PROCUREMENT OF UNIVERSITY INTEGRATED INFORMATION SYSTEM Invitation to Bid (ITB)   Reference Number 11382206   Procuring Entity UNIVERSITY OF NORTHERN PHILIPPINES   Title PROCUREMENT OF UNIVERSITY INTEGRATED INFORMATION SYSTEM   Area of Delivery Ilocos Sur   Printable Version Solicitation Number: G-2024-35 Trade Agreement: Implementing Rules and Regulations Procurement Mode: Public Bidding Classification: Goods Category: Information Technology Approved Budget for the Contract: PHP 5,200,025.00 Delivery Period: 60 Day/s Client Agency: Contact Person: Frances R Duldulao Head, BAC Secretariat Vigan City Vigan City Ilocos Sur Philippines 2700 63-77-6326895 63-77-6326895 bac@unp.edu.ph Status Active Associated Components Order Bid Supplements 0 Document Request List 1 Date Published 19/10/2024 Last Updated / Time 19/10/2024 12:00 AM Closing Date / Time 11/11/2024 9:00 AM Description Republic of the Philippines UNIVERSITY OF NORTHERN PHILIPPINES Tamag, Vigan City INVITATION TO BID FOR THE PROCUREMENT OF UNIVERSITY INTEGRATED INFORMATION SYSTEM 1. The University of Northern Philippines, through the Use of Income, 2024 intends to apply the sum of ₱ 5,200,025.00 the ABC to payments under the contract for Procurement of University Integrated Information System/G-2024-35. Bids received in excess of the ABC shall be automatically rejected at bid opening. 2. The University of Northern Philippines now invites bids for the above Procurement Project. Delivery of the Goods is required within 60 calendar days upon receipt of Notice to Proceed. Bidders should have completed, within 5 years from the date of submission and receipt of bids, a contract similar to the Project. The description of an eligible bidder is contained in the Bidding Documents, particularly, in Section II (Instructions to Bidders). 3. Bidding will be conducted through open competitive bidding procedures using a non-discretionary “pass/fail” criterion as specified in the 2016 revised Implementing Rules and Regulations (IRR) of Republic Act (RA) No. 9184. Bidding is restricted to Filipino citizens/sole proprietorships, partnerships, or organizations with at least sixty percent (60%) interest or outstanding capital stock belonging to citizens of the Philippines, and to citizens or organizations of a country the laws or regulations of which grant similar rights or privileges to Filipino citizens, pursuant to RA No. 5183. 4. Prospective Bidders may obtain further information from University of Northern Philippines and inspect the Bidding Documents at the address given below during 8:00 AM – 12:00 PM and 1:00-5:00 PM, from Monday to Friday except non-working holidays. 5. A complete set of Bidding Documents may be acquired by interested Bidders on October 19 – November 11, 2024 from the given address and website(s) below and upon payment of the applicable fee to the Cashier’s Office for the Bidding Documents, pursuant to the latest Guidelines issued by the GPPB, to wit: Lot No. ABC Price of Bid Documents per lot 1 ₱ 1,000,000.00 ₱ 5,000.00 2 1,500,000.00 5,000.00 3 1,300,000.00 5,000.00 4 308,000.00 500.00 5 1,092,025.00 5,000.00 1-5 5,200,025.00 10,000.00 If the bidder shall submit its bid for more than one lot, the bidder shall pay the corresponding maximum fee for the Bidding Documents stated in the Guidelines issued by the GPPB based on the total ABC of the lots to be bid. The Procuring Entity shall allow the bidder to present its proof of payment for the fees in person, by facsimile, or through electronic means. 6. The University of Northern Philippines will hold a Pre-Bid Conference on October 28, 2024, 9:00 AM at BAC Meeting Room, 2/F Roco Lina Building, University of Northern Philippines, Tamag, Vigan City, Ilocos Sur and/or through video conferencing or webcasting via Google Meet (https://meet.google.com/jxm-txqj-xov) which shall be open to prospective bidders. 7. Bids must be duly received by the BAC Secretariat through: (i) manual submission at the office address indicated below on or before November 11, 2024, 9:00 AM. Late bids shall not be accepted. 8. All Bids must be accompanied by a bid security in any of the acceptable forms and in the amount stated in ITB Clause 14. 9. Bid opening shall be on November 11, 2024, 9:00 AM at the given address below and/or via Google Meet (https://meet.google.com/jxm-txqj-xov). Bids will be opened in the presence of the bidders’ representatives who choose to attend the activity. 10. The University of Northern Philippines reserves the right to reject any and all bids, declare a failure of bidding, or not award the contract at any time prior to contract award in accordance with Sections 35.6 and 41 of the 2016 revised IRR of RA No. 9184, without thereby incurring any liability to the affected bidder or bidders. 11. For further information, please refer to: DR. FATIMA F. ROCAMORA/DR. FRANCES R. DULDULAO University of Northern Philippines Tamag, Vigan City, Ilocos Sur 2700 bac@unp.edu.ph (077) 632-6895 www.unp.edu.ph You may visit the following websites: For downloading of Bidding Documents: www.philgeps.gov.ph October 18, 2024 FATIMA F. ROCAMORA, EdD BAC Chairperson PROCUREMENT OF UNIVERSITY INTEGRATED INFORMATION SYSTEM ABC: ₱ 5,200,025.00 LOT NO. ITEM NO. UNIT ITEM DESCRIPTION QTY ABC --For University Use, INFORMATION & COMMUNICATIONS TECHNOLOGY OFFICE (PR \ 2024-10-17-837) Use of Income UNIVERSITY INTEGRATED INFORMATION SYSTEM General Features - Accessible to any other mobile and browser (all other spec - c/ Sir Mar) - Modern, interactive, and consistent User Interface and MULTIPLE windows in one page. - All customized reports must be through PDF and Excel as needed by different end users -Automatic logout when Away from Keyboard for 5 mins. - One ID System – ONE (1) Identification Card can be used in all system/s. - Cloud Server Hosting (for FREE) 1. 99.99% uptime 2. 10 years 3. Scalable when needed to adjust Other Inclusions: ACCESS - All access and privileges - Access codes and password should be changed upon delivery - All privileges/access on the system should be given to the end-users upon delivery. Vendor shall only have the authority for the modification/s on the system once Admin users have permitted them to do so - The system and the data should be own and transfer to the end-user MIGRATION - Prospective bidders must provide-handholding during the migration, loading of data unto the system. Migration of data from the existing system will be done within one (1) month after delivery. TRAINING - Capacity Building shall be conducted by module/ per end-user with the following: - Trainers - specifically for the trainer to ensure the continuous training to end-users. Expected output is the Trainer's Manual and Video Tutorials on how to use the system INTEGRATION - Open for integration/ Scalable with other system/s (e.g. HRIS, Asset, Record, etc.) and it should be done by the developers of both system/s SUPPORT - Lifetime technical support service (the supplier should have a Ticketing System where concerns and queries can be sent 24/7) - Free cloud hosting after implementation and acceptance for atleast ten (10) years with twenty thiusand (20,000) concurrent users - The vendor should continuously track and monitor the performance of the system and open for upgrading/updating - other components not specified but may be necessary to the overall output of the project should be applied by the vendor (e.g. data analytics, etc.) LOT 1--1. Set PROPERTY MANAGEMENT AND INVENTORY SYSTEM--ABC:₱ 1,000,000.00 -General Provision a.Open for integration/ Scalable with other system/s (e.g. SIAS, Property Management, etc.) and it should be done by the developers of both system/s b. Cloud Server Hosting (for FREE) 1. 99.99% uptime 2. 10 years 3. Scalable when needed to adjust - Property and Inventory Management a. Property Identification and Labeling (Property should have unique IDs, barcodes, or RFID tags for simple tracking and management.) b. Property Tracking and Location Management (Track property and their whereabouts to prevent loss or theft.) c. Property Classification and Categorization (Sort property by kind, category, department, or other criteria to organize and manage them.) d. Stock in and stock out of property • Procurement and requisition e. Property Maintenance and Lifecycle Management (Manage maintenance to keep property running smoothly throughout their lifespan.) f. Memorandum receipt g. User Access Control and Security (Manage property use and assign property to departments or individuals based on need to avoid underutilization or hoarding.) h. Reporting and Analytics (Create customizable reports and analytical insights on property use, maintenance history, depreciation, and other KPIs to improve decision-making and planning. i. Generated Report: •Master list of property custodian •Master list of property procured •Monthly, Quarterly and Annual inventory report •Warranty monitoring •List of property to be condemned •Master list of condemned properties •List of inventory transfers -Supplier Management a. Evaluation of supplier b. Generated Report: •Supplier List •Blocklist Suppliers -1- LOT 2--1. set HUMAN RESOURCE MANAGEMENT--ABC: ₱ 1,500,000.00 -General Provision a. Employee and HRMO access b. Employee Self-Service (ESS) (Allow employees to update their personal information, request leaves, and manage benefits via a secure web interface.) c. Open for integration/ Scalable with other system/s (e.g. SIAS, Property Management, etc.) and it should be done by the developers of both system/s d. Updating, viewing and printing of employee's personal record e. Definition of colleges, departments, offices, classifications, ranks/positions and designations f. Centralized database for all modules in HRIS g. Compliance and Regulatory Reporting (Maintain employee records and generate government and regulatory reports to comply with labor laws.) h. Analytics and Dashboard (Support HR strategy and decision-making with interactive dashboards and data-driven insights.) i. Security and Data Privacy (Provide data security and privacy via strong access controls, encryption, and data protection rules.) j. Data backup and recovery k. Cloud Server Hosting (for FREE) 1. 99.99% uptime 2. 10 years 3. Scalable when needed to adjust -Recruitment and Applicant Tracking a. Job posting b. Submission of applicant requirements c. Applicant Tracking and Selection -Employee Management (Keep employee profiles with personal information, job history, skills, qualifications, certifications, and other personnel information and achievements.) a. Employees Profile: Employees input/update their PDS (Form 212) anywhere anytime following the template required by Civil Service Commission (CSC). Moreover, employees can upload or attach certificates on ALL records such as training, educational attainment, affiliation, references, etc. b. Personal Data Form (All information will be coming from the Employee Profile) c. Service Record -Leave Management (Automate leave requests and approval for vacation, sick, and other kinds of leaves.) a. The use of CSC Form 6 for leave application b. Approving signatory should be the Immediate Supervisor and the HRMO c. Automatic computation of leave credits d. Viewing of leave credits -Time Record Management a. Supports flexi / sliding time schedule b. Supports complex or irregular time schedule c. Generates/prints DTR for any period with automatic daily abscenses, late and undertime computation d. Generates/prints summary of attendance (abscences, late and undertime) with frequencies for export to Payroll System) e. Generates summary of attendance by classification or department f. Generates detailed attendance report for employees g. Crosschecks actual attendance from authorized overtime applied h. Supports leave debit(computed monthly) and credit system i. Detects overtime under Legal or Special holidays j. Supports grace period for late or undertime k. Automatic Conversion of late minutes to absent i.e 1 hour late to half day absent l. Automatic Conversion of late minutes to the nearest hour i.e 30 minutes to 1 hour m. Monitoring of tardiness, undertime, and absenteism n. Manage holiday, compensatory time off, official business, and official time setting Payroll Management a. Data connection between Time Record Management and Leave Management b. Setting of employee rate (JO, Part-time, Contractual, & Casual) c. Mode of Computation: Monthly or Semi-Monthly d. Semi-Monthly 30th computation of tax and premiums adds previously computed 15th data for the monthly computation e. Automatic period locking. A user with “Lock Period” privilege can adjust when a period will be locked or using the default 15th or 30th Lock Days and Hour defined in Tools – Options. f. Locking off “all or specific” Income and Deductions of “all or specific” employees. g. Supports government's salary grade system h. Computes Absences based on Basic Pay + COLA (Optional) Daily Rate and Tardiness based on Basic Pay + COLA (Optional) Hourly Rate i. Updatable tables on Tax, GSIS, SSS, PhilHealth, Pagibig and Maximum Non-Bonus based on Effectivity date j. User-defined schedule of deduction for GSIS, SSS, PhilHealth and Pagibig Premiums (Every Pay, 1 st Pay or 2nd Pay) k. Updatable tables on Maximum Non-taxable Bonus based on Effectivity date) l. Viewing and printing of employees' payslip -Performance Management a. CSC length of service award and other awards provided by CSC -Generated Reports a. Masterlist of Employee b. Summary Employee Profile c. Summary of Training/Seminar/ Conferences Attended d. Summary of Professional membership in organization e. User-customized reports (list of employees per college/office, etc.) -1- LOT 3--1. set RECORDS MANAGEMENT SYSTEM--ABC: ₱ 1,300,000.00 -General Provision a. Open for integration/ Scalable with other system/s (e.g. SIAS, Property Management, etc.) and it should be done by the developers of both system/s b. Cloud Server Hosting (for FREE) 1. 99.99% uptime 2. 10 years 3. Scalable when needed to adjust -Records Input a. Scanning of Documents b. Uploading of documents c. Automated process for mass uploading -Records Search a. Advanced search on all document attributes b. Scalable records search engine -Records Indexing a. Indexing of all documents b. Indexing all revisions c. Content recognition and indexing -Records Processing a. Create Documents using Templates b. Forward, move and share documents c. Email documents -Workflow Automation a. Document Routing b. Setup individual rules and document actions c. Automatic and Manual workflow d. Rule based processing on incoming documents e. Business Process Modeling with Customized Reports f. Configure multi-level approvals g. Automatic creation of records based on documents h. Update records based on documents -Collaborative Document Editing a. Real-time editing, commenting and collaboration b. Audit trail on changes -Records Security a. Audit Trail b. User Roles c. Advanced Access Rights d. Indexing all revisions e. Modify Ownership -Customization a. Create customized Records b. Generate Custom Fields and Reports c. Add custom Document Attributes d. Describe custom workflow -1- LOT 4--IT EQUIPMENT--ABC: ₱ 308,000.000 1. set Touchscreen Kiosk -with reader -color: white -ACR 122U -4- LOT 5--CONSUMABLES--ABC: ₱ 1,092,025.00 2. set Contactless Smartcard ID -contactless ID -19855- Pre-bid Conference Date Time Venue 28/10/2024 9:00 AM UNP BAC Meeting Room, 2/F Roco Lina Bldg., UNP Created by Frances R Duldulao Date Created 18/10/2024 The PhilGEPS team is not responsible for any typographical errors or misinformation presented in the system. PhilGEPS only displays information provided for by its clients, and any queries regarding the postings should be directed to the contact person/s of the concerned party.       UNIVERSITY OF NORTHERN PHILIPPINES