Request for Proposal ONLINE MANAGEMENT INFORMATION SYSTEM (MIS) DEVELOPMENT This Request for Proposal (RFP) describes in Part A) Swisscontact, the project’s background, the assignment that need to be carried out and the deliverables of the contracted firm (henceforth called consultant). Part B) explains the content, evaluation and submission of the proposal for the assignment to be carried out as described in Part A).

PART A

Background Swisscontact was established in 1959 as an independent organisation by prominent individuals from the worlds of commerce and science in Switzerland. It is exclusively involved in international cooperation and since 1961 has carried out its own and mandated projects. Since it was founded, Swisscontact has maintained close ties with the private sector. In 2013, Swisscontact was active in 27 countries with a workforce of over 800 people. The organisation is based in Zurich. Swisscontact concentrates on four core areas of private sector development:

Skills Development SME Promotion Financial Services Resource Efficiency

The Swisscontact, South Asia Regional Office (SARO) is based in Dhaka, Bangladesh. As per the Mission of Swisscontact, SARO has the mandate to develop and maintain the Foundation’s portfolio of development projects in South Asia.

Building Skills for Unemployed and Underemployed Labour (B-SkillFUL) Mandated by Swiss Agency for Development and Cooperation (SDC) the B-SkillFUL project of Swisscontact aims to improve the well-being of poor and disadvantaged men and women by increasing their access to the labour market and increased income, while safeguarding their fundamental rights at work. The project facilitates implementation of demandable skills training programmes and job placement through local Training Service Providers (TSPs) in Dhaka, Bogra, Sunamganj, Jessore and up to 5 other districts yet to be selected. B-SkillFUL also raises awareness amongst potential trainees, graduates and informal sector enterprises on issues of labour rights and decent work (LRDW). The duration of the project Phase I is 4 years.

In order to ensure smooth implementation of the project and to measure the progress on a continuous basis an organised web-based management information system will be required. With this backdrop, Swisscontact seeks expertise of consultant to develop a comprehensive Web-Based Management Information System (MIS).

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Objective of the assignment The purpose of this assignment is to develop a comprehensive Web-Based Management Information System (MIS) to ensure systematically recording and extraction of project information by the key stakeholders of the project for informed decision making. The MIS is expected to cover the information related to beneficiaries, targets, activities, results and partners associated with different outcomes and outputs defined in the logical framework and Monitoring & Results Measurement System of the project. The MIS should also produce necessary structured reports for project management.

Scope of Work The consultant is responsible to develop a comprehensive Web-Based Management Information System for efficient information management of the project.

The scope of the consulting service includes:

a) Design and develop Web-Based Management Information System; b) Testing and Debugging; c) Training for implementation, maintenance and fine tune etc.; and d) One year of warranty service for trouble shooting, maintenance, and upgrading (if required)

In order to ensure smooth execution of the project intervention, the system would have to run on a network system that will ensure connectivity. This will enable web access to various user groups located in different districts to collaborate efficiently with each other.

Proposed tasks

i. Task of the Consultant The assignment need to be executed through following phases. In order to accomplish the assignment timely and efficiently a technically competent Project Manager is expected to assign by the intended consultant for this assignment.

Phase 1: Analysis of Information and Service Requirement

This phase includes assessment and finalization of information requirement in consultation with B-SkillFUL. The consultant needs to learn about the project, which includes project set-up, process flow, activities delivered by the project, logical framework and monitoring & measurement plan of the project. After two weeks from signing the contract, the consultant should hand over action plan indicating timeline for accomplishing tasks of all phases to B-SkillFUL. The action plan should be agreed and endorsed by B-SkillFUL prior to start system design.

Phase 2: System Design and Development

Once the analysis and action plan have been completed and accepted by B-SkillFUL, the consultant shall start the design and development phase. During this phase, as per agreed action plan, the consultant will develop the System. B-SkillFUL will have the right to request necessary modification after development of demo version.

During this period, the consultant will work in close cooperation with the project. It is required for the consultant to report in weekly basis in regards to the progress of the project. In addition, short notice phone or email updates are acceptable in case of emergencies.

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Phase 3: Testing It is required for the contracting consultant to perform complete test and penetration test the applications for security breaches, functional issues and bugs. Once the system is fully tested and the team has approved this phase, it is important to consider the following points:

• Consultant when handing over the system should also deliver written and electronic source codes.

• Source codes and the system in general when handed over will be undisputed property of B-SkillFUL and B-SkillFUL have the right to modify the system through source codes without having to consult the consultant which developed the system after expiry of warranty period.

Phase 4: Training & Implementation The contracting consultant should provide a copy of each of the following documents:

• Users' manual for system usage and administration • Visual instruction guide for the users • Installation and maintenance manual • Materials with training examples • Examples of system testing scripts.

The consultant should also provide relevant staff training according to submitted training plans, on following: (i) Installation, (ii) Configuration; (iii) Use, and (iv) System maintenance based on requirements set in this document.

Guarantee and support for services: All products and materials developed by the Consultant are B-SkillFUL property and provided by a request after full completion of the project. Products and materials comprise (but not limited to) the database source code, schemes, diagrams, documentation and version. The source code should include all current codes, choice, projects and other files for system design.

Support, Maintenance, Debugging and Up-gradation: The Consultant must provide service warranty and maintenance for at least 12 months. 20% addendum/modification of the tables, entry forms or reports can be occurred during 1st year, the consultant need to address the addendum/modification in all possible ways. After 1st year if any incorporation is needed then this could be done using per men days procedure with the aligned consultant.

The consultant is required to provide: initial remote diagnosis of faults, onsite engineering support, troubleshooting, system maintenance, debugging and system tuning - as required by B-SkillFUL. The consultant shall respond to requests for debugging and support within 4 hours with details of the proposed solution. In agreement with B-SkillFUL, consultant is expected to temporarily or permanently resolve the issue within 8 hours. Consultant is obliged to provide 2 contact points that will be in charge of the first level of support. In addition, the consultant is responsible to test and consult to B-SkillFUL that the issue has been resolved. If the problem persists, the consultant is responsible to transfer the issue to the second line of support who will be responsible to solve the issue within 8 business hours or within a timeline fixed upon consultation with B-SkillFUL based on the complexity of the problem. Additionally, the client is required to appoint 2 contact persons who will be in charge for maintenance. In case that there are staff changes related to the project, the consultant is obliged to inform the client on time.

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Technical Specifications: The system design will include the application and database. Following aspects will be considered in developing the system.

• The software's application should be developed in compatible latest web technologies; • Application should have web based facilities; • Should be W3C complaint, use XHTML and MVC Pattern; • User experiences and interfaces should be built using the latest Microsoft visual

studio/ASP.NET; • The online database engine should be powered by compatible latest MS SQL Server/ MySQL; • The system should have offline to online and vice-versa data and/or object synchronization

option ; • There will be around 30 reports (RDLC format with drill down facility); • Provision of dynamic (customisable) report design/development by the MIS user; • Provision of dynamic (customisable) query builder by the MIS user; • Provision of dynamic (customisable) entry form design/development by the MIS user; • The system should have provision of generating structured report with infographics

feature for business operation and project performance monitoring information; • System should have a dashboard showing the key information as defined by B-SkillFUL; • System should contain 'search' function to be defined by the client, which would allow

approximate and accurate searching; • Integrate project geo-data of beneficiaries with Google Map; • Software should contain high-level security for protecting the integrity of data; • System should have different user level management and application and application must

allow access, data insertion, modification and deletion based on user's profile rights. Users' rights should allow reconfiguration by the system's administrator;

• Each client's connection to the system application or external software should be carried out by an identifier and password (a log in and password) based on best practices;

• System's administrator should be able to have the possibility of setting users' restrictions such as password expiry, criteria for a complicated password, certain timings for access, etc.

• Application should allow full auditing of all occurrences in the system (time, event), users, log-in success/failed, user and machine/pc, IP);

• System should allow encrypting of data considered as sensitive, as defined by the client and also should allow encrypt connection information.

• System should allow dissemination of reports via e-mail and in different formats such as: xlsx, xml, pdf, docx, csv, etc. depending on client's requirements;

• Other relevant work pertaining to efficient operation of online MIS.

ii. Task of B-SkillFUL project

B-SkillFUL, representing Swisscontact, will have the role of client for this assignment and will perform the following tasks:

• Share the relevant information with the consultant as necessary for their analysis such as: a. Project set-up information; b. Process flow and associated information covering interlinkages among the activities; c. Templates of the entry forms; d. List of structured reports and report templates;

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• Assign representative(s) to control and supervise the assignment; • Provide feedback and approve the action plan submitted by the consultant; • Provide feedback and approve the demo version of the system; • Arrange necessary IT infrastructure as suggested by the consultant for final deployment of system; • Provide venue for the training; • Make payment as per the schedule of payment given in the later part of this RFP.

Tentative Task Schedule and Deliverables

B-SkillFUL requires the system to be completed within a maximum period of 1.5 months after signing the contract tentatively starting from 15 March 2016 through 30 April 2016.

Tasks Deliverables Weeks Required (Estimated)

1 Analysis of information and service requirement

• Inception report including Action Plan covering ­ system development plan, ­ implementation plan, ­ pedagogy for training, ­ training plan, ­ test plan, ­ maintenance plan and ­ online assistance plan,

• Software Requirement Specification (SRS) • List of IT equipment required for final deployment of

the system.

2 weeks

2 System design and development

• Demo version of the system 2 weeks

3 Testing of developed system

• Report along with all observation found during User Acceptance Test (UAT);

• Examples of system testing scripts; • Written and electronic source codes

1 week

4 Training and implementation of system

• Deploy/implement the software in real server and project office offline server/environment;

• Training of project staff; • Training of administrator(s) for maintenance; • Users' manual for system usage and administration; • Visual instruction guide for the users; • Installation and maintenance manual; • Materials with training examples; • Final report highlighting upcoming challenges.

1 Week

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At the completion of the contract, the following products will have been delivered: • Inception Report including Action Plan; • Software Requirement Specification; • Detailed operation manual; • Deployment of the Software in live/online server as well as project offline server; • Training to project staff; • 12 months warranty for maintenance; • Database and source code of the project; • Completion report highlighting upcoming challenges;

Progress Controls and Project Team Setup

i. Progress Controls

Progress will be controlled and supervised by Senior Manager-LRDW and Coordinator-MRM of B-SkillFUL project. Team Leader of B-SkillFUL will also carry out a performance evaluation at the end of the assignment.

ii. Team composition The project team should be comprised of system development engineers with first-hand experience in online web-based information system development. The team members should have at least a bachelor's degree in computer science/engineering or relevant technical discipline from an authorized national or international institution. The team member should have following expertise.

• Minimum 03 years of relevant experience in designing and developing web-based database applications and software;

• Must experiences in MS.Net, MS Access/MySQL, Reporting Tools and SQL Serve; • Proven expertise in Data Management and Analysis;

Curriculum Vitae of team members highlighting responsibilities, designation, year of experience, number of projects worked, expertise & skill set, educational qualification should be submitted with proposal.

Schedule of Payment

Payments will be made against time bound deliverable as specified in this RFP. B-SkillFUL shall effect payments, by bank transfer to the proposer's bank account.

Deliverables Percentage of payment

After completion of analysis and submission of Software Requirement Specification and action plan

20%

After completion of User Acceptance Test and final Deployment of Software (both online and offline)

30%

After completion of training and final report submission 20% After completion of six (06) months of online assistance 20% After completion of twelve (12) months support & maintenance 10% Possible modifications of the assignment will be subject to discussions with the selected Consultant.

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PART B

Guidelines for submission of the proposal These guidelines shall ensure uniformity of proposals submitted by all applicants and transparency of the evaluation process.

A. Minimum Eligibility Criteria for the Consultant:

• The Consultant must have minimum three (03) years of experience in developing similar information system.

• The consultant must have at least 01 (one) developed active online web-based information system with similar features described in Technical Specifications part (Proposer/Consultant has to submit evidences for this with the proposal, like screen shot, online URL or any other).

The interested consultant must submit necessary documents to substantiate above eligibility criteria. Proposals which do not meet above mentioned eligibility criteria will not be considered for evaluation. B. Content of the proposal

Interested consultants must submit the Technical and Financial proposals to demonstrate the qualifications of the prospective consultant, to enable appraisal of competing bids. The content of Technical and Financial proposal must follow the order and page limits mentioned under part C. Evaluation process The language of the proposal is English. The proposal must be submitted in MS Word, maximum 11 pages (not sheets) excluding Cover Page, Abbreviations, Glossary, Table of Content, Additional Documents, and Annexes. Page size A4; font size Calibri 11, line spacing 1.2.

C. Evaluation process a) All proposals submitted in a different format and/or structured than required under B. above will be

excluded from the evaluation. b) Cumulative weighted-scoring method will be applied to evaluate the consultant. Following table gives

the page limits and distribution of scores. Additional information can be attached as Annex to the proposal which will not be considered for scoring.

Criteria Max no. of

pages Max. Point

Technical (70% of total score) 70 Criteria A: Consultant's experience 2 20 a) Company Profile including administrative, financial and management

control system. Applicable business registration certificates and corporate documents (Articles of Association or other founding authority) need to attach as ANNEX.

0.5 5

b) Company's experience in Software Development 0.5 5

c) List of developed active online web-based management information system with similar features (Client Name, Nature of Project, Financial Volume, Year)

1 10

Criteria B: Composition and Qualification of the Team 2 20 a) No of technical people in the team 2 b) Number of projects worked 5

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c) Expertise & skill set 10 d) Educational qualification 3 Criteria C: Proposed Approach/Methodology and timeframe 6 30 a) Understanding of the assignment 1 7.5 b) Approach for development, implementation, testing, and training of

the system 3 10

c) Project time-frame or duration (Gantt) 1 5 d) Suggestions/ comments to proposed assignments 1 7.5

Financial (30% of total score) The costing must be broken down as below:

a) Person days with professional fees for each staff assigned b) Support services (materials, communications, etc.) c) Travel d) VAT and TAX as per Government rules

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c) All proposals with a score of less than or equal to 50% points in the technical evaluation will be excluded from further evaluation. Only those proposals with more than 50% points in the technical evaluation will also be rated for the financial evaluation.

d) The 3 applicants with the highest scores after budget rating will be selected for presentations. e) The applicant achieving the highest score after presentation will be awarded the contract provided

budget agreement can also be reached. If there is no budget agreement, the next best scoring proposal will be negotiated.

f) Swisscontact has no obligation to award the contract to any applicant if the proposals submitted do not match the quality and / or the budget requirements of Swisscontact.

g) Swisscontact has no obligation to provide any further information to the applicants or any other 3rd party about the evaluation process and its results other than contained in this paragraph C. Evaluation process.

Presentation & discussion Shortlisted applicants will be invited for the presentation of the proposal and discussion. The objective is to facilitate personal acquaintance among the applicant and the evaluation team and to gain further clarity on the proposals.

a. Presentation: The presentation may be prepared in MS Power Point not exceeding 15 slides with simple

design. The presentation shall be prepared for a maximum of 30 minutes.

b. Discussion: The discussion will cover the project proposal as a whole and depending on the clarification needs, will last up to 60 minutes.

The presentation and discussion will take place at the Swisscontact Office, House 19, Road 11, Baridhara, Dhaka.

h) The cost of preparing a proposal and of negotiating a contract, including any related travel, is not reimbursable as a direct cost of the assignment.

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D. Anticipated timeline for submission and evaluation

# Event From To Deadline 1. Request for Proposal out by B-SkillFUL/ Swisscontact 3-Feb-16

2. Questions to the RFP by email to B-SkillFUL (see below Questions) 6-Feb-16 10-Feb-16

3. Questions answered by B-SkillFUL and available on webpage 14-Feb-16

4. Submission of proposal to B-SkillFUL 22-Feb-16

5. Evaluation and shortlisting of proposals 23-Feb-16 29-Feb-16

6. Information to shortlisted applicants 1-Mar-16

7. Presentations and Discussions 3-Mar-16 7-Mar-16

8. Negotiations (if any) concluded 8-Mar-16 9-Mar-16

9. Contract signing 10-Mar-16 14-Mar-16

10. Start of assignment 15-Mar-16

Questions to the RFP can be sent to the email bd.bskillful@swisscontact.org as indicated under #2 D. above. The subject line must contain Questions RFP for MIS. The answers will be available on the website www.swisscontact.org/southasia under B-SkillFUL Request for Proposal – Development of MIS. Questions received by phone will not be answered. E. Submission of proposal:

The proposal can be submitted by surface mail (letter) or email.

a) If proposal is submitted by surface mail (letter), it has to be submitted to:

Mostafizur Rahman Administration Officer, B-SkillFUL Swisscontact South Asian Regional Office House 19, Road 11, Baridhara, Dhaka‐1212, Bangladesh The envelope must be marked with Proposal B-SkillFUL MIS Development on the top of the envelope. The envelope shall contain 3 hard copies and 1 soft copy of the proposal. The proposal must reach the Swisscontact office latest by 22 February, 2016, 12:00 (noon). b) If proposal is submitted by email, it has to be addressed to: bd.bskillful@swisscontact.org The subject line must mention Proposal B-SkillFUL MIS Development. The soft copy must be sent in PDF format. The email must be received latest by 22 February, 2016, 12:00 (noon). Emails received will be confirmed within one day of submission. If no confirmation is received, send email again. Only confirmed emails will be evaluated. DO NOT SEND BOTH HARD AND SOFT COPY OF THE PROPOSAL.