDULE - E CHECKLIST FOR RO’S AND TECHNICAL EVALUATION COMMITTE...............................84

1. Description of Work
NATIONAL INFORMATION TECHNOLOGY BOARD, Ministry of Information Technology invites proposals from
companies having a legal presence in Pakistan for “Implementation and Development of Management Systems at
Federal Public Services Commission, Islamabad”. The work includes requirement analysis, Implementation of
Software or customization software solution according to the requirements, configuration and installation, basic
data entry and integrity, integration with state of art machines, testing, end users training, support and
maintenance, rollout and re-engineering of already developed software application for re- operationalization of
Phase-I software application by removing bugs and inconsistencies from the developed application or rewriting
the application modules(s) along with the scope of Phase-II applications modules and new modules identified in
SRS developed by NITB (hereinafter referred as NITB SRS).
This Request for Proposal is being issued as part of the plan of the Government of Pakistan to introduce e-
Government concepts and provide a basis for such enablement. The proposed automation will establish an
efficient, transparent, management System, which will enable an electronic environment within FPSC and its
regional offices for controlling examination and general recruitment and other resources electronically for better
monitoring and control, improve overall efficiency, ensure transparency and extract information rapidly for
decision making and information sharing within FPSC and its allied government ministries and departments.
1.1 Scope of Work
The project focuses towards achievement of above mentioned objectives through implementation of Management
Information System at FPSC, Islamabad, to improve management services through better management and
efficient use of available resources both human and financial. The FPSC is interested in implementing the
software application in order to assist the management of the FPSC in improving:
 Planning
 Implementation
 Monitoring
 Quality
 Efficiency
 Productivity
The following table provides a listing what is in the scope of work of this project and also any items that have been
excluded as out of scope for the project.
Category A: In Scope Phase-II software application modules

1. Transport
Management System
FPSC maintains a fleet of about 25 vehicles; the transport management system
will assist to maintain detail record of the fleet including mileage covered by the
vehicle, Purchase of new vehicles, fuel consumptions, expenditure on
maintenance, official/on payment duties linked with analytical reports for
management decisions.
2. Travel Management
System
The officers/officials of FPSC need to travel in connection with conduct of
examinations or on other official assignments. TA/DA advances are withdrawn
and the adjustments of the same are subsequently made. A system indicating
details about the tours conducted by the employee along with the expenditures
incurred on the same is required.
3. Recruitment Rules
Management System
The system must comply with all rules and regulations defined by the FPSC i.e.
Rule for Competitive Examination, Standing Structures for FPSC, General
Recruitment Rules. The system must also cater to any change that may take
place in the above rules.
4. Computer Based
Psychological
Assessment System
The system will facilitate the psychological wing to schedule the psychological
test for CSS written test passed candidates. Generated psychological schedule
will not overlap for any candidate or panel.
This system will schedule psychological test according to following criteria.
 Psychological test panel members
 Psychological panel availability at each center
 Psychological test centers information
 Number of CSS applicants who have passed the written test at each
center.
5. Miscellaneous
Examination Systems
This system will contain the following modules.
 Income tax Officers Examination
 Section Officers Examination
 Survey of Pakistan
 Northern Areas Competitive Examinations
Category B: Phase-I Application Modules
6. Re-engineering of List of Software Application modules developed under the phase-I.

already developed
software application
for re-
operationalization of
Phase-I software
application by
removing bugs and
inconsistencies from
the developed
application or rewriting
the application
modules(s) along with
the scope of Phase-II
applications modules
 Recruitment through CSS
 General Recruitment
 Final Passing-Out Examination for CSS Probationers
 Scheduling System
 Employee Information System
 Centralized Library Information System.
 Multiple Choice Question Management System.
 Accounts Management System
 Dynamic Web Site
Details of the errors in the modules are as under as per Annex X(a) of
approved 2
nd
Revision of PC-I;
1. CSS Module
requirements.
ents
given in Functional Specification (FS) Document.
be incorporated.
.
with main system.
Reporting issues.
idates about different stages of CE Exam
through emails like exam schedule, result and allocation etc.
with previous data.
Online print facility of Admission Certificates/Interview Summon Letters
etc.

Representation, Review Petition of the decision of CE candidates as well as
Professional & Promotional Exams candidates.
o Overage and underage may be checked while data entry and a separate
report for selected case may be generated.
o Check on Relevant Domicile may be enforced on data entry.
o Check on Muslim/Non-Muslim, Male/Female quotas may be developed.
o Experience nature required may be provided as a list.
o Maximum qualification required may be entered by the candidate for
eligibility for the post applied for.
o The final recommendation and alternate recommendation data is very
confidential in nature for which special quality control programming is
required.
2. General Recruitment (GR) Module
ing of vacant positions in different
ministries.
-selection through system is not functional.
is not functional as per their requirements
o Overage and underage may be checked while data entry and a separate
report for selected case may be generated.
o Check on Relevant Domicile may be enforced on data entry.
o Check on Muslim/Non-Muslim, Male/Female quotas may be developed.
o Experience nature required may be provided as a list.
o Maximum qualification required may be entered by the candidate for
eligibility for the post applied for.
o The final recommendation and alternate recommendation data is very
confidential in nature for which special quality control programming is
required.
o Generation of Medical Performa of written qualified candidates through
system.
o One time Correction of data may be allowed to the candidate before closing
date.
o While scheduling tests, Auto assignment of number of Candidates in each
subjects on different examination centers as per capacity and for generation
of admission certificates of candidates.

3. Website and Online Application Submission Facility (GR and CSS)
generated e-mail is not working
highlights etc.
nt issues like forget password etc.
CMS features enhancement.
etc.
4. Professional and Promotional Examinations (PPE) Module
for special examinations (e.g. Survey of Pakistan, Gilgit Baltistan
CE etc.)
-constitute the batch of probationers provided by C.E. Wing
regarding various occupational Groups/Services
syllabi etc.)/ Conversion of previous data.
oups.
the application form, unable to find such form.
written examination.
Civil Judges, AD Survey of Pakistan be created. Online application, admission
certificate, eligibility criteria, results etc.
f FPOE.
5. Human Resource Management Information System Module
application
fication and score calculation
segment is missing.

document.
6. Library Information System Module
Information System and AMS (Accounts and Budget Management System).
Bar Code Reader facility should be available to Library System and the
system should be capable to use this facility.
o Change in Book Issue Module is needed
o Employee Code is required to use as Employees are changed after 3 years
specially in case of Chairman and Board Members
7. Accounts and Budget Management System
incorporated in the data structure.
on with AGPR data facility is not available.
ng and GP Fund information
needs to be incorporated.
, notes to the accounts, balance Sheet.
Calculation of net amount after deducting/adding G.S.T amount is not
available.
8. Reporting
Dynamic reports issues.
9. General Issues
Technical documentations / manuals not prepared.
Computer Based Psychological Assessment System The system will facilitate
the psychological wing to schedule the psychological test for CSS written test
passed candidates. Generated psychological schedule will not overlap for any
candidate or panel. This system will schedule psychological test according to
following criteria.

PSYCHOLOGICAL ASSESSMENT WING Computerized Psychological
Assessment System given on page-40 of PC-i for Phase-Il, has no relation with
computer based Psychological Testing System. It is merely a Programme
Management during Psychological Assessment. A comprehensive
Psychological Testing System is required for the Psychology Wing. For
computer-based Psychological testing, following equipment/facilities are
required at initial stage:
change/alter/add/copy any information/field.
-base of Psychological Assessment Dossiers and reports.
-base of different ability and personality tests with respected years.
-base of situational tests.
previous report may be retrievable for ready reference, given a certain field e.g.
NIC or CNIC. Psychological reports alongwith required information e.g. name,
psychological marks (test scores, written tests marks, interview marks, group
discussion marks), written marks, Viva Voce marks, merit order, allocation if
any, group of allocation, reason if not joined the group, etc., may be available.
bio-data form/Psychological Report Format, database of candidates, statistical
analysis, etc.
Headphone.
SECRECY WING Secrecy Wing lacks infrastructure required for the Online
Recruitment System following are required:
i. Local Area Network (LAN) within Secrecy Wing to be established.
ii. There is a server machine for the Secrecy Wing and further
Hardware/Software is required.
iii. Modules developed for Secrecy Wing are totally non-operative and needs to
be revisited as a whole.
2. DEFICIENCIES AS POINTED OUT AT PAGE-41 AS “CSS
MODULE”, “VACANT SEAT MANAGEMENT” AND “PPE-
SECRECY INTEGRATION” ARE ALSO REQUIRED.
FEDERAL PUBLIC SERVICE COMMISSION (LIBRARY Management
System) It is submitted that the following Fields in Library Automation
Software are not working
i. PUBLISHER JNFORMTION: Search by Publisher can be made on the pattern
of “AUTHOR INFORMATION”.
The system does not recognize duplicate entry in AUTHOR, SUBJECT and

PUBLISHER entry.
ii. BOOK DETAIL:
a. Search by 1St Author and 1 Subject is possible. The Software should be able
to search all the authors and subjects entered.
b. While searching an author or subject, only those authors or subjects appear
which are entered. Any user can’t write an author or subject in the specific
area.
c. Beside this all the subjects and authors entered are not alphabetical which is
also not easy to search an author or subject.
d. Call No. Call No. once written is not editable. It should be made editable.
e. Space for title may be increased and subtitle may be written below the title
on the main book detail page.
iii. WRITE OFF: The heading “Theft! Loss” may be changed by “WRITE OFF”.
“Case Type” and “Shift In charge Code” may be deleted, whereas “Title” and
“Price” may be included in the main entry sheet and below the table. At least
30 books per page written off should appear in the table in a printable format.
iv. LIBRARIAN SEARCH:
a. Accession No. From and to cannot be searched
b. Subject: Subject other than the already entered cannot be written and are not
alphabetical as well.
c. Author: Authors other than the already entered cannot be written and are
not alphalctica1 as well.
d. Publisher: Publisher other than the already entered cannot be written and
are not alphabetical as well.
v. LIBRARY SEARCH:
a. Accession No, No search by Accession No.
b. Book JD. Search by any word related to a book cannot be searched. It should
be 4ble to search book by any word related to a book.
c.
vi. BOOK ISSUE:
a. Employee code required to issue a book to employee of FPSC. A link with
the HR wing can be created to get Employee code from there. As anyone can’t
remember his employee code.
b. Only three books are issued in the system at present. This may be made as:
For members of the Commission = Unlimited For grade 19 and above = 20
Books For Grade 16-18 = 10 Books For Grade 1-15 = 03 books
vii. NEW ARRIVAL: Only five books are displayed on each page. This may be
increased to 20 books on each page.
viii. URDU SUPPORT: The Library has some books in Urdu language. But the
software has no version for entry of such books in Urdu language. All the
system functions including acquisition, Cataloguing, Circulation, Search etc.
for the material available in Urdu language are to be done in Urdu language.

Recruitment Wing Perusal of functional specification document dated May,
2005, it has been observed that though various features of general recruitment
system have been covered in it, but prima-facie the following seems missing
and needs to be included.
i. In para.4.2, the bullet 8 i.e. “the system will be easy to use for first time,
novice or infrequent users” may be reworded as the system will be customized
according to the procedure in vogue for first time, novice as well as frequent
users.
ii. In Para 4.2 the bullet 6 i.e. “software should have support to accept the
historical data” may be reworded as Software should have support to accept
and view historical data on local area network”.
iii. Under sub heading 421, a new bullet may be added i.e. “the system should
be able to create reports on standard format required at various pre-selection
and finalization stages of General Recruitment, C.E. and Other Examinations”.
iv. Under Para 4.2.2 a new bullet may added viz “the system should be able to
prompt for taking data input against every parameter being used at pre-
selection and finalization stages of General Recruitment, CE and Other
Examinations”.
v. Under Para 4.4. after sub Para 4.4.13 the following sub points may be added:-
a. Record of respective recruitment rules (SRO)
b. After conduct of tests, and checking of sheets through OMR, provision to
record the merit position of the candidates in database by the concerned person
c. The assess eligibility at pre-selection stage, accessibility of computer/
terminals at the level of Assistant
d. To observe eligibility criteria there are around 25 parameters. For each
parameter (e.g. age, domicile, date of declaration of result, length of experience
and relevancy), the database program should prompt on the screen to get data,
and accordingly have the facility to give quantitative and/or qualitative output
where ever required.
e. Provision to record the reason of rejection and missing documents as may be
recorded by the concerned authorized person.
f. The database program should be able to generate the pre-selection / rejection
summary on a standard format
g. Facility to generate letter to all pre-selected, rejected and low-merit
candidates according to the database records (i.e. reasons of rejection mission
documents, low merit etc.)
h. Record of receipt of representation, its analysis and decision as may be
recorded by the concerned person
i. Record of receipt of Review Petition its analysis and decision (as may be
recorded0
j. Facility to bifurcate pre-selected candidates center-wise for interview
programming
k. Record of interview date and timings of each candidate and ability to

accommodate and intimate any subsequent change in the program
l. Facility to generate summons letter for interview of the candidates according
to the venue recorded in the database.
m. Facilities to generate Bio-Data summary of candidates according to
eligibility parameters recorded in the database
n. Facilities to feed in database the marks of written and interview by the
authorized person and to accordingly sort out or draw the final merit list.
o. Facility to keep record of nominations, non-joiners, alternate nominees
p. Facility to generate quarterly and‟ annual reports from the database on the
standard given format
vi. Under Para in 5.2 between UR-GR-14&15 the remaining URs on the steps
proposed above at sub Para (a-p) may also be developed. vii. There should be
an integrated database readable, for all concerned officers/officials, within tin.
Commission, connected on the Local Area Network (LAN), to know the
current status of a case or a candidate as the case may be The access read only
or alteration in the database be restricted accordingly To have this all the
computers connected on LAN should have sufficient memory/capacity and
programs to disseminate the information given in the database to all
concerned. At the backend the concerned authorized person should update the
database whenever any activity takes place. Unless we have that sort of facility
we can’t know expeditiously the status of hundred thousand candidates per
year manually from their applications and files.
Recruitment Rules Management System
The system must comply with all rules and regulations defined by the FPSC i.e.
Rule for Competitive Examination, Standing Structures for FPSC, General
Recruitment Rules. The system must also cater to any change that may take
place in the above rules.
Travel Management System
The officers/officials of FPSC need to travel in connection with conduct of
examinations or on other official assignments. TA/DA advances are
withdrawn and the adjustments of the same are subsequently made. A system
indicating details about the tours conducted by the employee along with the
expenditures incurred on the same is required.
Transport Management System:
FPSC maintains a fleet of about 25 vehicles, the transport management system
is required to maintain detail record of the fleet including mileage covered by
the vehicle, fuel consumptions, expenditure on maintenance, official/on
payment duties etc. CSS MODULE: Integration of Local Application with
Secrecy Wing: The local application contains unclassified information. Upon
conduct of the examination the data is passed on to the Secrecy Wing for
compilation of results using some external storage media usually in excel/text
format. The module that electronically exchanged the information between the

two wings is non-operative. Vacant Seat Management: There has been a
complex mechanism for allocation of various seats among different domiciles
holder candidates. The quota/ratio is predefined and needs to be maintained.
The module developed for the purpose is non-functional and the allocation is
to be made manually. CSS Syllabus is not as per FS Syllabus and terms and
conditions for CSS Examination are required to be approved before conduct of
every CE examination. The module developed for the purpose has not been
giving the features and functions required for maintaining and managing the
syllabus. Call Letter Function In the existing module the call letters to the
candidates can be generated with various parameter combinations i.e. all
candidates, center wise, Roll No wise. The behavior of the module for the said
combination has been not standardized. Reporting Issues: Some of the CSS
module reports provide wrong information/ calculation. GENERAL
RECRUITMENT: Historical Data Integration: A complete track of filling up of
the posts is required to be maintained in the system. The module developed for
the purpose is non-operative. Calculation/Updation of Vacant Posts:
The true picture of vacant posts in different ministries/departments is not
being reflected by the system due to calculation/reporting bugs. Final
Recommendation: The system for making recommendations based on the
marks obtained in written examinations and interviews does not perform as
per expectations/given criterion. PPE MODULE: Professional and
Promotional Examinations: The whole processing for PPE is performed on the
PCs by the concerned sections as the modules developed for the purpose is
completely non-operative. PPE – Secrecy Integration: The integration between
the servers of both the Wings is required as the basic data resides with the PPE
Wing whereas the result compilation is the responsibility of Secrecy Wing. HR
MODULE: Dynamic Report Generation Facility is non-operative and limits the
concerned wing to generate report as per their requirement. ACCOUNTS
AND BUDGET MANAGEMENT SYSTEM: The whole system is non-
operative. Reporting Issues: There are errors in the runtime functions and
procedures used in the reports resultantly the calculations are not as per
expected results.
.
Category C: New Modules identified by NITB & FPSC
8 These are new 1. Logon Page

modules identified by
FPSC Wings and
NITB has developed a
SRS showing feature
list of the required
modules. Detailed
functional
specifications will be
developed by RO after
identification of
identical work i.e.
removal of
duplication in
Phase-I, Phase-II and
new modules.
Detailed feature list is
available in NITB SRS
and a summary is
provided on right.
2. Signup Form
3. Home Page
4. Control Panel
a) FPSC Wings/Sections
b) FPSC Manage Users
c) Change Password
d) Authorize Menu
e) Organization Types (Ministry/Div..)
f) Organizations
g) Cadres
h) Posts Nomenclature (general)
i) Grades
j) Pay Scales
k) Regional Quotas
l) Quota Distributions
m) Code Categories
n) Codes
5. Requisition Management
a) Requisitions Search
b) Requisition Registration
c) Requisition Statistics
d) Prepare Advertisements
e) Consolidate Advertisements
6. Appointment Rules Management
a) Appointment Rules Search
b) Appointment Rules Registration
c) Appointment Rules Comparative sheet
7. Post Quota/Roaster Management
a) Quota/Roaster Search
b) Quota/Roaster Registration
c) Generate Vacant Posts lists (parameterized) for Circulation
8. Interview Scheduling Management
a) Update Officer's Commitments
b) Panel of officers
c) Allot Posts to Interview schedule

9. Candidate Group Actions-CGAs Management
a) Search Template (i.e. pre-selection, docs required, hearing
notice...)
b) Create Template
c) Generate Notices for CGAs
d) CGAs statistics
e) Generate lists of candidates of above 18 Grade
a. Place list on Website
b. Send SMS to selected Candidates from list
c. Send Email to Candidates about Written tests/Interviews
f) Search Candidate data for Corrections
a. Make Corrections and Save
b. Send emails/sms for Corrections made
10. eCase Action Management-CAM
a) eCase Types(i.e. Case type-1, Case-Type02 ...)
b) eCase Files (i.e. F.4/2015,etc...)
c) eCase Action Flow (Wing1..Wing3..Wing 5)
d) eCase Wings Processing
e) eCase Search/Trail
f) eCase Statistics
Non Functional Requirements
1 System Security The system will provide the front end security facility. These are listed below.
 Employee‟s Account/Login Creation
 Employee‟s Account/Login Suspension
 Assigning/modifying user rights (add, delete, view, update) to a user
accounts.
 Role based user security levels
2 Features  3-tier level support client-server architecture.
 More than 500 users will use the software.
 Maintenance of application feature by using customizable GUI. (Plug &
Play)
 Scalability up to 5000+ users.
 Service Oriented Architecture. (Integration with other services / Functions

of Government Entities/ Departments).
 Compliance with International Standard.
 Multi Language Support (English & Urdu) for data input and reporting)
where demanded.
3 5 years Support &
Maintenance for
applications
This will include 5 years supports and Maintenance for developed applications.
4 Mobile downloadable
apps
Application should be built on Responsive way and its versions should be in the
download on mobile phone as normal apps.
5 SMS Gateway Integration of SMS Gateway should be available, so that emails can be routed
to any specified Gateway in the Configuration.
Out of Scope
1 Hardware Provision of server and client machines, along with the necessary licensed
software‟s, all supporting accessories and configurations.
However, the RO will highlight the Hardware, Licensed Software Requirements
for effective operationalization of proposed solution.
2 Storage and
Scalability
Provision of necessary storage capacity and scalability of network server, and
client machines are not required.
To qualify for the tender, Responding Organizations must address the entire scope outlined above and detailed in
other sections of this document as well as any further communication issued in association with this RFP.

3. Milestones & Payment Schedule
This section contains the payment schedule associated with milestones defined for the project. The milestones
defined here have been taken from the standard milestones defined for the lifecycle of a Solution in the NITB
Method. A particular project may not include all components of this lifecycle.
Milestone Time Period Payment
(i)
Micro Design
Requirement analysis and Preparation of
Functional Specifications document for :-
6 Weeks from signing of contract
a) Software of Phase-II
b) Software Components as per SRS developed
by NITB
Review and Approval of FS documents 2 Week from submission of requirement analysis report
20%
(ii)
Software Design & Development
a) Bug Fixing of Phase-I Application 10 Weeks after award of Contract
10%
b) Development and finalization of application
prototype and architecture design.
4 weeks from approval of requirement analysis report
c) Documentation: Software Design Document as
per Section 4.7 & SRS
c) Review and Approval of Prototype, and
Software Design Document
2 Week from submission of Prototype and Software
Design Document.
20%
(iii)
Customization & Implementation
a) Customization / Implementation of Software
application
10 weeks after finalization of prototype
b) User Training 3 weeks
· Technical User
· Management
c) Configuration and Basic data entry into software
application
2 Weeks
10%
(iv)
Testing
a) Unit and integration testing of the developed
solution on actual data
4 weeks solution development

b) User acceptance testing and test run of the
developed application
1 month from Unit and integration testing of the
developed software applications on actual data
15%
(v)
Go Live
Hand holding/End user support 1 months from testing
Parallel run of manual system as well as proposed
system for at-least 6 months
25% on
submission of
Performance
Guarantee upto
10% of Contract
Value
(vi)
Operations and Maintenance
a) The warranty will include providing on-site Help
Desk support for technical issues by deputing at
least one senior level resource.
5 years from deployment and acceptance of the solution
b) Software bugs, deficiency removal and
upgrades/enhancements warranty.
(vii)
Exit & Sun downing
Exit of RO from Development of Software
Applications and Software Platform used for
Applications Development
3 months after successful completion of Operations &

3. ACCEPTANCE
The acceptance criterion for successful bids is defined in the following sections with details being provided for the
bidding procedure to be followed for this tender by the NATIONAL INFORMATION TECHNOLOGY BOARD.
3.1 Acceptance Criteria
3.1.1 Bidding is open to all Bidders that meet the given minimum qualification criteria relating to previous
experience, delivery capability, firms standing, etc., as stated in the RFP.
3.1.2 Interested eligible Bidders may obtain further information from the NATIONAL INFORMATION
TECHNOLOGY BOARD and inspect the Bidding Documents during normal working hours by making
contact at the address given below:
Project Director (Sayyad Ali Mughal)
Address: 24-B, Street 6, Sector H-9/1 Islamabad
Telephone: +92-51-9257728
Facsimile: +92-51-9257724
Website: http://nitb.gov.pk
3.1.3 All bids must be accompanied by a bid bond, in the shape of a Demand Draft/Pay Order/Bank Guarantee,
of not less than three (03) per cent of the total bid price.
3.1.4 The attention of prospective Bidders is drawn to (i) the fact that they will be required to certify in their bids
that all software is either covered by a valid license or was produced by the Bidder and (ii) that violations
are considered fraud, which is, among other remedies, punishable by potential blacklisting from
participation in future procurements.
3.1.5 The lead bidder should be a company/firm having legal presence in Pakistan.
3.1.6 A bidder can submit only one bid with one proposed solution as multiple bids and offers of multiple
alternative solutions shall not be considered.
3.1.7 The Bidders are free to offer a Bespoke Software Solution or Hybrid Solution (comprising Bespoke and
Package elements) or a Package Solution.
3.1.8 By submission of documentary evidence in its bid, the Bidder or the partner in charge (in case of joint bid)
must establish to the Purchaser's satisfaction:
 That it is a Pakistani firm/company incorporated in Pakistan.
 That it has been in business for the last three (5) years.
 That it has an average annual turnover of Rs.30 million for the last three (3) years.
 That it has operational office at Islamabad location.
3.1.9 By submission of documentary evidence in its bid, the Bidder or any of the partners (in case of joint bid)
must establish to the Purchaser's satisfaction:
 That it has at least twenty full time relevant technical resources for last one year.

 That it has relevant ISO or CMM or TickIT level quality assurance certification or following the
processes and are working towards achieving these certifications (documentary proof will
need to be provided)
 That it has successfully completed at least three (03) similar software development projects
(Only those Projects should be considered where RO can provide the successful
completion certificate from the Client Organization. Photocopies of documents should
be provided).
 The RO must agree to use NITB resources during whole cycle i.e. requirement analysis,
design work, development of software, train them as master trainers under their supervision
and will not hire them as full time employees before prior approval of NITB.
3.1.10 Bids submitted by a joint venture of two or more firms as partners shall also comply with the following
requirements:
1. One of the partners shall be nominated as being in charge, and this nomination shall be evidenced by
submitting a power of attorney signed by legally authorized signatories of all the partners.
2. The bid bond i.e. equivalent to 3% of bid amount in the shape of Bank Draft/Pay Order/Bank Guarantee
must be submitted by the partner in charge.
3. All financial constraints to determine the eligibility of bidder will be evaluated of the partner in charge.
4. The partner in charge shall be authorized to incur liabilities and receive instructions for and on behalf of
any and all partners of the joint venture, and the entire execution of the Contract, including payment, shall
be done exclusively with the partner in charge.
5. The partner or combination of partners that is responsible for a specific component(s) of the Information
System must meet the relevant minimum qualification criteria for that component.
6. A firm may be a partner in only one joint venture or consortium that submits a bid in response to these
Bidding Documents. This restriction shall not apply to commercially available software manufactured or
produced by a Bidder that may be offered by more than one Bidder.
7. All partners of the joint venture shall be liable jointly and severally for the execution of the Contract in
accordance with the Contract terms, and a statement to this effect shall be included in the authorization
mentioned above, as well as in the bid and in the Contract (in case of a successful bid).

3.1.11 Subcontracting any part of the Bid shall not be allowed and Bids that include an element of
subcontracting shall be rejected as non-responsive.
3.1.12 The Bidder shall bear all costs associated with the preparation and submission of its bid, and the
Purchaser will in no case be responsible or liable for those costs.
3.1.13 The Bidder may wish to visit and examine the site or sites of the system and obtain for itself, at its own
responsibility and risk, all information that may be necessary for preparing the bid and entering into the
Contract. The costs of visiting the site or sites shall be at the Bidder's own expense.
3.1.14 No site visits shall be arranged or scheduled after the deadline for the submission of the Bids and prior to
the award of Contract.
3.1.15 Bidders are expected to examine all instructions, forms, terms, specifications, and other information in the
RFP. Failure to furnish all information required by the RFP or to submit a bid not substantially responsive
in every respect will be at the Bidder's risk and may result in the rejection of its bid.
3.2 Acceptance Procedure
Before every milestone, the vendor is to submit their pre-milestone final version of the deliverables pertaining to the
milestone for assessment and acceptance. The deliverables will then be assessed according to the standards
defined by NITB Method for that particular deliverable. For certain milestones a successful completion report of the
Test Model will be required as lay out in the Deliverables section. Please contact NITB for complete and current
information on NITB Standards. Assessment will then be carried out by the technical team as well as the business
team for the project. If a Steering Committee has been defined for the specific project, then a final assessment of
successful completion of the acceptance criteria will lie with the Steering Committee, to which the technical and
business team reports will be submitted.
4. Format for Technical Proposals
In addition to the format given as Appendix-A, the technical 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.
4.1 General
The responding organization should provide the following.
 Name of the participating organization or participating organizations (if more than one) in the
responding consortium, including their scope of involvement.
 Number of years of incorporation of the participating organization or participating organizations (if more
than one)

4.2 Financial Capabilities
The responding organization shall describe the financial position of its organization. Income Statement or
Annual Report should be included in the detailed Technical proposal. The National Tax Numbers and Sales
Tax Registration Numbers of the company and/or partners should also be indicated (Photo copies of
concerned documents should be provided).
4.3 Relevant Experience
Responding Organizations must demonstrate relevant experience in projects with similar nature, industry sector,
size and geography. Responding organization should provide the details of experience in similar projects
according to the following format. An ideal reference will include projects of similar nature in the government
sector with same size and geography (i.e., South Asia). The number of references is restricted to five.
Sr.
No.
Start
Date/ End
Date
Nature of
Project
Total
Value
PKR (m)
Geography Size of
Project
Name of the Project,
Customer, Contact person &
Contact Details
Note:
Only those Projects should be considered where RO can provide the successful completion certificate
from the Client Organization (Photocopies of documents should be provided)
4.4 Technology Roadmap
The RO to clearly mention the roadmap for the products and/or services that are quoted as part of the total
solution. A detailed chapter covering at least the following:

Any other supporting documents, graphs or charts which describe the technology roadmap of Licensed Software,
of software platform used for applications may also be provided.
4.5 Staff assigned to the Project
Responding Organizations are required to name and provide resumes of at least the planned project manager,
lead IT architect, development 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. NITB
may provide its 3 to 4 technical resources and RO will have to use their services during the whole development
cycle of the product.
NITB requires the resumes of staff, assigned to this project as per format given in Appendix-B, in the
following three categories.
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 Customisation of software applications (Guidelines on team structuring
for this category are mentioned at Appendix-D)
4.6 Project Implementation/Management Plan
The responding organization shall provide a detailed implementation plan and project management plan.
Responding Organization should provide the timeline (preferably according to the milestones provided in clause
2). Responding Organization should cover tasks assigned to the employees and resource allocation of
 Support of various IEEE standards
 Support of various Information Security standards
 Future products of same series, proposed by the Vendor
 Commitment on Research & Development by the Vendor towards solving IT Security Issues (
Details of R & D Budget may be provided here)
 Technology Refresh (strategy for the renewal and/or upgrade of technology employed at
different times during the lifecycle of the project)
 Investment Robustness (avenues to safeguard investment in technology, e.g., using industry
standards, modularizing the system, upgradeability and scalability)

responding organization during the course of the project. This should not be in generic terms but should be
specific to the project. Project plans in tabular form, mentioning names of tasks, sub tasks, start date, finish date,
resources and milestones will also be appreciated. In the training category, ROs to provide detailed training
schedules along with the names of resources.
4.7 Deliverables
The responding organization should clearly mention and list all the deliverables to be completed under the
proposed project. All architectural deliverables must comply with industry standards.
AREA
STANDARDS TO FOLLOW
Software Design Document (SDD) UML 2.x
SDD Area Diagram/Deliverable
System Overview  Package
diagram
 Component
Diagram
Architectural
Consideration
 Class diagram
with special
emphasis on
Dependency
Relationships
 Component
diagram
 Interaction
diagrams
General Constraints  Class Diagram
 Component
Diagram
 Deployment
Diagram
System Architecture  Class diagram
 Component
diagram
Detailed System Design  Class Diagram
 Component
Diagram

Database ER-Diagram  Detail ER-Model
as per the
scenario with
complete
relationship
description
Test Plan As per template provided by NITB
Training Plan As suggested by RO
In addition to above, the RO will provide all manuals including user manual, technical manual, operational
manual, detailed ERD, etc.
4.8 Support Capabilities
ROs must provide support for the solution for the duration of the entire lifecycle of the project, i.e., up to the time
of exit of the RO from the project. For certain projects a longer duration for support services to be provided may
be arranged. Please refer to the following table for guidelines for support time periods:
Service Provision Ends with Sun downing: For the entire lifecycle of the project up to Sun
downing
Solution Development Ends with Implementation or Rollout: As per timelines given earlier.
Macro Design Ends with Macro Design: At least for the duration of the first release of the
solution.
The RO should indicate the support capabilities for Application and Licensed software. Number, qualifications and
relevant certifications of support personnel must be indicated. The selected vendor will provide support for the
following for the larger of the duration of the project or three years:
- Software bugs and upgrades/enhancements warranty. The software warranty will include providing
on-site Help Desk support for technical issues. The detailed support plan should also include the following
information other than mentioned above:
Sr. No. Items Software bugs /
upgrades/
Enhancements
warranty
Response
time ( in
hours)
Resolution
time (in
hours)
Contact person
name, email &
Mobile No.

The chapter on Support plan should cover following categories in detail:
1 Comprehensive Support plan
2 Issue handling (software warranty/Bug fixing) Plan as mentioned above.
3 Details of Support Experience of the projects of same size and nature
4 Staff Assigned Expertise
System administration Certifications (MCSE etc.):
Vendor Specific RDBMS administration/management Certifications
5 Technical Support staff location (Office Locations)
6 Support experience of Government Projects
4.9 Training Capabilities
The Responding organization should indicate its training capabilities to provide training on software application
and Licensed Software. Responding Organization should also provide a detailed training schedule. Training
premises (on–site) and necessary equipment will be arranged by the vendor. Preference will be given to the
Responding organizations with certified trainers.
The chapter on Training plan should cover following categories in detail:
1 Comprehensive Systems Training plan, including the following:
1.1 Details of Training Experience of the projects of same size and nature
1.2 Staff Assigned Expertise
1.2.1 System administration Certifications
1.2.2 Licensed Software Certifications
1.2.3 Trainer Certifications
2 Comprehensive Applications Training plan, including the following:
2.1 Details of Training Experience of the projects of same size and nature
2.2 Staff Assigned Expertise
2.2.1 Deployment
2.2.2 Configuration
2.2.3 Operations
2.2.4 Troubleshooting
2.2.5 Maintenance
2.2.6 Trainer Certifications
3 Training experience of Government Projects
4 Training staff location (Office Locations)

5. General Terms & Conditions
5.1 Bid Bond
A bid bond, in the shape of a Bank Draft/Pay Order in the name of NATIONAL INFORMATION TECHNOLOGY
BOARD, equivalent to 3% of the total cost of bid should be submitted along with the tender. NITB reserves the
right to forfeit the bid bond, if the information provided is not according to the various formats provided in this
document. Bid bond must be valid for period equal to bid validity. Accordingly, a bid with lessor validity period
shall be rejected as non-responsive. The bid bonds will be returned to all vendors after contract is signed with
successful bidder
5.2 Validity of the Proposal
All proposal and price shall remain valid for a period of 120 days from the closing date of the submission of the
proposal. However, the responding organization is encouraged to state a longer period of validity for the proposal.
5.3 Performance Bond
The successful vendor shall be required to deposit in the form of a Bank Guarantee, a Performance Bond at the
time of last payment milestone, a sum equivalent to ten percent (10%) of the contract value. This Bank Guarantee
shall be issued by a scheduled bank operating in Pakistan and the value for the outstanding deliverables of the
contract will remain valid until the final and formal termination of Contract by NITB (this includes the warranty
period).
The Government shall forfeit the Performance Bond if the responding organization breaches any of its obligations
under the contract, including slippages in the committed schedules.
5.4 Clarification and Amendment to RFP
To clarify issues and answer queries on any matter that may be raised at this stage, a bidders‟ conference will be
held in the premises of NATIONAL INFORMATION TECHNOLOGY BOARD on 10
th
day before the bid opening
date at 1030hr.
An RO requiring any clarification of the RFP may notify NITB in writing or facsimile at NITB‟s address. Similarly,
if a bidder feels that any important provision in the document is unacceptable; such an issue should be raised as
soon as possible. All queries/clarifications relating to RFP, in writing, should reach NITB
The subject RFP may change after the above mentioned Bidder‟s conference. It is kindly requested to visit NITB‟s
web site for any updates after bidder‟s conference.

In order to afford prospective Bidders reasonable time in which to take the amendment into account in preparing
their bids, the NITB may, at its discretion, extend the deadline for the submission of bids. The revised RFP
and deadline (if required) will be uploaded/updated on the website of NITB (http://nitb.gov.pk ).
5.5 Penalty Clause
The contract to be executed between NITB and the selected vendor will contain penalty clauses for delay in the
implementation schedule given at section 2 as well as failure to comply with the provision of providing the
required services during the post-approval phase.
5.6 Technical evaluation
There will be a two-stage technical evaluation. Preliminary evaluation (Initial Screening) of technical bids will
be done on the basis of mandatory Clauses mentioned at Schedule-E “ E1. Selection criteria - PRE-
QUALIFICATION (MANDATORY CLAUSES)
Detailed technical evaluation will be done for firms who qualify the preliminary evaluation mentioned above.
These firms may be asked to give presentations on their solution. The Government’s Evaluation & Contract
Award Committee on the parameters given in the technical proposal will make the technical evaluation.
Ratings for the technical evaluation will be done as follows:
Firms succeeding in Preliminary evaluation will be graded according to given parameters in next section i.e.
E2. Grading criteria for ROs.
A Summary of these sections is presented as under:-
F: TECHNICAL EVALUATION Total Points
Total
Points
Minimum
qualifying
points
A: Presentation and Overall Methodology 100 70
B: Company Strength & Relevant Projects 150 105
C: BID Document Related 50 35
D: Company Software Project Experience 150 105
E: Team Evaluation 150 105
Total Points 600 420
Minimum 70% points would be required on each category as well as in total. However, procurement
Committee can reduce the percentage for all participants at the time of technical evaluation.
Only technically qualified vendor financial bids will be opened.
Technical part will carry 75% weightage overall and Financials will have a 25% weightage.

Weight of the Technical scoring is 75% and Firm‟s Score will be calculated using following formula.
Firm’s Score= (Points Obtained / Total Points)* 75 e.g. ( 420/600)*75=52.5
Points obtained in the detailed technical evaluation will be carried forward & prorated.
Note: Failing to qualify on any of the above criteria will not be considered for further evaluation
Financial bids of firms who score at least 70% on the technical evaluation (as a whole) will be opened before the
representatives who wish to attend the tender opening. 30 % weightage will be given to financial proposals of
responding organizations. The formula for financial scoring is that the lowest bidder gets 30 points and the other
bidders score 30 multiplied by the ratio of the lowest bid divided by the quoted price.
Example:
Value quoted by lowest bidder = A e.g. 5
Value quoted by second lowest bidder = B e.g 10
Value quoted by third lowest bidder = C e.g. 15
Financial scoring of the lowest bidder will be = 30
Financial scoring of the second lowest bidder will be= (A/B)*30 e.g. (5/10)*30=15
Financial scoring of the third lowest bidder will be = (A/C)*30 e.g. (5/15)*30=10
Points obtained in the detailed technical evaluation will be carried forward & prorated. Tender will be awarded to
the Responding Organization with maximum accumulative points (Technical Score + Financial Score). The
decision of this Committee will be binding on all concerned and will in no case be challengeable in any
forum.
5.7 Currency
All currency in the proposal shall be quoted in Pakistan Rupees (PKR).
5.8 Withholding Tax, Sales Tax and other Taxes
The responding organization is hereby informed that the Government shall deduct tax at the rate prescribed under
the tax laws of Pakistan, from all payments for services rendered by any responding organization who signs a
contract with the Government. The responding organization will be responsible for all taxes on transactions and/or
income, which may be levied by government.

5.9 OEM relationship and warranties for Licensed Software
The responding organization (RO) should be authorized Partner, FROM THE ORIGINAL MANUFACTURER for
provided licensed software. ROs having partnerships (e.g. Gold, Silver, premier etc.) with the original
Manufacturer will be given preference in final evaluation. All Licensed software should be warranties for three
years against defects/bugs as well as updates.
5.10 Ownership
NITB has the intellectual Property Rights for all the Requirement Analysis Report, Software Design Documents
and any software source code (mentioned above) provided to the probable bidders. Bidders are not authorized to
use these documents for any purpose without the express written permission of Government of Pakistan through
NITB/ Ministry of Information Technology.
The ownership of all products and services rendered under any contract arising as a result of this RFP, including
any source code developed, will be the sole property of Government of Pakistan.
The RO will be bound to provide the source code to purchaser for usage/modifications for its own use and train
the purchaser staff so that some modifications can be done on purchaser side. The Purchaser will have full right
to modify the source code according to its changing business requirements. The RO can modify and sell the code
anywhere else, only with the express written consent of Government of Pakistan through Ministry of IT.
5.11 Contracting
The selected vendor will submit Contract, as per draft at Appendix-H, within fifteen days of issuance of LOI.
5.12 Governing Law
This RFP and any contract executed pursuant to this RFP shall be governed by and construed in accordance with
the laws of Pakistan. The Government of Pakistan and all responding organizations responding to this RFP and
parties to any contract executed pursuant to this RFP shall submit to the exclusive jurisdiction to Courts at
Islamabad.
5.13 Acceptance of Proposals
The NATIONAL INFORMATION TECHNOLOGY BOARD reserves the right not to accept the lowest or any
proposal and to annul the bidding process without assigning any reason whatsoever.
The acceptance criteria will be as follows:
1. RO must be technically complaint to initial screening criteria mentioned at S. Nos. 5.6.1 to 5.6.10

2. RO must score at least 70% in the technical evaluation listed at S. No. 5.6
3. RO must be the highest evaluated bidder (i.e. Technical Score + Financial Score is maximum).
Instructions for Responding Organizations
5.14 Submission of Proposal
The complete proposals, technical and financial, should be submitted by 21
st
July 2016 at the address given at
3.1.2 above. Technical Portion of the bids will be opened on the same date at 1030 hours. Any bid received by
the NITB after the bid submission deadline prescribed by the NITB will be rejected and returned unopened to the
RO. Modifications to the submitted bid will not be accepted.
The responding organization shall deliver two copies of the technical proposal each copy being physically
separated, bound, sealed and labelled as “Technical Proposal” (one master and one copy, labelled as such on
their respective envelopes). Both the copies along with Soft Copy of Technical Proposal to be further bound in
one envelope. Format for submission of Technical proposal (along with chapters mentioned in Clause 4) is
attached as Appendix-A.
The responding organization shall deliver two copies of the financial proposal each copy being physically
separated, bound, sealed and labelled as “Financial Proposal” (one master and one copy, labelled as such on
their respective envelopes). Both copies to be further bound in one envelope along with Soft Copy of Financial
Proposal. Financial Proposals shall provide a cost-estimate for the overall project along with detailed cost-
estimates for various discrete parts of the project, as per format provided at Appendix-C.
The Bank Draft for Bid Bond to be enclosed in a separate envelope, labelled as “Bank Draft (Bid Bond)”, and
which should be sealed. Please ensure that bid Bond should not be in envelop of financial proposal, it should be
in a separate envelop.
The RO may withdraw its bid after submission, provided that written notice of the withdrawal is received by the
NITB prior to the deadline prescribed for bid submission. A withdrawal notice may also be sent by electronic mail
or facsimile, but it must be followed by a signed confirmation copy, postmarked no later than the deadline for
submission of bids. The notice of withdrawal shall be addressed to the NITB at the address stated for bid
submission. Bid withdrawal notices received after the bid submission deadline will be ignored, and the submitted
bid will be deemed to be a validly submitted bid. No bid may be withdrawn in the interval between the bid
submission deadline and the expiration of the bid validity period. Withdrawal of a bid during this interval may
result in the forfeiture of the Bidder's bid security.
The NITB will examine the bids to determine whether they are complete, whether any computational errors have
been made, whether required sureties have been furnished, whether the documents have been properly signed,
and whether the bids are generally in order.

Financial bid have any arithmetical errors shall be subject to rectification by the NITB. If a RO does not accept the
correction of errors, its bid will be rejected and its bid security may be forfeited.
The NITB may waive any minor informality, nonconformity, or irregularity in a bid that does not constitute a
material deviation, provided such waiver does not prejudice or affect the relative ranking of any RO.
5.15 Mode of Delivery and Address
Proposals shall be delivered by hand or courier so as to reach the address given at section 3.1.2 by the last date
and time indicated for submission.
PROPOSALS RECEIVED BY FAX OR EMAIL SHALL NOT BE ACCEPTED.

A. Appendix: Summary of Technical Proposal
Summary of Technical proposal should serve as the cover page for the detailed technical proposal in the form of
chapters mentioned from clauses 4.1 to 4.9. Failure to provide the „Summary of Technical Proposal‟ on the format
given below, and/or failure to provide the accompanying detailed technical proposal will render the proposal non-
responsive and thus not fit for processing.
Cat S. NO INFORMATION REQUIRED
A General
1 No of Years in business in Pakistan
2 No of Offices locations in Pakistan
3 Annual Turnover (Million Rs.)
4 Value of projects in hand (details given at ___ in main proposal as
per table provided in 4.3)
B Details of total staff employed
1 No of permanent staff employed:
Technical
Managerial
2 Cumulative Experience (in years)
3 Total No of certified professionals in Technical Domain
C Experience of Implementation of proposed systems
1 No. of similar projects that have been completed successfully
(details given at ___ in main proposal as per table provided in 4.3)
2 No of government project completed
3 No of non-government project completed
D Training
1 Years in Business in Training field
2
No of Staff employed ( Specifically hired for training or capable of
providing Training):

3 Cumulative Training Experience (in years)
4 Expertise/Skills of Trainers.
5 List of Customers of “Training” along with contact details
(details given at ___ in main proposal)
E Support Capabilities
1 Years in Business in Support area
2 No. of Staff employed : (Capable of providing Support)
3 Cumulative Experience (in years)
4
Expertise/Skills (tools/application/packages) – Details in Appendix
____
5 List of Customers of “Support” along with contact details
(details given at ___ in main proposal)
NITB requires the resumes of staff, assigned to this project as per format given in Appendix-B, in the following
three categories.
1. Total Staff assigned to the project (Please specify role of each person, as per minimum requirements given at
4.5)
2. Total Staff assigned to the project for Support purposes
3. Total Staff assigned to the development/customisation/implementation of software applications
4. Total staff assigned to the project for Training purposes
Chapters to be provided with Technical Proposal:
1. Scope of Business of Participating Organization (s) and scope of involvement of participating
organizations in consortium as per section 1.1.
2. Details of Financial Capability as per section 4.2, including Sales Tax, NTN numbers, (Income Statements
or Annual reports).
3. Details of Relevant Experience as per section 4.3
4. Details of Technology Roadmap as per section 4.4
5. Details of Staff assigned to Project as per section 4.5
6. Detailed Project Implementation & Management Plan as per section 4.6
7. Details of Licensed Software quoted as per section 4.7
8. Support capabilities as per section 4.8

9. Compliance to specifications given in 4.9
10. Proposed architecture/design and solution for the software applications
11. Relationship with OEM as per section 5.9– Photocopies of revenant certificates should be provided. In
case of absence of any proof, RO will be screened out in initial screening.
12. Training capabilities as per section 4.10
13. Technical brochures/ Data Sheets for the licensed software.
Note: NITB reserves the right to forfeit the bid bond, if the information provided is not according to the formats
provided in this document.

B. Appendix: Format for Resumes
1. General Details:
Name
Date of Joining, in this Company
Designation in the Company
Role Assigned in this
Project/Activity
Email
Mobile #
2. Education
3. Certifications
Please provide photocopies of certifications with prescribed resume format. Certifications will not be considered
valid without the photocopies.
4. Experience
Total IT Experience (Yrs.): ______________
Total Experience in Propose Technology (Yrs.): ___________________
Sr. No. Degree Passing
Year
Institution Name Major/Minor Division
/GPA
1.
2.
3.
Sr. No. Name of Certification Year of
obtaining
Date till Certification is
Valid
Certification ID /
Number
1.
2.
3.

Details of IT Experience:
Sr. No. Company Name Designation
/Position
Job Description Experience
Years/Months
1.
2.
3.
Projects Details:
Sr.
No.
Name of the
Project
Role in the
Project
Nature & Description of
the Project
Tool &
Technologies usage
in the project
Duration of the
Project
1.
2.
3.

C. Appendix: Format for Financial Proposal
Software Development
Category Item Quantity
Unit
Price
(RS)
Total
Price
(Rs)
A
Phase-II Software Application Modules Customization
Implementation
- Requirement Analysis Report 1
- Software Design Documents 1
- Implantation of Software application modules 1
- Configuration of Software Application modules, basic data entry
and Testing 1
B
Re-engineering/Bug fixing/rewriting of already developed
application in Phase-I. 9
C New Modules identified by NITB and FPSC 8
D Integration, Training and support for all above
- End user Training & Admin Training 103
-Parallel run of manual system as well as proposed developed
system for 3 months 1
- 5 years Support & Maintenance of developed software application
5
Total
Optional Items
AOther
1Any Other Necessary Associated Services/Products to be Charged
to fulfill Above Mentioned Requirements
1
Total
Note: It may likely that different companies may be engaged for different categories or single company may be
engaged for all categories.
 These prices must include all incidental costs associated with the provision of the service, such as travel,
subsistence, office support, communications, printing of materials, etc., and all taxes, levies, duties and fees
imposed on the Bidder, its subcontractors, or employees on account of such services in the Purchaser's
country or in any other country.

 Shared components/modules must not be charged separately for each system. (Although for complete
modules minor implementation/customization charges can be accommodated)
 Responding organization must provide separate price/cost for each line item or may state that it is either
“included” within the cost of some other line item or nil. Bid will stand non-compliant in case any line item is
missed out or left blank.

D. APPENDIX: TECHNICAL TEAM STRUCTURING FOR SRS
DOCUMENT(S), DEVELOPMENT/CUSTOMIZATION OF SOFTWARE
APPLICATIONS.
a. Project Manager (One (1) in number): Overall eight (8) years of experience out of which five (5) years of
project management experience and having at least Masters in Computer Science or a four year BCS.
b. Architect (One (1) in number): Overall five (5) years of experience out of which two years as an
architect of web based solutions/applications and having at least Masters in any field of IT/Computer
Science.
c. Development Team Lead (One (1) in number): Overall five (5) years of experience out of which two (2)
years of technical leadership experience of MIS/ Work Flow systems and having at least Masters in
Computer Science or a four year BCS.
d. Testing Team Lead (One (1) in number): Overall five (5) years of experience out of which two (2) years
of quality assurance / testing team leadership experience of same volume systems, practical knowledge
of ISO/CMM quality standards and having at least Masters (Computer Science/Electrical
Engineering/Business Administration) or a four year BCS.
e. Requirements Management Analyst (two (2) in number): Overall five (5) years of experience out of
which three (3) years of system analysis experience and having at least Masters in Computer Science or
a four-year BCS.
f. Database Administrator (One (1) in number): Overall five (5) years of experience out of which three
(3) years of database experience, analysis and design of the database part of the system and having at
least Masters in Computer Science or a four year BCS.
g. Software Engineers (Five (5) in number): Overall five (3) years of experience out of which software
development experience, and having at least Masters in Computer Science or a four year BCS.

E. Appendix: SAMPLE BID FORM
Date: __________________________
To:
National Information Technology Board
24-B, Street 6 Sector H-9/1
Islamabad.
Gentlemen:
Having examined the RFP including attached documents, the receipt of which is hereby duly
acknowledged, we, the undersigned, offer to produce, deliver, install, support and maintain {Application Software
Solution} in full conformity with the said RFP including attached documents.
We undertake, if invited by you to do so, to attend a Clarification Meeting at our own expense and at a
place of your choosing. We undertake, if our bid is accepted, to install the systems in accordance with the
schedule specified in our bid.
If our bid is accepted, we will provide an Advance Payment Security and a Performance Security in the
form and in the amounts, as agreed in pursuance of this contract.
We agree to abide by this Bid for a period of {number of days} from the date fixed for Bid submission, and
it shall remain binding upon us and may be accepted at any time before the expiration of that period.
Until a formal contract is prepared and executed, this Bid, together with your written acceptance thereof
and your notification of award, shall constitute a binding Contract between us.
We understand that you are not bound to accept the lowest or any bid you may receive.
Dated this _____________ day of _______________ 2016.
________________________________
{Signature} {In the capacity of}
Duly authorized to bid and sign for and on behalf of _______________________

F. Appendix: Draft Generic Contract
NATIONAL INFORMATION TECHNOLOGY
BOARD, Ministry of IT
Status of Contract – DD.MM.YYYY - Subject to Review
NATIONAL INFORMATION TECHNOLOGY BOARD,
Ministry of Information Technology
AND
< VENDOR >
AGREEMENT RELATING TO
< NAME OF PROJECT TO BE UNDERTAKEN >

E-Services at Shaikh Zayed Medical Complex 44
THIS AGREEMENT is made at Islamabad on this ____day of____20xx.
BETWEEN
The NATIONAL INFORMATION TECHNOLOGY BOARD, Ministry of IT, Government of Pakistan, acting through
the Project Director, <Name of the project> Project, (hereinafter referred to as the "CLIENT" which expression
shall, where the context admits, include his successors-in-interest and assigns) of the One Part;
AND
< Name of the VENDOR > (hereinafter referred to as the "VENDOR") acting through __________ its duly
authorized officer, of the Other Part.
WHEREAS
(A) The Client desires to < introduce, achieve, and exclusively operate: the main service to be provided by the
project >.
(B) < Enter the primary objective of the project, e.g., increase speed, disallow human intervention, etc. >
(C) The Vendor is desirous of providing the services more fully described hereinafter.
(D) Consequent upon a review of the Vendor‟s proposal/bid dated _________for the Project, the Vendor held
negotiations with the Client thereon and reached various understandings in relation thereto as a result
whereof the Vendor was issued a Letter of Intent dated __________.
(E) Pursuant to the negotiations held and understandings reached between the Vendor and Client, the Client
has accepted that it acquires the combination of services as described in this Agreement from the Vendor,
upon the terms and subject to the conditions of this Agreement.
NOW THEREFORE, for good and valuable consideration the adequacy whereof is hereby confirmed and the
mutual benefits to be derived there from, the representations and warranties, covenants, conditions and promises
contained herein below and intending to be legally bound, the Parties hereby agree as follows:

EGD – Turnkey Basis Draft Contract 45
A. DEFINITIONS, INTERPERTATION AND SETTLEMENT OF DISPUTES
ARTICLE 1: DEFINITIONS
Unless the context requires otherwise, the following terms shall have the respective meaning ascribed thereto
hereunder:
1.1 "Acceptance" or "Approval by the Client" or any grammatical variations thereof means provisional
written acceptance or provisional approval or authorization by the Client as the case may be in
accordance with Schedule "______".
1.2 "Acceptance Test Criteria" means the criteria for the provisional Acceptance of any item, part or
component of the Project as laid down in Schedule ___________
1.3 "Acceptance Testing" means the testing or checking, as applicable, of any of the item, part or
component of the Project as per the Acceptance Test Criteria and procedure laid down in Schedules
_____, “Acceptance and Testing Criteria” and, subject to context, the verification of quality assurance of
the same.
1.4 "Agreement" means this Agreement between the Client and the Vendor, together with all Schedules
attached hereto.
1.5 "Client" means the NATIONAL INFORMATION TECHNOLOGY BOARD, Ministry of Information
Technology.
1.6 "Client’s Authorized Representative" means the Project Director or such other person as the Project
Director may from time to time notify in accordance with this Agreement.
1.7 "Contract Payments" means the payments set out in Schedule ___ to this Agreement to be made by the
Client to the Vendor, in the manner stipulated therein, as the entire remuneration for the services to be
rendered by the Vendor in accordance with this Agreement.
1.8 "Contract Price" means the sum of Pak Rupees ________________which constitutes the only and
entire consideration payable by the Client to the Vendor for the successful implementation, testing and
completion of the Project by the Vendor and the performance of all its obligations in accordance with the
terms and conditions of this Agreement.
1.9 "Day(s)" means a day other than a gazetted holiday.
1.10 "Effective Date" bears the meaning ascribed thereto in Article 4.
1.11 "Final Acceptance Certificate" means the certificate to be issued by the Client in accordance with
Schedule “____”.
1.12 "Force Majeure Event" bears the meaning ascribed thereto in Article 23.
1.13 "GOP" means the Government of the Islamic Republic of Pakistan.
1.14 < Enter any other project specific abbreviations or terms used in the contract here >
1.15 "Implementation" means the carrying out of all activities envisaged to be carried out by the Vendor as per
the Schedules.
1.16 "Infrastructure" means the site, software, hardware and networking for development of the Project in
accordance with this Agreement.

1.17 "Integration" means interfacing of all hardware and software components in a seamless manner to
produce the desired final out put in accordance with this Agreement whether or not that may have been
supplied, installed, commissioned or operated by the Vendor.
1.18 "Key Personnel" means the focal personnel mentioned in Article 8 provided by the Vendor for the
purposes of carrying out the services under this Agreement.
1.19 "Laws of Pakistan" means the federal, provincial and local laws of Pakistan, and all orders, rules,
regulations, statutory regulatory orders, executive orders, decrees, judicial decisions, notifications, or
other similar directives made pursuant thereto, issued by any executive, legislative, judicial, or
administrative entity, as any of them may be amended from time to time.
1.20 "Loss" means any and all loss, damage, liability, payment obligation and all related expenses (including
reasonable legal fees) and expenses for remedial action/measures.
1.21 "Notice to Proceed (“NTP”)" means formal instructions issued to the Vendor to commence
implementation of, the mutually agreed requirements of the Client in accordance with Schedule B.
1.22 "Pakistan" means the Islamic Republic of Pakistan.
1.23 "Party" means either the Client or the Vendor, as the case may be.
1.24 "Parties" means both Client and the Vendor.
1.25 "Payment Date" means the 30
th
day from the date on which the Client receives an invoice from the
Vendor, in accordance with the terms and conditions of this Agreement.
1.26 "Project" means the PSDP Project titled “Online recruitment System for FPSC, Phase-II” project with its
attendant Scope of Services as laid down in Section 1.31 below) by the Client; with all components
required for its successful completion, testing and commissioning as described in Schedule A.
1.27 “Project Consultants” means such person or commercial entity as the Client may from time to time
appoint to perform such functions, as are described in Schedule _________.
1.28 "Project Plan" means the project plan mutually agreed between the Parties in Schedule ____which
shall, inter alia, include the project timeline, as well as all plans asked for in the RFP.
1.29 “Project Team” means the Client‟s Project Team as notified to the Vendor by the Client from time to
time.
1.30 "Public Sector Entity" means the GOP and any sub-division thereof, courts or tribunals in Pakistan any
department, authority, instrumentality, agency or judicial body of the GOP or any Provincial Government
and any statutory or other corporation subject to the overall control or direction as to matters of policy or
otherwise under or controlled by the GOP or a Provincial Government, but, for the purposes of this
agreement, does not include the Vendor.
1.31 "Quality Assurance" means the series of inspections, reviews and tests as may be required by the
Client, from time to time, to be carried out/conducted by the Vendor to ensure that the services rendered
by the Vendor are strictly in accordance with the requirements of this Agreement, in compliance to the
requirements agreed prior to NTP, and the Project.

1.32 "RFP" means the Request for Proposal issued by the Client as contained and described in the RFP
document numbered RFP- < enter RFP number here > issued on the < enter date here > in response
whereto the Vendor submitted its bid/proposal-dated _______ for the Project.
1.33 "Rupee" and "Rs." mean the lawful currency of Pakistan.
1.34 "Scope of Services" means the services, described in Schedule A, .(Note : the Schedule is tentative
and will be finalized jointly by the Client and the Vendor once the RFP has been received and the final
Scope of Services has been mutually agreed) to be provided by the Vendor pursuant to this Agreement
1.35 "Site" means the sites described in the Schedule ____.
1.36 “Steering Committee” means the committee notified by _______ through Letter No. ____ dated
_______ as amended from time to time
1.37 "Term" means the term of this Agreement as specified in Article 4.
1.38 "Vendor's Representative" means the authorized representative of the Vendor who is assigned and
designated by the Vendor and notified to the Client in advance, to be fully authorized and responsible for
all decisions and communications on behalf of the Vendor in connection with this Agreement.
ARTICLE 2: INTERPRETATION
2.1 The recitals and Schedules to this Agreement shall form an integral and substantial part of this
Agreement.
2.2 Headings in this Agreement are included for convenience of reference only and shall not be construed as
a part of this Agreement for any other purpose.
2.3 The singular includes the plural and vice versa;
2.4 The terms "include" and "including" mean "without limitation", unless otherwise expressly stated.
2.5 Unless the context indicates otherwise, references to Articles, Sections, recitals and Schedules are
references to the Articles, Sections of, and the recitals and Schedules to, this Agreement.
2.6 In carrying out its obligations and duties under this Agreement, each Party shall have an implied
obligation of good faith.
2.7 Works, materials, equipment or any other item or component being or forming part of the Project
described in words, when so applied, and having well known technical or trade meaning shall be deemed
to refer to such recognized meaning unless required otherwise in the context.
2.8 In case of conflict or contradiction between the text of this Agreement and any of the Schedules, the text
of this Agreement excluding the Schedules shall prevail.]
2.9 Correspondence:-
(a) Addresses. Except as otherwise expressly provided in this Agreement, all correspondence or
other communications to be given or made here-under shall be in writing, shall be addressed for
the attention of the persons indicated below and shall either be delivered personally or sent by
reputable courier, registered mail, Acknowledgement Due, or facsimile. The addresses for
general service of the Parties and their respective facsimile shall be:

If to the Client:
Attention:
Mail:
Fax:
If to the Vendor:
Attention:
Mail:
Fax:
(b) Delivery. Except as otherwise expressly provided in this Agreement, all correspondence shall be
deemed delivered (i) when presented personally, (ii) if received on a Day by the receiving Party,
when transmitted by facsimile to the receiving Party's facsimile number specified above, (iii) one
Day after being delivered to a courier for overnight delivery, addressed to the receiving Party, at
the address indicated above (or such other address as such Party may have specified by written
notice delivered to the delivering Party at its address or facsimile number specified above in
accordance herewith), or (iv) five (5) Days after being deposited in a regularly maintained
receptacle for the Postal General Services in Pakistan, postage prepaid, registered, return receipt
requested, addressed to the receiving Party, at the address indicated above (or such other
address as the receiving Party may have specified by written notice delivered to the delivering
Party at its address or facsimile number specified above in accordance herewith). All
correspondence sent through facsimile shall be confirmed in writing delivered personally, through
courier or sent by registered mail, but the failure to so confirm shall not void or invalidate the
original correspondence if it is in fact received by the Party to which it is addressed.
(c) Changes of Address. Any Party may by prior written notice to the other Party change the
address and/or addresses to which such correspondence and communication to it are to be
delivered or mailed.
2.10 The representatives of both the Parties for the purposes of this Agreement shall be the appointed in the
following manner by each Party for its internal and external communications:
(a) Client’s Authorized Representative:
i. Clients‟ Authorized Representative shall be the Project Director. The Client may from
time to time appoint some other person as the Client‟s Authorized Representative in
place of the person previously so appointed, and shall give a notice of the name of such
other person to the Vendor without delay.
ii. The Project Director/Client‟s Authorized Representative shall have the authority to
represent the Client on all day-to-day matters relating to the Project or arising out of this
Agreement. All correspondence, notices, instructions, orders, certificates, approvals and
all other communications pursuant to this Agreement shall be given by the Project
Director or by an officer authorized by him in this behalf, except as otherwise provided for
in this Agreement.
iii. All correspondence, notices, information and other communications required to be given
pursuant to this Agreement to the Client shall be given to the Project Director, except as
otherwise provided for in this Agreement.

iv. The Project Director shall issue with reasonable promptness such written clarifications or
interpretations of this Agreement as he may deem necessary, which shall be consistent
with or reasonably inferable from the overall intent of the Agreement.
(b) Vendor’s Representative.
i. Within ________ (__) days of the Effective Date, the Vendor shall nominate its
Representative and shall request the Client in writing to approve the person so
nominated. The request must be accompanied by detailed curriculum vitae of the
nominee, as well as a description of the responsibilities, which the nominee would retain
while performing the duties of Vendor‟s Representative. If the Client does not object to
the nomination within _________ (_____) days, the Vendor‟s Representative shall be
deemed to have been approved. If the Client objects to the nomination within ________
(__) days giving the reasons for such objections then the Vendor shall nominate a
replacement within ________(___) days of such objections in accordance with this
Article.
ii. Subject to the extensions and/or limitations (if any), the Vendor‟s Representative shall
have the authority to represent the Vendor on all day to day matters relating to the
Project or arising out of this Agreement. The Vendor's Representative shall address to
the Project Director all correspondence and other communications under this Agreement.
iii. All correspondence, notices, information and all other communications given by the Client
to the Vendor under this Agreement shall be given to the Vendor‟s Representative.
iv. The Vendor shall not revoke the appointment of its Representative without the Client's
prior written consent, which shall not be unreasonably withheld. Any request for consent
as aforesaid shall be accompanied by detailed curriculum vitae of the proposed
substitute. Approval of the substitute, in accordance with the procedure set out in this
Article by the Client shall precede the Client‟s consent.
v. The Vendor's Representative and staff shall work closely with the Client‟s Project Team
and staff, and act within their own authority and abide by directives issued by the Client
that are consistent with the terms of this Agreement. The Vendor‟s Representative shall
be responsible for managing the activities of it‟s the Vendor‟s personnel so as to ensure
compliance with the requirements of this Agreement.
vi. The Client may by notice to the Vendor object to any representative or person employed
by the Vendor in the execution of this Agreement who, in the reasonable opinion of the
Client is unsuitable or has behaved inappropriately. The Client shall provide evidence of
the same, whereupon the Vendor shall forthwith remove such person from working on the
Project.
vii. If any representative or person employed by the Vendor is removed in accordance with
Article 2.10, the Vendor shall, where required, promptly nominate a replacement
acceptable to the Client.
viii. The Vendor‟s Representative shall devote his whole time to the Project.
2.11 Each provision of this Agreement shall be construed separately and notwithstanding that the whole or any
part of any such provision may prove to be illegal, invalid or unenforceable, the other provisions of this
Agreement and the remainder of the provision in question shall continue in full force and effect.

RFP Software FPSC v.1.2 04-08-2016

RFP Software FPSC v.1.2 04-08-2016

Recommended

Recommended

More Related Content

What's hot

What's hot (14)

Similar to RFP Software FPSC v.1.2 04-08-2016

Similar to RFP Software FPSC v.1.2 04-08-2016 (20)

RFP Software FPSC v.1.2 04-08-2016