National Rural Support Programme IRM Complex, 7, Sunrise Avenue, Park Road, Near COMSATS University, Islamabad. Ph:+92-51-8746170-3 Request for Proposal (RFP) of Microsoft Exchange Solution RFP#NRSP-IT/ES-10/2017 for National Rural Support Programme - 1 -
Published on 11 th November, 2017 in Daily the News (RWP_ISD/LHR/KHI) and the Nawa-e-Waqat (RWP_ISD/LHR/KHI). 2
Proposal Details 1. Date of commencement of RFP Document (available on NRSP Website) 2. Last date and time for receipt of Proposals 3. Date and Time of Technical Proposals Opening 11 th November, 2017. 28 th November, 2017. 03:00 pm 28 th November, 2017 03:30pm 4. Place of opening of Tenders Head Office, National Rural Support Programme, IRM Complex, 7, Sunrise Avenue, Park Road, Near COMSATS University, Islamabad. Ph:+92-51-8746170-3 5. Address for communication As Above 6 Contact to Interested Parties Interested parties are requested to send their email to abid.qayyum@nrsp.org.pk containing Following information, so that in case of any clarification, the same may be issued to them Name of Company, Contact person, complete, current and valid Mailing address, Telephone No., Fax N o., Email address, Mobile No. Etc. 7. Technical Queries Any Technical Queries, email at mumtaz.ghafoor@nrsp.org.pk Note: Proposal will be opened in presence of the consultant s' representative who choose to attend. 3
1. Introduction National Rural Support Programme (NRSP) is a section 42 (not for profit company) registered under Companies Ordinance 1984. The registered office of the company is located at Islamabad with its national level presence in all 4 provinces of Pakistan and territory of AJ& K through offices in 160 locations clustered into operational hubs. 2. Background National Rural Support Programme (NRSP) is largest provider of Microfinance services in Pakistan. Since NRSP has large number of staff across NRSP branch network. This staff communicate through official email. Now NRSP is looking for purchase of Microsoft Exchange server license provide and manage email accounts by its IT department. 3. Procurement details. Technical specification of Microsoft Exchange server as listed below: SR.NO. DESCRIPTION QTY. Total MS Exchange Solution 1.00 Microsoft Exchange Solution Licenses 1.01 Windows Server 2016 Standard with Downgrade option 3 1.02 Windows Server CAL 200 1.03 Exchange Server 2016 STD 2 1.04 Exchange Server STD CAL 200 1.05 Exchange Server ENT CAL 200 2.00 Exchange Solution Deployment Cost 2.01 One time Professional Services with four months support after deployment 1 3.00 MS Exchange Solution SLA 3.01 SLA for Professional Support Services 9AM to 5PM Initially one year 1 4.00 MS Exchange Solution Training 4.01 In house Microsoft Exchange Solution Training + MS Exchange Exam voucher (2 resources) 1 5.00 Third party Migration Tool 5.01 Third party Migration Tool for Migrating Email Data 200 6.00 Hardware 6.01 Intel Xeon Processor E5-2620 v4 10C dual processor 2.1GHz 20MB Cache 3 2133MHz 85W 6.02 128 GB TruDDR4 Memory 16 6.03 Minimum 1.8TB GSS 12Gb/s SAS 10K 512e 2.5in HDD 10 4. Submission of Proposals 4.1 The Financial and Technical proposals shall be submitted on the same day but in a separate sealed envelope marked as Technical Proposal and Financial Proposal. 4.2 The technical proposal shall provide the following information: 4.2.1 Company Profile 4.2.2 Team Composition for the assignment 4
4.2.3 CVs of the team to train and support services 4.2.4 At least five reference with Organization Name, Contact Person, Email. 4.3 The financial proposal shall contain the prices of all the items as defined in section 3. 4.4 Prices should be inclusive of all applicable taxes and must be mentioned clearly. 4.5 Prices shall include packing, transportation, loading/unloading, till the destination which is Islamabad. 4.6 The Bidders should take care in submitting the proposal and ensure that enclosed papers are not found loose and should be properly numbered and submitted in a file in proper manner so that the papers do not bulge out and tear during scrutiny. 4.7 Last Date of Submission is 28 th Nov, 2017 till 3:00 pm local time. 4.8 The proposals to this tender must be submitted in original hard copy not later than 28 th Nov, 2017 till 3:00pm local time to the point of contact given above. Electronic proposals will not be entertained. Any proposals delivered after due date and time will be considered non-responsive and disqualified from further consideration. 4.9 The proposals should be addressed to: (Proposals for MS Exchange Solution) SPO Procurement National Rural Support Programme IRM Complex, 7, Sunrise Avenue, Park Road, Near COMSATS University, Islamabad. Ph:+92-51-8746170-3 4.10 The purchaser reserves the right for conducting pre-shipment inspection by its own personnel or reputed third parties. The selected bidder has to offer the items for inspection in such a manner that it does not affect the delivery schedule. 4.11 The offer should remain valid for a period of 60 days from the closing date of the Commercial Proposal. Any offer falling short of the validity period is liable for rejection. If a bidder extend proposal validity period then will also extend the proposal security period. 4.12 Alternative option, if there is any alternate option then it mentioned separately in proposal. Alternative options benefits should be clearly mentioned. 4.13 The vendor may withdraw its offer after its submission, provided that written notice of withdrawal is received by the purchaser prior to the closing date and time prescribed for submission of tender documents. No offer can be withdrawn by the vendor subsequent to the closing date and time for submission of offers. 4.14 If the proposal is not submitted in the prescribed formats or any of the item in the as mentioned above, the proposal is liable for outright rejection. All the required documents must be attached /provided. 4.15 Once the proposal is submitted in sealed cover by the bidder, the purchaser will not accept any addition / alterations / deletions of the proposal. However, the purchaser reserves the right to seek clarification or call for supporting documents from any of the bidders, for which the concerned bidder will need to submit the documentary evidence(s) as required by the purchaser. 4.16 Any proposal, submitted with incorrect information will be liable for rejection. Further, if any bidder is found to have submitted incorrect information at any time, he may be debarred from participation in the future tendering processes. 5. Eligibility Criteria Following is the eligibility criteria for the Organizations/firms. 5.1 Organization/firm must have 10 years experience in consulting technology based projects. 5.2 Organization/firm must be authorized dealer for the Microsoft exchange server 5.3 Organization/firm must have provided solution to at least five clients in Pakistan 5.4 Organization/firm must have at least two certified professionals of Microsoft exchange server 5
6. Deliverables As per details given section 3. 7. Terms of Proposal 7.1 Earnest Money All bidders shall furnish earnest money Deposit equivalent to 2% of the Cost of total Deliverables in the form of Call deposit/pay Order/Demand Draft in favor of NRSP. Cheque will not be accepted in any case. After selection of successful bidder, NRSP will return/release the earnest money to the unsuccessful bidders. 8. Evaluation Criteria 8.1 The Purchaser will scrutinize the offers to determine whether it is complete, whether errors have been made in the offer, whether required technical documentation has been furnished and whether the documents have been properly signed. Offers with incorrect information or not supported by documentary evidence, wherever called for, would be summarily rejected. However, the purchaser, at its sole discretion, may waive any minor non -conformity or any minor irregularity in an offer. The Purchaser reserves the right for such waivers and this shall be binding on all vendors. 8.3. Technical Evaluation criteria will be used as per below details. S.NO. Criteria Marks 1 Company Profile 20 2 Proposed Solutions 30 3 Demonstration at client 20 site 4 Proposed Team 20 5 Support 10 Total:- 100 8.4. For proper scrutiny, evaluation and comparison of offers, the purchaser may, at its discretion, ask some or all vendors for clarification of their offer. The request for such clarifications and the response will necessarily be in writing. 8.5. A selection committee from NRSP will evaluate the proposals and assign a rating to each proposal (technical and financial) according to a pre-defined set of criteria. The ratings of the individual committee members are weighted and a final score is assigned to each proposal. To qualify technically a minimum of 70% score is needed. Method will be used QCBS (Quality and Cost Based Selection) with 70% weight to technical and 30% weight to financial. The proposal with the highest score will be selected and the Consultant will be contacted for contract award and signature. This process should normally take about 20 to 30 days. 8.6. Mr. Malik Mumtaz is IT head is team lead for the assignment. For correspondence address is given below: Mr. Malik Mumtaz Ghafoor IT Head National Rural Support Programme, IRM Complex, 7, Sunrise Avenue, Park Road, Near COMSATS University, Islamabad. Ph:+92-51-8746170-3 9. Fees and payment Schedule 9.1 No Advance will be allowed in any case. 9.2 Payment will be made after the complete and satisfactory delivery/installation of the solution within 2-3 weeks through cross cheque after the submission of invoice from bidder. 9.3 Taxes will be deducted from all the invoices as per prescribed law of Govt. of Pakistan. Tax challan will be provided within 3-4 weeks of the payment. 6
10. Paying Authority The payments as per the Payment Schedule covered hereinabove shall be paid by NRSP. However, Payment of the Bills would be payable on receipt of advice/confirmation for satisfactory delivery from, IT Head. Following Documents are to be submitted for Payment: 1. Bill/GST Invoice 2. Duly acknowledged Delivery Challan. 3. Material Received Note (MRN) if issued by NRSP. 11. Delivery Schedule 11.1 The Selected Bidder must undertake to deliver the items ordered, to NRSP Office at Islamabad within the time offered in the proposal from the date of the Purchase Order. However, Delivery schedule may be changed under special circumstances at the discretion of the Purchaser. 11.2 The purchaser reserves right to shift items to any location where it has presence, anywhere in Pakistan, either during the warranty. 12. Warranty & Maintenance 12.1 The Vendor shall be fully responsible for the defected items and will be responsible to replace at his own cost within in 3-4 working days. 12.2 Hardware will be having at least 3 years warranty. Vendor will be responsible to claim or asssit the purchaser in case of the warranty. 12.3 Performance warranty will be 5% of the hardware cost which will be released after completion of warranty period. Purchase will withheld the 5% of the hardware cost as performance warranty. Bank guarantee or insurance guarantee for performance warranty will not be accepted. 13. Penalty for Downtime In case of delay in the supply of material against the terms indicated in the purchase order, the Vendor will have to pay a fine of 0.5 % (Half) percent of the balance qty for each day of delay. If shipment is delayed for more than 15 days the Purchaser has the right to unilaterally cancel the contract and his earnest money will be forfeited. 14. Penalty On Liquidated Damages for delayed supply In case the delivery is delayed beyond the stipulated date of delivery, Liquidated damage for late delivery @ one half of one percent (0.5%) of the order value for each day of delay or part thereof would be imposed, subject to maximum of 10% if the delay is for 10 days or more. The penalty for late delivery will be deducted from the bill amount. 15. Proposal Currency All prices shall be expressed in Pakistani Rupees only. 16. Cost of Bidding The bidder shall bear all the costs associated with the preparation and submission of proposal and NRSP will in no case be responsible or liable for these costs regardless of the conduct or outcome of the bidding process. 17. Bidding Document (RFP) The bidder is expected to examine all instructions, forms, Terms and Conditions and specifications in the RFP. Submission of a proposal not responsive to the RFP in every respect will be at the bidder s risk and may result in the rejection of its proposal without any further reference to the bidder. 18. Deadline For Submission of Proposal Proposal must be received by the Purchaser at the address specified in the Proposal Document not later than the specified date and time as specified in the Proposal Document. In the event of the specified date of 7
submission of proposal being declared a holiday for the Purchaser, the proposal will be received up to the appointed time on next working day. The Purchaser may, at its discretion, extend this deadline for submission of proposal by amending the proposal documents. 19. Confidentiality Statement All data and information received from NRSP for the purpose of this assignment is to be treated confidentially and is to be used ONLY in connection with the execution of these Terms of Reference. All intellectual property rights arising from the execution of these Terms of Reference are assigned to NRSP. The contents of written materials obtained and used in this assignment may not be disclosed to any third parties without the expressed advance written authorization of NRSP. NRSP may then disclose the draft, final report and/or any related information to any person and for any purpose they may deem appropriate. 20. General Terms & Conditions 20.1 The Purchaser does not bind itself to accept the lowest or any Proposal and reserves the right to reject any or all Proposal at any point of time prior to the issuance of purchase order without assigning any reasons whatsoever. 20.2 NRSP have the right to split the order in two or more vendors depending upon the kits being shortlisted. 20.3 The NRSP reserves the right to resort to re-tendering without providing any reason whatsoever. The NRSP shall not incur any liability on account of such rejection. 20.4 The NRSP reserves the right to modify any terms, conditions or specifications for submission of offer and to obtain revised Proposal from the bidders due to such changes, if any. 20.5 Canvassing of any kind will be a disqualification and the NRSP may decide to cancel the bidder from its empanelment. 21. Rejection of the Proposal The Proposal is liable to be rejected if: The document doesn t bear signature of authorized person. It is received through Telegram/Fax/E-mail. If the proposal is submitted without or less or not in required type the earnest money deposit. It is received after expiry of the due date and time stipulated for Proposal submission. Incomplete Proposal, including non-submission or non-furnishing of requisite documents / Conditional Proposal / Proposal not conforming to the terms and conditions stipulated in this tender document are liable for rejection by the NRSP. 22. Modifications and Withdrawal of Proposal Proposal once submitted will be treated, as final and no further correspondence will be entertained on this. No proposal will be modified after the deadline for submission of proposal. No bidder shall be allowed to withdraw the proposal, if the bidder happens to be a successful bidder. 23. Proposal Opening And Evaluation The Purchaser will open the proposal, in the presence of Bidder s representative(s) who choose/authorized to attend, at the time and date mentioned in RFP at the address mentioned at bidding details. The bidder s representatives who are present shall sign the sheet evidencing their attendance. In the event of the specified date of proposal opening being declared a holiday for Purchaser, the proposal shall be opened at the appointed time and place on next working days. Bidders satisfying the technical requirements as determined by the Purchaser and accepting the Terms and Conditions of this document shall be short-listed. 8
Decision of the Purchaser in this regard shall be final and binding on the bidders. The contract will be awarded only to the successful responsive bidder. NRSP reserves the right to negotiate with Second, third bidder etc. if successful bidder is not able to supply the deliverables and his earnest money will be forfeited. 24. Clarifications Of Proposal To assist in the examination, evaluation and comparison of proposal the Purchaser may, at its discretion, ask the bidder for clarification. The response shall be in writing and no change in the substance or price of the proposal shall be sought, offered or permitted. 25. Purchaser's Right To Accept Or Reject Any Or All Proposal The Purchaser reserves the right to accept or reject any proposal and annul the bidding process and reject all proposal at any time prior to award of contract, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the ground for the Purchaser's action. 26. Governing Laws And Disputes All disputes or differences whatsoever arising between the parties out of or in relation to the meaning and operation or effect of these Tender Documents or breach thereof shall be settled amicably. If however the parties are not able to solve them amicably, the same shall be settled by arbitration in accordance with the applicable Pakistani Laws, and the award made in pursuance thereof shall be binding on the parties. The Arbitrator/Arbitrators shall give a reasoned award. 27. Placement Of Order And Acceptance The vendor shall give acceptance of the order placed on it within 3 days from the date of order, failing which, the Purchaser shall have right to cancel the order. 28. Authorized Signatory The bidder should indicate the authorized officials from their organization who can discuss, correspond, sign agreements / contracts, raise invoice and accept payments and also to correspond. The bidders should furnish proof of signature of the authorized personnel for above purposes as required by the NRSP. 29. Appeals Bidders believing that they have been harmed by an error or irregularity during the award process may file a complaint to NRSP at complaints@nrsp.org.pk. 9
Annex A Proposal submission letter format (should be submitted on the company/firm letter head) The National Rural Support Programme National Rural Support Programme, IRM Complex, 7, Sunrise Avenue, Park Road, Near COMSATS University, Islamabad. (Date of submission) Technical/Financial Proposal for NRSP For Microsoft Exchange Solution Please find enclosed our Technical/Financial Proposal in respect of Microsoft Exchange Solution. Our proposal is valid till. We understand that the proposal submitted herein may require further discussions and changes based on such discussions. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations. We understand that NRSP may accept or reject our proposal without giving any reason. Yours sincerely, (Signature) (Chairman and/or General Manager) (Address of Company) 10