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HONG KONG HOUSING AUTHORITY

TENDER FOR
THE DESIGN, SUPPLY, DELIVERY, INSTALLATION, COMMISSIONING,
MAINTENANCE, TRAINING AND OTHER RELATED SERVICES
OF
HARDWARE AND SOFTWARE UPGRADE OF THE
COUNTERPARTY MANAGEMENT INFORMATION SYSTEM
FOR
THE HONG KONG HOUSING AUTHORITY

TENDER DOCUMENT

Tender Ref. : HAQ20090096


File Ref. : HD/DP/6/8
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Table of Contents

Part I Lodging of Tender

Part II Conditions of Tender

Part III Articles of Agreement

Part IV General Conditions of Contract

Part V Contract Schedules

Part VI Deed of Guarantee

Part VII Project Specification

Part VIII Special Conditions of Contract

Part IX Offer to be Bound

Annexes

Annex A Notes for Submission of Financial Information for Financial Evaluation

Schedule 01 Statement of Financial Resources


Schedule 02 List of Current Outstanding Works
Schedule 03 Statement of Projected Profit / Loss and Cashflow for the Contract
Schedule 04 Profitability Trend Analysis
Schedule 05 Capital Ratio
Schedule 06 Compilation of Total Available Working Capital
Schedule 07 Compilation of Total Available Employed Capital
Schedule 08 Breakdown Analysis of Current Assets
Schedule 09 Inter-group Balance
Schedule 10 Schedules of Significant Events Occurred after Balance Sheet Date

Annex B Reply Slip for Tender Briefing Session

Annex C Configuration of Current Environment in the Housing Authority

Annex D Abstract of Defined Processes for Software Development Life Cycle

Annex E Major Product List

Annex F Description of Existing System

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HONG KONG HOUSING AUTHORITY

TENDER FOR
THE DESIGN, SUPPLY, DELIVERY, INSTALLATION, COMMISSIONING,
MAINTENANCE, TRAINING AND OTHER RELATED SERVICES
OF
HARDWARE AND SOFTWARE UPGRADE OF THE COUNTERPARTY
MANAGEMENT INFORMATION SYSTEM
FOR
THE HONG KONG HOUSING AUTHORITY

Tender Ref. : HAQ20090096

File Ref. : HD/DP/6/8

PART I

LODGING OF TENDER

This tender must be properly completed and be placed in the Hong Kong Housing Authority Tender
Box located at the Ground Floor, Block 2, Housing Authority Headquarters (HAHQ) Building, 33
Fat Kwong Street, Kowloon, Hong Kong and addressed to Committees’ Secretary before 10:00 a.m.
on Friday, 26 March 2010 ("the tender closing date") in 2 separately sealed plain envelopes (without
the identification of the tenderer) marked "Technical Proposal - Tender for the Design, Supply,
Delivery, Installation, Commissioning, Maintenance, Training and Other Related Services of
Hardware and Software Upgrade of the Counterparty Management Information System for the
Hong Kong Housing Authority” and “Fee Proposal - Tender for the Design, Supply, Delivery,
Installation, Commissioning, Maintenance, Training and Other Related Services of Hardware and
Software Upgrade of the Counterparty Management Information System for the Hong Kong
Housing Authority” respectively.

Late tender or tender not submitted in accordance with the above stipulated manner will not
be accepted.

Tender Issuing Date: 12 February 2010

N.B. This tender is covered by the Agreement on Government Procurement of the World Trade
Organization.

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Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

PART II

CONDITIONS OF TENDER

CONTENTS

1. Tender Document

2. Invitation to Tender

3. Receipt of Tender

4. Disclaimer

5. Information and Descriptive Literature

6. Supplementary Information

7. Tenderer's Response to Housing Authority Enquiries

8. Accuracy of Tender Prices

9. Company / Business Organization Status

10. Counterproposal

11. Acceptance

12. Tenderer's Enquiries

13. Particulars of Offer

14. Contractor’s Performance Monitoring

15. Completion of Tender

16. Tender Validity Period

17. Quotation

18. Site Surveys During the Tender Period

19. Consideration of Offers

20. Tenderer's Offers

21. Separate Offers

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22. Tenderer's Commitment

23. Free Presentation

24. Deed of Guarantee

25. Tender Documents of Unsuccessful Tenderers

26. Review of Tenderers’ Qualified Status

27. Written Instruction Procedure

28. Award of Contract

29. Statement of Compliance

30. Alternative Proposal and Negotiation

31. Personal Data Provided

32. Cancellation of Tender

33. Consent to Disclosure

34. Complaints about Tendering Process or Contract Awards

35. Assessment of Tender Prices

36. Conflict of Interest

37. Tender Preparation/Submission

38. Tender Evaluation Criteria

39. Financial Vetting

40. Tender Briefing Session

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PART II

CONDITIONS OF TENDER
1. Tender Document

1.1 The tender document consists of :-

Part I - Lodging of Tender

Part II - Conditions of Tender

Part III - Articles of Agreement

Part IV - General Conditions of Contract

Part V - Contract Schedules

Part VI - Deed of Guarantee

Part VII - Project Specification

Part VIII - Special Conditions of Contract

Part IX - Offer to be Bound

Annexes

Annex A Notes for Submission of Financial Information for Financial Evaluation

Schedule 01 Statement of Financial Resources


Schedule 02 List of Current Outstanding Works
Schedule 03 Statement of Projected Profit / Loss and Cashflow for the Contract
Schedule 04 Profitability Trend Analysis
Schedule 05 Capital Ratio
Schedule 06 Compilation of Total Available Working Capital
Schedule 07 Compilation of Total Available Employed Capital
Schedule 08 Breakdown Analysis of Current Assets
Schedule 09 Inter-group Balance
Schedule 10 Schedules of Significant Events Occurred after Balance Sheet Date

Annex B Reply Slip for Tender Briefing Session

Annex C Configuration of Current Environment in the Housing Authority

Annex D Abstract of Defined Processes for Software Development Life Cycle

Annex E Major Product List

Annex F Description of Existing System

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1.2 Interpretation

1.2.1 Words and expressions defined in Part IV “General Conditions of Contract” but not otherwise
defined in other parts of this tender document shall have the same meaning when used herein and
in other parts of this tender document.

2. Invitation to Tender

2.1 Tenders are invited for the design, supply, delivery, installation, commissioning, maintenance,
training and other related services of Hardware and Software Upgrade of the Counterparty
Management Information System specified in Part V “Contract Schedules”, Part VII “Project
Specification” and the Annexes in accordance with the terms and conditions set out in Part II
“Conditions of Tender”, Part IV “General Conditions of Contract” and Part VIII “Special
Conditions of Contract” of this tender document.

3. Receipt of Tender

3.1 The tender closing date will automatically be deferred to 10:00 a.m. on the following Monday or
the next earliest possible working day of the following week in the following circumstances:
(i) if Tropical Cyclone Warning Signal No. 8 or above is hoisted before and remains hoisted
beyond the tender closing time on the tender closing date; or
(ii) if a “Black” Rainstorm Warning is announced by Government (via the Information Services
Department) before and remains in force beyond the tender closing time on the tender closing
date; or
(iii) when the Director of Housing announces the closure of the Housing Authority Headquarters
Building due to unforeseen circumstances occurring before and beyond the tender closing time
on the tender closing date.
However, the tender closing date will remain unchanged if Tropical Cyclone Warning Signal No. 8
or above or the “Black” Rainstorm Warning is lowered or withdrawn, or the Housing Authority
Headquarters Building is reopened, two hours or more before the tender closing time.

4. Disclaimer

4.1 Whilst the information in this tender has been prepared in good faith, it does not claim to be
comprehensive or to have been independently verified. Neither the Housing Authority, nor any of
its officers, agents or advisors, accepts any liability or responsibility as to, or in relation to the
adequacy, accuracy or completeness of the information contained in the tender or any executive
summary or any other written or oral information which is, has been or will be provided or
otherwise made available to any tenderers; nor do they make any representation, statement or
warranty, express or implied, with respect to such information or to the information on which the
tender document is based. Any liability in respect of any such information or any inaccuracy in
the tender or omission from the tender is expressly disclaimed.

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4.2 The Housing Authority reserves the right to terminate any or all negotiations in its discretion
before executing any binding contract with a selected tenderer. The tenderers’ participation in the
tender exercise will be entirely at their own risk. The Housing Authority will not under any
circumstances be liable to any of the tenderers for any costs, expenses, loss or damage whatsoever
arising out of or in connection with the tender exercise.

4.3 The submission of any proposal by a tenderer will be taken to be an acceptance of the terms of this
disclaimer.

5. Information and Descriptive Literature

5.1 Complete product and services information, including technical and descriptive literature, shall be
submitted with each copy of the tender. Information submitted shall be sufficiently detailed to
substantiate those products and services offered meet the tender specifications. Failure to comply
with this requirement may render the tender invalid.

6. Supplementary Information

6.1 All supplementary information to this tender will be in writing with contents and number of pages
described and forwarded to all tenderers known to be in receipt of this tender by post.

7. Tenderer's Response to Housing Authority Enquiries

7.1 In the event that the Housing Authority determines that clarification of any tender is necessary, it
will advise the tenderer, indicating whether the tenderer should supplement its tender. Each
tenderer shall thereafter have 3 working days or the period specified in the request for clarification,
to submit such information in the form requested. Failure to comply with this requirement may
render the tender invalid.

8. Accuracy of Tender Prices

8.1 Tenderer should make certain that prices quoted are accurate before submitting its quotation.
Under no circumstances shall the Housing Authority accept any request for price adjustment on the
ground that a mistake has been made in the tender prices.

9. Company / Business Organisation Status

9.1 Tenderer is required to provide the following details (the company / business organization status of
any sub-contractors in this tender should also be included) in Schedule 20 “Information Summary”
of Part V “Contract Schedules” :-

9.1.1 Name and address of the company / business organisation;

9.1.2 Length of business experience;

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9.1.3 Shareholders / Partners of the company / business organisation;

9.1.4 Names and residential addresses of the following :-

9.1.4.1 managing director / partners,

9.1.4.2 other directors,

9.1.4.3 sole proprietor,

9.1.5 Names and addresses of bankers who are prepared to provide references or other relevant financial
data which will indicate the financial viability of the tenderer; and

9.1.6 A copy of the Memorandum and Articles of Association, and valid Business Registration
Certificate or other documents evidencing business status.

9.2 Tenderer is also required to provide at least a corporate or government user reference with systems
similar to the proposed System in Schedule 20 “Information Summary” of Part V “Contract
Schedules”. For each user reference, the following information is required :-

9.2.1 name of user;

9.2.2 name, address and telephone number for contact;

9.2.3 summary of technologies involved, hardware and software used and their interconnection;

9.2.4 number of users served;

9.2.5 main application;

9.2.6 project duration and date of installation;

9.2.7 serviceability/availability figures for the last twelve months or since being used, whichever is
available; and

9.2.8 summary of services provided by the tenderer such as role and size of the project team.

9.3 Failure to comply with the requirements as stated in clauses 9.1 and 9.2 above may render the
tender invalid.

10. Counterproposal

10.1 Counterproposal will only be considered in exceptional circumstances and on issue of fundamental
nature. All terms and conditions in this tender are the essential requirements of the Housing
Authority. Counterproposal as to the terms and conditions may jeopardize the chance of being
awarded the contract. Any counterproposal must be drafted and submitted in the following
manner :-

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10.1.1 The counterproposal must be put under an appendix called "Counterproposal to the tender".

10.1.2 The counterproposal must adhere to the format of the tender.

10.1.3 Original version of the relevant provision must be fully recited before any proposed alteration or
deletion is made.

10.1.4 Any alteration to any terms or requirements must be underlined and must bear the corresponding
clause number unless it is an addition to the tender.

10.1.5 Words to be deleted should be crossed out by a single line only.

10.1.6 Explanation should be given below any such alteration or deletion and be put in a bracket [ ].

10.2 Counterproposal not submitted in accordance with the above format will be considered to be
general comments only and will not in any way affect the validity of any terms and conditions in
this tender.

11. Acceptance

11.1 The successful tenderer will receive as an indication of acceptance from the Housing Authority a
fax or a letter of acceptance prior to the receipt of the duplicate copy of the contract document with
the ‘Articles of Agreement’ part duly completed. Unless and until the ‘Articles of Agreement’ has
been duly executed by both parties, the tender documents together with this fax or letter of
acceptance shall constitute a binding contract between the Housing Authority and the successful
tenderer. Tenderers who do not receive any notification within the tender validity period referred
to in clause 16.1 of this part shall assume that their tenders have not been accepted.

12. Tenderer's Enquiries

12.1 Any enquiries from the tenderer concerning this tender document up to the date of lodging its
tender with the Housing Authority shall be in writing and shall be made to :-

Purchasing and Supplies Controller


Housing Department Purchasing and Supplies Section,
G/F., Block 2, Hong Kong Housing Authority Headquarters Building,
33 Fat Kwong Street, Homantin, Kowloon,
Hong Kong.

(Attn. : Purchasing & Supplies Manager/Procurement (3))

Facsimile : (852) 2624 6890

12.2 Any other enquiries from the tenderer relating to Part V “Contract Schedules” and Part VII
“Project Specification” together with all the annexes referred therein of this document up to the
date of lodging its tender with the Housing Authority shall be in writing and shall be made to (and

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with copies thereof sent to the Purchasing & Supplies Controller in accordance with clause 12.1 of
this part) :-

Information Technology Sub-division,


Housing Department
1/F, Block 1, Hong Kong Housing Authority Headquarters Building,
33 Fat Kwong Street,
Homantin,
Kowloon.

(Attn. : Roy CHEUNG, SAC/2)

Facsimile : (852) 2761 1094

12.3 Any tenderer who discovers an error in the tender after it has been deposited in the tender box may
submit a completely new tender (with the date of submission and the intention to supersede its
previously submitted tender clearly marked on the envelope) or a written amendment drawing
attention to the error, or signify in writing the tenderer’s intention to withdraw the tender. This
will be accepted provided that the new tender, the amendment, or the written notification of
withdrawal shall have been deposited before the tender closing date.

12.4 After lodging a tender with the Housing Authority, the tenderer shall not attempt to initiate any
further contact, whether direct or indirect, with the Housing Authority on its tender or this tender
document. The Housing Authority shall have the sole right to initiate any contact with the
tenderers and all such contact with and any replies from the tenderers thereto shall be in writing or
formally documented in writing.

13. Particulars of Offer

13.1 Tenderer must provide the following information in Part 6 of Schedule 3 “Specification” of Part V
“Contract Schedules” in respect of each of the products offered :-

13.1.1 Name of Product :


13.1.2 Country of Origin / Substantial Place of Manufacturing :
13.1.3 Name of Manufacturer :
13.1.4 Address of Manufacturer :
13.1.5 Brand Name :
13.1.6 Model:
13.1.7 Latest version/release and date on market:

13.2 Failure to comply with the above requirement may render the tender invalid.

13.3 Tenderer must specify clearly the duration that each proposed item has been available in the
market. The date of next new version/release available should also be included.

14. Contractor’s Performance Monitoring

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14.1 Tenderers are advised that should they be awarded the Contract, their subsequent performance will
be monitored and may be taken into account when their future tenders are evaluated. Contractors
found to be in breach of their statutory or contractual obligations may be disqualified from
participation in future tenders, depending upon the seriousness and/or number of breaches. In
addition contractors may have criminal and/or civil liability for these breaches including an
obligation to compensate the Housing Authority in damages.

15. Completion of Tender

15.1 The tender and all accompanying documents must be completed in ink or typescript and submitted
in the manner stipulated in Part I “Lodging of Tender” of this tender. Otherwise, its tender will
not be considered.

15.2 Subject to clause 15.3 below, tenderers are required to complete all Schedules in Part V “Contract
Schedules” in the manner as stipulated therein and provide information requested in the tender.
Failure to comply with this requirement may render the tender invalid.

15.3 Any alteration of the Schedules considered necessary by the tenderer should be the subject of a
separate appendix accompanying the tender.

15.4 Any incorrect figures inserted by the tenderer shall be corrected by striking through the incorrect
figures and inserting the correct figures in ink above. All such corrections should be initialled by
the tenderer in ink.

16. Tender Validity Period

16.1 Tender shall remain valid for acceptance for 180 days after the tender closing date (the tender
validity period).

16.2 If the tenderer withdraws its offer before the expiry of the tender validity period, the future
standing of the tenderer as a Housing Authority supplier or service provider will be prejudiced.

17. Quotation

17.1 Tenderer is requested to submit its offers in Hong Kong or US Dollars in the Contract Schedules.
OFFERS SUBMITTED IN OTHER CURRENCIES SHALL NOT BE CONSIDERED.

17.2 Tenderer must quote and give a precise breakdown for:-

17.2.1 F.I.S. costs of hardware items which would be supplied by the Contractor in Schedule 1B
“Hardware (Costing Sheet)” of Part V “Contract Schedules”

(F.I.S. means Free into Store, i.e. Contractor bears the responsibility and costs of delivery into
Locations specified in Schedule 7 “Location and its Specification” of Part V “Contract
Schedules)”;

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17.2.2 cost of software and licence fees in Schedule 2B “Software (Costing Sheet)” of Part V “Contract
Schedules”;

17.2.3 cost of System Support and Maintenance Services in Schedule 13B “System Support and
Maintenance Services (Costing Sheet) of Part V “Contract Schedules”;

17.2.4 cost of Implementation Services on a firm fixed price basis in Schedule 14B “Implementation
Services (Costing Sheet)” of Part V “Contract Schedules”;

17.2.5 cost of training in Schedule 16B “Training Plan” (Costing Sheet) of Part V “Contract Schedules”;
and

17.2.6 any other costs.

17.3 Payment will be made in Hong Kong Dollars unless otherwise specified by the successful tenderer
and agreed by the Housing Authority. The conversion rate of US Dollars to Hong Kong Dollars
applicable to this Contract shall be the official opening selling rate quoted by the Hong Kong and
Shanghai Banking Corporation Limited ruling on the date of payment by the Housing Authority.

17.4 For tender assessment purpose, US Dollars in tenders will be converted to Hong Kong Dollars for
evaluation. The conversion is to be based on the opening selling rate of the US Dollars quoted by
the Hong Kong Association of Banks on the tender closing date.

18. Site Surveys During the Tender Period

18.1 To ensure that the tender complies with the requirements of Part VII “Project Specification”,
tenderer is strongly advised to make on-site surveys and any other necessary actions before the
tender closing date, to determine the scale and costs of works.

18.2 Any request for arrangement of on-site surveys must be made to the Housing Authority with the
contact point given in clause 12.2 of this part at least two calendar weeks before the tender closing
date. Late requests will not be entertained.

19 Consideration of Offers

19.1 Without prejudice to the provision of clause 32 of this part, the Housing Authority is not bound to
consider an offer in the event of a claim being received by the Housing Authority alleging or the
Housing Authority having grounds to believe that the goods or products to be supplied by the
tenderer under the tender are infringing copyrights or have otherwise infringed the intellectual
property rights in the goods or products of a third party.

20. Tenderer's Offers

20.1 Except as expressly provided in this tender, it is mandatory that tenderers submit bids on all items
as required in this tender.

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21. Separate Offers

21.1 The tenderer acknowledges that the Housing Authority may elect at its sole option to accept all or
any part of the tenderer's offers and that the Housing Authority has sole discretion whether or not
to accept any of the tenders irrespective of its proposal.

22. Tenderer's Commitment

22.1 All tenders, information and responses from each tenderer must be submitted in writing. The
relevant provisions of this invitation to tender and such documents so submitted shall be the
representation of the tenderer and may by law or at the Housing Authority's sole option be
incorporated into and made part of the Contract between the Housing Authority and the successful
tenderer.

22.2 The Housing Authority reserves the right to disqualify any tenderer who submits a tender that
directly or indirectly attempts to preclude or limit the effect of this requirement.

23. Free Presentation

23.1 In Stage 2 (Technical Evaluation Stage) as provided in clause 38.3 of this Part, the shortlisted
tenderers shall provide free of charge presentation of the proposed solution as stipulated in their
tender proposals. Tenderer must provide such presentation at the time stipulated in the written
notice issued by the Housing Authority. Failure to provide the presentation as required will render
its tender invalid.

23.2 The presentation will form part of the technical assessment on the proposed items. Tenderers
should therefore provide prompt actions in responding to request for clarifications that may arise
in the presentation. Each tenderer shall thereafter have 3 working days or the period specified in
the request to respond to the request. Failing which, its tender may not be considered any further.

24. Deed of Guarantee

24.1 Tenderers should submit with their tenders Deed of Guarantee in the form shown in Part VI
thereof, duly executed by each of the hardware manufacturers and software developers of the
proposed hardware and software. If tenderers fail to comply with this clause, their tenders may not
be considered.

25. Tender Documents of Unsuccessful Tenderers

25.1 Tender documents of unsuccessful tenderers will be destroyed three years after the date of the
execution of the Contract with the successful tenderer.

26. Review of Tenderers’ Qualified Status

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26.1 Tenderers should inform the Housing Authority in writing immediately of any factor which might
affect their qualified status as a registered supplier with the Housing Authority, or as a qualified
supplier for a particular product. The Housing Authority reserves the right to review their
qualified status in the light of any new information relevant to their qualification.

27. Written Instruction Procedure

27.1 Only those communications which are in writing from the Housing Authority may be considered
as duly authorised expressions on behalf of the Housing Authority. Also only communications
from tenderers which are in writing will be recognised by the Housing Authority as duly
authorised on behalf of the tenderers.

28. Award of Contract

28.1 Subject to clause 21 and clause 32 of this Part, in evaluating the tenders submitted and awarding
the Contract, the Housing Authority is not bound to accept the lowest price tender or the offer
having the highest combined technical/fee score. The award will be made to the tenderer who
appears to the Housing Authority to be fully capable of undertaking the Contract and whose tender
is determined by the Housing Authority to be the most advantageous to the Housing Authority.

29. Statement of Compliance

29.1 The hardware, software, materials and services offered by the tenderer shall comply with all
requirements stipulated in Part VII “Project Specification”. Tenderer is required to provide a
clause-by-clause statement of compliance in Schedule 21 “Statement of Compliance” of Part V
“Contract Schedules”. If any of the hardware, software, materials and services does not conform
to the said requirements, tenderer shall provide full details of its alternative offer to meet the said
requirements. However, the Housing Authority reserves the right to accept or reject any such
offer.

30. Alternative Proposal and Negotiation

30.1 Alternative proposals which improve the value of the offer may be submitted. The Housing
Authority reserves the right to negotiate with any tenderer about the terms of the offers.

31. Personal Data Provided

31.1 Personal data provided in the tender will be used for tender evaluation and contract award
purposes, in addition to the purpose as mentioned in clause 31.2 below.

31.2 Personal data provided in the tender may be disclosed to the parties responsible for tender
evaluation in other government departments and non-government organizations for their tender
evaluation and/or consideration of taking regulatory action.

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31.3 Data subjects have the right of access and correction with respect to personal data as provided for
in Sections 18 and 22 Principle 6 of Schedule 1 to the Personal Data (Privacy) Ordinance. The
right of access includes the right to obtain a copy of the data subject’s personal data provided in
the tender.

32. Cancellation of Tender

32.1 The Housing Authority will not withhold awarding a contract or cancel a tender unless it is in the
public interest to do so.

33. Consent to Disclosure

33.1 The Housing Authority shall have the right without any further reference to the successful tenderer
to disclose to any person whenever it considers appropriate or upon request by any third party
(written or otherwise) information on the awarded Contract, the name of the successful tenderer,
product and services description, brand name, model number and country of origin, and the
Contract amount.

34. Complaints about Tendering Process or Contract Awards

34.1 The tendering process is subject to internal monitoring to ensure that contracts are awarded
properly and fairly. Any tenderer who feels that his offer has not been fairly evaluated may write
to the Director of Housing who will personally examine the complaint and refer it to the approving
authority/relevant tender boards for consideration if it relates to the tendering system or procedures
followed.

34.2 This tender is covered by the Agreement on Government Procurement of the World Trade
Organization (WTO GPA). A Review Body on Bid Challenges (“The Review Body”) under WTO
GPA has been set up by the Government to deal with challenges made against alleged breaches of
the WTO GPA. The relevant procedures for handling bid challenges are set out in the Rules of
Operation of the Review Body (“The Rules”) which are available for inspection at the Secretariat
of the Review Body located at the Trade and Industry Department or which may be sent to the
interested parties upon request to the Secretary of the Review Body. In the event that a tenderer
believes that a breach of the WTO GPA has occurred, the tenderer may, within 10 working days
after it knew or reasonably should have known the basis of the challenge, lodge a challenge to the
Review Body on the alleged breaches of the WTO GPA. Nevertheless, the tenderer is encouraged
to seek resolution of its complaint in consultation with the Housing Authority before lodging a
complaint to the Review Body. In such instances, the Housing Authority shall accord impartial
and timely consideration to any such complaint, in a manner that is not prejudicial to obtaining
corrective measures through the Review Body. The Review Body may receive and consider a late
challenge but a challenge shall not be considered if it is filed later than 30 working days after the
basis of the challenge is known or reasonably should have been known.

35. Assessment of Tender Prices

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35.1 The tender prices will be assessed on the basis of total system capital costs (including one-off costs
of all hardware and software items, implementation services, and training) less the total trade-in
offer (payable to Housing Authority) plus the estimated maintenance and support services costs,
licence fees, and other costs over a five years period as provided by tenderers in Table 18.4 of
Schedule 18 “Price Summary”.

36. Conflict of Interest

36.1 Save as provided in clause 36.3 below, the Housing Authority shall not consider any bid for the
supply of goods and/or provision of paid services submitted by a Housing Authority member
(including the chairperson and any member of the Housing Authority, its committees, sub-
committees, panels and ad hoc committees - hereunder referred to as “member”) or by an
organisation in or with which a member is working or is otherwise associated, to avoid conflict of
interest (whether actual, potential or perceived).

36.2 Save as provided in clause 36.3 below, where a successful bidder wishes to appoint a
subcontractor for the supply of goods and/or provision of paid services to the Housing Authority
under the main contract, and the appointment of the subcontractor requires the approval of the
Housing Authority, the Housing Authority shall not approve any such subcontractor who is a
member or which is an organisation in or with which a member is working or is otherwise
associated.

36.3 Clauses 36.1 and 36.2 above do not apply to an organisation in or with which a member is working
or is otherwise associated, so long as the member is not personally involved in the preparation of
the bid for the main contract or the subcontract, or in the supply of goods and/or provision of paid
services if the bid is successful.

36.4 A member is personally involved in the preparation of a bid if he participates in advising,


commenting, preparing or approving his organisation’s specific bid for the assignment concerned.

36.5 A member is personally involved in the supply of goods or services to the Housing Authority if he
advises or comments on, approves or participates in the execution of the assignment concerned.

37. Tender Preparation/Submission

37.1 Tenderers shall submit their proposals in two separately sealed plain envelopes. Tenderers are
required to submit :-

37.1.1 four (4) hardcopies of Technical Proposal that contains technical information only in a separately
sealed envelope;

37.1.2 four (4) hardcopies of Fee Proposal that contains price information in a separately sealed
envelope; and

37.1.3 one (1) softcopy of completed Technical and Fee Proposals in separate CD-ROM or DVD-ROM
for the Housing Authority’s reference. The formats of these softcopies should be in either

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common office suite document format (e.g. DOC, XLS, etc) or portable document format (e.g.
PDF). Softcopy of Technical Proposal and Fee Proposal should be stored in separate CD-
ROM or DVD-ROM and submitted in the sealed plain envelope together with their
corresponding hardcopies. In the event of inconsistency between the hardcopy and the
softcopy, the hardcopy version shall prevail. In addition, scanning of signed document is NOT
required.

37.2 Failure to comply with clauses 37.1.1, 37.1.2 and 37.1.3 above may render the tender invalid.

37.3 The composition of the Technical Proposal and Fee Proposal shall be as follows:-

Included in Included in
Composition Technical Proposal Fee Proposal
Part V - Contract Schedule 1A 
Part V - Contract Schedule 1B 
Part V - Contract Schedule 2A 
Part V - Contract Schedule 2B 
Part V - Contract Schedule 3 
Part V - Contract Schedule 4 
Part V - Contract Schedule 5 
Part V - Contract Schedule 6 
Part V - Contract Schedule 7 
Part V - Contract Schedule 8 
Part V - Contract Schedule 9 
Part V - Contract Schedule 10 
Part V - Contract Schedule 11 
Part V - Contract Schedule 12 
Part V - Contract Schedule 13A 
Part V - Contract Schedule 13B 
Part V - Contract Schedule 14A 
Part V - Contract Schedule 14B 
Part V - Contract Schedule 15 
Part V - Contract Schedule 16A 
Part V - Contract Schedule 16B 
Part V - Contract Schedule 17A 
Part V - Contract Schedule 17B 
Part V - Contract Schedule 18 
Part V - Contract Schedule 19 
Part V - Contract Schedule 20 
Part V - Contract Schedule 21 
Annex A – Financial Information 
(Schedule 01 – 10) (in a sealed plain
envelope marked
“Financial
Evaluation
Information”
Counterproposals, if any 

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Failure to provide the necessary information in the proper envelope as stipulated may render the
tender invalid.

37.4 Tenderers should include other relevant tender document such as Conditions of Tender, Articles of
Agreement, General Conditions of Contract, Deed of Guarantee, Project Specification, Special
Conditions of Contract and Offer to be Bound in their Technical Proposal.

38. Tender Evaluation Criteria

38.1 Tenders will be evaluated by three stages. Stage 1 (Preliminary Evaluation Stage) is to evaluate
offers against the requirements stated in sub-clause 38.2 below. Only tenders fully complying with
the stipulated requirements therein will be shortlisted and assessed further in Stage 2 (Technical
Evaluation Stage) and Stage 3(Fee Evaluation Stage) which are to evaluate the technical aspects
and fee aspects respectively. During these 2 stages, weighted scores will be calculated for
qualified tender proposals with pre-determined weights of 70% and 30% for technical evaluation
and fee evaluation respectively. All calculations of scores will be rounded to 2 decimal places.

38.2 In Stage 1 (Preliminary Evaluation Stage), all Technical Proposals will be assessed with respect to
the following requirements:

38.2.1 submission of all Schedules in Part V “Contract Schedules”;

38.2.2 compliance with mandatory requirements in Part VII “Project Specification”;

38.2.3 provision of sufficient information of the proposed solutions and services for subsequent
technical evaluation; and

38.2.4 completeness of Part IX “Offer to be Bound”.

Tenders failing to comply with any of the stated requirements herein will not be considered any
further.

38.3 In Stage 2 (Technical Evaluation Stage), shortlisted tenderers will be requested to arrange
presentation of their Technical Proposals. Technical assessment will be conducted according to
merits of their proposals and solutions as well as performance in the presentation as follows:-

38.3.1 Technical marks will be awarded to each Technical Proposal according to the following
evaluation criteria:-

Item Evaluation Criteria Tender Reference Full Passing


Mark Mark
Company background and Schedule 20 of Part V
1 10 6
strength, relevant experience
and user reference
Relevant qualification and Schedule 5 of Part V
2 20 12
experience of the proposed
personnel and resource
allocation

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Item Evaluation Criteria Tender Reference Full Passing


Mark Mark
Effectiveness of the proposed Schedules 1A, 2A, 3 and 11 of Part
3 25 15
solution in meeting the V
functional, workload,
performance, security and
interface requirements of the
system
Overall implementation Schedules 4, 6, 8, 9, 10, 12, 13A,
4 30 18
approach, methodology, 14A, 15, 16A and 17A of Part V
implementation service, system
support, system maintenance
and service delivery
Performance in tender All contract schedules in the
5 15 9
presentation technical proposal

38.3.2 Proposals that fail to attain either a total technical mark of at least 65 or a passing mark or above
in any one of the evaluation criteria listed in sub-clause 38.3.1 above will not be considered any
further. Only proposals that have passed the technical assessments will be qualified for
calculation of weighted technical scores and fee scores as stated below.

38.3.3 For each qualified proposal, a weighted technical score with a maximum of 70 will be calculated
in accordance with the following formula:

technical mark attained by the


tender proposal being assessed
70 (technical weighting factor) x
highest mark attained among all
the qualified tender proposals

38.4 In Stage 3 (Fee Evaluation Stage), a weighted fee score with a maximum of 30 will be calculated
for each qualified proposal in accordance with the following formula.

lowest price among all the


qualified tender proposals
30 (fee weighting factor) x
price of the tender
proposal being assessed

38.5 The offer having the highest combined weighted technical score and fee score will normally be
awarded with the Contract, subject to financial vetting as stipulated in clause 39 of this part below.

39. Financial Vetting

39.1 At the stage of submitting tenders, tenderers should be fully aware of the financial implications
including existing contracts and those being tendered for and make declaration that they will have
adequate financial capability to complete the contracts, if awarded to them, satisfactorily.

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39.2 Financial vetting of the tenderer will be conducted to ensure that it has the financial capability to
undertake and fulfil the contractual obligation, before it would be considered for the award of the
Contract. To demonstrate that they are financially capable, tenderers are requested to submit
relevant financial information in their tender submission as stated under Annex A for financial
evaluation.

39.3 If the tenderer does not submit any financial information or is unable to submit adequate financial
information as stated under Annex A for assessment of its financial capability or if it fails in the
financial vetting as deemed by the Housing Authority, the Housing Authority may request the
tenderer to increase the amount of Contract Deposit to be given as specified in clause 1(a) of Part
VIII “Special Conditions of Contract” from 2% to an amount equivalent to 5% of the Price, and the
tenderer is required to submit in writing within 14 days of such request by the Housing Authority
of its agreement to such increase. If the tenderer submits no financial information or does not
submit adequate financial information or fails in the financial vetting as deemed by the Housing
Authority and subsequently refuses to provide its agreement for the increase in Contract Deposit as
provided under this clause 39.3, its tender will not be considered.

39.4 Notwithstanding any provisions in any other tender conditions and the notes for submission of
financial information for financial evaluation as contained in Annex A to the contrary and for the
avoidance of doubt, the failure of the tenderer to submit all or any financial information as stated
under Annex A shall not per se render its tender non-compliant.

40. Tender Briefing Session

40.1 A tender briefing session will be held on 9 March 2010 to clarify any enquiries tenderers may have
on the tender document. All questions for clarifications at the tender briefing session must be
submitted in writing in accordance with clause 12.2 of this Part on or before 5 March 2010.
Details of the tender briefing session are as follows:-

Date: 9 March 2010


Time: 2:30 p.m..
Venue: 10/F, Block 2, Lecture Hall, HAHQ, 33 Fat Kwong Street, Homantin

40.2 Request for registration for the tender briefing session should be made in writing by completing
and submitting the reply slip at Annex B by facsimile on or before 5 March 2010. Each tenderer
may register up to a maximum of 2 representatives for the briefing session. Late registration may
not be accepted.

40.3 In case a "black” rainstorm warning or tropical cyclone warning signal No. 8 or above is hoisted or
in force at or after 8:00 a.m. (Hong Kong Time) on 9 March 2010, the tender briefing session will
be cancelled and the Housing Authority will notify the arrangement of the next briefing session to
the tenderers who have submitted the reply slip.

40.4 The schedule of the tender briefing session is subject to change at the sole discretion of the
Housing Authority.

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PART III

ARTICLES OF AGREEMENT

THIS AGREEMENT made on the _________ day of _________ , 20______

BETWEEN: THE HONG KONG HOUSING AUTHORITY (hereinafter referred to


as "the Housing Authority") of the one part

AND :

(hereinafter referred to as "the Contractor") of the other part.

WHEREAS

(1) The Housing Authority has invited tenders for the Design, Supply,
Delivery, Installation, Commissioning, Maintenance, Training and Other
Related Services of Hardware and Software Upgrade of the Counterparty
Management Information System (hereinafter referred to as the System)
for the Housing Authority; and

(2) The Housing Authority has elected to acquire from the Contractor and the
Contractor has agreed to supply the hardware and software and all related
services for the System; and

(3) The Housing Authority and the Contractor now define the terms and
conditions of the Contract.

NOW IT IS HEREBY AGREED that in consideration of the payments to be made by


the Housing Authority at the time and in the manner set forth in the General
Conditions of Contract the Contractor shall supply the hardware and software and all
related services necessary for System in accordance with the terms, conditions and
other matters referred to in the following documents -

(i) Conditions of Tender;


(ii) General Conditions of Contract;
(iii) Contract Schedules;
(iv) Project Specification;
(v) Deed of Guarantee;
(vi) Special Conditions of Contract; and
(vii) other documents which are attached to the Tender.

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* SIGNED by the authorised representative of )


the Contractor for and on behalf of the )
Contractor in the presence of:- )
)
)
)
...................................................................... )

* SIGNED for and on behalf of and as the )


lawful attorney of the Contractor under )
a power of attorney dated:- )
)
)
....................................................................... )
)
)
)
by .................................................................. )
in the presence of:- )
)
)
)
....................................................................... )

SIGNED for and on behalf of the Housing Authority )


)
)
)
by .................................................................. )
)
)
)
....................................................................... )
in the presence of:- )
)
)
)
....................................................................... )

* delete where inapplicable

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PART IV

GENERAL CONDITIONS OF CONTRACT

CONTENTS

1. Definitions

2. Products and Services to be Provided

3. Contractor's Acknowledgement

4. Conduct of the Work

5. Appointment and Replacement of the Contractor’s Employee

6. Contractor's Representatives

7. Implementation Plan

8. System Tuning

9. Location and Site Preparation

10. Technology Substitution

11. Delivery of Contractor Supplied Hardware

12. Installation of Contractor Supplied Hardware

13. Delivery and Installation of Software

14. Installation Tests

15. System Acceptance Tests

16. Acceptance Certificate

17. Delay to the System Ready for Use

18. Unit Acceptance Tests

19. Licence

20. Duration of Licence

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21. Documentation

22. Warranties and Undertaking

23. Reliability

24. Terms of Payment

25. Training

26. Maintenance of the System

27. Maintenance of the Contractor Supplied Hardware

28. Maintenance of the Contractor Supplied Software and Custom Programs

29. System Support and Maintenance Services

30. Implementation Services

31. Title to and Risk in the System

32. Ownership and Registration of Intellectual Property Rights

33. Intellectual Property Rights Warranties

34. Confidentiality

35. Independent Contractor

36. Offering Gratuities

37. Assignment

38. Admission of Contractor's Personnel to Housing Authority Premises

39. Indemnities

40. Publicity

41. Subcontracts

42. Termination of the Licence

43. Termination of the Contract

44. Effect of Termination

45. Service of Notice

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46. Foreign Exchange

47. Disputes

48. Waiver

49. Severability

50. System Specification for Custom Programs

51. Alteration

52. Changes to Specification and Documentation

53. Governing Law

54. Order of Precedence

55. Year 2000 Warranty

56. Entire Agreement

57. Illegal Workers

58. Recovery of Sums Due

59. Connection to Other Computer Equipment

60. Software Asset Management

61. Execution of Further Documents

62. Housing Authority Data

63. Records

64. Housing Authority’s Right to Deduction or Set-off

65. Disclosure of Intellectual Property Rights

66. Waiver of Moral Rights

67. Assignment, Transfer, or Transmission of Intellectual Property Rights

68. Joint and Several Liability

69. Advance Notice of Discontinuation of Production

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70. Option to Purchase

71. Prevention of Bribery

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PART IV

GENERAL CONDITIONS OF CONTRACT

1 Definitions

1.1 In this Contract, unless the context otherwise requires, the following expressions have the
following meanings:-

"Completion Date" means the date specified in the Implementation Plan by which the
Contractor is to provide the System Ready for Use.

"Contract" means the agreement concluded between the Housing Authority and
the Contractor, including Part III – “Articles of Agreement”, Part
IV – “General Conditions of Contract”, Part V “Contract
Schedules”, Part VII “Project Specification”, Part VIII – “Special
Conditions of Contract”, plans, drawings and other documents which
are incorporated by reference herein.

"Contract Date" means the date of acceptance of tenderer’s offer by the Housing
Authority in accordance with clause 11 of Part II “Conditions of
Tender”.

"Contractor" means the person or persons and/or the firm or the company who by
the Contract undertakes to design, supply, deliver, install,
commission and maintain the System and to provide Services to the
Housing Authority. Where the context so requires shall include any
of the Contractor’s employees, sub-contractors, agents and such
other person(s) engaged by the Contractor in the performance of this
Contract.

"Contractor’s Employee" means the Contractor's employees performing the Work hereunder
and more particularly described in the Project Specification and
specified in Schedule 5 “Contractor’s Staff and their Duties” of Part
V “Contract Schedules”.

"Contractor Supplied Hardware" means the equipment to be supplied by the Contractor as specified in
Tables 1.2a and 1.3a of Schedule 1A “Hardware” of Part V
“Contract Schedules” and any other additional or replacement
equipment provided by the Contractor under the provisions of this
Contract.

"Contractor Supplied Software" means the programs to be supplied by the Contractor as specified in
Table 2.2a of Schedule 2A “Software” of Part V “Contract
Schedules” and, if opted for by the Housing Authority, Table 2.3a of
Schedule 2A “Software” of Part V “Contract Schedules” and any
other additional, customized or replacement programs (excluding

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Custom Programs) provided by the Contractor under the provisions


of this Contract.

"Custom Programs" means the application computer programs including without


limitation to the Source Code, object and command code of such
programs to be written by the Contractor pursuant to Part 4 “Custom
Programs Specification” of Schedule 3 “Specification” of Part V
“Contract Schedules”.

"Deliverables" means all tangible and intangible goods and services delivered or
otherwise provided, as the case may be, including but not limited to
Custom Programs, Pre-existing Contractor Supplied Software,
Contractor Supplied Hardware, Documentation, source code,
hardware, software, converted data, reports, plans, models,
documents and other materials developed or supplied by the
Contractor or its employees, agents or sub-contractors to the
Housing Authority pursuant to this Contract.

"Documentation" means the operating manuals, user instructions, technical literature,


System Specification and all other related materials as specified in
Schedule 4 “Documentation” of Part V “Contract Schedules”
forming part of the Deliverables developed or supplied by the
Contractor or its employees, agents or sub-contractors for aiding the
use, application and maintenance of information technology system
comprising Custom Programs and Pre-existing Contractor Supplied
Software.

“Existing Hardware” means the existing hardware of the Housing Authority to be used for
the System as specified in Table 1.1a of Schedule 1A “Hardware” of
Part V “Contract Schedules”.

“Existing Software” means the existing software of the Housing Authority to be used for
the System as specified in Table 2.1a of Schedule 2A “Software” of
Part V “Contract Schedules”.

"Function Tests" means the tests specified in Schedule 9 “Function Tests” of Part V
“Contract Schedules” and any other function tests to be carried out
pursuant to clause 15.1.1 herein.

"Hardware" means the Contractor Supplied Hardware, the Housing Authority


Supplied Hardware, and the Existing Hardware in combination one
with the other.

"Hardware Delivery Date" means the delivery dates specified in Schedule 6 “Implementation
Plan” of Part V “Contract Schedules” by which the Contractor is to
deliver the Contractor Supplied Hardware.

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"Hardware Installation Date" means the installation dates specified in Schedule 6 “Implementation
Plan” of Part V “Contract Schedules” by which the Contractor is to
install the Contractor Supplied Hardware.

"Hong Kong" means the Hong Kong Special Administrative Region of the
People’s Republic of China.

"Housing Authority" means the Hong Kong Housing Authority.

"Housing Authority Data" means all data, information, text, drawings, diagrams, images or
sound embodied in any electronic or tangible medium, and which are
supplied to the Contractor or in respect of which the Contractor has
access pursuant to this Contract.

"Housing Authority Representative" means the person duly authorized by the Housing Authority to act
for and on its behalf for the purposes of this Contract.

“Housing Authority Supplied means the equipment and any other additional or replacement
Hardware” equipment as may be acquired by the Housing Authority to form
part of the System at the Contractor’s recommendation.

“Housing Authority Supplied means the programs and any other additional or replacement
Software” programs as may be acquired by the Housing Authority to form part
of the System at the Contractor’s recommendation.

"Implementation Plan" means the time schedule and sequence of events for the performance
and completion of this Contract as specified in Schedule 6
“Implementation Plan” of Part V “Contract Schedules”.

"Implementation Services" means the implementation services to be provided by the Contractor


pursuant to clause 30 herein.

"Installation Tests" means the installation tests specified in Schedule 8 of Part V and any
other installation tests as may be approved by the Housing Authority
pursuant to clause 14 herein.

"Intellectual Property Rights" means patents, trade marks, service marks, trade names, design
rights, copyright, domain names, database rights, rights in know-
how, new invention, designs or processes and other intellectual
property rights (of whatever nature and wheresoever arising)
whether now known or hereafter created, and in each case whether
registered or unregistered and including applications for the grant of
any such rights.

"Licence" means the licence granted by the Contractor pursuant to clause 19


herein.

"Licence Fee" means the fee for the Licence as specified in Schedule 2B “Software
(Costing Sheet)” of Part V “Contract Schedules”.

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"Location" means the locations at which the System is to be installed as


specified in Schedule 7 “Location and its Specification” of Part V
“Contract Schedules” or any other locations as may be designated by
the Housing Authority from time to time.

"Maintenance Services" means the maintenance services to be provided by the Contractor


pursuant to clauses 26, 27 and 28 herein.

"month" means calendar month.

"Performance Criteria" means the performance criteria which the System shall fulfill as
specified in Schedule 11 “Performance Criteria” of Part V “Contract
Schedule”.

"person" includes any body of persons, corporate or unincorporated.

"Pre-existing Contractor means the software to be supplied by the Contractor or its


Supplied Software” employees, agents or sub-contractors as specified in Schedule 2A
“Software” of Part V “Contract Schedules” and any other additional,
customized or replacement software provided by the Contractor or
its employees, agents or sub-contractors under the provisions of this
Contract and they are (a) existing at the commencement date of this
Contract; or (b) produced after the commencement date of this
Contract, independently of this Contract.

"Pre-existing Housing Authority means any existing application software provided by the Housing
Application Software Authority to the Contractor for the performance of this Contract by
the Contractor.

"Price" means the aggregate one-off cost for the System and the Work to be
carried out by the Contractor hereunder as specified in Schedule 18
“Price Summary” of Part V “Contract Schedules”.

"Project Specification" means the specifications which set out, amongst others, the
requirements of the System and the related services as specified in
Part VII “Project Specification” together with all the annexes
referred therein.

"Ready for Use" means fully installed, successfully tested and completed in
accordance with the provisions of this Contract.

"Reliability Levels" means the committed serviceability level and committed mean time
between failure specified in Schedule 12 “Reliability Specification”
of Part V “Contract Schedules”.

"Reliability Tests" means the tests to be carried out pursuant to clause 15.1.2 and/or
such other tests specified in Schedule 10 “Reliability Tests” of Part
V “Contract Schedules”.

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"Services" means the services to be provided by the Contractor pursuant to


clauses 25, 26, 27, 28, 29 and 30 herein.

"Software" means the Contractor Supplied Software, the Housing Authority


Supplied Software, the Existing Software and the Custom Programs
in combination one with the other.

"Software Delivery Date" means the delivery dates specified in Schedule 6 “Implementation
Plan” of Part V “Contract Schedules” by which the Contractor is to
deliver and install the Software.

"Source Code" means all software codes written by or on behalf of the Contractor in
connection with the Custom Programs including without limitation a
full source language statement and all related flow charts schematics
and annotations sufficient to allow a reasonably skilled analyst or
programmer to understand, complete, maintain, support, modify,
correct and enhance the Custom Programs without the assistance of
any other person or reference to any other material.

"Specification" means the Project Specification, the System Specification and the
specifications set out in Schedule 3 “Specification” of Part V
“Contract Schedules” including any specifications published by the
Contractor and the manufacturers and others in respect of the
System.

"Stage" means a stage of the Implementation Plan as specified in Schedule 6


“Implementation Plan” of Part V “Contract Schedules”.

"Statement of Compliance" means the Statement of Compliance the Contractor provided to the
Housing Authority in Schedule 21 “Statement of Compliance” of
Part V “Contract Schedules”.

"System" means the Hardware and the Software in combination one with the
other.

"System Acceptance Certificate" means the certificate to be issued by the Housing Authority pursuant
to clause16 herein.

"System Acceptance Date" means the date of the issuance of the System Acceptance Certificate
for the System.

"System Acceptance Tests" means the Function Tests and the Reliability Tests to be carried out
pursuant to clause 15 herein.

"System Implementation Period" means the period commencing from the Contract Date to the System
Completion Date as stipulated in Section 3 “Implementation
Timetable” of Part VII “Project Specification” or such period as
agreed by the Housing Authority and the Contractor for the design,

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supply, delivery, installation, implementation and commissioning of


the System.

"System Specification" means the specifications to be prepared by the Contractor pursuant


to clause 50 hereof in accordance with which the Custom Programs
are to be written.

"System Support and Maintenance means the system support and maintenance services to be provided
Services" by the Contractor pursuant to clauses 26 and 29 herein.

"Training Plan" means the training in the use and maintenance of the System to be
provided by the Contractor for the Housing Authority's staff the
details of which are set out in Schedule 16A “Training Plan” of Part
V “Contract Schedules” and Section 19 “Training” of Part VII
“Project Specification”.

“Warranty Period” means the period of 12 months from the date of issuance of the
System Acceptance Certificate for the System.

"Work" means all the works to be carried by the Contractor in the design,
supply, delivery, installation, implementation, commissioning and
maintenance of the System and the provision of training in use and
operation thereof, including but not limited to the provision of the
Services under this Contract.

"Working Day" means any day other than a public holiday or a gale warning day or a
black rainstorm warning day as defined in Section 71(2) of the
Interpretation and General Clauses Ordinance (Cap. 1).

1.2 Each gender includes the others and vice versa.

1.3 The singular includes the plural and vice versa.

1.4 Reference to any enactment, order, regulation or other similar instrument shall be construed as a
reference to the enactment, order, regulation or instrument as amended by any subsequent
enactment, order, regulation or instrument.

1.5 The heading to the clauses of this Contract is for ease of reference only and shall not affect the
interpretation or construction of this Contract. Unless the context otherwise requires references to
the expressions “Custom Programs”, “Contractor Supplied Hardware”, “Contractor Supplied
Software”, “Documentation”, and “Source Code” shall include any and/or every part(s) thereof
and all corrected, updated, modified and enhanced version(s) of each of them.

2 Products and Services to be Provided

2.1 The Contractor hereby agrees to do the following all in accordance with the terms and conditions
hereof:

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2.1.1 design and supply the System in accordance with the Specification;

2.1.2 supply the Contractor Supplied Hardware to the Housing Authority free from encumbrances;

2.1.3 grant and/or procure the grant to the Housing Authority a non-exclusive Licence to use the
Contractor Supplied Software, Documentation relating to the Contractor Supplied Software
and Documentation relating to the Contractor Supplied Hardware;

2.1.4 provide the Services;

2.1.5 design, write, test and install the Custom Programs;

2.1.6 deliver, install and commission the System at the Location;

2.1.7 provide the System Ready for Use by the Completion Date;

2.1.8 provide training in accordance with the Training Plan and the Documentation to the Housing
Authority; and

2.1.9 provide any other related services for the purpose of this Contract.

2.2 The Housing Authority may elect at its sole option to purchase all, a part or any part of the
products or services from the Contractor. All orders placed under the Contract shall be confirmed
and issued in writing and the Housing Authority will not be responsible for products and services
delivered on oral instructions issued by any person whomsoever.

3 Contractor's Acknowledgement

3.1 The Contractor acknowledges it has been supplied with sufficient information to enable it to
supply to the Housing Authority the products and services described in clause 2 which complies
fully with the requirements set out in the Specification and in the provisions of this Contract. The
Contractor shall not be entitled to any additional payment nor be excused from any liability under
this Contract as a consequence of any misinterpretation by the Contractor of any matter or fact
relating to the Specification, the said requirements or any other provisions of this Contract.

3.2 The Contractor acknowledges that the Housing Authority has wholly relied on the skill and advice
of the Contractor in purchasing any of the hardware or software which forms part of the System
(whether purchased directly from the Contractor or from third parties) and that the Housing
Authority acting on the advice of the Contractor has entered into this Contract and purchased such
hardware and software as recommended by the Contractor.

4 Conduct of the Work

4.1 The Contractor shall and shall cause its subcontractors to carry out the Work with all due and
reasonable diligence and despatch in strict accordance with the Contract.

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4.2 The Contractor shall and shall cause its subcontractors to execute the Work in accordance with the
Implementation Plan and shall proceed with the same regularly and diligently.

4.3 The Contractor shall, through the Housing Authority Representative, keep the Housing Authority
informed of all matters related to the Work within the knowledge of the Contractor and shall
answer all reasonable enquiries received from the Housing Authority Representative.

4.4 The Contractor shall attend all meetings convened by the Housing Authority Representative to
which it may be summoned and shall advise and assist the Housing Authority on all matters
relating to the duties and obligations it has assumed under this Contract.

4.5 All materials supplied to the Contractor by the Housing Authority for the purpose of this Contract
shall remain the property of the Housing Authority and shall be returned in reasonable condition
on or before the Completion Date or by such time as required by the Housing Authority.

5 Appointment and Replacement of the Contractor’s Employee

5.1 The Contractor shall appoint the Contractor’s Employee to undertake such part of the Work as
specified in Schedule 5 “Contractor’s Staff and their Duties” of Part V “Contract Schedules”.

5.2 The Contractor’s Employee shall not be replaced unless prior written approval has been given by
the Housing Authority Representative. Such approval may only be given under the following
circumstances:

5.2.1 the Contractor’s Employee is prevented from performing the Work by ill-health; or

5.2.2 the contract of appointment or employment of the Contractor’s Employee is terminated either
by the Contractor or the Contractor’s Employee; or

5.2.3 the Housing Authority Representative directs the Contractor to replace the Contractor’s
Employee for reason of unsatisfactory performance or breach of any obligations under this
Contract.

5.3 In the event that any of the circumstances mentioned in clauses 5.2.1, 5.2.2 and 5.2.3 above
occurs, the Contractor shall submit the curriculum vitae of another proposed Contractor’s
Employee with no lesser qualifications to provide the Work and shall within two weeks or such
later date as may be granted by the Housing Authority Representative appoint such employee.

5.4 The appointment or replacement of any Contractor’s Employee to undertake any part of the Work
shall not relieve the Contractor from any liability or obligation under this Contract and the
Contractor shall be responsible for the acts, omissions, defaults and neglects of any of its
Contractor’s Employee, sub-contractors, agents, servants or workmen as fully as if they were the
acts, omissions, defaults or neglects of the Contractor.

5.5 The Contractor warrants that the Contractor’s Employee possesses, as a minimum, the
qualifications and experience specified in Schedule 5 “Contractor’s Staff and their Duties” of Part
V “Contract Schedules”.

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5.6 The Contractor warrants that the Work shall be performed and completed in a professional manner
and that the Contractor, the Contractor’s Employee and any person employed or engaged by it and
any sub-contractor of the Contractor or person concerned with the same shall use all necessary
skill, care and diligence in the discharge of the duties.

6 Contractor's Representatives

6.1 If, in the opinion of the Housing Authority Representative, any of the Contractor's representatives
or Contractor’s Employee employed on the Contract is found to be incompetent or inattentive or to
conduct himself improperly, the Housing Authority Representative shall have the power to require
its removal forthwith by giving notice to the Contractor and to require that an efficient and
competent Contractor’s Employee be appointed in its stead. The Contractor shall at once comply
with the requirements.

6.2 The Contractor is required to appoint a project manager and a deputy within its organization who
will have the responsibility and commensurate authority for the overall progress of the Work and
to whom all questions regarding the Contract can be referred.

6.3 The Contractor shall ensure that the project manager or his deputy can reasonably be contacted
during normal office hours.

7 Implementation Plan

7.1 Subject to clause 7.2 below, the Contractor shall perform its obligations under this Contract in
accordance with the Implementation Plan and shall complete each Stage by the date specified in
the Implementation Plan and time shall be of the essence in relation to the performance of such
obligations.

7.2 The Housing Authority shall be entitled to postpone any of the dates in the Implementation Plan
for any further period provided the Housing Authority shall give the Contractor at least one
month's written notice prior to the date to be postponed. Postponement of any of the dates in the
Implementation Plan by the Housing Authority shall not in any way vitiate or invalidate this
Contract.

8 System Tuning

8.1 The Contractor acknowledges that the Housing Authority may from time to time carry out tuning
on the System in order to enhance the performance of the System. In the event that such tuning
results in degradation of the performance level of the System, the Contractor shall use its best
endeavours to tune the System (as part of the Maintenance Services provided under the terms of
this Contract and at no cost to the Housing Authority) back to its original performance level before
the Housing Authority’s carrying out of the tuning.

9 Location and Site Preparation

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9.1 The Contractor shall supply to the Housing Authority within a reasonable time before delivery
such information and assistance as may be necessary to enable the Housing Authority to plan and
to prepare the Location for the installation of the System and to provide proper environmental and
operational conditions for efficient working and maintenance of the System.

9.2 The Housing Authority shall at its own expense prepare the Location and provide such
environmental and operational conditions as specified in Schedule 7 “Location and its
Specification” of Part V “Contract Schedules”, prior to installation. Upon notification of
completion of the preparation of the Location, the Contractor shall inspect, specify all necessary
modifications (if any) and ultimately approve in writing the completion of the preparation of the
Location. If the Contractor shall fail to inspect the Location prior to delivery, the Location shall be
deemed to have been approved by the Contractor and the Contractor shall be liable at its own costs
for remedying any deficiency later discovered.

9.3 If the Housing Authority shall relocate the System from one place to another at any time after the
execution of this Contract, the Contractor shall upon receipt of a notice from the Housing
Authority of such intention promptly submit to the Housing Authority a fully written proposal,
quoting a reasonable cost for the relocation of the System or the setting up of the System in the
new offices, as the case may be, and proposing necessary modification to be made to the System, if
any. Upon receipt of the Housing Authority's written acceptance of the proposal, the Contractor
shall deliver and install the Hardware and Software at such new locations or new offices and make
necessary modification to the System and this Contract shall be amended in accordance therewith.
The Contractor shall deliver the System Ready for Use to the new locations or new offices and the
System shall be subject to the System Acceptance Tests as set out in clause 15 below.

10. Technology Substitution

10.1 The Contractor undertakes to offer to the Housing Authority and the Housing Authority may at
any time before delivery and at its sole option elect to obtain from the Contractor any units of
equipment or software in substitution for units of the Contractor Supplied Hardware and/or the
Contractor Supplied Software where the substitute units contain new technology or have
performance characteristics similar to or better than any units of Contractor Supplied Hardware
and/or Contractor Supplied Software. Such substitute units shall be offered to the Housing
Authority at the Contractor's prevailing prices together with discounts. The Contractor shall
provide such discounts which are equivalent to (or better than) that offered for the substituted units
of equipment or software (as the case may be) under this Contract. In the event that the Housing
Authority elects to obtain the substitute unit of equipment or software from the Contractor, the
provisions of this Contract shall apply to such substitute units.

11. Delivery of Contractor Supplied Hardware

11.1 On each of the Hardware Delivery Date the Contractor shall deliver the Contractor Supplied
Hardware to the Location by any appropriate method of transport selected by the Contractor.

11.2 Upon completion of delivery the Contractor shall remove all packing cases and other containers in
which the Contractor Supplied Hardware is delivered.

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11.3 Subject to clause 7.2, the Housing Authority Representative shall be entitled, by giving one
month’s prior written notice to the Contractor, to postpone delivery by a period to be specified in
the notice, of any or all of the Contractor Supplied Hardware beyond the Hardware Delivery Date.
Postponement of the date of delivery of the Contractor Supplied Hardware by the Housing
Authority shall not in any way vitiate or invalidate this Contract.

12. Installation of Contractor Supplied Hardware

12.1 On the Hardware Installation Date, the Contractor shall install the Contractor Supplied Hardware
at the Location.

12.2 If in the reasonable opinion of the Contractor it is necessary to remove or otherwise disconnect any
of the Housing Authority's equipment at the Location in order to carry out the installation of the
Contractor Supplied Hardware, then the Housing Authority Representative shall permit, and obtain
all necessary consents for such removal or disconnection and shall give the Contractor all
necessary assistance to enable such work to be carried out.

13 Delivery and Installation of the Software

13.1 On each of the Software Delivery Date the Contractor shall deliver the Contractor Supplied
Software to the Location and install the same, together with the Housing Authority Supplied
Software and the Existing Software on the Hardware for the System.

13.2 Subject to clause 7.2, the Housing Authority Representative shall be entitled, by giving one
month’s prior notice to the Contractor, to postpone delivery by a period to be specified in the
notice, of any or all of the Contractor Supplied Software beyond the Software Delivery Date.
Postponement of the date of delivery of the Contractor Supplied Software by the Housing
Authority shall not in any way vitiate or invalidate this Contract.

13.3 The Contractor shall deliver to the Housing Authority all Deliverables referred to in clause 32.2
below and any Pre-existing Contractor Supplied Software and its related Documentation in
accordance with the Implementation Plan, unless the Implementation Plan is postponed by the
Housing Authority in accordance with clause 7.2. The Contractor shall also deliver to the Housing
Authority any and all Source Codes of Custom Programs at such time required by the Housing
Authority.

14. Installation Tests

14.1 The Contractor shall submit, at least 1 month prior to the carrying out of the Contractor's standard
installation tests, the specification of such installation tests for the approval by the Housing
Authority Representative. If in the reasonable opinion of the Housing Authority Representative
such specification does not provide sufficient detail to test all the functions and facilities of the
Contractor Supplied Hardware and the Contractor Supplied Software, the Contractor shall make
any reasonable amendments to such specification as the Housing Authority Representative may
request.

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14.2 The Contractor shall on the date specified in the Implementation Plan, submit the relevant
Contractor Supplied Hardware and the Contractor Supplied Software to the Installation Tests to
prove to the Housing Authority that the Contractor Supplied Hardware and the Contractor
Supplied Software and every part thereof are operating in full and proper working order. The
Contractor shall within 2 weeks after Installation Tests supply to the Housing Authority the results
of the Installation Tests and certify in writing whether the Contractor Supplied Hardware and the
Contractor Supplied Software have passed the same.

14.3 If the Contractor Supplied Hardware or the Contractor Supplied Software or any part thereof shall
fail to pass the Installation Tests within 2 weeks from the date of its first submission to the
Installation Tests, then the Housing Authority may by written notice to the Contractor elect at its
sole option :

14.3.1 to require (without prejudice to the Housing Authority's other rights and remedies) the
Contractor to provide such replacement and/or additional equipment or programs as will enable
the Contractor Supplied Hardware and the Contractor Supplied Software to pass the Installation
Tests. In the event that such replacement and/or additional equipment or programs fails to pass
the Installation Tests, the Housing Authority shall be entitled to proceed under clause 14.3.2 or
14.3.3 below; or

14.3.2 to accept the Contractor Supplied Hardware and/or the Contractor Supplied Software subject to
an abatement of the Price, such abatement to be such amount as, taking into account the
circumstances, is reasonable. In the absence of written agreement as to abatement within 2 weeks
after the date of such notice the Housing Authority shall be entitled to reject the Contractor
Supplied Hardware or the Contractor Supplied Software in accordance with clause 14.3.3 below;
or

14.3.3 to reject the Contractor Supplied Hardware or the Contractor Supplied Software as not being in
conformity with this Contract in which event the Contractor shall (without prejudice to the
Housing Authority's other rights and remedies) forthwith refund to the Housing Authority all
sums previously paid to the Contractor in respect of such Contractor Supplied Hardware and/or
the Contractor Supplied Software. Upon rejection as aforesaid, the Housing Authority
Representative shall be entitled to terminate this Contract.

14.4 The Contractor shall co-ordinate and conduct Installation Tests for the Hardware and Software on
behalf of the Housing Authority.

15. System Acceptance Tests

15.1 The System Acceptance Tests consist of the following Function Tests and the Reliability Tests:

15.1.1 Function Tests

15.1.1.1 On the date specified in the Implementation Plan, the Contractor shall submit the System to the
Function Tests as set out in Schedule 9 “Function Test” of Part V “Contract Schedules” in the
presence of Housing Authority Representative to assess whether the System and every part
thereof is operating in accordance with the Specification and the Performance Criteria.

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15.1.1.2 If the System shall fail to conform fully to the Function Tests, then the Contractor shall rectify
such failure forthwith and repeat tests shall be carried out on the same terms and conditions.

15.1.1.3 If the System shall fail the Function Tests after 2 weeks from the date on which the System was
first submitted to the tests specified in clause 15.1.1.1, then the Housing Authority may by
written notice to the Contractor elect at its sole option:

15.1.1.3.1 to require (without prejudice to the Housing Authority's other rights and remedies) the
Contractor to provide such replacement and/or additional equipment or programs as will
enable the System to pass the Installation Tests and the System Acceptance Tests. In the
event that the System so replaced fails to enable the System to pass the Installation Tests and
the System Acceptance Tests, the Housing Authority shall be entitled to proceed under
clause 15.1.1.3.2 or 15.1.1.3.3 below; or

15.1.1.3.2 to accept the System subject to an abatement of the Price, such abatement to be in an amount
which, taking into account the circumstances, is reasonable. In the absence of written
agreement as to abatement within 2 weeks after the date of such notice the Housing
Authority Representative shall be entitled to reject the System in accordance with clause
15.1.1.3.3 below; or

15.1.1.3.3 to reject the System as not being in conformity with this Contract in which event the
Contractor shall (without prejudice to the Housing Authority's other rights and remedies)
forthwith refund to the Housing Authority all sums previously paid to the Contractor under
this Contract. Upon rejection as aforesaid, the Housing Authority Representative shall be
entitled to terminate the Contract forthwith.

15.1.2 Reliability Tests

15.1.2.1 Upon successful completion of the Function Tests, the Housing Authority shall carry out the
Reliability Tests by using its data which in the reasonable opinion of the Housing Authority
Representative is suitable to test whether the System is in conformity with the Specification, the
Reliability Levels and the Performance Criteria. The Contractor shall not be entitled to object to
such data or expected results unless the Contractor can demonstrate to the Housing Authority
Representative that they are not suitable for testing the System aforesaid, in which event the
Housing Authority shall make any reasonable amendments to such data as the Contractor may
request. The Housing Authority shall process such data for 4 consecutive weeks to determine
whether the System is in conformity with the Specification, the Reliability Levels and the
Performance Criteria.

15.1.2.2 If the System shall fail to conform fully to the Specification and/or the Reliability Levels and/or
the Performance Criteria during the said 4 consecutive weeks, then such tests shall be extended
on a week to week basis and on the same terms and conditions.

15.1.2.3 If such repeat tests demonstrate that the System is not in conformity with the Specification
and/or the Reliability Levels and/or the Performance Criteria after 8 weeks from the date on
which the System was first submitted to the tests specified in clause 15.1.2.1, then the Housing
Authority may by written notice to the Contractor elect at its sole option:

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15.1.2.3.1 to require (without prejudice to the Housing Authority’s other rights and remedies) the
Contractor to provide such replacement and/or additional equipment or programs as will
enable the System to pass the Installation Tests and the System Acceptance Tests. In the
event that such replacement and/or additional equipment and/or programs fails to enable
the System to pass the Installation Tests and the System Acceptance Tests, the Housing
Authority shall be entitled to proceed under clause 15.1.2.3.2 or 15.1.2.3.3 below; or

15.1.2.3.2 to accept the System subject to an abatement of the Price, such abatement to be in an
amount which, taking into account the circumstances, is reasonable. In the absence of
written agreement so as to abatement within 2 weeks after the date of such notice the
Housing Authority shall be entitled to reject the System in accordance with clause
15.1.2.3.3 below; or

15.1.2.3.3 to reject the System as not being in conformity with this Contract in which event the
Contractor shall (without prejudice to the Housing Authority's other rights and remedies)
forthwith refund to the Housing Authority all sums previously paid to the Contractor under
this Contract. Upon rejection as aforesaid the Housing Authority Representative shall be
entitled to terminate this Contract forthwith.

15.2 From the date of commencement of the System Acceptance Tests, the Housing Authority shall be
entitled to use the System at no cost and the Contractor shall provide free of charge such
maintenance services for the System as may be necessary to maintain the System in full working
order until the System is accepted by the Housing Authority Representative.

16. Acceptance Certificate

16.1 When the System has passed the System Acceptance Tests, the Housing Authority shall within one
month after the date of passing the System Acceptance Tests accept the System or any part thereof
by issuing a System Acceptance Certificate to the Contractor.

16. 2 Acceptance Date is the date on which the Work is accepted by the Housing Authority pursuant to
clause 16.1 hereof.

17. Delay to the System Ready for Use

17.1 The Contractor shall provide the System Ready for Use on or before the Completion Date.

17.2 If the Contractor shall fail to provide the System Ready for Use by the Completion Date, then the
Contractor shall pay to the Housing Authority as and by way of liquidated damages for any loss or
damages sustained by the Housing Authority resulting from delay the amount of 0.1% of the Price
for each day or part of a day of such delay. The aggregate liquidated damages are subject to a
maximum of 10% of the Price. Subject to the provisions of clause 17.3 below the payment of such
sums shall be in full satisfaction of the Contractor's liability for such delay only. The payment of
liquidated damages shall not relieve the Contractor from its obligation to provide the System
Ready for Use or from any other liability or obligation under this Contract.

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17.3 If the Contractor shall fail to provide the System Ready for use within 60 days after the
Completion Date then notwithstanding anything else contained in this Contract the Housing
Authority Representative shall be entitled to terminate this Contract forthwith on giving written
notice to the Contractor and to recover from the Contractor the amount of all damages and loss
suffered by the Housing Authority resulting from such failure. Upon such termination the
Contractor shall (without prejudice to the Housing Authority's right to recover the amount of such
damages and loss as aforesaid) forthwith refund to the Housing Authority all moneys previously
paid to the Contractor under this Contract.

18. Unit Acceptance Tests

18.1 For any unit of equipment that is delivered or installed subsequent to the System Acceptance
Tests, the Contractor shall initially perform its Installation Tests in accordance with clause 14
herein. On successful completion of the Installation Tests, the unit will be put into operation
together with the System. The unit shall achieve a unit serviceability level of at least 98% (“Unit
Acceptance Tests”) in four consecutive weeks. The unit serviceability level is defined as:

A-B
A

where A = Total switch-on time

B = Total unit downtime (including unit repair time)

18.2 The Housing Authority shall, upon receipt of any of the Contractor Supplied Software subsequent
to the System Acceptance Tests, within 4 consecutive weeks operate the said software to
determine whether :

18.2.1 it meets its specification, performs the functions, and does not exceed the resource usage, if any,
set out in the Contractor’s published specifications, and the requirements listed in Schedule 3 of
Contract Schedules; and

18.2.2 it is capable of operating on a repetitive basis without failure on a variety of data which the
Housing Authority may provide.

The said Software shall be deemed to be accepted if it passes all the acceptance criteria set out
herein.

18.3 If such unit shall fail in the Unit Acceptance Tests or shall fail to conform fully to the specification
of such unit or shall not be compatible to the System then the Housing Authority Representative
may by written notice to the Contractor elect at its sole option:

18.3.1 to require (without prejudice to the Housing Authority's other rights and remedies) the
Contractor to provide such replacement and/or additional hardware as will enable such unit to
pass the Unit Acceptance Tests. In the event that such replacement and/or additional hardware
fails to enable such unit to pass the Unit Acceptance Tests, then the Housing Authority shall
be entitled to proceed under clause 18.3.2 or 18.3.3 below; or

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18.3.2 to accept such unit subject to an abatement of its price, such abatement to be in an amount
which, taking into account the circumstances is reasonable. In the absence of written
agreement as to abatement within two weeks after the date of such notice, the Housing
Authority shall be entitled to reject such unit in accordance with clause 18.3.3 below; or

18.3.3 to reject such unit as not being in conformity with this Contract in which event the Contractor
shall (without prejudice to the Housing Authority's other rights and remedies) forthwith refund
to the Housing Authority all sums previously paid to the Contractor in respect of such unit.
Upon rejection as aforesaid the risk in such unit shall forthwith pass to the Contractor.

19. Licence

19.1 The Contractor hereby grants to the Housing Authority, its authorised users assigns and
successors-in-title a non-exclusive, perpetual, royalty-free, irrevocable, worldwide, transferable
and sub-licensable licence, for any purposes whatsoever (whether related to and/or contemplated
by this Contract), to exercise any and all Intellectual Property Rights in any part of the
Deliverables referred to in clause 32.2.

19.2 The Contractor hereby grants for the benefits of the Housing Authority, its authorised users
assigns and successors-in-title a non-exclusive, irrevocable, worldwide and sub-licensable licence
to use the Pre-existing Contractor Supplied Software and its related Documentation and in relation
to any Pre-existing Contractor Supplied Software and its related Documentation to which the
Contractor is not empowered to grant sub-licence(s), the Contractor hereby undertakes to procure
at its own expense the grant of such rights for the benefits of the Housing Authority, its authorised
users assigns and successors-in-title by the relevant third parties in respect of such Pre-existing
Contractor Supplied Software and its related Documentation to be granted on or before the
delivery of the Pre-existing Contractor Supplied Software and its related Documentation. Such
licence to use shall include the following rights:

19.2.1 the right to use the Pre-existing Contractor Supplied Software and its related Documentation
for all (or any one or more) purposes contemplated by this Contract;

19.2.2 the right to reproduce in any format as many copies of the Pre-existing Contractor Supplied
Software and its related Documentation as are reasonably required for backup, operational use
and security; and

19.2.3 the right to adapt, enhance, modify and translate the Pre-existing Contractor Supplied Software
and its related Documentation and/or combine them with other programs, things and materials
for the support and maintenance of such programs, things and materials and/or in order to
prepare other works for the use and benefits of the Housing Authority, its authorised users
assigns and successors-in-title. All Intellectual Property Rights of whatever nature in such
altered or modified materials programs and things shall belong to and shall be and remain
vested in the Housing Authority, its authorized users assigns and/or successors-in-title
absolutely as soon as they are created.

19.3 The Contractor shall at its own expense produce for inspection by the Housing Authority within
two (2) days upon written request all proper licences clearances waivers and releases in writing
pursuant to clauses 19.1 and 19.2.

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19.4 The Contractor shall inform the Housing Authority in writing of any software and materials that
are the subject matters of the licence(s) granted or to be granted pursuant to and upon the terms of
this Contract and any restrictions whatsoever affecting the use thereof.

19.5 In the event that application(s) for patent registration of Intellectual Property Rights in any
Deliverables is or are to be made pursuant to clause 32.4 herein, the Contractor shall register
and/or record the licence(s) granted to the Housing Authority, its authorised users assigns and
successors-in-title pursuant to this Contract and/or particulars thereof as is appropriate at the time
such application(s) is or are made at its own expense. Where application(s) for patent registration
of Intellectual Property Rights in any Deliverables has or have been made by the Contractor prior
to the date of this Contract, the Contractor shall register and/or record the licence(s) granted to the
Housing Authority, its authorised users assigns and successors-in-title to this Contract and/or
particulars of such licence(s) as is appropriate in respect of the said pre-existing application(s)
within fourteen (14) days after the date of this Contract. The Contractor shall also procure at its
own expense the same obligations from any third party who owns any part of patent in the
Deliverables.

19.6 The provisions of this clause shall survive termination of the Contract (howsoever occasioned) and
continue in full force and effect notwithstanding such termination.

20. Duration of Licence

20.1 The Licence shall continue in perpetuity unless and until the Licence is terminated in accordance
with the provisions of this Contract.

21. Documentation

21.1 On the dates specified in the Implementation Plan, the Contractor shall provide to the Housing
Authority, at no cost to the Housing Authority, such copies of the Documentation containing
sufficient information for the proper use and maintenance of the System as specified in Schedule 4
“Documentation” of Part V “Contract Schedules”.

21.2 In the event that the Documentation or any part thereof fails to contain sufficient information to
enable the Housing Authority to make full and proper use of the System, the Contractor, if
requested by the Housing Authority, shall within 14 days or such later date as may be granted by
the Housing Authority perform all such services necessary to correct the same at its sole cost and
expense to the Housing Authority’s satisfaction.

22. Warranties and Undertaking

22.1 The Contractor warrants that the Contractor Supplied Hardware, the Contractor Supplied Software
and the Custom Programs will be free from defects in design, material, workmanship and
installation during the Warranty Period and during the Warranty Period the Contractor shall
furnish the Maintenance Services to maintain the Contractor Supplied Hardware, the Contractor

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Supplied Software and the Custom Programs in full working order at no cost to the Housing
Authority.

22.2 The Contractor warrants that the Contractor Supplied Hardware, the Contractor Supplied Software
and the Custom Programs will be of merchantable quality and the System will be fit for the
purpose for which they are intended under the Specification.

22.3 The Contractor warrants that the System will after acceptance by the Housing Authority conform
fully to the Specification and provide the facilities and functions set out in Schedule 3
“Specification” of Part V “Contract Schedules” and that the Documentation will provide adequate
instructions to enable the Housing Authority to make proper use of such facilities and functions.

22.4 The Contractor further warrants that the System shall conform fully to the Reliability Levels and
the Performance Criteria throughout the period of the Maintenance Services.

22.5 If the Contractor receives written notice from the Housing Authority of any breach of the said
warranties then the Contractor shall, without prejudice to any other rights or remedies the Housing
Authority may have, at its own expense and as soon as possible after receiving such notice, repair
or, at its option, replace the System or such parts of it as are defective or otherwise remedy such
defect to the satisfaction of the Housing Authority.

22.6 If any of the Contractor Supplied Hardware or Contractor Supplied Software ceases to be
produced by the manufacturer, the Contractor undertakes to inform the Housing Authority in
writing at least 3 months prior to the date of cessation.

22.7 The Contractor warrants and undertakes that it has good and sufficient title in the System and in
every part thereof to enable it to pass the title of the System to the Housing Authority.

22.8 The Contractor warrants that the Statement of Compliance is true and accurate and acknowledges
that the Housing Authority has relied on the Statement of Compliance in making the decision to
enter into this Contract. If the Housing Authority later discovers the Statement of Compliance is
untrue or inaccurate, the Housing Authority shall be entitled to terminate the Contract and the
Contractor shall (without prejudice to the Housing Authority's other rights and remedies) forthwith
refund to the Housing Authority all sums previously paid to the Contractor under this Contract.

22.9 The Contractor warrants that the sale and/or supply and installation of the equipment, software and
services or any of them by the Contractor will not infringe any intellectual property rights
including any patents, designs or trade marks, any copyright or trade secrets and confidential
information protected under the laws of Hong Kong or elsewhere.

23. Reliability

23.1 The Contractor warrants that the System shall achieve a minimum serviceability level (herein
called "the Committed Serviceability Level") and a minimum mean time between failure (herein
called "the Committed MTBF") as provided in Schedule 12 “Reliability Specification” of Part V
“Contract Schedules”.

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23.2 For the purpose of determining the Committed Serviceability Level and the Committed MTBF, the
definitions and the formulas of the same are specified in Schedule 12 “Reliability Specification” of
Part V “Contract Schedules”.

23.3 The Committed Serviceability Level and the Committed MTBF shall be measured in accordance
with the procedure laid down in Schedule 12 “Reliability Specification” of Part V “Contract
Schedules”.

23.4 In the event that the System cannot achieve the Committed Serviceability Level, the Contractor
shall pay to the Housing Authority liquidated damages as follows :

(A - B) x (C + D)
--------------------- + (A - B) x (E + F)
60

Where A = the Committed Serviceability Level

B = the actual serviceability level

C = the purchase price of the Contractor Supplied Hardware

D = the one time charge and the lump sum of the


Licence Fee

E = the monthly Contractor Supplied Software Licence Fee and/or the monthly Contractor
Supplied Software maintenance charge

F = the monthly Contractor Supplied Hardware maintenance service charge

23.5 In the event that the System cannot achieve the Committed MTBF, the Contractor shall pay to the
Housing Authority liquidated damages as follows :

(A - B) x (C + D) (A - B) x (E + F)
------------------- + --------------------
24 x 30 x 60 24 x 30

Where A = the Committed MTBF

B = the actual mean time between failure

C = the purchase price of the Contractor Supplied Hardware

D = the one time charge and the lump sum of the


Licence Fee

E = the monthly Contractor Supplied Software Licence Fee and/or


the monthly Contractor Supplied Software maintenance charge

F = the monthly Contractor Supplied Hardware maintenance service charge

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Provided that the period of assessment for the liquidated damages payable at any one time under
clauses 23.4 and 23.5 shall not exceed 120 days.

23.6 The Housing Authority Representative shall notify the Contractor as soon as reasonably
practicable in the event that any unit of the Contractor Supplied Hardware becomes inoperative.
Without prejudice to any of the Housing Authority's other rights and remedies, if any unit of the
Contractor Supplied Hardware fails to operate for more than 24 consecutive hours, the Housing
Authority shall be entitled to a credit against the monthly maintenance service charge otherwise
payable in respect of such unit for each and every hour or part of an hour of failure beyond the
24th consecutive hour. Such credit shall be assessed as follows :-

A B
-------------- + ---------
24 x 30 x 60 24 x 30

where A = the price of such unit


B = the monthly maintenance service fee of
such unit

23.7 The Housing Authority will take all reasonable steps to implement the data backup and protection
measures as specified in the Documentation. In the event of any corruption to data and files
resulting from malfunction or deficiency of the System or negligence on the part of the Contractor,
its employees or agents, the Contractor shall assist the Housing Authority to recreate the data and
files established before corruption and remedy the corrupted data and files and to reprocess the
necessary jobs as the Housing Authority may direct and compensate the Housing Authority for the
cost incurred in so doing.

23.8 In the event that the System fails to achieve the Committed Serviceability Level for four
consecutive months, the Housing Authority shall be entitled to reject the System and to terminate
forthwith the Contract and to recover from the Contractor the amount of all damages and loss
suffered by the Housing Authority resulting from such failure. Upon such termination the
Contractor shall (without prejudice to the Housing Authority's right to recover the amount of such
damages and loss as aforesaid) forthwith refund to the Housing Authority all moneys previously
paid to the Contractor under this Contract.

24. Terms of Payment

24.1 The Price shall become payable to the Contractor in accordance with Schedule 19 of Part V.

24.2 Payment for the Maintenance Services and the System Support and Maintenance Services shall
commence upon the expiry of the Warranty Period and shall be paid as specified in Schedules 1B
“Hardware (Costing Sheet)”, 2B “Software (Costing Sheet)” and 13B “System Support and
Maintenance Services (Costing Sheet)” of Part V “Contract Schedules” annually in advance. The
Housing Authority shall not be liable for any support or maintenance service charge during the
System Implementation Period and the Warranty Period.

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24.3 Upon termination of the Maintenance Services or the System Support and Maintenance Services in
accordance with this Contract, the Contractor shall refund to the Housing Authority, within 14
days and on a pro-rata basis, the charges for the remaining services period paid in advance by the
Housing Authority to the Contractor.

24.4 Any payment payable by the Housing Authority hereunder shall be paid within 23 working days
after the receipt by the Housing Authority of the Contractor’s invoice therefor. For the purpose of
this sub-clause, the period of 23 working days shall not start to run until any such payment is
payable.

24.5 All invoices and correspondence concerning payment should be addressed to

Information Technology Sub-division,


Housing Department, 1/F, Block 1,
Hong Kong Housing Authority Headquarters Building,
33 Fat Kwong Street, Kowloon,
Hong Kong.

(Attn: Roy CHEUNG, SAC/2)

The Housing Authority shall not be held responsible for any delay in payment if invoices and
correspondence are not so addressed.

24.6 The parties agree that there shall be no increase in periodic Licence Fee or maintenance charge and
the fee for System Support and Maintenance Services as stipulated in Schedules 1B “Hardware
(Costing Sheet)”, 2B “Software (Costing Sheet)” and 13B “System Support and Maintenance
Services (Costing Sheet)”of Part V “Contract Schedules” during the first year when such fees or
charges are payable. Thereafter, such fees or charges may, at the Housing Authority’s sole
discretion, be adjusted either upwards or downwards not more frequently than once in every 12
months. The Housing Authority may determine any such adjustment which shall take effect on a
date to be designated by the Housing Authority and which shall be in line with and at a rate not
exceeding the movement in the latest available Government Consumer Price Index B (index for
the month) in a period of 12 months preceding the date on which such adjustment is to take effect.
The party proposing adjustment under this clause shall give the other party prior written notice
within 3 months before the date on which the proposed adjustment shall take effect.

24.7 Notwithstanding anything herein before contained, if the prevailing market rate for the
Maintenance Services and the System Support and Maintenance Services shall fall below the
charges of Maintenance Services and the System Support and Maintenance Services then the
charges of Maintenance Services and the System Support and Maintenance Services shall be
reduced to the prevailing market rate which shall be deemed to be the charges of Maintenance
Services and the System Support and Maintenance Services for the purpose of clause 26 below.

25. Training

25.1 The Contractor undertakes to provide the training to the Housing Authority in accordance with the
Training Plan.

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25.2 Any additional training required by the Housing Authority shall be provided by the Contractor in
accordance with the scale of charges specified in the Training Plan.

26. Maintenance of the System

26.1 Notwithstanding any other provisions contained elsewhere in this Contract, the Contractor shall,
during the continuance of this Contract, provide such maintenance services locally as necessary to
maintain the System in their full and proper working order.

26.2 Such maintenance services shall include without limitation such fault finding as may be necessary
to enable the Housing Authority to repair any part of the System which the Contractor has no
obligation to repair hereunder.

26.3 The maintenance charges for the maintenance services are specified in Schedules 1B “Hardware
(Costing Sheet)”, 2B “Software (Costing Sheet)” and 13B “System Support and Maintenance
Services (Costing Sheet)”of Part V “Contract Schedules”.

27. Maintenance of the Contractor Supplied Hardware

27.1 The Contractor shall provide the following local maintenance services to keep the Contractor
Supplied Hardware in proper order in accordance with the Specification, Performance Criteria and
Reliability Levels on the terms and conditions as set out hereunder.

27.2 Maintenance Services for the Contractor Supplied Hardware shall comprise the provision by the
Contractor of the preventive maintenance and the remedial maintenance in respect of the
Contractor Supplied Hardware at the Location.

27.3 Preventive maintenance shall comprise the following:

27.3.1 inspection of the Contractor Supplied Hardware at regular intervals specified in Schedule 17A
“Maintenance Services” of Part V “Contract Schedules”;

27.3.2 calibration, testing and necessary adjustments, cleaning, lubrication, replacement of worn,
defective or suspect parts and circuit updating and modifications;

27.3.3 engineering adjustments, modifications and improvements (including but not limited to the
Contractor's latest engineering revision and any or all reliability improvements) on the Contractor
Supplied Hardware; and

27.3.4 updating of all Documentation furnished under this Contract.

27.4 Remedial maintenance shall comprise the following:

27.4.1 upon receipt of a request from the Housing Authority the inspection, testing and diagnosing by
the Contractor of any fault reported in any of the Contractor Supplied Hardware; and

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27.4.2 the carrying out by the Contractor such repairs, adjustments and replacement of parts as may be
necessary to restore the Contractor Supplied Hardware to proper working order.

27.5 The Housing Authority will make the Contractor Supplied Hardware accessible to the Contractor
for maintenance at regular intervals or at scheduled times to be mutually agreed between the
Contractor and the Housing Authority.

27.6 The Contractor shall provide Maintenance Services to the Contractor Supplied Hardware during
the prime maintenance period defined in Schedule 17A “Maintenance Services” of Part V
“Contract Schedules”.

27.7 Upon receipt of a request for remedial maintenance the Contractor shall dispatch a suitably
qualified service engineer to the Location within the response time set out in Schedule 17A
“Maintenance Services” of Part V “Contract Schedules”.

27.8 The Contractor shall rectify all faults the same day as they are reported, provided that they are
reported half an hour before the end of the prime maintenance period for that day. The Housing
Authority shall not be responsible for any charge if remedial maintenance is continued beyond the
prime maintenance period as specified in Schedule 17A “Maintenance Services” of Part V
“Contract Schedules” for that day.

27.9 In addition to the Maintenance Services the Contractor shall provide emergency remedial
maintenance services or standby preventive maintenance services within the emergency response
time specified in Schedule 17A “Maintenance Services” of Part V “Contract Schedules” at the
rates specified in Schedule 17B “Maintenance Services (Costing Sheet)” of Part V “Contract
Schedules”. Such charges shall run from the first arrival of the Contractor's service engineer at the
Location to his departure therefrom.

27.10 The Contractor shall at its own expense provide all necessary replacement parts to effect all
Maintenance Services except for the consumable parts listed in Schedule 17B “Maintenance
Services” of Part V “Contract Schedules”.

27.11 In the event that the Contractor proposes to modify the Contractor Supplied Hardware or any part
thereof :

27.11.1 in such a way that its facilities or operating conditions are affected, the Contractor shall request
the consent of the Housing Authority to the proposed modifications. If consent is given, the
Contractor shall carry out the work at a time convenient to the Housing Authority; and

27.11.2 the Contractor shall bear the cost of any such modifications.

27.12 In the event that the Contractor removes any part or parts of the Contractor Supplied Hardware
away from the Location for overhaul or repair, unless otherwise agreed by the Housing Authority
the Contractor shall bear all the costs, including but not limited to packing, carriage and insurance
incurred in the dismantlement, removal, overhaul, repair, return and re-installation of the said part
or parts.

27.13 Any replacement parts provided by the Contractor hereunder shall become the property of the
Housing Authority. Parts removed shall become the property of the Contractor provided always

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that the Housing Authority shall be entitled to retain any part which is to be replaced if the
Contractor is unable to erase all the data stored in any form in such parts of the Contractor
Supplied Hardware. The Contractor shall, before removal of any such part, certify to the Housing
Authority in writing that all information stored in such part has been completely erased and shall
be liable for any loss or damage caused by the possession or use of any information remaining in
any part of the Contractor Supplied Hardware so removed.

27.14 The Contractor shall from the date on which the Contractor Supplied Hardware is installed at the
Location provide and continue to provide the Maintenance Services for an initial 10 years’ period
from the issue of System Acceptance Certificate. The Housing Authority may without
compensation terminate the Maintenance Services by giving to the Contractor three month’s
written notice.

28. Maintenance of the Contractor Supplied Software and Custom Programs

28.1 The Contractor shall provide the following Maintenance Services in respect of the Contractor
Supplied Software and the Custom Programs on the terms and conditions as set out hereunder.

28.2 Error Correction

28.2.1 Upon receipt of notification from the Housing Authority that there is any defect or error in the
Contractor Supplied Software and/or the Custom Programs the Contractor shall correct such
defect or error as soon as reasonably practicable.

28.2.2 Forthwith upon such correction being completed the Contractor shall deliver to the Housing
Authority appropriate amendments to the Documentation specifying the nature of the correction
and providing instructions for the proper use of the corrected version of the Contractor Supplied
Software and/or the Custom Programs.

28.3 Upgrades and Enhancements

28.3.1 The Contractor shall deliver to the Housing Authority any improved, modified or enhanced
versions and new releases of the Contractor Supplied Software together with all amendments to
the Custom Programs and the amended Documentation, which shall be necessary to describe the
facilities and functions of such version(s), new releases and amendments.

28.3.2 In reasonable time prior to the delivery of a new release of Contractor Supplied Software the
Contractor shall make available to the Housing Authority all amendments to the Contractor
Supplied Software’s specification which shall be necessary to describe the facilities and functions
of the new release.

28.3.3 Notwithstanding anything else herein, the Housing Authority shall not be obliged to accept or use
the new version or release if its use would result in any of the facilities and functions set out in
the Specification being diminished or curtailed or if its use would unduly interrupt the use of the
System in which event the Contractor shall continue to perform its obligations in respect of the
System. The Contractor's obligations under this Contract with regard to the Contractor Supplied
Software shall also apply to any new version or release or replacement thereof.

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28.3.4 As and when any corrected, improved, enhanced or modified version of the Custom Programs
shall be made by the Contractor pursuant to this Contract, the Contractor shall forthwith deliver
to the Housing Authority the Source Code of the corrected, improved, enhanced or modified
version(s) Custom Program(s) in the form both of printed listings and on CD-ROM/DVD-ROM.

28.4 The Contractor undertakes to perform its obligations with respect to the maintenance of the
Contractor Supplied Software and the Custom Programs including all new versions, amendments,
releases or replacements thereof in accordance with the terms of this Contract for as long as its
obligations under this Contract to maintain the Contractor Supplied Hardware remain in existence.

29 System Support and Maintenance Services

29.1 The Contractor shall provide and perform the System Support and Maintenance Services as
specified in Schedule 13A “System Support and Maintenance Services” of Part V “Contract
Schedules” for an initial 10 years’ period from the issuance of the System Acceptance Certificate
for the System.

29.2 Notwithstanding any other provisions contained elsewhere in this Contract, the Housing Authority
may at its sole discretion terminate the System Support and Maintenance Services or any part
thereof by giving to the Contractor one month’s written notice.

29.3 As and when any alteration, modification, upgrade and enhancement to or in the System is carried
out by the Contractor during the course of this Contract, the Contractor undertakes and agrees to
forthwith upon completion of such alteration, modification, upgrade and enhancement deliver to
the Housing Authority all appropriate amendments to documents and materials describing the
nature of the changes facilities and functions and necessary instructions for the proper maintenance
of the System (including the corrected, improved, enhanced or modified version of any ancillary
computer software in the form both of printed listings and on CD-ROM/DVD-ROM).

30 Implementation Services

30.1 The Contractor shall provide to the Housing Authority in addition to any other services to be
provided under the Contract the Implementation Services at the time and in the manner set out in
Schedule 14A “Implementation Services” of Part V “Contract Schedules”.

31. Title to and Risk in the System

31.1 All materials and Contractor Supplied Hardware supplied by the Contractor pursuant to the
provisions of this Contract shall vest in and become the property of the Housing Authority upon
the delivery at the Location. Notwithstanding anything herein contained, risk in the Contractor
Supplied Hardware and other materials shall remain with the Contractor who shall have the
exclusive care, custody, and control of the same until the issuance of the System Acceptance
Certificate.

32 Ownership and Registration of Intellectual Property Rights

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32.1 Nothing in this Contract shall affect the parties’ ownership of the Intellectual Property Rights in
the Pre-existing Contractor Supplied Software or the Pre-existing Housing Authority Application
Software.

32.2 All Intellectual Property Rights in the Custom Programs and the Documentation as specified in
Table 4.4, Table 4.6 and Table 4.7 of Schedule 4 in Part V “Contract Schedules” which form the
System pursuant to this Contract including but not limited to source code, object code and
software, in whatever nature that are first created by the Contractor, its employees, agents or sub-
contractors for the performance of this Contract shall be and at all times remain vested in the
Contractor. This excludes Housing Authority trade marks, e.g. a Housing Authority service logo,
in the Deliverables the ownership of which shall be vested in the Housing Authority.

32.3 The ownership of all Intellectual Property Rights which exist in the Deliverables which are not the
Custom Programs and are not set out in Table 4.4, Table 4.6 and Table 4.7 of Schedule 4 in Part V
shall as from creation become, and at all times thereafter remain vested in the Housing Authority.
Upon request by the Housing Authority, the Contractor shall at its sole costs and expense promptly
deliver to the Housing Authority all the Deliverables referred to in this clause (including any drafts
thereof) and all the copies thereof then in the Contractor’s custody control or possession, whether
in their completed forms or not. All Intellectual Property Rights in the Deliverables referred to in
this clause 32.3 so delivered up shall, if those rights have not already been vested in the Housing
Authority, forthwith be assigned and transferred to the Housing Authority. The Contractor shall
take all necessary steps to so assign and transfer such Intellectual Property Rights to the Housing
Authority or procure such Intellectual Property Rights to be assigned and transferred to the
Housing Authority.

32.4 The Contractor shall at its expense file application for registration of patents for any patentable
inventions in the Deliverables vested in the Contractor pursuant to clause 32.2 and in the Pre-
existing Contractor Supplied Software in the Hong Kong Special Administrative Region and to
maintain any such patent in force during the full period of the subsistence of the said registrable
Intellectual Property Rights permissible by the relevant laws including all extensions and renewals
thereof. The Contractor shall also procure at its own expense the same obligations from any third
party who owns Intellectual Property Rights in any part of the Pre-existing Contractor Supplied
Software.

32.5 The ownership of any and all Intellectual Property Rights which arise from any changes,
modifications, adaptations, improvements and development independent of this Contract made to
the Deliverables by the Housing Authority, its authorized users assigns and successors-in-title
pursuant to clauses 19.1 and 19.2 herein shall vest in the Housing Authority, its authorized users
assigns and successors-in-title.

32.6 The provisions of clause 32 shall survive the expiry, completion or termination of this Contract
(howsoever occasioned) and shall continue in full force and effect notwithstanding such expiry,
completion or termination.

33 Intellectual Property Rights Warranties

33.1 The Contractor hereby warrants that :-

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33.1.1 it has the full capacity and authority and all necessary licences, permits and consents to enter
into and to provide System and services under this Contract and any other documents to be
entered into by it hereunder;

33.1.2 the execution and delivery of this Contract and the performance by the Contractor of its
obligations under it will not :-

33.1.2.1 result in a breach of, or constitute a default under, any instrument agreement or arrangement to
which the Contractor is a party or by which the Contractor is bound; or

33.1.2.2 result in a breach of any order, judgement or decree of any court or governmental agency to
which the Contractor is a party or by which the Contractor is bound;

33.1.3 the Deliverables as referred to in clauses 32.2 and 32.3 shall consist of original works created,
developed or made by the Contractor, its employees, agents or sub-contractors for the Housing
Authority during the course of or in connection with this Contract, save and except for Pre-
existing Contractor Supplied Software and related Documentation;

33.1.4 the performance of this Contract by the Contractor, its employees, agents or sub-contractors,
and the use operation exploitation or possession by the Housing Authority, its authorised users
assigns and successors-in-title of the Deliverables or any part thereof for all purposes does not
and will not infringe any Intellectual Property Rights of any party;

33.1.5 the exercise by the Housing Authority, its authorised users assigns and successors-in-title of
any of the rights granted to the Housing Authority under this Contract shall not infringe any
Intellectual Property Rights of any party;

33.1.6 the Contractor shall fully comply with its obligations provided in clause 68 herein regarding
the assignment, transfer and/or transmission of the Intellectual Property Rights and clauses
32.4 and 19.5 herein regarding the registration of patents and the registration and/or record of
their licences;

33.1.7 the System and Services shall be provided in compliance with all applicable laws, enactments,
orders, regulations and other similar instruments;

33.1.8 in respect of any software and other materials supplied or used by the Contractor, its
employees, agents or sub-contractors in the performance of this Contract and in respect of
which any Intellectual Property Right is vested in a third party :-

33.1.8.1 the Contractor has or shall have a valid and continuing licence under which it is entitled to sub-
license the relevant software and other materials and the third party Intellectual Property
Rights for itself and for the Housing Authority, its authorised users assigns and successors-in-
title to use such software and other materials for all purposes; or

33.1.8.2 prior to the use and incorporation of such software and other materials in the Deliverables, the
Contractor will have obtained the grant of all necessary clearances for itself and for the
Housing Authority, its authorised users assigns and successors-in-title authorising the use of
such software and materials for all purposes.

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33.2 This clause 33 shall survive the expiry, completion or termination of this Contract (howsoever
occasioned) and shall continue in full force and effect notwithstanding such expiry, completion or
termination.

33.3 If the Contractor receives written notice from the Housing Authority of any breach of warranties as
set out in clause 33 then the Contractor shall, without prejudice to any other rights or remedies the
Housing Authority may have, at its own expense and as soon as possible after receiving such
notice, modify or, at its option, replace such System and services or Deliverables or otherwise
remedy such defect.

34 Confidentiality

34.1 The Contractor shall treat as proprietary and confidential all information, drawings, specifications,
documents, contracts, design materials and all other data (including without limitation any
personal particulars records and Personal Data (as defined in the Personal Data (Privacy)
Ordinance (Cap. 486)) and materials of any nature (in or on whatever media)) which the Housing
Authority has for the purposes of or in the course of performing this Contract supplied made
available or communicated to the Contractor or which is otherwise accessible to the Contractor in
the course of its performance of this Contract provided that this clause 34.1 shall not extend to any
information which was rightfully in the possession of the Contractor prior to the commencement of
the negotiations leading to this Contract or which is already in the public knowledge or becomes
so at a future date (otherwise than as a result of a breach of this clause).

34.2 The Contractor shall indemnify and keep the Housing Authority its employees and authorised
persons fully and effectively indemnified against all action, damages costs, claims, demands,
expenses (including without limitation the fees and disbursements of lawyers, agents and expert
witnesses) and any awards and costs which may be agreed to be paid in settlement of any
proceedings and liabilities of whatsoever nature arising from or incurred by reason of any actions
and/or claims made in respect of information subject to the Personal Data (Privacy) Ordinance
(Cap. 486) which action and/or claim would not have arisen but for the negligence or omission of
the Contractor, any of its employees, sub-contractors, consultants, or agents (or any one acting on
its/their behalf) in connection with the provision or receipt of the services provided under this
Contract.

34.3 The Contractor hereby agrees that it will use such confidential information solely for the purposes
of this Contract and that it will not, at any time before during or after the completion, expiry or
termination of this Contract (howsoever occasioned):

(a) disclose or divulge the same or allow the same to be disclosed or divulged whether directly
or indirectly, to any third party; or

(b) use or allow to be used the same for any other purposes

without the Housing Authority’s prior written consent and shall use its best endeavours to prevent
any such disclosure thereof.

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34.4 The Contractor undertakes to take all such security measures for the protection of the information,
documentation and materials which it is obliged by this clause to keep secret and treat as
confidential as it takes for the protection of its own confidential or proprietary information,
documentation and materials.

34.5 The Contractor shall ensure that each of its employees, agents, associates, sub-contractors,
consultants and any other persons engaged in any work in connection with this Contract are aware
of and comply with the provisions of this clause and the Official Secrets Ordinance (Cap. 521) and
the Contractor shall indemnify and keep the Housing Authority fully and effectively indemnified
against all costs, claims, demands, expenses (including without limitation the fees and
disbursements of lawyers, agents and expert witnesses), loss, damage and liabilities which the
Housing Authority may suffer, incur or sustain as a result of any breach of confidence (whether
under this Contract or general law) by the Contractor or any such persons.

34.6 The Contractor undertakes, if so requested by the Housing Authority, to sign the Housing
Authority’s separate confidentiality agreement in a form prescribed by the Housing Authority and
to procure each of its employees agents associates sub-contractors consultants and any other
persons engaged in any work in connection with this Contract to whom any confidential
information requires to be disclosed to do so. Copies of such agreements shall be provided to the
Housing Authority within three days from the date of execution of the agreements.

34.7 The Contractor further agrees that it will not at all times itself or through any subsidiary or agent
use, sell, license, sub-license, create, develop or otherwise deal in any confidential information
supplied to it by the Housing Authority or obtained while performing this Contract.

34.8 The Contractor shall promptly notify the Housing Authority and give the Housing Authority all
reasonable assistance in connection with any proceedings which the Housing Authority may
institute against any such persons pursuant to any of the provisions in this clause.

34.9 The Contractor acknowledges that any unauthorized disclosure or use of the confidential
information would cause irreparable harm and significant injury, the degree of which may be
difficult to ascertain. Accordingly, the Contractor agrees that the Housing Authority will have the
right to obtain an immediate injunction prohibiting any breach of clause 34, as well as the right to
pursue any and all other rights and remedies available at law or in equity for such a breach.

34.10 The provisions of clause 34 herein shall survive the expiry, completion or termination of this
Contract (howsoever occasioned) and shall continue in full force and effect notwithstanding such
expiry, completion or termination.

35. Independent Contractor

35.1 For the purpose of the Work to be performed under the Contract, the Contractor is an independent
contractor. The Contractor is not an agent or a partner of the Housing Authority and has no power
to bind the Housing Authority to any obligation or whatsoever.

35.2 The Contractor shall have complete control of the Work and it shall efficiently direct and supervise
the Work to the full extent of its ability and with its full attention.

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36. Offering Gratuities

36.1 If the Contractor or any of its agents or employees shall be found to have offered or given any
advantage, gratuity, bonus, discount, bribe or loan of any sort to any agent or employee of the
Housing Authority, the Housing Authority shall be at liberty forthwith to terminate the Contract,
and to hold the Contractor liable for any loss or damage which the Housing Authority may thereby
sustain.

37. Assignment

37.1 The Contractor shall not assign or otherwise transfer this Contract or any of its rights and
obligations hereunder whether in whole or in part without the prior written consent of the Housing
Authority.

38. Admission of Contractor’s Personnel to Housing Authority Premises

38.1 The Housing Authority Representative reserves the right to refuse to admit to any premises
occupied by the Housing Authority for the purposes of this Contract any person employed by the
Contractor, or by an assignee or a subcontractor, whose admission would be, in the reasonable
opinion of the Housing Authority Representative, undesirable.

38.2 The Contractor shall provide to the Housing Authority a list of the names of all persons who may
at any time require admission on behalf of the Contractor to any premises occupied by the Housing
Authority for the purposes of the Contract if so required by the Housing Authority Representative,
and in that event such list shall specify the capacities in which those persons are employed by or
connected with the Contractor and shall contain such other particulars as the Housing Authority
Representative may reasonably require.

38.3 In the event that the Contractor shall fail to comply with clause 38.2 and the Housing Authority
Representative determines that such failure is prejudicial to the interests of the Housing Authority,
it may thereupon terminate the Contract forthwith by notice in writing addressed to the Contractor,
and such termination shall not prejudice or affect any rights or action or other remedies, which
may have accrued or shall accrue thereafter to the Housing Authority.

39. Indemnities

39.1 The Contractor shall indemnify the Housing Authority and keep the Housing Authority fully and
effectively indemnified against any loss of or damage to any property or injury to or death of any
person caused by any negligent act or omission or willful misconduct of the Contractor, its
employees, agents or subcontractors or by any defect in the design, material, workmanship or
installation of the System.

39.2 The Contractor shall indemnify the Housing Authority and keep the Housing Authority fully and
effectively indemnified against all actions, claims, demands, costs, damages and expenses
(including without limitation the fees and disbursements of lawyers, agents and expert witnesses)

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and any awards and costs which may be agreed to be paid in settlement of any proceedings and
liabilities of whatsoever nature arising out of or in connection with any breach of this Contract by
the Contractor, its employees, agents, consultants, or sub-contractors.

39.3 The Contractor shall indemnify the Housing Authority and keep the Housing Authority fully and
effectively indemnified against all actions, claims, demands, costs, damages and expenses
(including without limitation the fees and disbursements of lawyers, agents and expert witnesses)
and any awards and costs which may be agreed to be paid in settlement of any proceedings and
liabilities of whatsoever nature arising out of or in connection with any allegation and/or claim that
the exercise of any rights granted to the Housing Authority under this Contract, the use operation
exploitation or possession of the Deliverables, and/or any other materials developed or supplied by
the Contractor, its agents or sub-contractors for the performance of this Contract or any part
thereof infringes the Intellectual Property Rights of any party.

39.4 Either party shall forthwith notify the other in writing if it is aware of any claim for infringement
of any Intellectual Property Rights in connection with or arising out of the performance of this
Contract and will not make admission without the other’s prior written consent.

39.5 The Contractor shall, in consultation with the Housing Authority, at its own expense conduct any
litigation arising from any claim for infringement referred to in clause 39.4 hereinabove and all
negotiations in connection therewith.

39.6 Notwithstanding any provisions in this Contract which may be construed to the contrary, the
Contractor’s liability for indirect or consequential damages to the Housing Authority for all causes
whatsoever, except as otherwise stated in clause 39.1, clause 39.2, and clause 39.3 above shall be
limited to 3 times of the total one-off cost of tender specified in Table 18.1 of Schedule 18 “ Price
Summary” of Part V “Contract Schedules”.

39.7 The provisions of clause 39 herein shall survive the expiry, completion or termination of this
Contract (howsoever occasioned) and shall continue in full force and effect notwithstanding such
expiry, completion or termination.

39.8 In the event of any of the Contractor's representatives, employees, agents or sub-contractors
suffering any injury or death in the course of or arising out of the Contract and whether there be a
claim for compensation or not, the Contractor shall within 7 clear working days give notice in
writing of such injury or death to the Housing Authority Representative.

40. Publicity

40.1 The Contractor shall submit to the Housing Authority all advertising or other publicity materials
relating to this Contract, or use operation exploitation or possession of any Intellectual Property
Rights developed under this Contract wherein the Housing Authority’s name is mentioned or
language used from which a connection with the Housing Authority can reasonably be inferred or
implied. The Contractor shall not advertise the appointment for this Contract or publish or use any
such advertising or other publicity material without the prior written consent of the Housing
Authority.

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40.2 The Housing Authority shall have absolute discretion to refuse consent without any reason being
given and the Contractor shall not be entitled to make any claim against the Housing Authority.

40.3 Any information related to this Contract which is intended for any publication by the Contractor
shall be submitted to the Housing Authority for approval and the countries in which the
information is to be disclosed shall also be specified.

40.4 The provisions of this clause 40 shall survive the expiry, completion or termination of this
Contract (howsoever occasioned) and shall continue in full force and effect notwithstanding such
expiry, completion or termination.

41. Subcontracts

41.1 The Contractor shall not, without the prior written consent of the Housing Authority, enter into
any subcontract with any person for the performance of any part of this Contract provided that this
provision shall not apply to:

41.1.1 the purchase by the Contractor of equipment, software and materials; and

41.1.2 the subcontract(s) (if any) specified in the Schedule 15 of Part V “Contract Schedules".

41.2 The Contractor shall not be relieved from any of its obligations hereunder by entering into any
subcontract for the performance of any part of this Contract. If requested by the Housing
Authority, the Contractor shall promptly provide the Housing Authority with copies of any
subcontracts.

42. Termination of the Licence

42.1 The Housing Authority, its authorised users assigns and successors-in-title may terminate the
Licence granted pursuant to clauses 19.1 and 19.2, whether in relation to all or any part of the
Deliverables at any time by giving not less than one (1) month’s prior written notice to the
Contractor, its assign or successor-in-title or their assigns or successors-in-title.

42.2 Save as expressly provided in clause 42.1 or elsewhere in this Contract the Licence may not be
terminated. Termination of the Contract (howsoever occasioned) shall not affect the subsistence of
the Licence under clause 19.1.

43. Termination of the Contract

43.1 The Housing Authority may without giving reason terminate this Contract at any time by giving
not less than one month's prior written notice to the Contractor.

43.2 This Contract may be terminated forthwith by the Housing Authority on giving notice in writing to
the Contractor if the Contractor, being a company, shall have a receiver or liquidator appointed or
shall pass a resolution for winding-up (otherwise than for the purpose of amalgamation or
reconstruction) or a court shall make an order to that effect or being a partnership shall be

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dissolved or being an individual shall be liable to have a bankruptcy petition presented against him
or shall die or if the Contractor (whether a company or not) shall enter into any voluntary
arrangement with its creditors or shall become insolvent.

43.3 Any termination under this clause shall discharge the parties from any liability for further
performance of this Contract and shall entitle the Housing Authority to be repaid forthwith any
sums previously paid under this Contract (whether paid by way of deposit or otherwise) and to
recover from the Contractor the amount of any loss or damage sustained or incurred by the
Housing Authority as a consequence of such termination.

43.4 Subject to any other express provisions of this Contract, either party shall have the right to
terminate the Contract:-

43.4.1 if the other party commits any fundamental breach of any term of this Contract; and

43.4.2 in the case of a breach capable of being remedied shall have failed, within one month after the
receipt of a request in writing from the innocent party so to do, to remedy the breach, such
request to contain a warning of the innocent party's intention to terminate.

44. Effect of Termination

44.1 In the event of this Contract being determined whether by its satisfactory completion, effluxion of
time, notice, breach or otherwise:-

44.1.1 the Contractor shall forthwith grant or procure the grant to the Housing Authority, its
authorised users assigns and successors-in-title licences in respect of the Deliverables referred
to in clause 32.2, whether in their completed forms or not, on the same terms and conditions as
required in clause 19.1 if such licences have not been granted pursuant to clause 19.1 yet. The
Contractor shall also forthwith deliver all Deliverables referred to in clause 32.2 and Source
Codes of Custom Programs whether in completed form or not to the Housing Authority and
report and fully disclose to the Housing Authority required information in accordance with
clause 66.1;

44.1.2 the Contractor shall forthwith deliver to the Housing Authority pursuant to clause 32.3 all
materials relating to any work done in connection with this Contract existing at the date of
such termination whether or not the same are completed. In the event of such termination all
Intellectual Property Rights in the aforesaid materials shall, if not already vested in the
Housing Authority, forthwith automatically pass to the Housing Authority who shall be
entitled to enter any premises of the Contractor for the purpose of taking possession of such
materials; and

44.1.3 the Contractor shall forthwith deliver up to the Housing Authority all copies of any
information and data and any Pre-existing Housing Authority Application Software supplied to
the Contractor by the Housing Authority for the purposes of this Contract and shall certify to
the Housing Authority that no copies of such information, data or Pre-existing Housing
Authority Application Software have been retained.

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44.2 Upon any termination (howsoever occurred) of this Contract the Contractor shall at its own costs
and expense :-

44.2.1 Assign or novate, insofar as the Contractor has the right to do so, all sub-contracts and licences
of Intellectual Property Rights, and any other contracts which are necessary for the
performance and/or completion of this Contract by the Housing Authority or at the Housing
Authority’s discretion by a new contractor/contractors nominated by the Housing Authority;

44.2.2 In the event that the Contractor does not have the right to assign or novate such sub-contracts
licences or such other contracts the Contractor shall use its reasonable endeavours to procure
the assignment or novation of sub-contracts licences and contracts for the benefits of the
Housing Authority.

45. Service of Notice

45.1 All notices which are required to be given hereunder shall be in writing and shall be sent to the
address of the recipient set out in this Contract or such other address as the recipient may designate
by notice given in accordance with the provisions of this clause. Any such notice may be
delivered by hand or by pre-paid letter or E-mail or facsimile and shall be deemed to have been
served by hand when delivered, if by post 48 hours after posting and if by E-mail or facsimile
when dispatched.

46. Foreign Exchange

46.1 The Contractor shall not be entitled to any increase in the Price by reason of foreign exchange
fluctuations.

47. Disputes

47.1 Any dispute, which may arise between the parties concerning the Contract shall be determined as
provided below.

47.2 For the purpose of this clause, a dispute shall be deemed to have arisen when one party serves on
the other a notice in writing stating the nature of the dispute.

47.3 Unless the Contract has already been terminated by the date of the notice of dispute, the Contractor
shall in every case continue with the Work with all due diligence regardless of the nature of the
dispute.

47.4 For a period of 2 weeks after service of the notice of dispute, the parties shall attempt to settle the
dispute.

47.5 In the event that no settlement is reached:

47.5.1 if the dispute shall be of a technical nature concerning the interpretation of the Specification or
any similar or related matter then such dispute shall be referred for arbitration to an arbitrator

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nominated jointly by the parties failing which such arbitrator shall be nominated by the Hong
Kong International Arbitration Centre. The Arbitration Ordinance (Cap. 341) (as amended)
shall apply to any such arbitration. The arbitrator’s decision shall (in the absence of clerical or
manifest error) be final and binding on the parties and his fees for so acting shall be borne by
the parties in equal shares unless he determines that the conduct of either party is such that
such party shall bear all of such fees.

47.5.2 in any other case the dispute shall be determined by the courts of Hong Kong and the parties
hereby submit to the exclusive jurisdiction of such courts for such purpose.

48. Waiver

48.1 No forbearance, delay or indulgence by either party in enforcing the provisions of this Contract
shall prejudice or restrict the rights of that party nor shall any waiver of its rights operate as a
waiver of any subsequent breach and no right, power or remedy herein conferred upon or reserved
for either party is exclusive of any other right, power or remedy available to that party and each
such right, power or remedy shall be cumulative.

49. Severability

49.1 In the event that any condition or clause of the Contract not being of a fundamental nature is held
to be illegal or unenforceable, the validity or enforceability of the remainder of the Contract shall
not be affected thereby.

50. System Specification for Custom Programs

50.1 The Contractor shall, on the date specified in the Implementation Plan, provide to the Housing
Authority the System Specification which shall conform fully to the Custom Programs
specification specified in Schedule 3 of Part V and in the Project Specification.

50.2 In the event that the System Specification or any parts thereof fails to conform fully to the
specifications referred to in clause 50.1, the Contractor shall within 14 days or such later date as
may be granted by the Housing Authority correct and complete the same at the Contractor’s sole
cost and expense to the Housing Authority’s satisfaction.

50.3 Without prejudice to any of the Housing Authority’s other rights and remedies, if the Contractor
shall fail to correct and complete the System Specification as aforesaid within 14 days from the
date on which the Contractor is to provide the System Specification to the Housing Authority or
such later date as may be granted by the Housing Authority, the Housing Authority shall be
entitled at its sole option:

50.3.1 to require the Contractor to continue its attempt to correct and complete the System
Specification within such extended period as may be granted by the Housing Authority; or

50.3.2 to reject the System Specification as not being in conformity with this Contract in which event
the Contractor shall (without prejudice to the Housing Authority’s other rights and remedies)

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forthwith refund to the Housing Authority all sums previously paid to the Contractor in respect
of such rejected System Specification and the Housing Authority shall be entitled to terminate
this Contract forthwith.

51 Alteration

51.1 If the Housing Authority requires any improvements, alterations and/or re-designing of the Custom
Programs before the System Acceptance Date, the Contractor shall within 14 days, make such
improvement, alteration and/or re-designing to the Housing Authority’s satisfaction. Any such
improvement, alteration and/or re-designing so accepted by the Housing Authority shall form part
of the System Specification and the System Specification shall be deemed to be amended in
accordance therewith.

51.2 If at any time after the System Acceptance Date, the Housing Authority wishes to alter all or any
part of the Custom Programs that are clearly not included in the Project Specification or any other
documentation then the Housing Authority shall provide the Contractor with full written
particulars of such alterations and such further information as the Contractor may reasonably
require.

51.3 The Contractor shall then submit to the Housing Authority as soon as reasonably practicable a full
written quotation for such alterations specifying the changes (if any) required in respect of the
Price and the Implementation Plan and the modifications required for the Specification, the
Documentation, the Training Plan, the Hardware and the Software.

51.4 Upon receipt of such quotation the Housing Authority may elect either:-

51.4.1 to accept such quotation in which case this Contract shall be amended in accordance therewith;
or

51.4.2 to withdraw the proposed alterations in which case this Contract shall continue in force
unchanged.

51.5 If at any time after the System Acceptance Date, the Housing Authority wishes to alter all or any
part of the Custom Programs that are included in the Project Specification or any other
documentation then the Housing Authority shall provide the Contractor with full written
particulars of such alterations and with such further information as the Contractor may reasonably
require. The Contractor shall implement the alteration free of charge and within a reasonable
period.

52 Changes to Specification and Documentation

52.1 If any alterations are made to the Custom Programs pursuant to clause 51 then the Contractor shall
make appropriate modifications to the Specification, the Documentation, the Training Plan, the
Hardware and the Software to reflect such alterations. The provisions of this Contract shall then
apply to the Specification, the Documentation, the Training Plan, the Hardware and the Software
so modified. The cost of such modifications shall be included in the quotation given under clause
51.3.

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53 Governing Law

53.1 This Contract shall be construed and interpreted in accordance with the laws of Hong Kong and
the parties hereby agree to submit to the jurisdiction of the courts of Hong Kong in relation to any
matters arising out of the Contract.

54. Order of Precedence

54.1 In the event that there is any conflict, contradiction or ambiguity between any documents which
form part of this Contract, the following order of precedence shall be applied in order to resolve
any such conflict, contradiction or ambiguity :

54.1.1 Part IV – General Conditions of Contract;

54.1.2 Part VIII - Special Conditions of Contract;

54.1.3 Part VII – Project Specification;

54.1.4 Part V - Contract Schedules.

55. Year 2000 Warranty

55.1 The Contractor warrants that it has responsibility for ensuring Year 2000 compliance in all
existing and new hardware and software to be used under this Contract and undertakes fully to
indemnify the Housing Authority against all losses, costs, damages and expenses (including legal
fees on an indemnity basis) arising from whatsoever which the Housing Authority may sustain or
incur as a result of any breach of this warranty.

55.2 The Contractor further warrants that no work on Year 2000 compliance is to be carried out in
respect of this Contract without the prior written consent of the Housing Authority Representative.

55.3 For the purposes of this Contract, Year 2000 compliance shall mean that neither performance nor
functionality is affected by dates prior to, during and after the Year 2000. In particular :-

55.3.1 no value for current date will cause any interruption in operation;

55.3.2 date-based functionality must behave consistently for dates prior to, during and after the Year
2000;

55.3.3 in all interfaces and data storage, the century in any date must be specified either explicitly or by
unambiguous algorithms or inferencing rules; and

55.3.4 Year 2000 must be recognized as a leap year.

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56. Entire Agreement

56.1 This Contract supersedes all prior agreements, arrangements and undertakings between the parties
and constitutes the entire agreement between the parties relating to the subject matter hereof. No
addition to or modification of any provision of this Contract shall be binding upon the parties
unless made by a written instrument signed by a duly authorized representative of each of the
parties.

57. Illegal Workers

57.1 The Contractor undertakes not to employ illegal workers in the execution of this Contract or any
other Housing Authority contracts. Should the Contractor be found to have employed illegal
workers in breach of this undertaking, the Housing Authority Representative may, on behalf of the
Housing Authority, by notice in writing, terminate this Contract and the Contractor is not entitled
to claim any compensation.

57.2 The Contractor shall be liable for all expenses necessarily incurred by the Housing Authority as a
result of the termination of this Contract under clause 57.1.

58 Recovery of Sums Due

58.1 Whenever under the Contract any sum of money shall be recoverable from or payable by the
Contractor the same may be deducted from any sum then due or which at any time thereafter may
become due to the Contractor under the Contract or any other contract with the Housing Authority
thereof. Exercise by the Housing Authority of its rights under the provision shall be without
prejudice to any other rights or remedies available to the Housing Authority under the Contract or
otherwise, howsoever, at law or in equity.

59. Connection to Other Computer Equipment

59.1 The Contractor shall permit the Housing Authority at no extra charge to connect other computer
hardware and/or software to the System, which is not supplied under this Contract and which the
Housing Authority considers to be compatible with the System. The Contractor shall under such
circumstances provide reasonable assistance to the Housing Authority with regard to the
installation, acceptance testing and maintenance of such hardware and/or software. The extent of
such assistance shall be agreed between the parties prior to the installation of such hardware and/or
software.

60. Software Asset Management

60.1 The Contractor shall at all times during the continuance of this Contract exercise due diligence in
software asset management and as and when required by the Housing Authority, furnish to the
Housing Authority satisfactory evidence that this sub-clause has been complied with.

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60.2 The Contractor warrants and undertakes that the use of any software by the Contractor for the
purpose of or otherwise in connection with the performance of this Contract shall not infringe any
Intellectual Property Rights of any third party.

60.3 The Contractor shall notify the Housing Authority immediately in writing of any allegations,
claims, actions and/or proceedings in respect of such infringement and any progress thereof from
time to time.

60.4 Without prejudice of clause 33 above, if the Contractor’s use of the software for the purpose of or
otherwise in connection with the performance of this Contract is held by a court to constitute an
infringement of a third party’s Intellectual Property Rights, the Housing Authority may terminate
this Contract forthwith by giving notice in writing to the Contractor and recover from the
Contractor the amount of any loss or damage (including without limitation the fees and
disbursement of lawyers, agents, expert witnesses) sustained or incurred by the Housing Authority
as a consequence of such termination.

60.5 The Contractor shall indemnify the Housing Authority and keep the Housing Authority fully and
effectively indemnified against all costs, claims, demands, expenses (including without limitation
the fees and disbursements of lawyers, agents and expert witnesses) and any awards and costs
which may be agreed to be paid in settlement of any proceedings and liability of whatsoever nature
arising out of or in connection with any claim that the use or possession of any software needed or
installed for the purposes of this Contract infringes Intellectual Property Rights of any third party.

61. Execution of Further Documents

61.1 The Contractor shall at its own costs and expense do and execute any further things and
document(s) (or procure that the same be done or executed) as may be required by the Housing
Authority to give full effect to clauses 19, 32, 33, 34, 39, 44, 66, 67, and 68 and shall provide all
such documents and materials to the Housing Authority within 14 days of the date of the Housing
Authority’s written request or such longer period as may be agreed by the Housing Authority in
writing.

61.2 The provisions of clause 61 herein shall survive the expiry, completion or termination of this
Contract (howsoever occasioned) and shall continue in full force and effect notwithstanding such
expiry, completion or termination.

62. Housing Authority Data

62.1 The Contractor shall take reasonable precautions to preserve the integrity of Housing Authority
Data and to prevent any corruption or loss of Housing Authority Data.

62.2 As part of the Services the Contractor shall:

62.2.1 Take such steps as are necessary to ensure that, in the event of any corruption or loss of
Housing Authority Data howsoever caused, it is in a position to restore or procure the
restoration of Housing Authority Data; and

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62.2.2 At the request of the Housing Authority in the event of any corruption or loss of Housing
Authority Data and without prejudice to any other remedies that may be available to it either
under the Contract or otherwise, restore or procure the restoration of Housing Authority Data
to its state immediately prior to the said corruption or loss.

62.3 The Contractor shall bear the cost of restoration.

63 Records

63.1 The Contractor shall keep proper records of all work carried out in the performance of its
obligations under this Contract. While this Contract remains in force the Contractor shall on
demand produce to the Housing Authority any such records and give to the Housing Authority any
information relating to such records as the Housing Authority may require. Forthwith on the
termination of this Contract, whether by expiry or under clause 43 – “Termination Of The
Contract” the Contractor shall at its own expense deliver all such records together with a copy to
the Housing Authority for retention.

63.2 The Contractor shall keep proper records its obligations under this Contract, and both during the
execution of the Work under this Contract and after its termination, whether by expiry or under
clause 43 – “Termination Of The Contract”, shall on demand produce to the Housing Authority all
time sheets, books, papers, invoices and documents necessary to support the same and give to the
Housing Authority such information relating to such records and accounts as the Housing
Authority may require.

64. Housing Authority’s Right to Deduction or Set-off

64.1 Without prejudice to any rights or remedies that the Housing Authority may have, the Housing
Authority shall be entitled to set-off or deduct from

(a) any monies which the Housing Authority may owe to the Contractor under this Contract
any amount which the Contractor is liable to pay to the Housing Authority under this
Contract or any agreement made between the Housing Authority and the Contractor; and

(b) any monies which the Housing Authority may owe to the Contractor under any agreement
made between the Housing Authority and the Contractor any amount which the Contractor
is liable to pay to the Housing Authority under this Contract;

and the Housing Authority may claim from the Contractor any outstanding balance after such set-
off or deduction.

65 Disclosure of Intellectual Property Rights

65.1 The Contractor shall report and fully disclose to the Housing Authority full information relating to
the subsistence of Intellectual Property Rights in the Deliverables including but not limited to
programs, functional modules, Documentation and their owners not later than the time of
completion of the Contract or at such earlier time as the Housing Authority may require.

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65.2 The Housing Authority shall have the right to examine all records and supporting data of the
Contractor which the Housing Authority reasonably deems pertinent to the identification of the
Deliverables in accordance with the terms of this Contract.

65.3 The Contractor shall upon request provide the Housing Authority with all relevant information
within reasonable time pursuant to clauses 65.1 and 65.2.

66 Waiver of Moral Rights

66.1 The Contractor hereby irrevocably waives and undertakes to procure at its own expense all
relevant authors of the Deliverables or part thereof to irrevocably waive all moral rights (whether
past, present or future) in the respective Deliverables, such waiver to take effect upon creation of
the Deliverables referred to in clauses 32.2 and 32.3. Such waiver shall operate in favour of the
Housing Authority, its authorised users assigns and successors-in-title as from the creation of such
Deliverables.

67 Assignment, Transfer or Transmission of Intellectual Property Rights

67.1 In any assignment, transfer and/or transmission (or any agreement to do so, whether conditional or
otherwise) of Intellectual Property Rights including by way of mortgage, assent, testamentary
disposition or by operation of law in the Deliverables referred to in clause 32.2 as permissible
under the laws of Hong Kong (but excluding the cases of licence) by the Contractor or any third
party who owns the Intellectual Property Rights in the Deliverables, the Contractor shall procure at
its own expense the imposition on the other party as a term of such assignment, transfer and/or
transmission (or any agreement to do so, whether conditional or otherwise) an obligation to
comply with all of the Contractor’s obligations to the Housing Authority, its authorised users
assigns and successors-in-title in relation to the Intellectual Property Rights and any restrictions set
out in this Contract on the use of the Intellectual Property Rights commencing on the date of
acquisition of any ownership interest in the Intellectual Property Rights by that other party,
including the obligation to procure at that other party’s own expense the imposition of the same
obligations and restrictions on any subsequent assigns or successors-in-title.

67.2 The Contractor shall procure at its own expense a condition on the party in receipt of any title,
rights and/or interest in the said Intellectual Property Rights referred to in clause 67.1 and its
assigns successors-in-title that Housing Authority’s rights pursuant to clause 19 in the said
Intellectual Property Rights shall be acknowledged in writing by the relevant assigns or
successors-in-title and their assigns successors-in-title at no additional costs to the Housing
Authority, its authorised users assigns and successors-in-title. The Contractor shall also procure at
its own expense the imposition of the same obligations from any subsequent assigns or successors-
in-title.

67.3 The Contractor shall promptly notify the Housing Authority of the name, address and other
pertinent information in regard to any assigns or successors-in-title referred to in clause 67.2, and
shall undertake to procure at its own expense that such party is required to do the same with regard
to any subsequent assignment of the said Intellectual Property Rights. The Contractor shall also

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procure at its own expense the imposition of the same obligations from any subsequent assigns or
successors-in-title.

67.4 The Housing Authority shall not be liable for any actions, claims, demands, costs, damages and
expenses arising from the use operation exploitation or possession of the Intellectual Property
Rights vested in the Contractor and any third party, any and all of their authorised users, assigns or
successors-in-title in accordance with the provisions in this Contract.

67.5 The Contractor shall indemnify and keep the Housing Authority fully and effectively indemnified
against all actions, claims, proceedings, demands, costs, charges and expenses (including without
limitation the fees and disbursements of lawyers, agents and expert witnesses) and any awards and
costs which may be agreed to be paid in settlement of any proceedings and liabilities of
whatsoever nature arising out of or in connection with any breach of this clause 67.

67.6 The provisions of clause 67 herein shall survive the expiry, completion or termination of this
Contract (howsoever occasioned) and shall continue in full force and effect notwithstanding such
expiry, completion or termination.

68 Joint and Several Liability

68.1 Where the Contractor is comprised of more than one person, the liability of the Contractor under
this Contract shall be joint and several.

69 Advance Notice of Discontinuation of Production

69.1 Without prejudice to the Contractor's obligation to provide the Maintenance Services, as soon as
the Contractor decides to discontinue or becomes aware of the prospective discontinuance of the
production of any of the Contractor Supplied Hardware or Contractor Supplied Software, the
Contractor shall forthwith notify in writing to the Housing Authority Representative stating clearly
the model, part number, exact date of discontinuation of production, substitution proposal, if any,
and all other relevant information.

70 Option to Purchase

70.1 The Contractor undertakes to supply such additional quantities of items of Contractor Supplied
Hardware and Contractor Supplied Software at the prices specified in Schedule 1B and Schedule
2B or the prevailing market price (whichever is lower) as and when required by the Housing
Authority within a period of 12 months from the Contract Date.

70.2 Upon receipt of the Housing Authority's written request(s), the Contractor shall, within 3 months
from the receipt, deliver and provide Ready for Use the additional Contractor Supplied Hardware
and Contractor Supplied Software to such locations as may be specified in the written request(s).
All other terms and conditions under this Contract shall apply.

71. Prevention of Bribery

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71.1 The Contractor shall not offer or give or agree to give to any person any gift commission or
consideration of any kind as an inducement or reward for doing or forbearing to do or for having
done or forborne to do any act in relation to obtaining or execution of this or any other contract
with the Housing Authority or for showing or forbearing to show favour or disfavour to any person
in relation to this or any other contract with the Contractor.

71.2 The Contractor, Contractor's representatives, its employees, agents or sub-contractors involved in
the Services of the Contract shall refrain from soliciting and accepting advantages in connection
with the Services of the Contract.

71.3 Any breach of this provision by the Contractor or by anyone employed by it or acting on its behalf
(whether with or without the knowledge of the Contractor) shall entitle the Housing Authority to
terminate the Contract forthwith. Such termination shall not prejudice or affect any rights of action
or other remedies which may have accrued or shall accrue thereafter to the Housing Authority.

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PART V

CONTRACT SCHEDULES

CONTENTS

1A. Hardware

1B. Hardware (Costing Sheet)

2A. Software

2B. Software (Costing Sheet)

3. Specification

4. Documentation

5. Contractor’s Staff and their Duties

6. Implementation Plan

7. Location and its Specification

8. Installation Tests

9. Function Tests

10. Reliability Tests

11. Performance Criteria

12. Reliability Specification

13A. System Support and Maintenance Services

13B. System Support and Maintenance Services (Costing Sheet)

14A. Implementation Services

14B. Implementation Services (Costing Sheet)

15. Subcontracts

16A. Training Plan

16B. Training Plan (Costing Sheet)

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17A. Maintenance Services

17B. Maintenance Services (Costing Sheet)

18. Price Summary

19. Terms of Payment

20. Information Summary

21. Statement of Compliance

Note:

1. Tenderers are required to note the requirements set out in clause 37 “Tender
Preparation/Submission” of Part II for submission of Schedules in their Technical
Proposal and Fee Proposal.

2. Tenderers shall submit the Schedules as follows :–

Proposal Schedule

Technical: 1A, 2A, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13A, 14A, 15,


16A, 17A, 20, 21

Fee: 1B, 2B, 13B, 14B, 16B, 17B, 18, 19

3. The Housing Authority may elect at its sole option to purchase all, a part or any part of
the items from this proposal and reserves the right not to purchase the items from this
proposal.

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Schedule 1A - Hardware

Table 1.1a: Hardware Items Provided by the Housing Authority for the System

Quantity provided by
Item
Description Housing Authority
No.
(Nos.)

1. Refer to Sections 1, 2, 3, 5 and 6 of Annex C Shared

Note:
(i) Tenderer must make use of the existing hardware of the Housing Authority as listed in Table 1.1a
above. Projected utilisation of the hardware provided by the Housing Authority must be stated in
the sizing report in Part (e) of Schedule 20 “Information Summary”.
(ii) ‘Shared’ means the System will share the usage of the equipment with other systems.

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Schedule 1A - Hardware (Cont’d)

Table 1.2a: Mandatory Contractor Supplied Hardware Items for the System

Model/
Item Feature Quantity
No. No. Description (No.)

1 server machine

2 external disk array

3 equipment cabinet

4 keyboard video monitor switch

5 uninterruptible power supply

6 tape drive

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Schedule 1A - Hardware (Cont’d)

Table 1.3a: Optional Contractor Supplied Hardware Items for the System

Model/
Item Feature Quantity
No. No. Description (No.)

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Schedule 1A - Hardware (Cont’d)

Table 1.4a: Trade-in services of Housing Authority Hardware items to be provided by Contractor
Item Description Quantity
no. (no.)
1 Production Sun Fire 280R Server 1
Database Server a) 1 x UltraSPARC processor
(COMISDB) b) 1GB RAM
c) 2 x 36GB hard-disks
d) Internal DVD drive
e) Dual-channel differential UltraSCSI HBA
f) StorEdge A1000 Rackmountable with 10 x 36GB hard disks
g) 2 x DAT40 6-slot autoloader
h) APC Smart-UPS 3000NET
2 Production Sun Fire 280R Server 1
Web/App Server 1 a) 1 x UltraSPARC processor
(COMISWEB1) b) 1GB RAM
c) 2 x 36GB hard-disks
d) Internal DVD drive
e) 12GB 4mm External Tape Drive
3 Production Sun Fire V120 Server 1
Web/App Server 2 a) 1 x UltraSPARC processor
(COMISWEB2) b) 512MB RAM
c) 2 x 40GB hard-disks
d) Internal DVD drive
e) 12GB 4mm External Tape Drive
4 Production Report Sun Netra T1125 Server 1
Server a) 1 x UltraSPARC processor
(COMISREP) b) 512MB RAM
c) 2 x 18GB hard-disks
d) Internal DVD drive
5 Development Sun Netra T1125 Server 1
Server a) 1 x UltraSPARC processor
(COMISDVL) b) 512MB RAM
c) 2 x 18GB hard-disks
d) Internal DVD drive
e) Dual-channel differential UltraSCSI HBA
f) StorEdge A1000 Rackmountable with 2 x 36GB hard disks
g) APC Smart-UPS 3000NET
6 Console PC Compaq DeskPro EX Workstation 1
a) 1GHz Pentium III processor
b) 128MB RAM
c) 1 x 20GB hard-disk
d) Internal CDROM drive
e) 3 x RS-232 COM Ports

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Schedule 1A - Hardware (Cont’d)

Table 1.4a: Trade-in services of Housing Authority Hardware items to be provided by Contractor
Item Description Quantity
no. (no.)
7 DR Database & Sun Fire 280R Server 1
Report Server a) 1 x UltraSPARC processor
(COMISDRDB) b) 1GB RAM
c) 2 x 36GB hard-disks
d) Internal DVD drive
e) Dual-channel differential UltraSCSI HBA
f) StorEdge A1000 Rackmountable with 10 x 36GB hard disks
g) 2 x DAT40 6-slot autoloader
h) APC Smart-UPS 3000NET
8 DR Web/App Sun Fire 280R Server 1
Server 1 a) 1 x UltraSPARC processor
(COMISDRWEB1) b) 1GB RAM
c) 2 x 36GB hard-disks
d) Internal DVD drive
e) 12GB 4mm External Tape Drive
9 DR Web/App Sun Netra T1125 Server 1
Server 2 a) 1 x UltraSPARC processor
(COMISDRWEB2) b) 512MB RAM
c) 2 x 18GB hard-disks
d) Internal DVD drive
e) 12GB 4mm External Tape Drive
Note:
(i) The Housing Authority reserves the right to acquire this trade-in service from other sources.
(ii) The tenderer shall complete the pricing information and put it in the Fee Proposal.
(iii) All prices and charges provided above shall include all expenses to be incurred by the Contractor.

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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Schedule 1B – Hardware (Costing Sheet)

Table 1.2b: Mandatory Contractor Supplied Hardware Items for the System
(This schedule must be completed in full for mandatory Contractor Supplied Hardware items proposed and must be consistent with Table 1.2a of
Schedule 1A).

Item Model/ Description Unit Cost (HK$) Total Cost (HK$)


No. Feature Qty. One-off Cost Annual One-off Annual
No. (nos.) Purchase One Time Sub-total Maintenance Cost Maintenance
Price Charge Charge Charge
(Q) (O) (M) (Q x O) (Q x M)

1 server machine
2 external disk array
3 equipment cabinet
4 keyboard video monitor switch
5 uninterruptible power supply
6 tape drive

Sub-total :
Less discount :
Total :

Note:
(i) Enter ‘N/C’ (i.e. no charge) where applicable.
(ii) The one-off cost shall include all cabling, delivery and installation work as well as 12-month free warranty after issuance of System
Acceptance Certificate.
(iii) Sub-total (O) = Purchase Price + One Time Charge.

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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Schedule 1B – Hardware (Costing Sheet) (Cont’d)

Table 1.3b: Optional Contractor Supplied Hardware Items for the System
(This schedule must be completed in full for optional Contractor Supplied Hardware items proposed and must be consistent with Table 1.3a of
Schedule 1A).

Item Model/ Description Unit Cost (HK$) Total Cost (HK$)


No. Feature Qty. One-off Cost Annual One-off Annual
No. (nos.) Purchase One Time Sub-total Maintenance Cost Maintenance
Price Charge Charge Charge
(Q) (O) (M) (Q x O) (Q x M)

Sub-total :
Less discount :
Total :

Note:
(i) Enter ‘N/C’ (i.e. no charge) where applicable.
(ii) The one-off cost shall include all cabling, connectors, delivery and installation work as well as 12-month free warranty after issue of System
Acceptance Certificate.
(iii) Sub-total (O) = Purchase Price + One Time Charge.

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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Schedule 1B – Hardware (Costing Sheet) (Cont’d)

Table 1.4b: Trade-in services of Housing Authority Hardware items to be provided by Contractor
(This schedule must be completed in full for trade-in services of Housing Authority hardware items to
be provided by Contractor and must be consistent with Table 1.4a of Schedule 1A).

Item Description Qty Unit Total


no. (no.) Rate Offer
(i) (HK$) (HK$)
(ii) (i) * (ii)
1 Production Sun Fire 280R Server 1
Database Server a) 1 x UltraSPARC processor
(COMISDB) b) 1GB RAM
c) 2 x 36GB hard-disks
d) Internal DVD drive
e) Dual-channel differential UltraSCSI HBA
f) StorEdge A1000 Rackmountable with 10 x 36GB hard
disks
g) 2 x DAT40 6-slot autoloader
h) APC Smart-UPS 3000NET
2 Production Sun Fire 280R Server 1
Web/App Server 1 a) 1 x UltraSPARC processor
(COMISWEB1) b) 1GB RAM
c) 2 x 36GB hard-disks
d) Internal DVD drive
e) 12GB 4mm External Tape Drive
3 Production Sun Fire V120 Server 1
Web/App Server 2 a) 1 x UltraSPARC processor
(COMISWEB2) b) 512MB RAM
c) 2 x 40GB hard-disks
d) Internal DVD drive
e) 12GB 4mm External Tape Drive
4 Production Report Sun Netra T1125 Server 1
Server a) 1 x UltraSPARC processor
(COMISREP) b) 512MB RAM
c) 2 x 18GB hard-disks
d) Internal DVD drive

Note:
(i) The Housing Authority reserves the right to acquire this trade-in service from other sources.
(ii) The tenderer shall complete the pricing information and put it in the Fee Proposal
(iii) All prices and charges provided above shall include all expenses to be incurred by the Contractor.

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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Schedule 1B – Hardware (Costing Sheet) (Cont’d)

Table 1.4b: Trade-in services of Housing Authority Hardware items to be provided by Contractor
(This schedule must be completed in full for trade-in services of Housing Authority hardware items to
be provided by Contractor and must be consistent with Table 1.4a of Schedule 1A).

Item Description Qty Unit Total


no. (no.) Rate Offer
(i) (HK$) (HK$)
(ii) (i) * (ii)
5 Development Sun Netra T1125 Server 1
Server a) 1 x UltraSPARC processor
(COMISDVL) b) 512MB RAM
c) 2 x 18GB hard-disks
d) Internal DVD drive
e) Dual-channel differential UltraSCSI HBA
f) StorEdge A1000 Rackmountable with 2 x 36GB hard disks
g) APC Smart-UPS 3000NET
6 Console PC Compaq DeskPro EX Workstation 1
a) 1GHz Pentium III processor
b) 128MB RAM
c) 1 x 20GB hard-disk
d) Internal CDROM drive
e) 3 x RS-232 COM Ports
7 DR Database & Sun Fire 280R Server 1
Report Server a) 1 x UltraSPARC processor
(COMISDRDB) b) 1GB RAM
c) 2 x 36GB hard-disks
d) Internal DVD drive
e) Dual-channel differential UltraSCSI HBA
f) StorEdge A1000 Rackmountable with 10 x 36GB hard
disks
g) 2 x DAT40 6-slot autoloader
h) APC Smart-UPS 3000NET

Note:
(i) The Housing Authority reserves the right to acquire this trade-in service from other sources.
(ii) The tenderer shall complete the pricing information and put it in the Fee Proposal
(iii) All prices and charges provided above shall include all expenses to be incurred by the Contractor.

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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Schedule 1B – Hardware (Costing Sheet) (Cont’d)

Table 1.4b: Trade-in services of Housing Authority Hardware items to be provided by Contractor
(This schedule must be completed in full for trade-in services of Housing Authority hardware items to
be provided by Contractor and must be consistent with Table 1.4a of Schedule 1A).

Item Description Qty Unit Total


no. (no.) Rate Offer
(i) (HK$) (HK$)
(ii) (i) * (ii)
8 DR Web/App Sun Fire 280R Server 1
Server 1 a) 1 x UltraSPARC processor
(COMISDRWEB1) b) 1GB RAM
c) 2 x 36GB hard-disks
d) Internal DVD drive
e) 12GB 4mm External Tape Drive
9 DR Web/App Sun Netra T1125 Server 1
Server 2 a) 1 x UltraSPARC processor
(COMISDRWEB2) b) 512MB RAM
c) 2 x 18GB hard-disks
d) Internal DVD drive
e) 12GB 4mm External Tape Drive
Grand Total (Payable to the Housing Authority)

Note:
(i) The Housing Authority reserves the right to acquire this trade-in service from other sources.
(ii) The tenderer shall complete the pricing information and put it in the Fee Proposal
(iii) All prices and charges provided above shall include all expenses to be incurred by the Contractor.

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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Schedule 2A - Software

Table 2.1a: Software Items Provided by the Housing Authority for the System

Quantity of Software provided


Item
Description by Housing Authority
No.
(Nos.)
Database Server Software
1. Deployment License for Oracle 10g Database Enterprise One Hundred and Two
Edition (Concurrent License)

2. Development License for Oracle 10g Database Enterprise Three


Edition (Concurrent License)

Report Server Software


3. Oracle Application Server Enterprise Edition (EE) per Two
CPU (unlimited users) Deployment License

System Management Tools


4. BMC Control-M/ECS Shared
5. HP OpenView Operations (OVO) Shared
6. Tivoli Storage Manager (TSM) Shared

Note:
(i) ‘Shared’ means the System will share the usage of the equipment with other systems.
(ii) The Housing Authority reserves the right not to provide the items in this proposal.

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Schedule 2A - Software (Cont’d)

Table 2.2a: Mandatory Contractor Supplied Software Items for the System

Product / Estimated
Item Version Licence Quantity
No. No. Description Type (No.)

1 operating system

2 web server

3 application server

4 directory server

Note: (i) Tenderer shall specify the type of license quoted (e.g. basic, incremental, site or
corporate) and calculations of the proposed number of licences to meet requirements of
the System.

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Schedule 2A - Software (Cont’d)

Table 2.3a: Optional Contractor Supplied Software Items for the System

Product /
Item Version Licence Quantity
No. No. Description Type (No.)

Note: Tenderer shall specify the type of license quoted (e.g. basic, incremental, site or corporate).

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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Schedule 2B – Software (Costing Sheet)

Table 2.2b: Mandatory Contractor Supplied Software Items for the System
(This schedule must be completed in full for mandatory Contractor Supplied Software items proposed and must be consistent with Table 2.2a
of Schedule 2A).

Item Product / Description Unit Cost (HK$) Total Cost (HK$)


No. Version Qty. One-off Cost Annual Charge One-off Cost Annual Charge
No. (nos.) Licence One Time Sub-total Licence Sub-total
Fee Charge Fee Maintenance
(Q) (O) (M) (Q x O) (Q x M)

1 operating system
2 web server
3 application server
4 directory server

Sub-total :
Less Discount :
Total :

Note: (i) Enter ‘N/C’ (i.e. no charge) where applicable.


(ii) Cost breakdown should be quoted in modular basis.
(iii) The one-off cost shall include 12-month licence and 12-month free warranty after issuance of System Acceptance Certificate.
(iv) Sub-total (O) = One-off Licence Fee + One Time Charge.
(v) Sub-total (M) = Annual Licence Fee + Annual Maintenance Charge.

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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Schedule 2B - Software (Costing Sheet) (Cont’d)

Table 2.3b: Optional Contractor Supplied Software Items for the System
(This schedule must be completed in full for optional Contractor Supplied Software items proposed and must be consistent with Table 2.3a of
Schedule 2A).

Item Product / Description Unit Cost (HK$) Total Cost (HK$)


No. Version Qty. One-off Cost Annual Charge One-off Cost Annual Charge
No. (nos.) Licence One Time Sub-total Licence Sub-total
Fee Charge Fee Maintenance
(Q) (O) (M) (Q x O) (Q x M)

Sub-total :
Less Discount :
Total :

Note: (i) Enter ‘N/C’ (i.e. no charge) where applicable.


(ii) Cost breakdown should be quoted in modular basis.
(iii) The one-off cost shall include 12-month licence and 12-month free warranty after issuance of System Acceptance Certificate.
(iv) Sub-total (O) = One-off Licence Fee + One Time Charge.
(v) Sub-total (M) = Annual Licence Fee + Annual Maintenance Charge.

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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Schedule 3 - Specification

(Note: Tenderer is required to complete this Schedule by entering all technical data of the proposed
Hardware, Software, and Custom Programs which correspond to the requirements set out in
Part VII – “Project Specification”.)

Part 1: Hardware Specification

Part 2: Software Specification

Part 3: Customization Specification

Tenderer is required to provide specification of its proposed customization on the Contractor


Supplied Software in Tables 2.2a and 2.3a of Schedule 2A “Software” to meet the requirements as
specified in Part VII “Project Specification”.

Table 3.1 Software to be Customized

Item Software / Software / Software Customisation Requirements in


No. Software Module Module Description Description Project Specification
Name to be Supported

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Schedule 3 - Specification (Cont’d)

Part 4: Custom Programs Specification

Tenderer is required to provide an overall design of the Custom Programs to meet the requirements
as specified in Part VII “Project Specification”.

Table 3.2 Custom Programs

Item No. Program / Function Name Program/Function Description Objective

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Schedule 3 - Specification (Cont’d)

Part 5: Other Specifications and Standards (if any)

Part 6: Particulars of Offer (refer to clause 13 of Part II “Conditions of Tender”)

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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Schedule 4 - Documentation

Part 1: Contractor Supplied Hardware

At least one softcopy/hardcopy shall be provided free of charge. Otherwise, the offer shall not be
considered.

Table 4.1 Documentation for Contractor Supplied Hardware

Item No. Description No. of free copies


Hardcopy Softcopy

Part 2: Contractor Supplied Software

At least one hardcopy/softcopy shall be provided free of charge. Otherwise, the offer shall not be
considered.

Table 4.2 Documentation for Contractor Supplied Software

Item No. Description No. of free copies


Hardcopy Softcopy

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Schedule 4 – Documentation (Cont’d)

Part 3: Implementation Services

At least one hardcopy and one softcopy shall be provided free of charge. Otherwise, the offer shall not
be considered.

Table 4.3 Documentation for Implementation Services

Product Description No. of free copies


ID. No. in Hardcopy Softcopy
Annex E
M100 Project Initiation Document
M110 Project Management Plan
M120 End Stage Assessment Report (one for each Stage)
M130 Stage Plan (one for each Stage)
M150 Highlight Report
M160 Project Exception Report
M170 Project Evaluation Report
T250 System Integration Test Plan, Specification and Results
T260 System Acceptance Test Plan, Specification and Results
T270 Load Test and Performance Test Plan, Specification and
Result
T380 System Production Report
T390 System Nursing Report (at least monthly)
T410 Disaster Recovery Plan

Table 4.4 Documentation for Implementation Services (Intellectual Property Rights vested
in the Contractor)
Product Description No. of free copies
ID. No. in Hardcopy Softcopy
Annex E
T215 System and Network Configuration Design
T220 Function Specification
T230 Program Specification
T240 System Implementation Specification
T290 System Cut-over Plan and Procedures
T300 Training Plan and Manual
T310 Data Manual
T320 System Manual
T330 Application Operation Manual
T340 Computer Operating Procedure Manual
T350 Application User Manual

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Schedule 4 – Documentation (Cont’d)

Part 4: System Support and Maintenance Services

At least one softcopy shall be provided free of charge. Otherwise, the offer shall not be considered.

Table 4.5 Documentation for System Support and Maintenance Services

Product ID. Description No. of free copies


No. in Hardcopy Softcopy
Annex E
T400 Maintenance Plan

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Schedule 4 – Documentation (Cont’d)

Part 5: Documentation for Customisation on Contractor Supplied Software

At least one softcopy shall be provided free of charge. Otherwise, the offer shall not be considered.

Table 4.6 Documentation for Customisation (Intellectual Property Rights vested in the Contractor)

Product ID. Description No. of free copies


No. in Hardcopy Softcopy
Annex E

Part 6: Documentation for Custom Programs

At least one softcopy shall be provided free of charge. Otherwise, the offer shall not be considered.

Table 4.7 Documentation for Custom Programs (Intellectual Property Rights vested in the Contractor)

Product ID. Description No. of free copies


No. in Hardcopy Softcopy
Annex E
T360 Program Manual

T520 Custom Program Source Codes and Customized Package

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Schedule 4 – Documentation (Cont’d)

Part 7: Others (please specify if any):

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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Schedule 5 - Contractor's Staff and their Duties

1. Qualification Requirements

1.1 Tenderer must propose balanced teams with correct mix of business, technical and management
skills to ensure the quality and consistency of good service, and the timely completion of the
assignment within the specified timeframe.

1.2 Tenderer must provide detailed resume of all staff who will participate in the implementation and
maintenance of the System in this Schedule. The supporting document should include details of
their working experience, job description, project experience, roles and responsibilities, and other
relevant information.

1.3 Contractor’s proposed staff undertaking major roles shall meet the qualification requirements as
stated below and the number of years of experience shall be counted up to the tender closing date
as specified in Part I “Lodging of Tender”.

1.3.1 A Project Manager

(a) must have at least ten years’ experience in one or more fields including application systems
development, operation management or technical support of which

(i) no less than six years’ experience shall be accrued in web-based J2EE applications and
Oracle RDBMS environment; and

(ii) no less than four years’ experience shall be accrued in project management capacity in
environments similar to the tenderer's proposed application system environment; and

(b) must have proven track record of successful implementation of the tenderer's proposed
application system environment, or alike; and

(c) must communicate to all levels in English and desirably in Cantonese and proficient in
English and technical writing; and

(d) must be familiar with PRINCE2 adoption.

1.3.2 A System Analyst

(a) must have at least five years’ experience in one or more fields, including application systems
development, operation management or technical support of which

(i) no less than three years’ experience shall be accrued in systems engineering, application
system development, implementation of web-based applications, operation management
and technical support; and

(ii) no less than three years’ experience shall be accrued in tenderer’s proposed
technologies, application system and infrastructure environment, or alike; and

(b) must have proven track record of successful implementation of the tenderer's proposed
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application system environment, or alike; and

(c) should be proficient in various technologies such as J2EE, ORACLE and UNIX; and

(d) must communicate to all levels in English and desirably in Cantonese and proficient in
English and technical writing.

1.3.3 A Programmer

(a) must have at least three years’ experience in the computing field of which:

(i) no less than two years’ experience shall be accrued in application programming of the
tenderer’s proposed application system, or alike; and

(b) should be proficient in various technologies such as J2EE, ORACLE and UNIX.

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Schedule 5 - Contractor's Staff and their Duties (cont’d)

2. Qualifications of Contractor’s Staff

Tenderer shall complete the following table for each of the proposed staff. Detailed resume for
each proposed staff as referred to clause 1.2 of this Schedule above shall also be attached.

Table 5.1 Qualifications


Relevant Experience
Name of team member Proposed role Professional Total years Subject No. of
qualification of IT Area * Years
experiences
System Implementation Team

Project Manager

System Analyst

Programmer

Others (please specify)

System Maintenance and Support Team

Project Manager

System Analyst

Programmer

Others (please specify)

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Schedule 5 - Contractor's Staff and their Duties (cont’d)

Note: * The “subject area” of relevant experience shall correspond to the experience / certification requirements.
as follows:

Role Subject Area

Project Manager (i) Web-based application


(ii) IT project management

System Analyst (i) System analysis on J2EE development


(ii) Oracle Database Administration

Programmer (i) J2EE application system

Other To be described by tenderers

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Schedule 5 - Contractor's Staff and their Duties (Cont'd)

3. Resources Arrangement

Tenderer is required to provide estimated efforts of the proposed staff in each Stage of the
Implementation Plan in the following table.

Table 5.2 Resource Arrangement

Total Effort Spent by Stage


Name and Role Stage Estimated Effort
(in man-days)
System Implementation

Project Manager

System Analyst

Programmer

Others (if any)

System Maintenance Support

Project Manager

System Analyst

Programmer

Others (if any)

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Schedule 6 - Implementation Plan

Tenderer is requested to refer to Section 3 “Implementation Timetable” of Part VII “Project Specification”
before completing this Schedule 6. Apart from the major activities listed in the table below, any other
recommended activities shall also be included in the Implementation Plan.

Activity Stage / Milestone Duration Date


No. (days) From To
Stage 1
1 Project Planning and Initiation
2 System Analysis and Design
3 Hardware and Software Delivery, Installation and Setup
Stage 2
4 System Migration and Development
5 User Acceptance Test
Stage 3
6 Training, Data Migration and System Roll-out Planning
7 System Production
Stage 4
8 System Nursing
9 Project Closure

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Name of Tenderer : Telephone No. :
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Schedule 7 - Location and its Specification

Tenderer is required to meet the requirements as specified in section 8 “Environmental Specification” of


Part VII “Project Specification”.

1. Location

The System shall be installed in the following location(s) or other location(s) as may be designated
by Housing Authority:

Data Centre
Ground Floor, Block 1
Housing Authority Headquarters,
33 Fat Kwong Street,
Homantin, Kowloon

Disaster Recovery Centre


Powerbase, Level 3, Tower 2,
Cyberport, Hong Kong

The Contractor will be advised of the exact location details before commencement of the delivery
and installation. Housing Authority shall not be responsible for any additional charges for delivery
and installation to locations not listed above.

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Schedule 7 - Location and its Specification (Cont’d)

2. Site Preparation Specification

3. Environmental Specification

Tenderer is required to supply the following information on power and environmental requirements
for the proposed equipment in accordance with Section 8 "Environmental Specification” of Part VII
“Project Specification”.

(a) Electricity Requirements


(i) the power consumption of the equipment (kilowatt per hour); and
(ii) any other relevant information

(b) Ventilation, Cooling and Air Conditioning Requirements

(c) Accommodation Requirements

(d) Signal Cable Requirements

(e) UPS Requirements

(f) Others
(i) noise level of the unit of (decibel) dB; and
(ii) any other relevant information.

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Schedule 8 - Installation Tests

Tenderer is required to state in this schedule the Installation Tests to be performed in relation to clause 14
of Part IV “General Conditions of Contract”.

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
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Schedule 9 - Function Tests

Tenderer is required to state in this Schedule the Function Tests to be performed in relation to clause
15.1.1 of Part IV “General Conditions of Contract”. The Function Tests shall include, but not limited to,
the following:

1. system integration test

2. user acceptance test

3. system backup, restore and disaster recovery test

4. security assessment for hardening services

5. web application security acceptance test

6. others (please specify)

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Schedule 10 - Reliability Tests

The Housing Authority shall carry out the Reliability Tests to test whether the System is in conformity
with the Specification, the Reliability Levels and the Performance Criteria in accordance with clause
15.1.2 of Part IV “General Conditions of Contract”.

The tenderer is required to state in this Schedule the Reliability Tests to be performed in relation to Clause
15.1.2 of Part IV.

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
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Schedule 11 - Performance Criteria

The System shall perform the functions specified in Section 4 “Function Specification” of Part VII
“Project Specification” at the performance level specified in Section 6 - “System Performance
Specification” of Part VII “Project Specification” for the workload specified in Section 5 “Workload
Specification” of Part VII “Project Specification” therein.

The tenderers are required to state in this schedule the performance criteria and other related
information for the System specified in the Project Specification.

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Schedule 12 - Reliability Specification

1. Criteria

1.1 The committed serviceability level for each month ("the Given Period") shall be at least 98
% and shall be measured at the end of the Given Period.

1.2 The committed mean time between failures for the Given Period shall be at least 150 hours
and shall be measured at the end of the Given Period.

1.3 For the purpose of System Acceptance Tests and during the Warranty Period, hardware
includes Housing Authority Supplied Hardware and Contractor Supplied Hardware where
software includes Housing Authority Supplied Software, Contractor Supplied Software and
Custom Programs.

1.4 After Warranty Period, hardware includes Contractor Supplied Hardware where software
includes Housing Authority Supplied Software, Contractor Supplied Software and Custom
Programs.

1.5 For the purpose of System Acceptance Tests, the Given Period shall be deemed to be 4
consecutive weeks.

2. Definition of Terms

2.1 Total (Clock) time, (A)

The total clock time for the Given Period.

2.2 Hardware maintenance (scheduled), (B)

The agreed amount of time within the Given Period scheduled for preventive hardware
maintenance by the Contractor where a total system is required.

2.3 Software maintenance (scheduled), (C)

The agreed amount of time within the Given Period scheduled for preventive software
maintenance by the Housing Authority or the Contractor where a total system is required.

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Schedule 12 - Reliability Specification (Cont’d)

2.4 Scheduled available time for user service, (D)

= (A) - (B) - (C)

This is the amount of time which should theoretically be available to run the user service.

2.5 Hardware maintenance (excess), (E)

The amount of time, in excess of B, which is used by the Contractor for unscheduled
hardware maintenance requiring the total system.

2.6 Software maintenance (excess), (F)

The amount of time, in excess of C, which is used by the Housing Authority or the
Contractor for unscheduled software maintenance requiring the total system subsequent to
the malfunction of the supplied hardware and software.

2.7 Actual available time for user service, (G)

= (D) - (E) - (F)

The actual time (after deducting excess hardware and software maintenance times) which is
available for running the user service.

2.8 Availability level

= (G/D) x 100%

The ratio of actual available time over scheduled available time, as a percentage.

2.9 Closedown (attended), (I)

The amount of time during which the system has no service loaded (e.g. due to there being
no jobs to be processed) but operators are in attendance. This may include times assigned
for air-conditioning maintenance/repair, hardware relocation, etc.

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Schedule 12 - Reliability Specification (Cont’d)

2.10 Closedown (unattended), (J)

The amount of time during which the system has no service loaded and operators are off
duty. This may include times assigned for air-conditioning maintenance/repair, hardware
relocation, etc.

2.11 Utilized time for user service, (K)

= (G) - (I) - (J)

That part of the actual available time in which there is a user service.

2.12 Utilization

= (K/G) x 100%

The ratio of utilized time over actual available time for user service, as a percentage.

2.13 No. of system breaks, (M)

The total number of breaks of the user service due to system failures caused by hardware or
software factors. Examples include system crashes and deadlocks requiring a system reload,
and hardware and software component out of service with a weighting factor of one as
defined in sub-clause 2.15 herein.

2.14 Total system breakdown time, (N)

The amount of user service time which is lost (i.e. not serviceable) due to the system breaks
accounted for in sub-clause 2.13 herein. It is measured from the point of system break to the
point when user service can be resumed after such necessary steps including but not limited
to the reconfiguration and reloading the system.

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Schedule 12 - Reliability Specification (Cont’d)

2.15 Weighted system down time, (O)

The effective amount of user service time which is lost (i.e. not serviceable) due to there
being one or more components out of service. It is calculated by applying a weighting factor
(%) to the total time for which one or more components remains out of service. This
weighting factor varies for different component types and quantities. The "out of service"
components may themselves be inoperable or may be taken out to enable a part system for
engineers to fix some other components. The results represent an effective loss of
"computing power" of the installation and as such can be viewed as if the system had broken
down, albeit for a shorter duration. The weighting factors are shown in the following table:

Component Type Weighting Remarks


Factor
System Unit (processor) 1.0
Memory 1.0
System Disk 1.0
Disks storage unit (d) 1/d each
System Printer 0.3 each
Cartridge Tape Drive 0.3 each
Workstation (w) 0.2 each When w <= 5
1/w each When w > 5
Other Hardware Items 0.3 each
Notes: d = no. of disks
w = no. of workstations

2.16 Net serviceable time, (P)

=K-N-O

That part of utilized time in which the system is having full computing power for a user
service.

2.17 Serviceability level

= P/(D - I - J) x 100%

The ratio of net serviceable time over the difference of scheduled available time for user
service and the closedown time (attended and unattended), as a percentage.

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Schedule 12 - Reliability Specification (Cont’d)

2.18 Mean time between failures (MTBF)

= (K - N)/M

The average time which elapses during a user service period before a system breakdown
occurs.

(When M is equal to zero, the MTBF for the Given Period is defined as K).

3. Fault Investigation Reporting

3.1 For the purpose of measuring serviceability level, MTBF and component breakdown (outage)
time the Contractor shall record all fault incidents in a fault investigation report which shall
contain at least the following information:

3.1.1 The date and time the Contractor is notified of the fault;

3.1.2 the date and time of arrival of the Contractor's maintenance personnel at the Locations;

3.1.3 the type, serial number, and description of the failing component;

3.1.4 the date and time repair starts;

3.1.5 the date and time repair ends;

3.1.6 the description of faults and causes, if known; and

3.1.7 the corrective action taken, including any parts that have been replaced.

3.2 The report shall be acknowledged in writing by the Housing Authority Representative.

3.3 The fault investigation reports shall be examined by regular meetings between the Housing
Authority Representative and the Contractor. The meeting shall identify and agree on the cause
of each and every fault incident and party accountable for each incident, for the purpose of
reliability calculations.

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Schedule 13A – System Support and Maintenance Services

1. Service Level Requirement


1.1 Committed turnaround time on replying to service call: two hours
1.2 Committed time to provide problem resolution plan: 12 hours or as otherwise agreed
whenever any defect or error is reported.
1.3 Committed time to provide impact analysis with full written quotation and implementation
schedule: 3 working days after receipt of a change request;
1.4 Committed time to complete and deliver service level report: 7 working days after end of a
month.

2. Support and Maintenance Services Arrangement


2.1 Structure of Support Team
Tenderer is required to specify the structure and composition of the support team for
providing support and maintenance services to the System.

2.2 Local Support Arrangement

2.3 Overseas Support Arrangement (if any)

3. Software Support and Maintenance Services


3.1 Level of Free Support Services

3.2 Contractor Supplied Software

3.3 Custom Programs

3.4 Updating and Enhancement Mechanism


(a) Reference Test proposed
(b) Version / Release Control

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Schedule 13A – System Support and Maintenance Services (cont’d)

4. Other System Support and Maintenance Services


4.1 Liaison & Co-ordination

4.2 Problem Determination, Resolution and Management

4.3 System Monitoring and Tuning

4.4 Performance and Capacity Planning and Management

4.5 Preventive Maintenance

4.6 Change Management and Application Assurance

4.7 Service Level Management

4.8 Disaster Recovery Support Services – Planning and Drill

4.9 Others (if any)

5. Processes and Practices for System Support and Maintenance


Tenderer is required to provide details on processes and practices in accordance with Section 17 in
Part VII “Project Specification”.

6. System Enhancement
Tenderer is required to state the charging mechanism for system enhancements. The charging
mechanism should include methodologies (e.g. function point analysis) used for calculation of
charges. All the corresponding charging rates shall be provided in Schedule 13B. Charging rates
should not appear in this Schedule 13A.

7. Optional Resource-Based Package for System Support and Maintenance Services

Tenderer shall state the charging mechanism for an optional resource-based package for provision
of system support and maintenance services. All the corresponding charging rates shall be
provided in Schedule 13B. Charging rates should not appear in this Schedule 13A.

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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Schedule 13B – System Support and Maintenance Services (Costing Sheet)

System Support and Maintenance Services

Tenderer is required to complete the following table for System Support and
Maintenance Services proposed in clauses 3 and 4 of Schedule 13A.

Table 13.1b System Support and Maintenance Services Cost


Annual Recurrent Cost
Item Services (HK$)

1. Support and Maintenance Services for Custom Programs

2. Support Services for Contractor Supplied Software (refer note


(ii) below)

3. Other System Support and Maintenance Services


(a) Liaison & Co-ordination
(b) Problem Determination, Resolution and Management
(c) System Monitoring and Tuning
(d) Performance and Capacity Planning and Management
(e) Preventive Maintenance
(f) Change Management and Application Assurance
(g) Service Level Management
(h) Disaster Recovery Support Services – Planning and Drill
(i) Others (if any)

Total

Note: (i) Tenderer should enter ‘N/C’ (i.e. no charge) where applicable.
(ii) Tenderer should exclude the annual maintenance charge of Contractor Supplied
Software from the above table. Such charges should be quoted in Schedule 2B.

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Name of Tenderer : Telephone No. :
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Schedule 13B – System Support and Maintenance Services (Costing Sheet) (Cont’d)

System Enhancement Services

Tenderer is required to provide in the following table unit cost of all staff categories proposed for the
system enhancement services for the System. The system enhancement services may be drawn by the
Housing Authority after system acceptance in order to cater for future requirements.

Table 13.2b Unit Cost of Staff Category for the System Enhancement Services

Item No. Staff Category Cost per Man-day


(HK$)

Optional Resource-Based Package for System Support and Maintenance

Table 13.3b Charging mechanism for Optional Resource-Based Package for System
Support and Maintenance
Item Cost
Item Services (HK$)

1. Resource-Based Package (50 man-days)

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Schedule 14A - Implementation Services

Tenderer is required to complete this Schedule for implementation services proposed. A detailed
description should be given for each proposed item.

I. Implementation Services Arrangement

1. Implementation team with description of structure and composition

2. Implementation Services Arrangement

3. Support Arrangement with developers of Contractor Supplied Software

4. Support arrangement with developers of Housing Authority Supplied Software

5. Approach and Methodologies

6. Processes and Practices


Tenderer is required to provide details on processes and practices in accordance with Sections 17
and 18 in Part VII “Project Specification”.

II. Implementation Services to be provided by the Contractor

1. Project Planning and Initiation


2. System Analysis and Design
3. Hardware and Software Delivery, Installation and Setup
4. System Migration and Development
5. User Acceptance Test
6. Training, Data Migration and System Roll-out Planning
7. System Production
8. System Nursing
9. Project Closure

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Schedule 14A - Implementation Services (Cont’d)

III. Manpower for Implementation Services

Tenderer is required to complete the following table for the implementation services proposed for the
System. Estimated efforts broken down by staff categories shall be provided for each of the proposed
implementation services

Table 14.1a Implementation Services

Implementation Services Staff Category Estimated Total Effort


(man-days)

Project Planning and Initiation


System Analysis and Design
Hardware and Software Delivery, Installation and Setup
System Migration and Development
User Acceptance Test
Training, Data Migration and System Roll-out Planning
System Production
System Nursing
Project Closure

Total

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Schedule 14A - Implementation Services (Cont’d)

IV. Computer Facilities for System Development

The Contractor shall be responsible for providing and setting up at its sole costs and expenses all
computer facilities necessary for system development.

Where system development is to be conducted on-site at Housing Authority’s premises, tenderer is


required to specify below the computer facilities, such as servers, workstations, software and other
devices, that would be provided on-site for system development during the System Implementation
Period.

Table 14.2a Computer Facilities

Item Type Item Description Quantity (Nos.)


(a) Hardware

(b) Software

(c) Others (if


any)

Note: System Acceptance Tests must be carried out on-site at Housing Authority’s premises.

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Schedule 14B - Implementation Services (Costing Sheet)


Implementation Services Charges
Tenderer is required to fill in the following table for the implementation services for the System.
(This schedule must be completed in full and must be consistent with Table 14.1a of Schedule 14A).
Table 14.1b Implementation Services
Implementation Services Staff Category Unit Cost Estimated Total Effort Total One-Off Cost
(per man-day) (man-days) (HK$)
(HK$)

Project Planning and Initiation


System Analysis and Design
Hardware and Software Delivery, Installation and Setup
System Migration and Development
User Acceptance Test
Training, Data Migration and System Roll-out Planning
System Production
System Nursing
Project Closure

Total

Note : (i) For each staff category proposed for an implementation service, the corresponding unit cost must be consistent with the unit cost specified in Table 14.2b.

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Schedule 14B - Implementation Services (Costing Sheet) (Cont’d)
Implementation Services Charges
Tenderer is required to fill in the following table for the unit cost of different staff category for the implementation services
(This schedule must be completed in full and must be consistent with Table 14.1b of Schedule 14B).
Table 14.2b Unit Cost of Different Staff Category for the Implementation Services

Item No. Staff Category Cost per Man-day


(HK$)

1. Project Manager

2. System Analyst

3. Programmer

4. Others (Please specify)

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Schedule 15 - Subcontracts

Tenderer is required to provide information of sub-contractor(s) below in this Schedule, if any:

Subcontractor Responsibility

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Schedule 16A - Training Plan

Table 16.1a Training Services


Tenderer is required to fill in the following table for training courses proposed for the System.

Item Course Title and Description Estimated Estimated Duration Category of Venue Format**
No. Quantity Class Size Trainee
(No.) (head)

1 basic technical training for application supports

2 operating procedure training for operators

Notes :

(i) ** Format – e.g. classroom, or self-study, or audio/visual, or computer-based training or others (please specify).

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Schedule 16B - Training Plan (Costing Sheet)
Table 16.1b Cost of Training Services
Tenderer is required to fill in the following table for training courses proposed for the System.
(This schedule must be completed in full and must be consistent with Table 16.1a of Schedule 16A).

Item Course Title and Description Estimated Estimated Duration Category of Venue Format * Unit One-off Cost
No. Quantity Class Size Trainee Cost# (HK$)
(No.) (head) (HK$) (Q) x (O)
(Q) (O)

1 basic technical training for


application supports

2 operating procedure training for


operators

Total:

Notes:
(i) Enter ‘N/C’ (i.e. no charge) where applicable
(ii) # Please state whether the course is free of charge; charge on per head, per class or other basis (please specify)
(iii) * Format – e.g. classroom, or self-study, or audio/visual, or computer-based training or others (please specify).

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Schedule 17A - Maintenance Services

1. Normal Operating Hours:

Monday to Friday - 08:30 hour to 18:30 hour


Saturday to Sunday - No Services
Public Holiday - No Services

2. Prime Maintenance Period:

Monday to Friday - 08:30 hour to 18:30 Hour


Saturday to Sunday - No Services
Public Holiday - No Services

3. The response time to a request for all kinds of maintenance services during the prime maintenance
period shall not exceed two hours.

4. The response time to a request for emergency remedial maintenance services or standby preventive
maintenance services outside prime maintenance period shall not exceed two hours.

5. The frequency of preventive maintenance and the duration of each maintenance session are
estimated at:

Hardware Item Frequency Duration

Software Item Frequency Duration

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Schedule 17B - Maintenance Services (Costing Sheet)

1. List of consumable parts for Contractor Supplied Hardware:

Part Name & No. Unit Unit Cost


(HK$)

2. Tenderer is required to quote below the charges for emergency remedial maintenance services or
standby preventive maintenance services outside prime maintenance period :-

Charges for emergency remedial maintenance services or standby preventive maintenance


services outside prime maintenance period is (HK$) ____________/per hour.

Note: (i) enter 'N/C' (i.e. no charge) where applicable.


(ii) Unit: enter 'reel', 'box', 'piece' etc. as appropriate.

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Schedule 18 - Price Summary

Note: Tenderer shall provide a summary of the aggregate price broken down into one-off cost (e.g.
purchase price, one time charge) and 5-year recurrent cost (e.g. maintenance charges) for all
items in Tables 18.1 – 18.4 of this Schedule. Tenderer shall ensure the accuracy and
consistency of the items proposed in this tender. This schedule must be completed in full and
must be consistent with Schedules 1B, 2B, 13B, 14B, and 16B. In case of discrepancy, this
Schedule 18 shall prevail.

Table 18.1 Contractor Supplied Hardware, Contractor Supplied Software, Implementation


Services, and Training:-

Total Cost (HK$)


Item Total Total Total
No. Description One-off Annual 5-year Reference
Cost Charge Charge
(A) (A x 4)
1. Mandatory Contractor Schedule 1B
Supplied Hardware Table 1.2b
2. Mandatory Contractor Schedule 2B
Supplied Software Table 2.2b
3. Implementation N/A N/A Schedule 14B
Services Table 14.1b
4. Training N/A N/A Schedule 16B
Table 16.1b
Sub-total

(I) (II)

Note: (i) The Total One-off Cost (I) is the ‘Aggregate one-off cost for the System’.

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Schedule 18 - Price Summary (Cont’d)

Table 18.2 System Support and Maintenance Services-

Total 5-Year
Annual Recurrent Cost Recurrent Reference
(HK$) Cost
Item (HK$)
No. Description (B) (B x 4)
1. Support and Maintenance Table
Services for Custom 13.1b of
Programs Schedule
13B
2. Support Services for Table
Contractor Supplied Software 13.1b of
Schedule
13B
3. Other System Support and Table
Maintenance Services 13.1b of
Schedule
13B
Sub-total

(III)

Table 18.3 Trade-in services of Housing Authority Hardware items

Item Total Offer (HK$) Reference


No. Description
1. Trade-in Offer (payable to Table 1.4b of
Housing Authority) Schedule 1B

Sub-total
(IV)

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Schedule 18 - Price Summary (Cont’d)

Table 18.4 Total Cost for the Tender

One-off Cost 5-year Total Cost


(HK$) Recurrent Cost (HK$)
(HK$)
Total Fixed Price

(I) (II) + (III) (I) + (II) + (III)


LESS Trade-in Offer
(payable to Housing N/A
Authority)
(I) LESS (IV) (II) + (III) (I) + (II) + (III)
LESS (IV)

Note:

(i) The Housing Authority may elect at its sole option to purchase all, a part or any part of the
items from this proposal.
(ii) Optional Services will not be calculated for tender price but Housing Authority may elect at
its sole option to purchase all, a part or any part of the optional items from this proposal.
(iii) Cost breakdown should be quoted in modular basis.
(iv) Enter ‘N/C’ for no charge.
(v) ‘N/A’ means Not Applicable.
(vi) Tenderer shall offer
- 12-month free warranty after the System Acceptance Date; and
- free Maintenance Services and System Support and Maintenance Services during the
Warranty Period.
(vii) Payment for one-off cost is subject to terms of payment in clause 24.1 of Part IV “General
Conditions of Contract”.
(viii) Taking into account of 12-month free warranty, total 5-year recurrent cost = annual recurrent
cost x 4.
(ix) Calculation of total 5-year recurrent cost is for tender assessment purpose only. Payment for
these charges is subject to terms of payment in clauses 24.2 and 24.6 of Part IV “General
Conditions of Contract”.

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Schedule 18 - Price Summary (Cont’d)

Note: The tenderer is required to state the charges per man-day of providing resources of different
categories, including but not limited to Project Manager, System Analyst and Programmer, on
Custom Programs development and the charges per man-day of the same to implement any
new requirements or alterations which are beyond the original scope of this tender.

Table 18.5 Charge per man-day

Staff Category Cost per Discount Rate Cost per Man-day


Man-day (%) after discount
(HK$) (HK$)

1. Project Manager

2. System Analyst

3. Programmer

4. Others (Please specify, e.g.)


- Team Leader
- Business Analyst
- Database Administrator
- Technical Adviser

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Schedule 19 - Terms of Payment

1. Payment Schedule

Payment Milestone Percentage of the Total Price


Completion of System Analysis &Design 10%
Completion of Hardware and Software Delivery 25%
and Installation
Full Completion of Production Rollout(*) 55%
Completion of System Nursing 10%

Note (*) : “Full Completion of Production Rollout" will be decided by the Project Steering Committee (PSC) subject
to a satisfactory completion on user acceptance testing of the System.

2. Payment Discount

The Contractor agrees to grant the following discounts on the Contract prices if payments as
provided in clause 24 of Part IV “General Conditions of Contract” hereof are made within

i. 10 clear working days from the date of receipt of invoice or the date of successful
completion of acceptance testing, whichever is the later:  % discount;

ii. 20 clear working days from the date of receipt of invoice or the date of successful
completion of acceptance testing, whichever is the later:  % discount;

iii. Any prompt payment discount offered by tenderer will NOT be taken into consideration in
the tender price assessment.

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Schedule 20 - Information Summary

Tenderer is required to state below the Information Summary in relation to clause 9 of Part II “Conditions
of Tender” and Section 21 “Information Summary” of Part VII “Project Specification”. The information
provided should be as accurate and descriptive as possible.

(a) Management Summary

(b) Company Background of the Tenderer (and its sub-contractors, if any)

(c) Relevant Project References of the Tenderer (and its sub-contractors, if any)

(d) Brochures and Catalogues (if any)

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Schedule 20 - Information Summary (Cont’d)

(e) Sizing Report

(f) Other Relevant Information

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Schedule 21 - Statement of Compliance

Tenderer is required to state below the statement of compliance pursuant to clause 29 of Part II
“Conditions of Tender” clause-by-clause corresponding to all the requirements specified in Part VII
“Project Specification”.

Table 21.1

Section number Compliance (Y/N) Remark

Signature of Person Authorized to sign Tender :


Name of Person Authorized to sign Tender :
Name of Tenderer : Telephone No. :
Fax No. : Date :

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PART VI

DEED OF GUARANTEE

This DEED is made on the ____ day of _________20____, between the HONG KONG
HOUSING AUTHORITY as represented by the
of the Housing Department (hereinafter called "the Housing Authority") and
[MANUFACTURER] whose registered office is situated at
[ ]
[ ]
[ ]
(hereinafter called "the Manufacturer").

WHEREAS

(1) The Housing Authority is desirous of implementing a Hardware and Software Upgrade of
the Counterparty Management Information System (hereinafter called “the System”) with
its Tender No. HAQ20090096 and the Housing Authority has issued a tender (hereinafter
called "the Tender") for this purpose to selected suppliers.

(2) The [SUPPLIER] whose registered office is situated at


[ ]
[ ]
[ ]
(hereinafter called "the Supplier") is desirous of supplying the System designed to meet the
requirements of the Housing Authority.

(3) The Supplier is desirous of procuring *hardware/software/system (as individually defined


in the Tender) from the Manufacturer for the System (hereinafter called "the
*hardware/software/system").

(4) The Housing Authority requires a minimum of 10 years’ maintenance for the System.

(5) The Manufacturer has agreed that should the Supplier enter into an agreement with the
Housing Authority for the supply of the System (hereinafter called "the Agreement") but
fail to provide maintenance for the *hardware/software/system, the Manufacturer shall
provide maintenance to the Housing Authority for the *hardware/software/system on the
terms and conditions set forth in the Tender.

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NOW IT IS HEREBY AGREED THAT

1. The Manufacturer shall provide and continue to provide maintenance for the
*hardware/software/system on the same terms and conditions set forth in the Tender if the
Supplier shall, at any time, fail to fulfill its obligations under the Agreement to provide
such maintenance for the *hardware/software/system.

2. In the event that the Manufacturer provides maintenance to the Housing Authority pursuant
to this Deed, the Housing Authority shall pay to the Manufacturer such maintenance
charges specified in the Agreement.

3. This Deed shall come into force on such day as the Housing Authority enters into the
Agreement with the Supplier.

4. This Deed shall be governed by and construed in accordance with the laws of Hong Kong.

The Common Seal of [Manufacturer] )


was affixed in the presence of and )
attested by )
)
[1. witness] )
)
and )
)
[2. witness] )

Signed, sealed and delivered by the )


)
of the Housing Department for )
and on behalf of the Housing Authority )
)
)
in the presence of )
)
)

* delete where inapplicable

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PART VII

PROJECT SPECIFICATION
CONTENTS

Section 1 - Introduction
2 - Background
3 - Implementation Timetable
4 - Function Specification
5 - Workload Specification
6 - System Performance Specification
7 - Reliability Specification
8 - Environmental Specification
9 - Hardware Specification
10 - Software Specification
11 - Interface Specification
12 - Security Requirement Specification
13 - Delivery and Installation
14 - Presentation
15 - Acceptance Testing
16 - Hardware Maintenance
17 - System Support and Maintenance
18 - Implementation Services
19 - Training
20 - Sizing
21 - Information Summary

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PART VII

PROJECT SPECIFICATION

1 Introduction

1.1 Tenders are invited for the supply, delivery, installation, commissioning, maintenance, training and
other related services specified under this tender to meet the requirements specified in this Project
Specification. Unless otherwise specified, all requirements in this Project Specification are
mandatory.

1.2 Tenderers must bid for all items as specified in this Project Specification, and be wholly
responsible for all products and services offered unless otherwise specified. The Housing
Authority reserves the right to accept any part or all of the proposed items and services.

1.3 The successful tenderer shall be the prime Contractor for all products and services offered and
fully responsible for the overall project management and co-ordination of the design, supply,
delivery, installation, commissioning, maintenance, training and other related services of Hardware
and Software Upgrade of the Counterparty Management Information System (hereinafter referred
to as the System).

1.4 The following abbreviations are used throughout the tender document:

COMIS Counterparty Management Information System


DRC Disaster Recovery Center
HACoN Housing Authority communication network
HAHQ Housing Authority Headquarters
HAIGI Housing Authority Internet Gateway Infrastructure
HAITA Housing Authority Information Technology Architecture
IE Internet Explorer
ITS Information Technology Sub-division
J2EE Java 2 Enterprise Edition
LAN Local Area Network
PRINCE Project in Controlled Environment
PSS Purchasing and Supplies Section
P&TSS Procurement & Technical Secretary Section
SLIS Specification Library Information System
SSADM Structured System Analysis and Design Methodology
SSO Single Sign-On
UAT User Acceptance Test

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1.5 Business Case

1.5.1 The objectives of Hardware and Software Upgrade of the Counterparty Management Information
System are to:

a. upgrade the hardware of the COMIS servers;


b. upgrade the operating system of the COMIS servers from Solaris 8 to latest UNIX based
operating system;
c. upgrade the COMIS database server version from Oracle 8i to Oracle 10g with license
provided by Housing Authority;
d. upgrade the COMIS directory and web application server software from iPlanet to latest
directory and web application server software;
e. provide solution of the 3 custom packages owned by existing COMIS vendor so that the
upgraded system can provide existing COMIS functions, without any modification to
existing user interface including screen layout and user interaction behaviour;
f. customize the coding of COMIS to extend the supported browsers of COMIS application
from Internet Explorer (IE) 6.0.29 only to the latest version of IE 6, IE 7 and IE 8 for, at
least those functions available to counterparty users, consultants and Government
Departments, which should include, but not limited to, all functions under counterparty
module and performance module; and
g. customize the existing paper document (report/listing) generated by COMIS by marking
with a classification label of “RESTRICTED (xxxxx)” in the centre at the top (header) and
bottom (footer) of each page in letters not less than 5mm high in black color [ where xxxxx
may be “Admin”, “Appointment”, “Staff”, “Tender”, “Contract”, etc ].

2. Background

2.1 COMIS is a computer based information system that provides a centralised database to
computerise counterparty list management operations and to streamline the counterparty list
management operations. The COMIS is composed of six modules:
a. Counterparty module which maintains counterparty profile information and monitors watch
list company/person;
b. Assessment module which supports technical and financial assessment of application from
listing module and financial assessment of tender;
c. Tender module which supports tenderers selection, monitors tender programme and
supports evaluation of tenderers;
d. Contract module which maintains contract information including completion and payment
for monitoring of counterparty’s workload status and assigns contract number for all
Housing Authority contracts;
e. Performance module which supports performance assessment reporting, maintains
performance assessment result/rating of contract records and other performance related
information. This module also supports the maintenance and monitoring of regulating
actions;

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f. Committee module which supports committee secretarial functions.

2.2 This system also facilitates communication and management of counterparties and supports the list
management operation in Procurement & Technical Secretary Section (P&TSS) and Purchasing
and Supplies Section (PSS).

a. Housing Authority users may gain access to COMIS at their microcomputers connected to
the Housing Authority communication network (HACoN) [Please refers to Annex C for
configuration of current environment in the Housing Authority]. They will access the
system through the “Production Web/App server 1 (External Web Server for Internal and
External users)” and login using a valid HAITA SSO User ID and Password.
b. Authorized external users (consultants and government department) can also gain access to
COMIS via Internet. They are required login using a valid e-Cert that has been registered
in the system. They will access the system through the “Production Web/App server 1”.
c. Counterparties can gain access to COMIS via the Internet. They will access the system
through the “Production Web/App server 2 (External Web Server for public)”.
d. The development server contains development environment, testing environment and UAT
environment.
e. Batch jobs are run on an existing UNIX server equipped with Control-M.
f. The COMIS disaster recovery servers will run in a cold standby mode.
g. Different DNS servers in HACoN (internal) and HAIGI (external) will be used. The
specific DNS settings for the internal and external DNS servers will be provided by
Housing Authority.

2.3 COMIS is a web site as well as a J2EE web-based application. The web application server,
database server and reporting server are iPlanet, Oracle 8i RDBMS and Oracle 10g AS BI Edition
respectively. The operating system of these servers is Solaris 8.

2.4 Currently, COMIS only supports client PCs installed with Internet Explorer (IE) version 6.0.29.

2.5 In addition to custom programs which source codes are owned by Housing Authority, there are 3
custom packages adopted in COMIS. These 3 custom packages are owned by the existing
software vendor of COMIS that Housing Authority cannot provide the source codes to the
tenderer. For more details about the 3 custom packages, please refers to Appendix 6 of Annex F
for training guide of ATS and DMS as well as Appendix 7 of Annex F for the classes listing of
custom package ISWeb.

3. Implementation Timetable

3.1 Tenderers are required to propose a detailed implementation plan in Schedule 6 “Implementation
Plan” of Part V “Contract Schedules”, which shall adhere to the implementation timetable as set
out in this section. The Housing Authority shall reserve the rights to alter the implementation
timetable as and when necessary.

3.2 The planned major stages and milestones for the implementation of the System shall be as follows:

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Activity Stage / Milestone Planned Duration


No (counting from date of
letter of acceptance)
Stage 1
1. Project Planning and Initiation Week 1
2. System Analysis and Design Week 2 to 3
3. Hardware and Software Delivery, Installation and Setup Week 2 to 5
Stage 2
4. System Migration and Development Week 4 to 41
5. User Acceptance Test Week 42 to 49
Stage 3
6. Training, Data Migration and System Roll-out Planning Week 50
7. System Production Week 51
Stage 4
8. System Nursing Week 51 to 59
9. Project Closure Week 59

3.2.1 Project Planning and Initiation

3.2.1.1 The successful tenderer shall conduct project planning and produce the following deliverables at
this milestone:

 Project Initiation Document (M100)


 Project Management Plan (M110)
 Stage Plan (M130)

3.2.1.2 During subsequent stages, the successful tenderer shall be responsible for updating of the above
deliverables as may be necessary to reflect the current project progress and deviation from
original plans.

3.2.2 System Analysis and Design

3.2.2.1 The successful tenderer shall acquaint with the upgrade requirements and carry out structured
inquiries/studies to ascertain the detailed requirements of the upgrade. Based on the study
results, the successful tenderer shall produce a system analysis and design specification detailing
the functional requirement and system design for system in the Function Specification (T220)
and the overall migration strategy and methods in the System Implementation Specification
(T240).

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3.2.2.2 The following deliverables shall be produced at this milestone:


 System and Network Configuration Design (T215) *
 Function Specification (T220) *
 System Implementation Specification (T240)

* Document shall be updated based on existing document

3.2.3 Hardware and Software Delivery, Installation and Setup

3.2.3.1 The Housing Authority shall complete the physical environment on the advice and assistance of
the successful tenderer, who shall then deliver and install the computer equipment necessary for
the development and production environments. For the equipment to be supplied by the Housing
Authority, the successful tenderer shall make necessary co-ordination with the Housing Authority
and its suppliers to ensure that these equipment could be delivered and installed in line with the
implementation timetable.

3.2.3.2. The successful tenderer shall deliver, install Hardware and Software and set up the System and
integrate with the existing departmental computer facilities and IT infrastructure at the Housing
Authority to meet the requirements as specified in this part. The Installation Tests shall be carried
out by the Contractor and the Housing Authority Representative at this milestone.

3.2.3.3 The successful tenderer shall strengthen the security of system by conducting system hardening
and system security assessment. The details of these two services are documented in sections
10.7 and 10.8 of Part VII.

3.2.3.4 The following deliverables shall be produced at this milestone:

 End Stage Assessment Report (M120)


 Prepared Site and Installed Computer Equipment (T510)

3.2.4 System Migration and Development

3.2.4.1 The successful tenderer shall perform system development including customization of system
environment as well as the development of Custom Programs and system interfaces.

3.2.4.2 The successful tenderer shall set up the system test environment in server side and client side
including database server, web application server, e-certificates and related software with the
latest patch version on the new servers for system integration test and document the setup
procedures in detail.

3.2.4.3 The successful tenderer shall migrate the system test data from existing development server to the
new development server and document the migration procedures in detail.

3.2.4.4 The successful tenderer shall perform full system test on the system test environment.

3.2.4.5 The following deliverables shall be produced at this milestone:

 Stage Plan (M130)

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 System Integration Test Plan, Specification and Results (T250)


 Custom Program Source Codes and Customized Package (T520)

3.2.5 User Acceptance Test

3.2.5.1 The successful tenderer shall carry out System Acceptance Tests with Housing Authority
Representative and prepare test plan for such acceptance test. The successful tenderer shall set
up the acceptance test environment, including the deployment of development work from system
test environment to UAT environment and data migration of UAT data from existing
development server to the new development server. The successful tenderer shall document the
environment setup procedure and data migration procedures in detail.

3.2.5.2 In order to perform parallel run in both existing and new COMIS UAT environments for results
comparison, the successful tenderer shall also be responsible for the setup of the existing COMIS
UAT.

3.2.5.3 The System Acceptance Tests shall comprise the Function Tests and the Reliability Tests. The
Function Tests shall comprise, but not limited to

(a) the user acceptance test on Custom Programs and data migration;
(b) the system backup, fall back and recovery test;
(c) the performance test;
(d) the load and stress test.

3.2.5.4 The following deliverables shall be produced at this milestone:

 End Stage Assessment Report (M120)


 System Acceptance Test Plan, Specification and Results (T260)
 Load Test and Performance Test Plan, Specification and Result (T270)
 System Cut-over Plan and Procedures (T290)
 System Manual (T320) *
 Application Operation Manual (T330) *
 Computer Operating Procedures Manual (T340) *
 Application User Manual (T350) *
 Program Manual (T360) *
* Document shall be updated based on existing document

3.2.6 Training, Data Migration and System Roll-out Planning

3.2.6.1 The Contractor shall provide the following training in schedules mutually agreed:

 basic technical training (such as system /database administration, usage of software


product, development tool programming) relating to the proposed hardware and software to
Housing Authority IT team supporting COMIS; and
 operating procedure training (such as the use of the text-driven operator menu to perform
basic system health checking and administration tasks) about the upgraded system to
computer operators.

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3.2.6.2 The Contractor shall devise the system roll-out plan and mechanism for data migration and
system cut-over arrangement. The Contractor shall provide detail migration and verification
procedure to ensure there is a smooth change-over during system rollout.

3.2.6.3 The following deliverables shall be produced at this milestone:

 Stage Plan (M130)


 Training Plan and Manual (T300) (*)
 Trained Users (T530)
* Document shall be updated based on existing document

3.2.6.4 The updated version of following deliverable shall be produced at this milestone. The Contractor
shall provide following document by updating existing document on those changed areas.

 System Cut-over Plan and Procedures (T290)

3.2.7 System Production

3.2.7.1 The successful tenderer shall migrate the COMIS production system and database from the
existing COMIS servers to the new production environment for system production. The
successful tenderer shall document the migration procedures and migration result in detail to
ensure the accuracy and completeness of the migration.

3.2.7.2 The successful tenderer shall setup the standby servers in Housing Authority’s disaster recovery
center (DRC) and prepare the disaster recovery plan so that the new COMIS production system
will be ready for switching over to DRC whenever required.

3.2.7.3 The following deliverables shall be produced at this milestone:

 End Stage Assessment Report (M120)


 Program Specification (T230) (*)
 Data Manual (T310) (*)
 System Production Report (T380)
 Maintenance Plan (T400) (*)
 Disaster Recovery Plan (T410) (*)
 Migrated Data (T540)
 Production System (T550)
* Document shall be updated based on existing document

3.2.7.4 The updated version of following deliverables shall be produced at this milestone. The
Contractor shall provide following documents by updating existing documents on those changed
areas.

 Function Specification (T220)


 System Manual (T320)
 Program Manual (T360)

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3.2.8 System Nursing

3.2.8.1 During the system nursing period, the Contractor shall provide on site support for problem
resolution, etc. for two months after the commencement of system production. Besides, the
Contractor shall also conduct intensive system monitoring and tuning to ensure the System
operating smoothly and performing at the required performance level. In general, the following
system control and performance aspects shall be reviewed:-

(a) Transaction load and error statistics;


(b) System performance;
(c) System security and control; and
(d) Computer resources planning.

3.2.8.2 The following deliverables shall be produced at this milestone:

 Stage Plan (M130)


 System Nursing Report (T390), at least monthly

3.2.9 Project Closure

3.2.9.1 The successful tenderer shall review the system development process and document the
experience gained and areas for improvement and complete the Project Evaluation Review within
three months after the System Production.

3.2.9.2 The following deliverables shall be produced at this milestone:

 End Stage Assessment Report (M120)


 Project Evaluation Report (M170)

3.3 Detailed descriptions for the major deliverables are provided in Annex E – Major Product List.
The Contractor shall produce any other deliverables necessary to ensure the smooth
implementation of the System.

3.4 At least 5 working days before start of a stage, the Contractor shall produce a Stage Plan with
planned schedules and details of activities for the Housing Authority’s approval.

3.5 The Contractor shall report to the project management team about the project status and viability,
with End Stage Assessment Report at the end of each stage.

4. Function Specification

4.1 The tenderer shall make reference to the following annexes for the system details.
Annex C: Configuration of Current Environment in Housing Authority
Annex F: Description of Existing System

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4.2 The Contractor shall migrate all the existing COMIS data including custom programs to the new
upgraded platform.

4.3 The Contractor shall refer to Annex F for migration of all system functions without changing the
core business logics and ensure the system normal operation.

4.4 The Contractor shall propose the system cut-over arrangement to ensure no business operation
interruption.

4.5 The Contractor shall be responsible for fixing all migration and security issues encountered during
the system migration processes.

4.6 The requirement specification of the System as documented in this tender had been gathered by the
Housing Authority with best efforts at the time this tender was compiled. The Contractor shall not
assume that the tender has exhaustively identified the requirements in details. Therefore the
Contractor shall analyze, specify and confirm all relevant requirements in details for the
implementation of the System.

4.7 During system implementation, the Contractor shall identify, provide and implement any other
functions, which are within the scope of this tender and necessary for the efficient and effective
operation of the System.

5. Workload Specification

5.1 The proposed system shall have equal or greater capacity to support at least existing workload
requirement as stated in Annex F.

5.2 The Contractor shall perform load and stress test on User Acceptance Test (UAT) environment in
Housing Authority to simulate 65 concurrent data update/enquiry user sessions.

6. System Performance Specification

6.1 The performance of COMIS after upgrade (both hardware and software) must meet the
performance criteria defined in Annex F.

6.2 The Contractor shall design and plan the performance tests in details and propose in the System
Acceptance Test Plan for the Housing Authority’s consideration.

7. Reliability Specification

7.1 The proposed system must achieve the reliability specified in Schedule 12 - "Reliability
Specification" of Part V "Contract Schedules" and will be measured in accordance with the
procedure laid down therein.

8. Environmental Specification

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8.1 Tenderer's Responsibilities

8.1.1 The System shall operate efficiently and reliably in normal office environment:

(i) Temperature: 10 C to 30 C
(ii) Relative Humidity: 20% to 80% (non-condensing)

8.1.2 The electricity supply will be the local conditions of 220 volts +/- 10 percent at frequency 50 Hz.
A transformer or automatic voltage regulator of adequate capacity shall be supplied where
necessary.

8.1.3 Anti-electrostatic carpeting shall not be required in the sites of installation.

8.1.4 The tenderer shall state in Schedule 7 - "Location and Its Specification" of Contract Schedules
which is relevant to the environment requirements for the proposed equipment.

8.2 Location

8.2.1 The Housing Authority Headquarters comprises four blocks and is located at:

33 Fat Kwong Street,


Homantin,
Kowloon.

8.2.2 The Disaster Recovery Center of Housing Authority is located at:

Powerbase, Level 3, Tower 2,


Cyberport,
Hong Kong.

9. Hardware Specification

9.1 Current Hardware Configuration

9.1.1 Hardware located in HAHQ


Item Server Name Hardware Description
no.
1 Production Database Sun Fire 280R Server
Server (COMISDB) a) 1 x UltraSPARC processor
b) 1GB RAM
c) 2 x 36GB hard-disks
d) Internal DVD drive
e) Dual-channel differential UltraSCSI HBA
f) StorEdge A1000 Rackmountable with 10 x 36GB hard disks
g) 2 x DAT40 6-slot autoloader
h) APC Smart-UPS 3000NET
2 Production Web/App Sun Fire 280R Server
Server 1 (COMISWEB1) a) 1 x UltraSPARC processor
b) 1GB RAM
c) 2 x 36GB hard-disks

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Item Server Name Hardware Description


no.
d) Internal DVD drive
e) 12GB 4mm External Tape Drive
3 Production Web/App Sun Fire V120 Server
Server 2 (COMISWEB2) a) 1 x UltraSPARC processor
b) 512MB RAM
c) 2 x 40GB hard-disks
d) Internal DVD drive
e) 12GB 4mm External Tape Drive
4 Production Report Sun Netra T1125 Server
Server (COMISREP) a) 1 x UltraSPARC processor
b) 512MB RAM
c) 2 x 18GB hard-disks
d) Internal DVD drive
5 Development Server Sun Netra T1125 Server
(COMISDVL) a) 1 x UltraSPARC processor
b) 512MB RAM
c) 2 x 18GB hard-disks
d) Internal DVD drive
e) Dual-channel differential UltraSCSI HBA
f) StorEdge A1000 Rackmountable with 2 x 36GB hard disks
g) APC Smart-UPS 3000NET
6 Console PC Compaq DeskPro EX Workstation
a) 1GHz Pentium III processor
b) 128MB Memory
c) 1 x 20GB Hard Disk
d) Internal CDROM drive
e) 3 x RS-232 COM Ports

9.1.2 Hardware located in DRC


Item Server Name Hardware Description
no.
7 DR Database & Report Sun Fire 280R Server
Server (COMISDRDB) a) 1 x UltraSPARC processor
b) 1GB RAM
c) 2 x 36GB hard-disks
d) Internal DVD drive
e) Dual-channel differential UltraSCSI HBA
f) StorEdge A1000 Rackmountable with 10 x 36GB hard disks
g) 2 x DAT40 6-slot autoloader
h) APC Smart-UPS 3000NET
8 DR Web/App Server 1 Sun Fire 280R Server
(COMISDRWEB1) a) 1 x UltraSPARC processor
b) 1GB RAM
c) 2 x 36GB hard-disks
d) Internal DVD drive
e) 12GB 4mm External Tape Drive
9 DR Web/App Server 2 Sun Netra T1125 Server
(COMISDRWEB2) a) 1 x UltraSPARC processor
b) 512MB RAM
c) 2 x 18GB hard-disks
d) Internal DVD drive
e) 12GB 4mm External Tape Drive

9.2 General Hardware Upgrade Requirements

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Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

9.2.1 The tenderer shall propose hardware items to replace Item 1 to 9 of section 9.1 which shall
include, but not limited to:
a) At most two server machines to provide 4 virtual machines as replacement of the Four
production server as described in Item 1 to 4 of section 9.1;
b) At most two server machines to provide 4 virtual machines as replacement of the Three DR
server as described in Item 7 to 9 of section 9.1;
c) One server machine as replacement of the Development server as described in Item 5 of
section 9.1;
d) One keyboard video monitor switch as replacement of the console PC as described in Item 6
of section 9.1.

9.2.2 The tenderer shall provide trade-in offer of Item 1 to 9 of section 9.1.

9.2.3 The tenderer shall be responsible for installing the proposed DR hardware items to the existing
equipment cabinet in Housing Authority’s DRC.

9.3 Tenderer's Responsibilities and the Contractor's Commitment

9.3.1 The tenderer shall propose hardware items in Schedule 1A and respective charges in Schedule 1B
according to the requirements of this tender. The tenderer may elect to make use of existing
computer facilities specified in Annex C together with other hardware and software as necessary to
meet the requirements of this tender. Under this circumstance, the tenderer must list the items of
the hardware facilities to be provided by the Housing Authority in Table 1.1a of Schedule 1A. The
proposed system should include provision for server, workstations, backup devices, uninterruptible
power supply, disk storage devices and keyboard-video-monitor switches.

9.3.2 The tenderer must supply in its proposal complete product information, including technical and
descriptive literature on the specified features. Information submitted shall be sufficiently detailed
to substantiate that products offered meet or exceed the specifications.

9.3.3 The tenderer shall propose the hardware configuration to support all requirements of this tender.
Detailed specification shall be submitted in Schedule 3, which including but not limited to :-

(a) system diagrams showing detailed interconnection of all system components


(b) rack diagrams showing placement, power consumption (in units of VA or KVA) and heat
dissipation (in unit of BTU per hour) of all proposed equipment in rack as well as indication of
equipment with dual power connection in rack
(c) any other information related to the implementation

9.3.4 The tenderer must ensure compatibility among the hardware, software provided by both tenderer
and Housing Authority. The proposed items shall meet the objectives and requirements of the
System as specified in Section 4 of this Part.

9.3.5 The Contractor shall be the single point of contact for all the related activities including the
maintenance services.

9.3.6 All proposed equipment shall be installed in equipment cabinet.

9.3.7 The tenderer shall employ Registered Electrical Worker (REW) to connect the PDUs (i.e. power
Part VII – Project Specification Page 13 of 38
Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

bars) and UPS of the equipment cabinet to the power connection units installed by the Housing
Authority.

9.3.8 The tenderer shall provide items (if not already included) supporting the physical connection
between all of the proposed equipment to achieve the required hardware and software features,
and, between all of the proposed equipment and the network infrastructure of the Housing
Authority.

9.3.9 For tape cartridge, the tenderer shall state the warranty period which should not be shorter than the
required archival life as specified in section 9.4.2.5. If any defect in materials or workmanship
appears in the tape cartridge during the warranty period, the tenderer shall be liable to replace the
defected item.

9.3.10 (Optional) The tenderer is recommended to propose computer equipment like servers catering
energy saving and/or with Energy Saving Label(s).

9.4 Hardware Requirements

9.4.1 Tenderers must propose the following mandatory items:

a) server machine;

b) external disk array;

c) equipment cabinet;

d) Keyboard Video Monitor Switch;

e) Uninterruptible Power Supply (UPS); and

f) tape drive.

9.4.1.1 List of mandatory items to be provided and installed in HAHQ

Item Code Item Description Quantity


(Unit)
HA-P-SM Server machine for Production Database server, Production Report Server, One to Two
Production Web/App Server 1 and Production Web/App Server 2
HA-P-TD External tape drive for HA-P-SM Two (One per two
virtual machines)
HA-P-DS External disk array for Production Database server One
HA-D-SM Server machine for Development server One
HA-D-TD External tape drive for HA-D-SM One
HA-KVM Keyboard Video Monitor Switch One
HA-CAB Equipment cabinet One
HA-UPS Uninterruptible Power Supply (UPS) One

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Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

9.4.1.2 List of mandatory items to be provided and installed in DRC

Item Code Item Description Quantity


(Unit)
DR-P-SM Server machine for DR Database server, DR Report server, DR Web/App One to Two
Server 1 and DR Web/App Server 2
DR-P-TD External tape drive for DR-P-SM Two (One per two
virtual machines)
DR-P-DS External disk array for DR Database server One
DR-KVM Keyboard Video Monitor One

9.4.2 Hardware Detailed Specification

9.4.2.1 General Requirement of Server machine


Components/Features Requirement
Virtualization a) The server machine should be able to provide at least Two private
execution environment (Virtual Machine)
b) All proposed CPUs, memory, hard-disk, CD-ROM drive, tape drive and
peripheral card with a physical server shall be usable by any virtual
machine on the physical server
c) Each virtual machine should work independently and isolated, which
include but not limited to the following features:
i) Each virtual machine shall have its own identity, user account and
groups which are independently with other virtual machines
ii) Users or applications in a virtual machine shall not have any
visibility and access to resources assigned to other virtual machines
or to unassigned resources
iii) Failure of the operating environment or application inside a virtual
machine shall not affect the operation of other virtual machines
iv) Virtual machine shall be able to assigned with dedicated resources,
including CPU core, memory, I/O adapter port and network port,
which will be exclusively used by assigned virtual machine
v) Virtual machine shall be dynamically created, modified and deleted
with no interruption to all other existing virtual machine
vi) Power-on/activate, power-off/deactivate, reboot and maintenance of
individual virtual machine shall not affect other virtual machines
d) The proposed virtualization technology should support the mandatory
software provided by Housing Authority - Oracle 10g Database and
Oracle 10g AS BI edition, and, the software proposed by the tenderer
e) In case that the proposed solution is to provide the four virtual machines
(database server, report server, web/app server 1 and web/app server 2)
by one physical server, the virtualization option shall support
i) virtual machine across network zones be well protected on one
physical machine
ii) operating system running on virtual machine across network zones

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Tender Ref. : HAQ20090096
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Components/Features Requirement
be of different OS release and patch level
Processor a) SPARC (Scalable Processor ARChitecture) version 9 compliant
processor
b) at least 1.0 GHz per core
c) at least 32 threads per processor
d) at least Two integrated memory controller per processor
e) at least 3MB L2 cache per processor
f) at Most 8 cores per server; whereas the number of core per server is
derived by
Number of core per processor x Number of processor
Memory a) At least 8GB RAM
Internal hard disk bay a) At least Four hot-swappable disk bay
b) support SAS (Serial Attached SCSI) disk drive
c) support internal hardware RAID-1 (mirroring)
Extension Slot a) at least One Ultra320 SCSI / SAS port for tape drive connection for
each tape drive provided to the server machine
Network adapter a) at least Four Gigabit NICs
Display a) shall include the video graphic adaptor
I/O media a) at least One DVD-ROM drive
Power supply a) Redundant Power Supply
Dimension a) rack-mounted Model
b) not exceed 2U

9.4.2.2 Additional Requirement for each Server machine


a) Server machine for Database Server, Report Server, Web/App Server 1 and Web/App Server 2
Components/Features Requirement
Virtualization a) If one server machine is proposed, the resources available to the server
machine shall be sufficient to provide 4 virtual machines
b) If two server machine are provided, the resources available to each
server machine shall be sufficient to provide 2 virtual machines
Internal hard disk a) At least have Two 146GB 10,000-rpm SAS disk drive
b) The internal hard disk shall be protected by mirroring (RAID-1)
c) The usable space of the internal disk, after mirroring, shall be sufficient
enough to provide at least 40GB dedicated storage for each virtual
machine hosted within the server machine
Extension Slot a) At least One external SAS port for disk array connection for server
machine providing virtual machine for Database server
Network adapter a) at least one Gigabit NIC dedicated to each virtual machine
b) at least one Gigabit NIC dedicated for management of virtual machine
Applicable To a) Server machine for Database server, Report server, Web/App Server 1

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Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Components/Features Requirement
and Web/App Server 2 (Item HA-P-SM and DR-P-SM as specified in
section 9.4.1)

b) Server machine for Development Server


Components/Features Requirement
Virtualization a) The resources available to the server machine shall be sufficient to
provide 2 virtual machines
b) The virtualization technology adopted in the development server shall
be as same as that adopted in the Production and DR server machine
Internal hard disk a) At least have Two 146GB 10,000-rpm SAS disk drive and Two 300GB
10,000-rpm SAS disk drive
Applicable To a) Server machine for Development server (Item HA-D-SM)

9.4.2.3 External Disk Array for Database Server


Components/Features Requirement
Controller a) Single SAS RAID controller, expandable to dual controller
b) At least 512MB Cache per controller
Host Connection a) At least Three 3 Gb/sec SAS host ports per controller tray
RAID levels a) Support RAID-0 (stripping), RAID-1 (mirroring), RAID-5 and RAID-6
Disk Tray a) At least Five hard disk drives per tray
b) Support 146 GB and 300 GB, 15,000-rpm SAS disk drive
c) Hot-swappable disk bays
Hard Disks a) At least Four hard disk, each with at least 146GB capacity
Power Supply a) Redundant Power Supply
Other interfaces a) At least One 10/100 Base-T Ethernet port
b) At least One RS-232 serial port
Dimension a) Rack-mounted Model
b) Not exceed 2U
Supporting Software a) Oracle RDBMS provided by Housing Authority
b) Operating system proposed by the tenderer
Management Software a) Bundled Array Management Software
b) Support Web-based task management
Quantity a) Two units (One for Production Database server and One for DR
Database server)

9.4.2.4 Backup Devices for Server machine


Components/Features Requirement
Dimension a) Not exceed 2U
Capacity per Cartridge a) At least 200GB (uncompressed, native) capacity
Data Transfer Rate a) At least 20MB/sec (uncompressed, native)

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Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Components/Features Requirement
Host Connection a) Ultra 320 SCSI / 3Gb SAS host interface
Operating System a) At least support all servers proposed by the Contractor
Support
Quantity a) Totally five units (Three for server machine installed in HAHQ and
Two for server machine installed in DRC).
b) One unit for server machine for development server
c) One unit per two virtual machines for Production and DR server
machine

9.4.2.5 Backup Consumables

Components/Features Requirement
Cartridge a) At least 200GB (uncompressed, native) capacity
b) Compatible with the proposed High Capacity Tape drive
Archival Life a) Over 10 years
Quantity a) 40 cartridges

9.4.2.6 Keyboard Video Monitor Switch

Components/Features Requirement
Form Factor a) Rack mounting on slide-out rail model
b) Not exceed 1U
KVM ports a) At least support 8 PC / UNIX machine video connections
Port access a) Support access by channel button or hot keys selectable
Indicators a) Have online and selected status LED
Compatibility a) Multi-platform – Mix PCs, SUNs, IBMs, HPs & DELLs
b) Support all hardware and operating system proposed by the Contractor
Server side interface a) HD15 VGA, USB Type A for keyboard and mouse
Display size a) At least 15” LCD display
Keyboard a) Notebook type keyboard with 2-button touchpad
Others a) At least bundled with 8 pieces computer connecting cables and AC
power outlets
Quantity a) One unit for hardware installed in HAHQ
b) One unit for hardware installed in Housing Authority’s DRC

9.4.2.7 Equipment Cabinet

Components/Features Requirement
Dimension and features a) Should be standard 42U equipment rack with lockable side panels, rear
panel and front panel
b) Both front door and rear door of the equipment cabinet shall contain at
least 70% perforation

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Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Components/Features Requirement
c) Should not less than 600mm x 1100mm (width x depth)
d) Should come with standard frame with cable access channel
e) Should support a static loading weight of 750kg
f) The front and rear door should come with 3-pt handle lock
g) Should provide at least 2 fixed shelves, at least 700mm deep & 100kg
loading
h) Should provide full height cable tray, one pair
i) Should come with PDUs (i.e. power bars) of appropriate rating for the
power supply connection to all the computer equipment accommodated
in the equipment cabinet
j) Should come with sufficient cooling facilities (e.g. cooling fans) to
meet with the environmental requirements of all equipment installed
inside the equipment cabinet
k) Should come with heavy duty caster & adjustable feet, set of 4
Quantity a) One unit to be installed in HAHQ

9.4.2.8 Uninterruptible Power Supply (UPS)

Components/Features Requirement
Form Factor a) Rack mount model
Output Power Capacity a) Shall be able to supply the power loading of the proposed hardware
items installed in HAHQ at 90% loading, which include items
HA-P-SM, HA-P-TD, HA-P-DS, HA-D-SM, HA-D-TD and HA-KVM
as specified in section 9.4.1.
Power Factor a) At least 90%
Surge Protection Rating a) At least 480Joules
Battery Recharge Time a) Not exceed 5 hrs to 90% of rated capacity
Interface Port a) At least support RS-232 or USB
Control Panel a) Should have LED status display with load and battery bar-graphs and
On Line; On Battery; Replace Battery; and Overload Indicators
Audible Alarm a) Should have Alarm when on battery; distinctive low battery alarm;
configurable delays
Communication & a) support monitoring through TCP/IP network and serial connection
Management b) support sending Simple Network Management Protocol (SNMP) traps
through TCP/IP network in case of power failure or any other warning
conditions
Server Shutdown a) Provide unattended remote graceful shutdown of all the operating
environments/virtual machines within the proposed server
b) Please note that servers are separated into different network zones. The
proposed UPS management software shall support graceful shutdown of
equipment located at different network zone.
Quantity a) One unit for production environment and will be installed in HAHQ

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Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

9.5 Hardware Trade-In Requirements

9.5.1 The tenderer shall provide hardware trade-in offer for Housing Authority for all equipment listed
in sections 9.1.1 and 9.1.2. The tenderer shall provide costs information of the trade-in hardware
items in Schedule 1B of Contract Schedules.

9.5.2 The Contractor will be informed to remove the trade-in hardware within 6 months after the
Project Completion.

9.5.3 The Contractor shall perform demagnetization on all hard disks inside the server machines before
removing the trade-in hardware from Housing Authority.

9.5.4 The tenderer shall bid on all trade-in hardware items at table 1.4b of Schedule 1B “Hardware
Charges” of Part V – "Contract Schedules". Failing which, its tender will not be considered any
further.

10. Software Specification

10.1 Current System Software Configuration

Item Existing Software Installed Location Server Name


no.
1 Operating System: HAHQ a) Production Database Server (COMISDB)
Solaris 8 OS b) Production Web/App Server 1 (COMISWEB1)
c) Production Web/App Server 2 (COMISWEB2)
d) Production Report Server (COMISREP)
e) Development Server (COMISDVL)

DRC f) DR Database & Report Server (COMISDRDB)


g) DR Web/App Server 1 (COMISDBWEB1)
h) DR Web/App Server 2 (COMISDBWEB2)

2. Database Server: HAHQ a) Production Database Server (COMISDB)


Oracle 8i RDBMS b) Development Server (COMISDVL)

DRC c) DR Database & Report Server (COMISDRDB)

3. Report Server: HAHQ a) Production Report Server (COMISREP)


Oracle 10g AS BI Edition b) Development Server (COMISDVL)

DRC c) DR Database & Report Server (COMISDRDB)

4. Directory Server: HAHQ a) Production Database Server (COMISDB)


iPlanet Directory Server 5.1SP4 b) Development Server (COMISDVL)

DRC c) DR Database & Report Server (COMISDRDB)

5. Web/Application Server: HAHQ a) Production Web/App Server 1 (COMISWEB1)


iPlanet Enterprise Ed. 6.0 SP10 b) Production Web/App Server 2 (COMISWEB2)
c) Development Server (COMISDVL)

DRC d) DR Web/App Server 1 (COMISDBWEB1)


e) DR Web/App Server 2 (COMISDBWEB2)

6 Batch Job Execution Environment HAHQ/ a) Solaris 6 Operating System

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Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Item Existing Software Installed Location Server Name


no.
(separate Job Execution Server) DRC b) Java(TM) 2 Runtime Environment, Standard
Edition (build 1.3.1_03-b03)
c) Oracle 8i JDBC Driver
d) Oracle SQL Loader Release 8.1.7.4.0
NOTE: The Hardware and Operating System of item 6 – Batch Job Execution Environment will NOT be upgraded.

10.2 General Software Upgrade Requirements

10.2.1 Tenderer shall propose software items to :

a) replace Operating System by the latest version of UNIX-based Operating System and install the
operating system to the Hardware;
b) install the latest version of Oracle 10g RDBMS to the Hardware with license provided by
Housing Authority;
c) install the latest version of Oracle AS 10g BI Edition to the Hardware with license provided by
Housing Authority;
d) propose replacement of the Directory Server and install the software into the Hardware;
e) propose replacement of the Web/Application Server and install the software into the Hardware;
f) propose necessary replacement of the batch job execution environment, including but not
limited to – Oracle Client, Java Runtime Environment and Java Database Connectivity (jdbc)
Driver and install the software into the existing batch job server, so that existing batch jobs will
work properly after the upgrade of the COMIS database server.

10.2.2 Tenderer shall migrate the software configuration from existing hardware and software to the
replacement hardware and software.

10.2.3 Tenderer shall install the Tivoli Storage Manager (TSM) backup Client and HP OpenView
Operation (OVO) agent, with license provided by Housing Authority, into the production virtual
machines and configure the client and agent connection to TSM server and OVO server, provided
by Housing Authority, according to procedures given by Housing Authority.

10.3 Tenderer's Responsibilities and the Contractor's Commitment

10.3.1 The software proposed by the tenderer shall fulfil the functional requirements state in Section 4
of this Part.

10.3.2 The proposed software must meet or exceed the system performance requirement stated in
Section 6 with the workload requirement as specified in Section 5 of this Part.

10.3.3 The proposed software and Custom Programs must be compatible with the hardware.

10.3.4 The tenderer must supply in its proposal complete product information, including technical and
descriptive literature on the specified features. Information submitted shall be sufficiently
detailed to demonstrate that products offered meet or exceed the specifications. The tenderer
shall complete Schedule 2A “Software” and Schedule 3 “Specification” of Part V “Contract

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Tender Ref. : HAQ20090096
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Schedules” for the proposed software detailed information.

10.3.5 All proposed features must be demonstrable in the tender evaluation and acceptance testing stage,
failing that the software will be deemed not acceptable.

10.3.6 The tenderer must specify clearly for each item of software the version it is going to supply and
how long it has been available in the market.

10.3.7 The tenderer shall propose their mandatory Software items making reference to the existing
software in Housing Authority as described below, together with all other software as may be
necessary to meet the requirements of this tender. The tenderer shall provide their corresponding
quantity and costing information in Part V – “Schedules 2A and 2B”.

10.4 Software Requirements

10.4.1 Operating System

10.4.1.1 conform to the specifications stated by the following (preferably with documents certifying their
conformance):
a) Portable Operating System Interface for Computer Environments (POSIX) (IEEE 1003.1 -
2001)
b) Trusted Computer System Evaluation Criteria (Orange Book) Class C2 security level -
Controlled Access Protection and Role Based Access Control Protection

10.4.1.2 conform to the UNIX’98 standard of the Open Group

10.4.1.3 provide facility to prevent any unauthorized use of single-user mode, in particular to ensure that
the normal process of starting up or halting the system does not allow access to single-user mode
a) provide facility for on-line monitoring of system performance, resources utilization (e.g.
CPU, disk etc.), memory paging and swapping
b) provide facility for authorized users to start up and halt the system and take regular backups,
without having super-user privileges
c) provide facility to allow setup and monitor of remote/network file systems (NFS) on other
midrange systems
d) provide general development facilities including screen editor, debugger, C and Korn shells
e) provide facilities to support interaction with all proposed ports, communications equipment,
and peripherals (terminals, printers, etc.)
f) provide facilities to support the graphical user interface through the standard X Window
System Protocol defined in the X/OPEN Portability Guide, Issue 3 Volume 6
g) provide facilities to support National Languages including at least the Traditional Chinese
(BIG5 character set)
h) provide facilities to enhance the features of the proposed operating system (e.g. security and
housekeeping)
i) provide facilities to support the corresponding development tools requiring graphical user
interface (GUI) (e.g. X development libraries)
j) provide facilities to support STREAMS required for system communications
k) provide facilities supporting a Simple Network Management Protocol (SNMP)-based
network
l) be able to generate automatically SNMP traps to a network management software and
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automatically provide electronic copy of Management Information Base (MIB) database to


the management server
m) provide facilities supporting Transmission Control Protocol / Internet Protocol (TCP/IP)
version 4 and version 6 over an Ethernet network
n) support both 32-bit and 64-bit applications

10.4.1.4 Tenderers shall provide sufficient licenses of additional operating system features, if not included
in the basic operating system package, required for the installation of software agents of the
following system management software in Housing Authority:
a) IBM Tivoli Storage Manager
b) HP OpenView Operations for Windows
c) BMC Control-M

10.4.1.5 The operating system shall come with disk management facilities which
a) provide facilities to configure RAID 0, 1 and 5 disks and disk arrays
b) support creation of logical volumes spanning across multiple physical disks
c) support partition of a physical disk into more than the limit on the number of physical disk
partitions
d) support online expansion of file systems without interruption to user services.
e) support file-system logging feature to allow fast system recovery after system crash
f) (Optional) support online shrinking of file systems without interruption to user services.

10.4.2 Web Server

10.4.2.1 System
a) support binding to specific addresses and ports and waiting for incoming requests
b) support run-time configuration such as providing a parameter for the timeout period of a live
session, etc.
c) associate the requested filename's extensions with the file's behavior (handlers and filters)
and content (mime-type, language, character set and encoding)
d) support the change of default error page
e) support virtual hosts

10.4.2.2 Security
a) support Secure Socket Layer (SSL) 3.0 and Transport Layer Security (TLS)
b) support certificate storage to store, back up, and configure server certificates
c) support server-side and client-side authentication
d) support digest authentication
e) support digital signature verification
f) provide access control based on client hostname, IP address, or other characteristics of the
client request

10.4.2.3 Administration
a) provide information on server activity and performance
b) provide web-based administration tools that allow remote management of web server
c) provide centralized configuration files
d) support restarting the web server without rebooting the system
e) support backup and restoring configuration files to make it easy to return to a safe, know
state
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f) support access log and error log

10.4.2.4 Programmability
a) support Java Server Page (JSP)
b) (Optional) support Server-side includes (SSI)
c) (Optional) support Active Server Page (ASP)
d) (Optional) support Common Gateway Interface (CGI)
e) (Optional) support Perl
f) (Optional) support PHP

10.4.2.5 Internet Standards


a) comply with the HTTP 1.1 standard

10.4.3 Application Server

10.4.3.1 J2EE 1.4 standards


a) support J2EE 1.4 standards or above

10.4.3.2 Web services standards


a) support SOAP 1.1 or above
b) support WSDL 1.1 or above
c) support UDDI 2.0 or above
d) support JAXP 1.0 or above

10.4.3.3 Others standards


a) support JDK 1.4 or above
b) support LDAP v3 or above
c) support SSL v3 or above

10.4.3.4 General
a) support a web based administration console
b) provide dynamic JDBC Connection Pools
c) support concurrent users
d) (Optional) support file-based administration properties

10.4.3.5 Monitoring/Browsing
a) provide a monitoring tool to monitor servlets and EJBs
b) provide a monitoring tool to monitor transactions
c) provide a browsing tool to browse JNDI
d) provide a browsing tool to browse deployment descriptors
e) provide a browsing tool to navigate domains (nodes, applications, servers)

10.4.3.6 Control and configuration


a) provide web-based control to start and stop the server
b) provide web-based control to enable and disable an application in the application server
without affecting other applications
c) shall be able to configure transaction server
d) shall be able to facilitate database connections pooling
e) shall be able to automatic deployment to cluster nodes
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10.4.3.7 Security
a) support SSL v.3 or above
b) support JAAS
c) support Single sign-on

10.4.3.8 Performance
a) support vertical scalability, i.e., performance will improve with additional hardware
resources in a physical server
b) support horizontal scalability, i.e., performance will improve with when more servers are
allocated to an architecture component
c) support in-memory session replication
d) support JDBC-based session replication
e) (Optional) support file-based session replication

10.4.4 Directory Server

10.4.4.1 Industry Standards


a) support Lightweight Directory Access Protocol (LDAP) version 2 and version 3
b) support Secure Hash Algorithm SHA-1 (also known as FIPS 180-1)
c) support DSML (Directory Service Markup Language) v2
d) support X.509 Digital Certificates

10.4.4.2 Service Manageability


a) provide a Web-based centralized GUI-based administration console which can be used to
configure, monitor and manage the Directory Server.
b) provide command line utilities for execution of configuration and administration actions
c) allow backup, bulk import and re-indexing of directory to be performed while the server is
running
d) support directory replication to ensure availability in distributed environments.
e) support LDAP and DSML over HTTP/Simple Object Access Protocol (SOAP) protocols

10.4.4.3 Security
a) support access control be defined at different level of data, up to the lowest level of data - an
attribute.
b) support role-based access control
c) support Secure Socket Layer (SSL) technology to encrypt data during transfer through
communications channels

10.4.4.4 Scalability
a) support both vertical and horizontal growth without major deployment redesign.

10.4.4.5 Required Quantity


a) the tenderer shall propose the directory server with sufficient license for storing 250 LDAP
entries in production environment and 100 LDAP entries in development environment.

10.5 Custom Packages

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10.5.1 Custom programs of COMIS are divided into two groups. For the first group, the source codes of
the programs are owned by Housing Authority and can be provided to the tenderer for migration
to the upgraded platform which include java server pages, html files, Oracle PL/SQLs, Oracle
report definition and some java programs. The second group consists of 3 custom packages
owned by the existing COMIS vendor so that Housing Authority cannot provide the source codes
to the tenderer. The three custom packages are:
a) ISWeb – this is a java package for developing of the COMIS web application, which
functions like utilities classes. It covers the database connection and the framework design
for modules.
b) ATS (Action Tracking System) – ATS is a workflow application that monitors actions or a
series of actions that are carried out in a system. It is used in COMIS to support its
workflow, to facilitate communication among Housing Authority users, and to provide
notification messages. Technically, ATS is composing of several java classes, java server
pages and Oracle PL/SQL packages.
c) DMS (Document Management System) – DMS is an internet-based software tool for
document management. One can create, distribute, store, retrieve and modify documents
using a number of applications that are integrated seamlessly within DMS. Technically,
DMS is composing of several java classes, java server pages and Oracle PL/SQL packages.

10.5.2 For more details about the 3 custom packages, please refers to Appendix 6 of Annex F for
training guide of ATS and DMS as well Appendix 7 of Annex F for the classes listing of the
custom package ISWeb.

10.5.3 The tenderer shall propose solution for the 3 custom packages so that the upgrade system can
provide existing COMIS functions without any modification to existing user interface including
screen layout and user interaction behaviour.

10.6 Custom Program Specification

10.6.1 The tenderer shall make reference to Annex F for the Custom Program Specification and
Program Manual of COMIS.

10.6.2 All existing programs of COMIS shall as far as possible be used for the upgraded COMIS with
modifications if necessary. Custom Programs shall only be developed where existing programs
of COMIS are no longer able to provide the necessary functions for the upgraded COMIS.

10.6.3 Currently, COMIS only support Internet Explorer (IE) version 6.0.29 as the client browser. The
tenderer shall customize the existing program coding to support the latest version of IE 6, 7 and 8
for, at least those functions available to Counterparty users and Government Departments, which
should include, but not limited to, all functions under Counterparty module and Performance
module. The changes of this customization will include, but not limited to:
 Fixing Modal window handling
 Fixing Javascript codes for date field handling, Acrobat reader integration and proper
closing modal windows
 Fixing HTML codes for file upload controls
The tenderer shall refer to Annex F for detailed description of those functions available to
Counterparty and Government Departments.

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10.6.4 According to clause 170 of the SECURITY REGULATIONS OF THE GOVERNMENT OF


THE HONG KONG SPECIAL ADMINISTRATIVE REGION, the tenderer shall customize the
existing paper document (report/listing) generated by COMIS by marking with a classification
label of “RESTRICTED (xxxxx)” in the centre at the top (header) and bottom (footer) of each
page in letters not less than 5mm high in black color [ where xxxxx may be “Admin”,
“Appointment”, “Staff”, “Tender”, “Contract”, etc ].

10.6.5 Tenderer is required to describe an overall design of the Custom Programs, if any, in Schedule 3
of Part V.

10.7 System Hardening Services

10.7.1 The Contractor shall strengthen the security of the target systems by hardening the operating
systems according to software vendors’ recommendations, industrial best practices and the
internal security guidelines of the Housing Authority. The Contractor shall also conduct the
following but not limited to:

a) assist Housing Authority to define a list of necessary services to be offered by the target
systems, with TCP/UDP ports and access control requirements documented;
b) install the latest recommended patches and security patches;
c) correct insecure file permissions in default installation;
d) configure the systems such that all processes, services and TCP/UDP ports exist or are enabled
with known purposes and are strictly necessary and disable all the others;
e) configure each enabled services securely and replace service binaries with secure ones if
necessary; and
f) disable unnecessary user accounts, change all default passwords and configure secure user
login environments.

10.7.2. After the first round hardening, system security assessment services shall be performed. The
Contactor shall carry out another round hardening according to the assessment results. It shall be
repeated until the system meets the security requirement of the Housing Authority. Unless
otherwise justified, all high and medium risks identified in the security assessment services shall
be corrected. Low risks shall be evaluated to see if they are in fact security concerns of Housing
Authority computing environment.

10.7.3. The Contractor shall compile a system hardening report (part of the System Production Report –
T380) for each target system. The report shall show all guidelines used and configurations
implemented throughout the system hardening exercise.

10.8 System Security Assessment Services

10.8.1 The assessment shall be performed inside the systems, which the scanning agent shall be installed
in the target system, to check against software flaws or mis-configuration and system-related
vulnerabilities. Freeware or shareware tools shall not be used.

10.8.2 The target system shall be also assessed from outside using network-based scanner for network-

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related vulnerabilities.

10.8.3 The security assessment software shall be legal with proper licenses and shall be equipped with
the latest vulnerability databases. Special-purpose software shall be used for system scanning due
to its complexity and tediousness. Vulnerabilities reported by the software shall be classified at
least in three levels - high, medium or low risks.

10.8.4. The Housing Authority shall be entitled to at least three rounds of assessments per system per
order though the final round is subject to the need and the Contractor shall manage and conduct
the whole process with at least the following stages:

a) The security level of the system shall be discussed and agreed among the Contractor and
Housing Authority representatives; the Contractor shall be responsible for leading the analysis
and documenting the results;
b) First security assessment – After the first assessment, the Contractor shall present all identified
vulnerabilities and recommendations for discussion among the Contractor and Housing
Authority representatives to determine the necessary follow-up actions; the security level may
be reviewed and modified if required;
c) System reconfiguration – Another round of hardening shall be preformed as mentioned in
10.7.2 according to the agreed follow-up actions;
d) Follow-up security assessment – the Contractor shall conduct the another round of assessment
to ensure that the agreed security level is reached;
e) Stage (c) and (d) shall be repeated until the agreed security level is reached.

10.8.5 The Contractor shall compile a system security assessment report (part of the System Production
Report –T380) that fully documents the identified system risks, agreed security level, identified
vulnerabilities, and recommendations including the necessary security controls to mitigate
vulnerabilities or the reasons to accept them and the remaining risks after the final assessment.
The report shall include but not limited to the basic contents shown below:

a) Agreed target security level of the system


b) Date and time of security assessments
c) Vendor and version of tools employed
d) Methodology and configuration used
e) Vulnerability databases and rule sets used
f) Raw scanning reports produced by assessment tools
g) Description of remaining risks
h) Required security controls to mitigate remaining risks
i) Justification of accepting remaining risks not mitigated

10.9 COMIS Operator Interface for system and application administration

10.9.1. UNIX shell scripts have been written to provide text mode menu driven operator interface for
computer operator to perform basic system and application administration, which include, but not
limited to, operating system shutdown, reboot, software services start, stop and health status
checking. For details, please refers to Appendix 4 of Annex F for description of operator
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interface for system and application administration.

10.9.2. The tenderer shall provide the operator interface for system and application administration for the
upgraded hardware and software, either by writing new scripts or by modification scripts of
existing operator interface. Existing functions provided by the operator interface, except those
used to handle tape autoloader, have to be migrated to the upgraded system. Moreover, the
tenderer shall provide the following additional functions in the operator interface:

a) Power-on, power-down, reboot of individual virtual machine within a physical server


b) Status display (at least indicating whether it is running or not) of individual virtual machine
within a physical server
c) Resource listing showing the resource dedicated to and shared by individual virtual machine
and physical server

11. Interface Specification

11.1 The tenderer shall make reference to the following annex for the detailed interface specification.

Annex F: Description of Existing System

11.2 The proposed system shall provide the existing COMIS interface functions.

11.3 No modifications to other computer systems that will interface with the proposed system shall be
required.

12. Security Requirement Specification

12.1 The tenderer shall make reference to the following annex for the detailed security specification.

Annex F: Description of Existing System

12.2 The proposed system shall provide, but not limited to, the existing COMIS security and access
control functions.

12.3 The proposed system shall provide, but not limited to, the existing COMIS audit control functions.

12.4 The Contractor shall observe and conform to the statutory security regulation and requirements,
and the security policy, guidelines and procedures of the Housing Authority and the Government
as provided during the implementation of the system.

13. Delivery and Installation

13.1 The successful tenderer will be required to deliver and install the Custom Programs, hardware and
software on the date and at the Location as laid down in Schedule 6 - "Implementation Plan" and
Schedule 7 - "Location and its Specification".

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13.2 The Contractor shall be responsible for liaising with and lending all necessary assistance to all
parties including the suppliers of the Hardware and Software to ensure the System could be
installed according to the implementation timetable.

13.3 The successful tenderer must deliver the Custom Programs, hardware and software within the
agreed time scale. The tenderer must observe the following during the installation -

(i) no interruption to current manual and computer system;


(ii) delivery during the normal operating hours; and
(iii) installation may need to be carried out outside the normal operating hours.

14. Presentation

14.1 Tenderers may be required to demonstrate/present the viability of the proposed Services with
respect to:

 Understanding of User Requirements


 High level System Design for the Proposed Enhancements
 Project Management Methodology
 System Development Methodology
 Project Team Structure
 Programming Experience in the proposed development software and hardware
 Quality Assurance Methodology
 Company Strength
 Reference Users and Systems
 Future Maintenance Service
 Compatibility of the proposed hardware and software to the proposed system

14.2 Tenderers will be informed of the presentation date with at least five (5) calendar days advance
notice.

14.3 Presentation will be set up with the tenderers’ own resources and at their own expenses.

14.4 Tenderers shall be responsible for any loss or damage to the data, programs, media or related items
released by the Housing Authority to the tenderer for use in the presentation.

15. Acceptance Testing

15.1 The successful tenderer must deliver the proposed system and complete successful acceptance
testing (installation tests, system integration tests and system acceptance tests) in accordance with
the provisions of the Contract.

15.2 The successful tenderer shall be responsible for the planning and specification of acceptance
testing and shall submit the acceptance plan, specification and results for Housing Authority’s
approval as set out in Schedule 6 - “Implementation Plan”.

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16. Hardware Maintenance

16.1 The successful tenderer shall provide hardware maintenance services for the upgraded system,
including the Contractor Supplied Hardware and existing system Hardware that will not be
upgraded.

16.2 The successful tenderer must provide preventive maintenance and remedial maintenance to keep
the upgraded system hardware in good operating conditions, in accordance with the provisions of
the Contract. The successful tenderer must also co-ordinate with and lend all necessary assistance
to other suppliers of the Housing Authority Supplied Hardware and Housing Authority Supplied
Software for the purpose of due maintenance of the System.

16.3 The successful tenderer shall propose any alternative facilities that it will make available in the
event of a prolonged breakdown, and the conditions for the provision of such facilities.

16.4 The successful tenderer must permit the Housing Authority the connection or installation of other
manufacturers' hardware/software to the proposed system and shall list out the service and
assistance that it will provide to the Housing Authority in association with the use of such
hardware/software.

17. System Support and Maintenance

17.1 The successful tenderer shall provide system support and maintenance services for the upgraded
system, including the Contractor Supplied Software, existing system software that will not be
upgraded, the custom programs and the COMIS website including the html page and
documentation files hosted there for authorized user to download.

17.2 The proposed System Support and Maintenance Services must be conducted in accordance with
either the project processes defined by Housing Authority (an abstract of which is given in Annex
D) or processes which shall cover all major activities in a software maintenance cycle, including
but not limited to planning of maintenance organization and activities, configuration management,
initial problem/maintenance/enhancement request handling, impact analysis, disposition and
implementation of requests and compilation of maintenance metrics. The tenderer is required to
state in Schedule 13A – “System Support and Maintenance Services” of Part V “Contract
Schedules” its proposed approach for providing such services and describe in details its own set of
processes and practices if proposed.

17.3 Housing Authority may, at its sole discretion, carry out ad-hoc assessments anytime during the
software maintenance cycle to verify the proposed services are conducted in compliance with
applicable software processes and practices. The Contractor will be notified of the exact schedule
for an assessment two weeks in advance by Housing Authority during system maintenance period.
Upon notification by Housing Authority, the Contractor shall lend all necessary assistance for the
the assessment and take immediate actions to correct any non-compliances as may be identified in
the assessment. .

17.4 The warranty of the Software and the Custom Programs shall commence after successful
completion of Stage 4 – Activity 9 “Project Closure” stated in section 3 of this Part.

17.5 The Contractor is required to provide the Maintenance Services in accordance with the provisions
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of the Contract. The Maintenance Services required are specified in sections 17.6 and 17.7 of this
Part below.

17.6 System Support Services

17.6.1 All system support services must be provided locally in Hong Kong.

17.6.2 The Contractor is required to provide the following system support services in accordance with
the provisions of the Contract:-
(a) Liaison & co-ordination with all other parties including suppliers of the Housing Authority
and communication line provider.
(b) Problem determination, resolution and management
 The Contractor shall resolve all reported problems on the System. In addition, the
Contractor shall record and manage all reported problems of the System properly.
Reports on the progress and status of the reported problems shall be provided to the
Housing Authority on a monthly basis.
(c) System monitoring and tuning
 The Contractor shall continuously monitor and tune the System to ensure it can meet the
workload and system performance requirements specified in this Project Specification.
The purpose of system monitoring is to ensure the smooth running of the system operation
and the objective of system tuning is to improve the system performance through better
utilization of the system resources.
(d) Performance and Capacity planning and management
 The Contractor shall perform performance and capacity planning exercise at least once a
year to assess and make recommendations to Housing Authority on the upgrade and
enhancement requirements based on the projected changes in workload of the System.
The Contractor shall examine application and network performance, disk storage
utilization, backup facility and server loading. Performance and capacity planning report
shall also be provided to Housing Authority after each performance and capacity planning
exercise within one month;
(e) Preventive maintenance
 The Contractor shall conduct the following on-site preventive maintenance services as
and when requested by the Housing Authority:
 To perform system house keeping job to remove old/unused files/logs and to
reorganize database and system files whenever necessary;
 To perform database and system administration including but not limited to rebuild of
database index, additional space allocation, system error logs analysis and
performance log analysis;
(f) Change management and application assurance
 The Contractor shall ensure all changes on the System including but not limited to
Custom Programs, database, system software components and system configuration are
thoroughly tested to ensure the change is correct and shall not introduce errors to other
functions. Moreover, all such changes shall be recorded properly and updated to the
corresponding deliverables including Documentation and training materials and
controlled properly under software configuration control and management by the
Contractor.

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(g) Service level management


 The Contractor shall maintain and support the System in accordance with the service
levels specified in Schedule 13A – “System Support and Maintenance Services” of Part V
“Contract Schedules”. The Contractor shall recommend additional service level(s) to be
agreed with the Housing Authority as and when necessary. The terms and conditions of
this Contract shall apply to the agreed additional service level(s) without any additional
charges to the Housing Authority.
 The Contractor shall provide at least the following for the Housing Authority’s approval:

 detailed classification and definition of service levels by the system support service
type, the problem severity, the service priority, etc.;
 the service team organization structure;
 the target duration within which each key step taken in delivering a system support
service must be completed1;
 the measurement of service levels satisfaction; and
 the escalation procedures; etc.
Once approved, the service level management plan shall be referenced by the Housing
Authority and the Contractor in managing the agreed service levels during and after
system nursing. Therefore, the Contractor shall ensure that the Housing Authority’s
approval of the service level management plan is secured before the System cut-over.
(h) Disaster Recovery Support Services – Planning and Drill
 The Contractor shall prepare and submit the Disaster Recovery Plan. Based on the
strategy specified in Disaster Recovery Plan, the contractor shall conduct Disaster
Recovery Drill once a year according to schedule given by Housing Authority.

17.6.3 For all the above system support services, the tenderer is required to provide detailed information
item by item including the services charges by completing Schedules 13A and 13B – “System
Support and Maintenance Services” of Part V “Contract Schedules”.

17.6.4 The tenderer must state in Schedule 13A – “System Support and Maintenance Services” of Part
V “Contract Schedules” details of the level of local expertise and support arrangement to be
provided for effecting the system support. The response time for any service call and how
problems are to be handled shall be specified clearly in Schedule 13A – “System Support and
Maintenance Services” of Part V “Contract Schedules” for the Housing Authority’s
consideration. Escalation procedures for problem solving including any overseas support
arrangement shall also be stated.

17.6.5 In the proposal, the tenderer shall give descriptions of the Project Manager and members of the
system support team and on-going support team with respect to the number of persons involved
and their curriculum vitae in Schedule 5 – “Contract’s Staff and their Duties” of Part V “Contract
Schedules”.

17.6.6 The tenderer is required to propose the approach and method to be adopted for service level
management in Schedule 13A – “System Support and Maintenance Services” of Part V “Contract

1
Examples include:
(i) the target durations in registering, responding to and resolving a reported problem respectively;
(ii) the target durations in completing a performance and capacity planning exercise, and submitting the report
respectively, etc.

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Schedules”.

17.7 System Maintenance Services

17.7.1 The Contractor is required to undertake the maintenance of the Custom Programs and identify
and correct any error or fault existing in the System. In this respect, the tenderer is required to
provide information in Schedules 13A and 13B – “System Support and Maintenance Services” of
Part V “Contract Schedules” on the following:
(a) Charges for the provision of maintenance of the Custom Programs;
(b) Any other maintenance services of the System that the tenderer may consider relevant.

17.7.2 In taking up the maintenance of the whole system, the Contractor is required to re-write, update
or revise all existing documentation.

17.8 Qualification Specifications

17.8.1 Tenderers must have previous experience in performing similar system support and preferably
experience in a government environment.

17.8.2 Tenderers must assemble a balanced on-going support team with the correct mix of business,
technical and management skills. The qualification and name list of all the team members should
be stated in Schedule 5 - “Contractor’s Staff and their duties” of Part V “Contract Schedules”.
Tenderers should also complete Schedule 15 - “Subcontracts” of Part V “Contract Schedules” if
any subcontractor will be involved in the on-going system support.

17.8.3 Tenderers must have at least one member in the on-going support team possessing extensive
professional system support experience and related business knowledge that he/she can act as the
user counterpart, if requested by the Housing Authority.

17.8.4 Sufficient reference information should be provided to substantiate the qualifications of members
of the on-going support team for Housing Authority’s consideration.

17.8.5 The staff shall also be competent to make professional advice on the design, development,
applications, and preventive measures or remedial devices before and after the problem, if any,
emerges. If proprietary products are used in the System, the staff should consist of qualified
professionals or developers of these products.

17.8.6 In the proposal, the tenderer shall give descriptions of the Project Manager and members of the
on-going support team with respect to the number of persons involved and their curriculum vitae
in Schedule 5 (Contractor's Staff and their Duties).

18. Implementation Services

18.1 The proposed implementation services for software development must be conducted in accordance
with either the project processes defined by Housing Authority (an abstract of which is given in
Annex D) or processes and practices which shall fulfill the generic and specific goals of CMMI for
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development, version 1.2 Level 3 process areas. The tenderer is required to state in Schedule
14A – “Implementation Services” of Part V “Contract Schedules” its proposed approach for
providing such implementation services. In case the tenderer’s own set of processes and practices
are proposed, details of such processes and practices shall also be submitted with particular
reference to their compliance with the CMMI requirement specified above.

18.2 Housing Authority may, at its sole discretion, carry out several ad-hoc assessments anytime before
system acceptance to verify implementation services are conducted in compliance with applicable
software processes and practices and work products delivered meet specified quality requirements.
The Contractor will be notified of the exact schedule for an assessment two weeks in advance by
Housing Authority during system implementation. Upon notification by Housing Authority, the
Contractor shall lend all necessary assistance for the assessment and take immediate actions to
correct any non-compliances as may be identified in the assessment.

18.3 Tenderers are required to state the charge of the implementation services by completing Schedule
14B.

18.4 Tenderers are required to provide implementation services which include the following items:

 Project Planning and Initiation


 System Analysis and Design
 Hardware and Software Delivery, Installation and Setup
 System Migration and Development
 User Acceptance Test
 Training, Data Migration and System Roll-out Planning
 System Production
 System Nursing
 Project Closure

18.5 The following methodologies and tools shall be used:

(a) SSADM for system design, analysis and implementation;


(b) PRINCE for project management;
(c) Microsoft Project for project planning and control;
(d) Function Point Analysis for project size and complexity estimation;
(e) Microsoft Word for Windows for documentation;
(f) Microsoft Excel for spreadsheets;
(g) VISIO Flowcharting for flow charts; and
(h) Other Housing Authority standard procedures and guidelines where applicable.

18.6 The successful tenderer is required to prepare project highlight report and attend check-point
meeting on a bi-weekly basis throughout the System implementation. Checkpoint meetings will be
held in Housing Authority to review the project progress and to resolve issues as may arise.

18.7 The Contractor shall conduct walkthrough and inspection quality reviews during the System

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implementation. These quality reviews will be held with the Housing Authority to review the
products delivered by the Contractor so as to ensure that the quality criteria of the delivered
products are met.

18.8 The Contractor shall perform size and complexity estimation of the System based on function
point analysis method for the system analysis and design. The estimation record, i.e. the function
point analysis implementation worksheet, shall be reviewed and updated at completion of system
implementation.

19. Training

19.1 Tenderers must provide sufficient information on the free and chargeable training course to the
Housing Authority staff by completing Schedule 16A - “Training Plan” and Schedule 16B -
“Training Plan (Costing Sheet)”.

19.2 The training supplied to Housing Authority staff should enable Housing Authority to use the
System, conduct internal training, maintain and enhance the System in the future.

19.3 Tenderers must submit in Schedule 16A information on course description, detailed course
content, target audience and training duration on each module.

19.4 Tenderers must provide training to about 15 to 20 persons designated by Housing Authority.

19.5 The training provided should include -

(a) basic technical training (such as system /database administration, usage of software
product, development tool programming) relating to the proposed hardware and software to
Housing Authority IT team supporting COMIS; and
(b) operating procedure training (such as the use of the text-driven operator menu to perform
basic system health checking and administration tasks) about the upgraded system to
computer operators.

19.6 Each training should be carried out to cater for COMIS application administrator as well as
computer operators who need to carry out routine operations of the system.

19.7 Tenderers should describe its training resources and facilities including the structure of its local
and overseas training centres and the type of training offered in these centres.

20. Sizing

20.1 The tenderer must provide a sizing report to support the proposed configuration in terms of the
following:

(i) CPU;
(ii) memory;
(iii) disk drives and disk capacity;

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(iv) tape drives;


(v) network; and
(vi) system performance.

The sizing report shall illustrate how the proposed configuration can meet the workload and
system performance requirements specified in Sections 5 and 6 of this Project Specification.

20.2 The sizing result must be supported by a description of the methodology, basic assumptions,
parameters and input data used. In particular, the following factors shall be addressed by the
tenderer and supported by manufacturers' figures/benchmarks:

(i) the memory management method employed;


(ii) the data structure;
(iii) the overhead required by the proposed software, e.g. central processing unit utilisation,
workspace for sorting, etc.;
(iv) the disk storage required to implement the application data structure and volume; and
(v) any other pertinent information.

20.3 The tenderer must include the recommended threshold limits, the projected utilisation and useable
spare capacity of central processing unit, memory (main and virtual), data channel, disk storage,
disk controller, and other major system components.

21. Information Summary

21.1 To expedite evaluation of tender returns, tenderer is requested to complete Schedule 20 by


supplying the following information in a precise and straight forward manner -

(i) A management summary;


(ii) Company Background of the tenderer (and its sub-contractors, if any);
(iii) Relevant Project References of the tenderer (and its sub-contractors, if any) which shall
include:
 A description of the local support services including those from the application
package developer; and the logistics of support services from overseas, if any, as a
second line support to the Housing Authority;
 List of reference sites of the proposed application package with similar size and
business nature of Housing Authority;
 List of reference sites of the similar project nature, i.e. system integration and
implementation;
 Relevant experience of the project team on project implementation;
(iv) Brochure and catalogue (with pictures and measurements) which can support the
specifications described in Schedule 3;
(v) A sizing report;
(vi) Other information where the tenderer considers relevant.

21.2 Tenderer may supply any easy-to-use demonstration kit to facilitate the evaluation of the functions
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and features of the proposed system.

21.3 A description on the hardware and software upgrade path, flexibility and potential growth in
processing power, and offers in technology substitution shall be stated.

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PART VIII

SPECIAL CONDITIONS OF CONTRACT

1. Contract Deposit

(a) Should the total value of the Contract awarded exceed HK$1,430,000.00, the Contractor shall
deposit with the Housing Authority within 14 days from the date of receipt of the advice of the
acceptance of his offer, a minimum of 2%* of the Price as a security for the due and faithful
performance of the Contract, either in cash or in the form of Banker's Guarantee issued by a
bank which holds a valid banking licence granted under the Banking Ordinance and the
Contractor shall elect which method he prefers :

I/We am/are prepared to pay the Contract Deposit by _______________________

_______________________
Signature and Name (in block
letters) of Person Authorized to
Sign Tender

* The tenderer’s/Contractor’s attention is drawn to clause 39 of Part II “Conditions of Tender” to situations where
the percentage of the Price to be given as Contract Deposit may be varied.

(b) In the case of Banker's Guarantee this should be issued to cover the period from date of
acceptance of the offer to the satisfactory completion of the Contract for the due fulfilment by
the Contractor of all the terms and conditions of the Contract. The Banker’s Guarantee must
be in the form of attached sample and must be acceptable to the Housing Authority.

(c) In the event that the Contractor fails to elect which method of providing a contract deposit he
prefers, it will be assumed the Contractor will deposit cash with the Housing Authority.

(d) Should the Contractor fail to pay the required deposit or to provide the Banker's Guarantee by
the due date aforesaid the Housing Authority Representative shall immediately thereupon be at
liberty to terminate this Contract by notice in writing under his hand addressed to the
Contractor, but without prejudice to any claims by the Housing Authority Representative for
breach of Contract and, in particular, his right to procure any services and goods then
outstanding from any other source, and the Contractor shall be liable for any sums so incurred
in excess of the Contract price.

2. Release of Contract Deposit

The Contract Deposit made in cash or Banker’s Guarantee will be released to the Contractor
without interest upon the due fulfilment by the Contractor of all the terms and conditions of the
Contract.

Part VIII – Special Conditions of Contract Page 1 of 6


Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Form of
Banker Guarantee for
the Performance of a Contract

THIS GUARANTEE is made the ............................ day of .................................………….....


BETWEEN .....................................................................……........................................of..........
............................................., a bank within a meaning of the Banking Ordinance Cap. 155
(hereinafter called the "Guarantor") of the one part and The Hong Kong Housing Authority
(hereinafter called the “Housing Authority") of the other part.

WHEREAS

(A) By a contract (hereinafter called the "Contract") dated the [Contract dated] ……….
day of ………. made between [Contractor] ………. of [Contractor’s
Address] ……….……….……….……….………. (hereinafter called the
"Contractor") of the one part and the Housing Authority of the other part (designated
as Housing Authority Contract No. ……….……….. ), the Contractor agreed and
undertook to supply [Tender Subject] ………………………………………………...
upon the terms and conditions of the Contract.
(B) The Guarantor has agreed to guarantee in the manner and on the terms and conditions
hereinafter appearing, the due and faithful performance of the Contract by the
Contractor.

Now the Guarantor HEREBY AGREES with the Housing Authority as follows:-

(1) Where applicable, words and expressions used in this Guarantee shall have the
meaning assigned to them under the Contract.
(2) In consideration of the Housing Authority entering into the Contract with the
Contractor-
(a) The Guarantor hereby irrevocably and unconditionally guarantees the due and
punctual performance and discharge by the Contractor of all of his, her and their
obligations and liabilities under the Contract and the Guarantor shall pay to the
Housing Authority on demand and without cavil or argument all monies and
discharge all liabilities which are now or at any time hereafter shall become due
or owing by the Contractor to or in favour of the Housing Authority under or in
connection with the Contract together with all costs, charges and expenses on a
full indemnity basis which may be incurred by the Housing Authority by reason
or in consequence of any default on the part of the Contractor in performing or
observing any of the obligations terms conditions stipulations or provisions of
the Contract.

Part VIII – Special Conditions of Contract Page 2 of 6


Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

(b) The Guarantor, as a principal obligor and as a separate and independent


obligation and liability from its obligations and liabilities under sub-clause (a)
above, irrevocably and unconditionally agrees to indemnify and keep
indemnified the Housing Authority against and shall pay to the Housing
Authority on demand and without cavil or argument all losses, damages, costs,
charges and expenses on a full indemnity basis suffered or incurred by the
Housing Authority arising from or in connection with the failure of the
Contractor to perform fully or promptly any of his, her or their obligations terms
conditions stipulations or provisions of the Contract.
(c) The Guarantor further agrees that all dividends, compositions and payments
which the Housing Authority may at any time receive from the Contractor or
from his, her or their estate or estates, whether in liquidation, bankruptcy or
otherwise, in respect of such all losses, damages, costs, charges and expenses
shall be taken and applied by the Housing Authority as payments in gross, and
that this Guarantee shall stand good in respect of the balance to the full amount
of [Deposit Amount] ………………………. .
(3) This Guarantee shall not be affected by any change of name or status in the company,
firm or individual described as "the Contractor" or where "the Contractor" is a
partnership, any change in the partners or in its constitution.
(4) The Guarantor shall not be discharged or released from this Guarantee by any
arrangement made between the Housing Authority and the Contractor or by any
alteration in the obligations imposed upon the Contractor by the Contract or by any
waiver or forbearance granted by the Housing Authority to the Contractor as to
payment, time, performance or otherwise whether or not such arrangement, alteration,
waiver or forbearance may have been or is made or granted with or without knowledge
or assent of the Guarantor.
(5) Without prejudice to clause 4 above, the obligations of the Guarantor under this
Guarantee shall remain in full force and effect and shall not be affected or discharged
in any way by, and the Guarantor hereby waives notice of or assent to:
(a) any suspension, termination, amendment, variation, novation or supplement of
or to the Contract from time to time (including without limitation extension of
time for performance);
(b) any provision of the Contract being or becoming illegal, invalid, void, voidable
or unenforceable;
(c) the termination of the Contract or of the engagement of the Contractor under the
Contract for any reason;
(d) any forbearance, variation, extension, discharge, compromise, dealing with
exchange, waiver or renewal in respect of any right of action or remedy that the
Housing Authority may have, now or after the day of this Guarantee, against the
Contractor and/or the negligence, failure, omission, indulgence or delay by the
Housing Authority in enforcing any right, power, privilege to or remedy
available to the Housing Authority in relation to the obligations of the
Contractor set out in the Contract;

Part VIII – Special Conditions of Contract Page 3 of 6


Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

(e) the voluntary or involuntary liquidation, bankruptcy, dissolution, sale of assets,


receivership, general assignment for benefit of creditors, insolvency,
reorganisation arrangement, composition, or other proceedings of or affecting
the Contractor or its assets, or any change in the constitution of the Contractor;
(f) any assignment, novation or sub-contracting by the Contractor of any or all of
its obligations set out in the Contract;
(g) without prejudice to the generality of the foregoing, any fact or event (whether
similar to any of the foregoing or not) which in the absence of this provision
would or might constitute or afford a legal or equitable discharge or release of or
defence to the Guarantor, other than the express release of its obligations.
(6) This Guarantee shall extend to any variation, novation of or amendment to the
Contract and to any agreement supplemental thereto agreed between the Housing
Authority and the Contractor and for the avoidance of doubt, the Guarantor hereby
authorizes the Housing Authority and the Contractor to make any such amendment,
variation, novation or supplemental agreement without its notice or assent.
(7) This Guarantee shall have immediate effect upon execution and is a continuing
security. This Guarantee shall cover all of the obligations and liabilities of the
Contractor under the Contract and shall remain in full force and effect and irrevocable
until-
(a) the date falling three months after the expiry of the Contract; or
(b) the date on which all the obligations and liabilities of the Contractor under the
Contract have been duly carried out, completed and discharged in accordance
with the Contract,
whichever is the later.
(8) This Guarantee is in addition to and shall not merge with or otherwise prejudice or
affect any contractual or other right or remedy or any guarantee, indemnity, lien,
pledge, bill, note, charge or any other security which the Housing Authority may at
any time hold (collectively "Other Security") and this Guarantee may be enforced by
the Housing Authority without first having recourse to any of the Other Security or
taking any steps or proceedings against the Contractor, and notwithstanding any
release, waiver or invalidity of the Other Security.
(9) Any demand, notification or certificate given by the Housing Authority specifying
amounts due and payable under or in connection with any of the provisions of this
Guarantee shall be conclusive and binding on the Guarantor.
(10) The obligations expressed to be undertaken by the Guarantor under this Guarantee are
those of primary obligor and not as a surety.
(11) This Guarantee shall be governed by and construed according to the laws for the time
being in force in the Hong Kong Special Administrative Region of the People's
Republic of China ("Hong Kong") and the Guarantor agrees to submit to the exclusive
jurisdiction of the Courts of Hong Kong.

Part VIII – Special Conditions of Contract Page 4 of 6


Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

(12) All documents arising out of or in connection with this Guarantee shall be served :
(a) upon the Housing Authority, at the Housing Authority Purchasing and Supplies
Section of G/F., Block II, Housing Authority Headquarters Building, 33 Fat
Kwong Street, Homantin, Kowloon marked for the attention of Purchasing and
Supplies Controller, facsimile number 2624 6890;
(b) upon the Guarantor, at ____________________________________________,
Hong Kong, marked for the attention of ____________________________,
facsimile number ______________.
(13) Documents to be served under this Guarantee shall be deemed to have been duly
served by one party if sent by letter or fax addressed to the other party at the address
stated above or to the facsimile number set out above. The documents so served shall
be effective (a) on the date of delivery if hand-delivered; (b) on the date of
transmission if sent by facsimile; and (c) if despatched by mail (whether registered or
not), on the day on which they are tendered for delivery by the postal authority in
Hong Kong.
(14) The aggregate amount of the Guarantor's liability under this Guarantee shall not
exceed [Deposit Amount]……………………………….

IN WITNESS whereof the said Guarantor ....................................... has caused


its Common Seal to be hereunto affixed the day and year first above written.

* The [Common Seal/Seal] of the said )


Guarantor was hereunto affixed )
in the presence of .................. )
.............................................. )
)

@ Signed Sealed and Delivered )


for and on behalf of and as )
lawful attorney of the Guarantor )
under power of attorney dated )
.......... and deed of delegation )
dated ..................................... )
by .......................................... )
and in the presence of .......... )
............................................ )
* Please delete as appropriate
@ See Powers of Attorney Ordinance Cap. 31

Note : When bank guarantees are executed under power of attorney, a photocopy of
the power of attorney, certified on each page by a Hong Kong solicitor that it is
a true and complete copy of the origin must be submitted.

Part VIII – Special Conditions of Contract Page 5 of 6


Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

This is a blank page

Part VIII – Special Conditions of Contract Page 6 of 6


Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

PART IX

OFFER TO BE BOUND

1. It is acknowledged that I/We, the undersigned/the limited company hereunder


mentioned do hereby agree to supply all or any portion of the equipment, software
including custom programs and services on the terms and conditions specified in
my/our tender.

2. I/We, also certify that the particulars given by me/us below, are correct:-

(a) The number of my/our/the Company's Business Registration Certificate is


________________________________

(b) The date of expiry of my/our/the Company's Business Registration


Certificate is ______________________

3. I am the Secretary/Managing Director of the limited company hereinafter mentioned


and duly authorized to bind the said company by my signature.

- or -

I am a partner/we are partners in the firm hereinafter mentioned and duly authorized
to bind the firm and the partners therein for the time being.

Part IX – Offer To Be Bond Page 1 of 2


Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

4. This tender is submitted with the authority and on behalf of ________________


Company Limited whose registered office is situated at
_________________________________ . Hong Kong.

- or -

This tender is submitted on behalf of myself/ourselves and the firm known as


___________________________________________________________________
of __________________________________________________ Hong Kong and
the other partners thereof namely; (state names and residential addresses of all other
partners):-
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________

5. In the event of any queries relating to our offer please contact


_________________________________________________
_________________________________________________
Tel. No.__________________

Signature:-

_______________________________
_______________________________

Dated this ___________ day of _________20 ___

Note : (i) All the particulars required above must be completed.

(ii) Strike out clearly alternatives which are not applicable.

Part IX – Offer To Be Bond Page 2 of 2


Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

ANNEX A
Notes for submission of financial information for financial evaluation

(1) In compliance with the capital requirements, the following financial information shall be provided to
the Housing Authority for application of tendering.

(a) Statement of Financial Resources (Schedule 01)

(b) List of Current Outstanding Works (Schedule 02)

(c) The latest audited accounts (refer to item 2 below)

(d) Statement of Projected Profit / Loss and Cashflow for the Contract (Schedule 03)

(e) Profitability Trend Analysis (Schedule 04)

(f) Capital Ratio (Schedule 05)

(g) Compilation of Total Available Working Capital (Schedule 06)

(h) Compilation of Total Available Employed Capital (Schedule 07)

(i) Breakdown Analysis of Current Assets (Schedule 08)

(j) Inter-group Balance (Schedule 09)

(k) Schedules of Significant Events Occurred after Balance Sheet Date (Schedule 10)

(l) Such other information and explanation as required by the Housing Authority for the purpose
of considering the application for tendering.

 Please mark “NIL” amount or not applicable “N/A” in the Schedules where applicable.
 You may add rows or columns if necessary, but do not change the contents of these Schedules.

(2) Audited Accounts

The latest audited accounts shall be supplied to the Housing Authority unless they have already been
submitted previously. Accounts for a period ended more than 18 months before the submission date
will NOT be accepted.

For tendering, the latest audited accounts together with management accounts (normally within 3
months from date of submission) shall be supplied to the Housing Authority unless they have already
been submitted previously.

All annual accounts submitted to Housing Authority shall be audited by independent auditors. The
accounts shall not be consolidated, i.e. the account shall reflect only the results of the company under
assessment.

Annex A – Notes for Submission of Financial Information for Financial Evaluation Page 1 of 2
Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

(3) Certification by Director / Qualified Accountant / Certified Public Accountant


It is to ensure that the company is financially capable to meet the capital requirements, and to avoid
any material errors or omissions which may render the company ineligible for tendering. All original
documents from third party such as bank or auditor do not require directors’ certification. If the
original is not available, the copies of those and other supporting documents are required to be
certified by a director / Qualified Accountant / Certified Public Accountant authorised by the
company.

(4) Sources of Financing


In addition to the information required in item (1) above, the company shall be required to provide
additional documentary evidence showing that it has adequate financial resources to meet the
requirements.

(5) Submission of financial information as described above shall be strictly complied with and be
submitted in the prescribed format and within the specified time allowed.

(6) For tendering, the financial information in item (1) above, shall be enclosed in a separate Financial
Evaluation Envelope (please mark clearly on the front cover of this envelope the name of tenderer,
tender title and tender number for the attention of Finance Manager / Risk Management, Risk
Management Unit, Finance Sub-division) and deposit it together with other tender documents in
the Housing Authority Tender Box on or before the tender closing date and time.

(7) For enquiries on this note or detailed financial requirements, please contact Assistant Finance
Manager II / Financial Evaluation 1, at 2761 7063 or Assistant Finance Manager II / Financial
Evaluation 2, at 2761 5798.

Capital Requirements

Working Capital Employed Capital Profitability


Category
Required Required Trend Analysis

1.5 months of both


Computer Service (i) outstanding works & recurrent 40% of working capital Loss Rate not greater
Contractors operating cost and; required than 30%
(ii) tender value
and it must be positive.

Page 2 of 2

Annex A – Notes for Submission of Financial Information for Financial Evaluation Page 2 of 2
Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Schedule 01

Confidential

Statement of Financial Resources

Name of Contractor : __________________________

Application for : Tendering


Details : __________________________

1. I confirm that:
The company * has / will have sufficient financial resources to meet the Housing Authority’s capital
requirements for the tendering. The full supporting / submissions are provided below.

2. Audited and Management Accounts

Accounts attached (Balance Sheet Date ____________)

For the audited accounts, a. Clean auditors’ report


b. Qualified auditors’ report
(Explanations are provided at item 7)

HK$M Refer to
3. Capital Requirements (Note 1) Schedules

Working capital required (as per Page 2 of Notes for Submission) Schedule 02

Employed capital required (as per Page 2 of Notes for Submission) Schedule 02

4. Capital Available

Based on the latest audited / management accounts as at _____________

(a) Working Capital


Total working capital available Schedule 06
Less: Working capital required
Surplus / (Deficit)

(b) Employed Capital


Total employed capital available Schedule 07
Less: Employed capital required
Surplus / (Deficit)

5. Projections on the Contract for Tendering only


Annex A – Schedule 01 (Statement of Financial Resources) Page 1 of 2
Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

The company’s financial capability to fulfill the contract requirements is shown at the Statement of
Projected Profit / Loss and Cashflow for the contract at Schedule 03.

6. Proposal for Working & Employed Capital Improvement


(for any deficit under item 4 above) (Note 2)

The company will, within such time as specified by the Housing Authority (Note 3), make up the deficiency
in * working and / or employed capital below to meet the Housing Authority’s capital requirements for the
tendering if it is considered for the award of the contract(s).

HK$M
(a) Working Capital

Deficit (as per item 4a) _________

Add: _______________________________________________ _________


____________________________________________________
____________________________________________________ _________

Surplus ========

(b) Employed Capital

Deficit (as per item 4b) _________

Add: _______________________________________________ _________


____________________________________________________
____________________________________________________ _________

Surplus ========

7. Explanation for Qualified Auditors’ Report (where applicable see note 4)


_______________________________________________________________________________
_______________________________________________________________________________

Certified By : _______________________
Name : _______________________ Company Chop : ___________________
Title or Rank : Director / Qualified Accountant / Certified Public Accountant
Date : _______________________

Note 1. Round to the nearest HK$0.01M.


Note 2. Please use separate sheet if necessary.
Note 3. Normally, one week may be allowed for the company to make up the capital deficiency.
Note 4. The Company shall justify that it can meet the capital requirements even though the auditors’ report is qualified.

Annex A – Schedule 01 (Statement of Financial Resources) Page 2 of 2


Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8
Schedule 02
Confidential

List of Current Outstanding Works

Computer Service Contract


(A) Current Services Contracts in hand as at ___________________ (Note 1)

Number of Months 1.5 Months Outstanding Contract Value (a) / (b)


Total Outstanding Required to Complete
Details of Contract Original Contract Contract Value at this from this
(Contract title and No.) Value Financial Evaluation Financial Evaluation Housing Authority Government Private Total
(a) (b) (c) (d) (e) (f) (Note 3)
$M $M $M $M $M $M

Sub-total

___% ___% ___% 100%


Percentage to total amount (c) / (f) x 100% (d) / (f) x 100% (e) / (f) x 100%

(B) Housing Authority Services Contracts being tendered for / under consideration

Details of HA Contract Value of HA Contracts being tendered for Number of Months Required to Complete 1.5 Months Contract Value
(Contract title and No.) at this Financial Evaluation from this Financial Evaluation (g) / (h)
(g) (h) (i)
$M $M

Sub-total
Total (f)+(i)

Note 1. The date of current contracts in hand shall be the latest outstanding works within 2 months up to the date of submission.
Note 2. Round to the nearest HK$0.01M
Note 3. Please include any recurrent operating cost.

Annex A – Schedule 02 (List of Current Outstanding Works) Page 1 of 1


Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Schedule 03

Confidential

Statement of Projected Profit/Loss and Cashflow for the Contract


(for tendering only)

Name of Contractor:
Details of HA Contract (Contract title and No.):

$M
1. Statement of Profit and Loss

(a) Estimated Revenue


(b) Estimated Operating Expenses
(c) Capital Expenditure
- Assumptions in estimated revenue
- Assumptions in estimated expenditure

2. Sources of Finance

(d) Tenderer's own resources (capital)


(e) Bank loans and overdrafts
(f) Funds from inter-group companies
(g) Receipts from contract amount

3. Details of Contracts (please specify)


- Contract value
- Contract period (in months)
- Amount of contract deposit, if any

4. Cashflow Statement Pre-operating Projection over the contract period


Financial Year (ended DD/MM/YY) Period Year Year Year Year

Cash Outflow (Note 1) (h)

Cash Inflow
Additional Borrowings (Note 2)
Tenderer's own resources
Contract Receipts (Note 3)
Total Cash Inflow (i)
Balance of Cash (i) - (h)

- Assumptions in cash outflow


- Assumptions in cash Inflow

Note 1. The total cash outflow generated shall be equal to total cost of the tender and agreed to the Statement of Profit and Loss.
Note 2. Details of the loans (e.g. Loan Agreement, Confirmation of unutilised balance by bank) shall be provided.
Note 3. The total contract receipts shall be equal to total revenue of the tender and agreed to the Statement of Profit and Loss.
Note 4. Round to nearest HK$0.01M.

Annex A – Schedule 03 (Statement of Projected Profit / Loss and Cashflow for the Contract) Page 1 of 1
Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Schedule 04

Confidential

Profitability Trend Analysis

Name of Contractor: ___________________________________

A) Profitability Trend Analysis (Note 1)


Balance Profit / Opening Profit / (Loss) Weighting Weighted
Sheet (Loss) Shareholders’ Percentage Rate
Date (A) Fund (B) (C)=(A) / (B) (D) (E)=(C) x (D)
$M $M % %
Year 1 Y1 A1 B1 C1 3/6 E1
(Current year)
Year 2 Y2 A2 B2 C2 2/6 E2
(Last year)
Year 3 (the year Y3 A3 B3 C3 1/6 E3
before last year)
Profit / (F) = E1 +
(Loss) Rate E2 + E3

B) If a contractor with a Loss Rate greater than 30%, sufficient capital should be injected or acceptable
justifications should be provided. In order to achieve a Loss Rate not greater than 30%, Employed Capital
shall be increased by:

Balance Profit / Opening Profit / (Loss) Weighting Weighted


Sheet (Loss) Shareholders’ Percentage Rate
Date (A) Fund (B) (C)=(A) / (B) (D) (G)=(C) x (D)
$M $M % %
Year 1 Y1 A1 B1 + X C1 3/6 G1
(Current year)
Year 2 Y2 A2 B2 + X C2 2/6 G2
(Last year)
Year 3 (the year Y3 A3 B3 + X C3 1/6 G3
before last year)
Profit / (H) = G1 30
(Loss) Rate + G2 +G3

Note 1. Profitability Trend Analysis is calculated based on the latest audited accounts.
Note 2. X = Employed Capital to be increased
Note 3. Round to the nearest HK$0.01M

Annex A – Schedule 04 (Profitability Trend Analysis) Page 1 of 1


Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Schedule 05

Confidential

Capital Ratio

Name of Contractor: _______________________________________

A) Capital Ratio
Balance Employed Capital Total Assets Capital Ratio
Sheet Available (I) (J) (K) = (I) / (J)
Date (Schedule 07)

$M $M %
I J

Note 1. Round to the nearest HK$0.01M.

Annex A – Schedule 05 (Capital Ratio) Page 1 of 1


Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Schedule 06

Confidential

Compilation of Total Available Working Capital

Name of Contractor: _______________________________________

Position per Accounts as at ( ) $M Ref. Remarks


(Note 1)
Current Assets per accounts per accounts
Current Assets Adjustments
Less: Provision for doubtful debts:
Accounts receivable long outstanding Schedule 08 (d)
Retention money receivable long outstanding Schedule 08 (i)
Sundry debtors receivable long outstanding Schedule 08
Debts qualified by auditors as to their recoverability
Others: (Please specify the nature of items & provide
supporting documents)

Less: Non-current assets:


Retention money receivable after 1 year Schedule 08 (l)
Tax Recoverable Per accounts
Others: (Please specify the nature of items & provide
supporting documents)
Less: Inter-group balances adjustments: Schedule 09 (a)

Adjusted Current Assets (A)

Current Liabilities per accounts


Current Liabilities Adjustments
Add: Provision for profits tax not provided in the accounts
Dividend proposed / payable after balance sheet date

Long-term Liabilities Adjustments


Add: Liabilities which are considered as current in nature: Schedule 09 (d)
Less: Retention money payable after 1 year Note 2
Others: (Please specify the nature of items & provide
supporting documents)

Others: (Please specify the nature of items & provide supporting documents)

Adjusted Current Liabilities (B)

Adjusted Working Capital Available as at ( )C/F


(A) - (B)

Annex A – Schedule 06 (Compilation of Total Available Working Capital) Page 1 of 2


Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Schedule 06

Confidential

$M Ref. Remarks
(note 1)
Adjusted Working Capital as at ( ) B/F
Increase/(Decrease) in financial resources after balance sheet date:
Add: Cash injection of paid-up share capital/capital on Note 3
Cash Injection of long term loan Note 3
Subsequent settlement of Amount due from Inter-group companies Schedule 09(b)
Deferred payment of current liabilities Note 4
Deferred payment of long term liabilities Schedule 09(e) Note 4
Others: (Please specify the nature of items & provide
supporting documents)

Total Working Capital after Post Balance Sheet Adjustments


Add: Banking facilities (bank overdrafts and revolving facilities) Note 5

Others: (Please specify the nature of items & provide supporting documents)

Total Available Working Capital

Note 1. Round to the nearest HK$ 0.01M.


Note 2. Being retention money per accounts subsequently found not to be payable within 1 year from balance sheet date. Please
give details.
Note 3. Full documentation provided to support increase in issued & fully paid up share capital or capital / cash injection of long
term loan.
Note 4. Agreement / Confirmation for deferral of current / long term liabilities as per accounts (not repayable for the coming 12
months from this financial evaluation) shall be provided.
Note 5. Bank confirmation letter of overdraft facilities and unutilized balance available to the company within one month from
submission date shall be provided to Housing Authority. Eligibility for inclusion as “deemed” working capital will be
subject to consideration by Housing Authority on a case by case basis.
Note 6. In case of tendering, please also complete Schedule 03.

Annex A – Schedule 06 (Compilation of Total Available Working Capital) Page 2 of 2


Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Schedule 07

Confidential

Compilation of Total Available Employed Capital

Name of Contractor: ________________________________________

Position per Accounts as at ( ) $M Ref. Remarks


(Note 1)
Shareholders/partners/proprietor’s funds per accounts
Paid-up Capital ($ M)

Less: Provision for doubtful debts:


Accounts receivable long outstanding Schedule 08 (d)
Retention money receivable long outstanding Schedule 08 (i)
Sundry debtors receivable long outstanding Schedule 08
Debts qualified by auditors as to their recoverability
Others (Please specify the nature of items):

Current Liabilities Adjustments


Less: Provision for profits tax not provided in the accounts
Dividend proposed / payable after balance sheet date
Others (Please specify the nature of items):
Adjusted Employed Capital Available as at ( )

Increase/(Decrease) after Balance Sheet Date


Add: Cash injection of paid-up share capital/capital on Note 3

Add: Others (Please specify the nature of items)

Total Available Employed Capital


Note 1. Round to the nearest HK$0.01M
Note 2. If any figures involved exchange of foreign currencies to Hong Kong dollars, the average of buying and selling prices at
the balance sheet date shall be used. The exchange rate shall be rounded to the nearest 4 decimal places. Details of the
calculation, including the buying and selling prices, shall also be provided.
Note 3. Full documentation provided to support increase in issued and fully paid up share capital.

Annex A – Schedule 07 (Compilation of Total Available Employed Capital) Page 1 of 1


Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8
Schedule 08

Confidential

Breakdown Analysis of Current Assets

1. Accounts Receivable / Prepayment / Deposit / Temporary Payment / Other Receivable (Note 1)

Remaining Balance Included in Accounts


Subsequent Outstanding Outstanding
Settlement for less than for more than Provision for
Amount at up to this 1Year at this 1Year at this Doubtful
Details Balance Sheet Date Financial Evaluation Financial Evaluation Financial Evaluation Debts Bad debts
(a) (b) (c) (d) (e) (f)
$M $M $M $M $M $M

Total
per accounts

2. Retention Money Receivable


Remaining Balance
Subsequent Expired for more Expired for less To be received To be received
Settlement than 1 year than 1year less than 1 year after 1 year Expiry / Release
Amount at up to this up to this up to this from balance from balance Date for receiving
Details Balance Sheet Date Financial Evaluation Financial Evaluation Financial Evaluation sheet date sheet date Retention Money
(g) (h) (i) (j) (k) (l)
$M $M $M $M $M $M

Total
per accounts

Note 1. Please show the breakdown of each accounting item separately.


Note 2. Round to the nearest HK$0.01M.
Annex A – Schedule 08 (Breakdown Analysis of Current Assets) Page 1 of 1
Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8
Schedule 09

Confidential

Inter-group Balance

Analysis of Subsequent Settlement of Amount due from Inter-group Companies at this Financial Evaluation
Amount at Subsequent Amount Supporting Document
Details Balance Sheet Date Settlement Outstanding Submitted (Note 2)
(a) (b) (c)
$M $M $M
Amount due from holding company
Amount due from subsidiary companies
Amount due from fellow subsidiary companies
Amount due from associated company
Amount due from related company
Amount due from joint venture
Amount due from directors / shareholders
Others (please give details):

Long-term Liabilities which are Considered as Current in Nature


Analysis of Deferral Payment of Long-term Liabilities at this Financial Evaluation

Amount at Subsequent Amount not


Balance Sheet Date Deferred Amount yet Deferred Reference
(d) (e) (f)
$M $M $M
Long-term liabilities which are considered
as current in nature (please give details)

Note 1. Round to the nearest HK$0.01M.


Note 2. Full supporting documents, e.g. pay-in-slips, agreement shall be provided.
Annex A – Schedule 09 (Inter-group Balance) Page 1 of 1
Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

Schedule 10

Confidential

Schedules of Significant Events Occurred after Balance Sheet Date


(which would affect your company’s employed and/ or working capital)

Name of Contractor: ________________________________________________________

Balance Sheet Date:_________________________________________________________

Effect on Working Capital


within 12 months from
Nature of Events Effect on Employed Capital Balance Sheet Date
$M $M

______________________ __________________________ __________________________

______________________ __________________________ __________________________

______________________ __________________________ ___________________________

______________________ __________________________ ___________________________

______________________ __________________________ ___________________________

Note 1. Round to the nearest HK$0.01M.


Note 2. This statement also includes any off-balance sheet liabilities, such as contingent liabilities, that are not covered in the
accounts

Annex A – Schedule 10 (Schedules of Significant Events Occurred after Balance Sheet Date) Page 1 of 1
Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

ANNEX B
REPLY SLIP FOR THE BRIEFING SESSION

By Fax

Tender Briefing Session for


The Design, Supply, Delivery, Installation, Commissioning,

Maintenance, Training and Other Related Services of

Hardware and Software Upgrade of the Counterparty Management Information System

for
The Hong Kong Housing Authority

To : Head of Information Technology


Information Technology Sub-division
1/F, Block 1, HAHQ
33 Fat Kwong Street
Homantin
Kowloon
(Attn: Roy CHEUNG, SAC/2)

Fax : 2761 7070

We would like to attend the above tender briefing session scheduled on 9 March 2010. Please reserve
______ * seat(s) for our company.

Contact Person : __________________________


(Name in Block Letter)
Title / Post : __________________________
Company Name : __________________________
Telephone No. : __________________________
Fax No. : __________________________
Date : __________________________

* Remarks : Maximum 2 seats are reserved for each company.

Annex B –Reply Slip for the Briefing Session Page 1 of 2


Tender Ref. : HAQ20090096
File Ref. : HD/DP/6/8

This is a blank page

Annex B –Reply Slip for the Briefing Session Page 2 of 2


Annex C
Configuration of Current Environment in the Housing Authority

CONTENT

1. Housing Authority Communication Network (HACoN)


2. Electronic Information Services Infrastructure (EISI) of the Housing Authority
3. Housing Authority Internet Gateway Infrastructure (HAIGI)
4. Housing Authority Real-time Infrastructure
5. Housing Authority Information Technology Architecture (HAITA)
6. Existing System Management Products
7. HAITA Relationship with the System
8. E-Housing Framework (EHF)
9. J2EE Technology
10. Corporate Information System

Annex C - Configuration of Current Environment in the Housing Authority Page 1 of 22


1. Housing Authority Communication Network (HACoN)

1.1 Introduction
In 1996, the Housing Authority Communication Network (HACoN) Infrastructure was
implemented. An integrated high speed data communication infrastructure was developed to
enable information exchange and Information Technology services delivery for all users. More
than 6,000 computer equipment are connecting to the HACoN.

1.2 HAHQ Block 1 and 2


The network at the Housing Authority Headquarters (HAHQ) building (Block 1/2) was
revamped in 2004. It is a switching network and the backbone technology is Gigabit Ethernet.
The design followed a three-tier hierarchy. At the backbone layer, core switches provide high-
speed switching functions. At the distribution layer, four distribution switches provide
connectivity for the four quadrants of the HAHQ building. At the access layer, floor level
switches provide connectivity for user LAN segments. SNA gateways are provided for
accessing the IBM mainframe. The IBM mainframe and all Departmental UNIX servers are
located in the Bureau Computer Center at G/F of HAHQ. WAN interfaces are provided by
routers for connecting to remote sites.

1.3 HAHQ Block 3 and 4


In 2000, network infrastructure was installed for new blocks of the HAHQ buildings. The
backbone uses Gigabit Ethernet, connecting to each floor via dual path cabling providing full
resilience. At the core are two Layer 3 switches, with wire-speed routing capabilities. There is a
dedicated switch port to each connected network node, supporting 10/100 Mbps Ethernet by the
floor level switches. Virtual LANs (VLAN) have been configured to provide logical grouping
of network segments. Two active Gigabit Ethernet channels are used to connect between Block
3 and Block 1/2.

1.4 Wide Area Network


The WAN portion of the HACoN backbone is mainly formed by a cluster of telecommunication
lines linking about 270 remote offices/estates and HAHQ. A router is installed in each remote
office/estate for connecting to the WAN. The telecommunication infrastructure being used is
Metro-Ethernet technology set up in 2004.

1.5 Remote Offices


Most remote offices have only 10 - 20 networked users and connect to the HAHQ via 1 Mbps
(or higher bandwidth) Metro-Ethernet links. RMO sites have relatively more number of users
and connect to the HAHQ via 2 Mbps (or higher bandwidth) Metro-Ethernet links. Lok Fu
Customer Service Centre, which was set up in 1999, has 4 floors with about 800 network nodes
and two 35 Mbps Metro-Ethernet links connecting to HAHQ. Lung Cheung Office Block,
which was set up in 2002, has 8 floors with about 1500 network nodes and has two 25 Mbps
Metro-Ethernet links connecting to HAHQ.

1.6 Internet Access and Remote Access

Annex C - Configuration of Current Environment in the Housing Authority Page 2 of 22


In 1996 Internet gateway service was set up to provide outbound Internet access and Internet
mail exchange. The Internet Gateway Infrastructure (HAIGI) was implemented in 2000/01
providing network and security facilities for Internet and Extranet applications. A major revamp
was performed in 2004 providing multiple zones with different security levels. Two broadband
lines are connecting the HAIGI from two different locations to an ISP. Firewalls, intrusion
detection systems and anti-virus systems are installed providing multi-tier security. Remote
access service is also provided for temporary offices and contractors via dial-up services.

1.7 Disaster Recovery Centre


In 2006, a new disaster recovery centre (DRC) was set up. A high-speed link (55 Mbps)
connects the HAHQ and the DRC. Remote sites can be switched to connect to the DRC when
the HAHQ is under disaster.

1.8 Protocols
The standard networking protocol being used is TCP/IP and the only exception is the SNA
protocol, which is restricted to use in the IBM host segment. The standard routing protocol is
OSPF. DHCP is used to assign IP addresses dynamically for most desktops. DNS is used for
Internet and Intranet name resolution.

1.9 Technical Acronyms


DHCP – Dynamic Host Configuration Protocol
DNS – Domain Name System
ISP – Internet Service Provider
LAN – Local Area Network
OSPF – Open Shortest Path First
SNA – Systems Network Architecture
VPN – Virtual Private Network
WAN – Wide Area Network

DIAGRAM 1

Revamped Housing Network Core Equipment & Links

Annex C - Configuration of Current Environment in the Housing Authority Page 3 of 22


Annex C - Configuration of Current Environment in the Housing Authority Page 4 of 22
2. Electronic Information Services Infrastructure (EISI) of the Housing Authority

2.1 The standard E-mail product used in the HA is Lotus Domino (Release 6.5/7.0) which runs on
Intel based PC servers and supports 32-bit Lotus Notes clients in the HA with platforms, Microsoft
Windows/Chinese Windows 2000/XP/Vista.

2.2 At present, the messaging application provides the following functions:

a. Internal messaging and Housing’s Address Book (native Lotus Notes format);

b. Messaging service for communicating with SMTP users on Internet;

c. Messaging service for communicating with designated Lotus Notes users in other Government
departments through Government’s private network; and

d. Mail-to-fax service (sending a fax message from desktop mail client to a fax recipient) via one
fax modem.

Annex C - Configuration of Current Environment in the Housing Authority Page 5 of 22


3. Housing Authority Internet Gateway Infrastructure (HAIGI)

3.1 Background

The Housing Authority Internet Gateway Infrastructure, or HAIGI, was initially implemented in
1996 to provide services for Internet access and to provide a platform for Internet applications.

As HAIGI connects HA network up with the untrusting Internet, security is a main issue to cater
with. HAIGI employs the concept of “Network Zoning”, different zones are segregated, and the
traffic flow among zones are controlled and monitored. The high level diagram of HAIGI is
shown in below figure.

In the implementation, different network zones are segmented by the core firewall and the external
firewall. In order to provide a secure computing environment, the traffic among zones is
restricted, and computers are erected in the specific zones with the consideration on functional and
security requirements.

Annex C - Configuration of Current Environment in the Housing Authority Page 6 of 22


3.2 Internet Access Restriction

Following restrictions apply to network access related to the Internet:

3.2.1 Traffic permitted from Trusted Internal zone, namely Housing Authority Communication
Network (HACoN) to the Internet through the HAIGI are:
(a) HTTP
(b) HTTPS

3.2.2 Traffic initiated from the Internet can only reach servers locating in DM zone for following
services:
(a) HTTP
(b) HTTPS

3.2.3 Following HTTP contents will be filtered out:


(a) ActiveX controls

3.3 Guidelines on Network Security Issues

3.3.1 There are five zones defined in HAIGI. DM zone, Mid-tier zone, Server zone, Secured
zone and Trusted Internal zone.

3.3.2 Public from the Internet can only access the Web servers in DM zone.

3.3.3 Only limited incoming service requests shall be allowed from the Internet into the Web
servers in DM zone.

3.3.4 Apart from DM zone, direct access from other zones into the Internet is not allowed.

3.3.5 Direct access from DM zone into Trusted Internal zone is strictly prohibited.

3.3.6 Direct access from the Internet into Trusted Internal zone is also strictly prohibited.

3.3.7 For the much secure environment, database & application servers shall be put into Secured
zone & Mid-tier zone respectively, under the protection of the core firewall.

3.3.8 Servers in DM zone can only access servers in Mid-tier zone; while servers in Mid-tier
zone cannot access servers in Trusted Internal zone.

3.3.9 All the traffic flowing between Trusted Internal zone and other zones shall be only initiated
from Trusted Internal zone.

3.3.10 Secure Sockets Layer (SSL) v3 protocol shall be used to provide secure communications at
the transport level.

3.3.11 X.509v3 certificate that supports data communication shall be used whenever public key
encryption is adopted.

3.3.12 Communications between web client and web server shall use HTTP or HTTPS.
Annex C - Configuration of Current Environment in the Housing Authority Page 7 of 22
3.3.13 The actual traffic i.e. the real source & destination IP address, Protocol number, real TCP
source & destination port number and the whole TCP header must NOT be encrypted and
must be identifiable and monitored by firewalls.

3.3.14 Only Transmission Control Protocol (TCP) shall be used for communications.

3.3.15 The listening port of running services in servers shall be static but not be dynamic.

3.3.16 Before putting the servers into HAIGI, a network and system risk assessment exercise shall
be conducted, by the Equipment Supplier or a third party, to the servers. Freeware shall
not be used for the assessment. The assessment reports shall be vetted and approved by
Information Security Team. Once approved, the servers shall be put into production within
2 months. Otherwise, re-assessment of the servers is required.

Annex C - Configuration of Current Environment in the Housing Authority Page 8 of 22


4. Housing Authority Real-time Infrastructure

4.1 The Housing Authority Real-time Infrastructure is a hardware infrastructure to support the
Housing Authority Information Technology Architecture (HAITA), which consists of the
following major components:

(a) Unix Servers

The HAITA software products are installed on IBM pSeries servers running AIX 5.3 operating
systems. Most of the servers are in partition model, e.g. IBM p570 and p650 servers, that support
the partitioning of a server into several independent virtual servers. Computing resources like
CPU, memory and adapters can be dynamically reassigned among virtual servers within the same
physical server.

Servers are located in different network zones separated by firewalls to achieve the best security.
Selected servers form HACMP clusters to provide hardware-level high-availability.

(b) Windows Servers

Blade server technology is adopted as the standard. The blade server has one to two CPU, one to
four Gigabytes of memory, mirrored hard disks, and is running Windows 2000/2003 server,
whereas Windows 2003 server should be used whenever possible.

(c) Network Attached Storage

Network Attached Storage (NAS) is adopted as the standard. All application data, including
database files, log files, document files, and program libraries are normally stored on NAS. The
internal disks of Unix server are mainly used to store the operating system and software binaries.

A cluster of two physical NAS devices are established to achieve high-availability. Physical NAS
devices are partitioned into different virtual NAS devices to support storage needs of different
network zones. NDMP and fibre-channels are used to backup NAS storage to our centralized
backup server, TSM.

DIAGRAM 2

Storage Network & Systems Management Components

Annex C - Configuration of Current Environment in the Housing Authority Page 9 of 22


Storage Network & Systems Management Components
Control-M
HP OpenView Server Central Admin
Operations Server
pSeries HMC
INTERNET
System Management Zone

Core Firewall External Firewall


Desktop PCs

Trusted Internal Zone


Secured Zone Server Zone Mid-tier Zone Demilitarized Zone

LAN Servers Development Database Servers Internal Web Servers Application Servers External Web Servers
Servers (High-availability Cluster) (Application Cluster) (Application Cluster) (Application Cluster)

GbE Switch GbE Switch GbE Switch GbE Switch GbE Switch GbE Switch GbE Switch GbE Switch Dedicated TCP/IP paths
to Disaster Recovery
Center

NAS 3592 drives

IBM TSM Server

LAN Connection 3590e drives


Fibre Switch Fibre Switch
SAN Connection
IBM 3494 Tape Library

Annex C - Configuration of Current Environment in the Housing Authority Page 10 of 22


5. Housing Authority Information Technology Architecture (HAITA)

5.1 In order to standardize the architecture design and software components of all new application
systems in the HA, a Housing Authority Information Technology Architecture (HAITA) was
established in end 2003 and a total of 12 major architecture blocks are defined in the framework.
Successful Contractor shall support the framework and standards in HAITA to design and
implement the System.

Presentation

Web Custom Packaged


Application Development Env.

Application Application Application

System Management

Collaboration
Middleware

Network
Security

Document Knowledge
Document
Management Knowledge
Management
Management Management
Data Content
Data
Warehouse Content
Management
Warehouse Management

Figure 2 -
HA Information Technology Architecture Framework

5.2 The software components currently in-use by the HA are listed below. The successful Contractor
shall propose to use a combination of these software components to construct their proposed
solution.

 ActivCard Trinity v5.3 or above


 AllFusion ERWin Data Modeler v4.1 or above
 Cognos v.8
 Cognos PowerPlay v7.3 or above
 IBM HTTP Server v2.0 or above
 IBM Tivoli Access Manager for e-Business v5.1 or above
 IBM Tivoli Identity Manager v4.5 or above
 IBM WebSphere Application Server Network Deployment Edition v6.0 or above
 IBM WebSphere Portal Server v6.0 or above
 IBM Rational Application Developer v7.0 or above
 IBM Rational ClearCase v2003.06 or above
 IBM Rational Robot v2003.06 or above
 IBM Rational Rose Enterprise v2003.06 or above
 IBM Rational Test v2003.06 or above
 IBM Content Manager V8.3 or above
 Informatica PowerCenter v7.1 or above
 Oracle10g Database Enterprise Edition

Annex C –Configuration of Current Environment in the Housing Authority Page.11 of 22


 IBM Process Server v6.0 or above
 Adobe LiveCycle Form v7.0 or above

5.3 Five separate environments including development, system integration test (SIT), user acceptance
test (UAT), training and production environments are setup in the HA. These environments are
shared among different projects, such as Corporate Information System (CIS), Estate Management
and Maintenance System (EMMS), Housing Construction Management Enterprise System
(HOMES), E-Housing Framework (EHF), etc. The infrastructure network diagrams of these
environments are shown in the Sections 5.3.1 to 5.3.3.

5.3.1 Development and SIT Environment


The development and SIT servers are hosted in internal network zone. Some of the services, like
the account repository and ID management infrastructure, are shared between the development and
SIT environments, so as to reduce the overall resource requirements and maintenance effort.
All the services are shared among different projects. Individual WAS server may be assigned to
large project on need basis.

Annex C –Configuration of Current Environment in the Housing Authority Page.12 of 22


5.3.2 Training Environment
The training environment is a self-contained environment. Two or more software components will
be installed onto the same server as shown below.

5.3.3 UAT and Production Environment


The UAT and production servers are hosted in different network zones, namely the Demilitarized
Zone, the Server Zone, the Middle-tier Zone, the Middle-tier Extranet Zone, the Secured Zone and
the Trusted Internal Zone, for best security control. Tight security control will be applied here to
protect servers against any unauthorized access.
Most of the production servers have resilience setup either in the form of cluster pair or HACMP
pair. The UAT environment will have similar set up as production environment but in a reduced
scale. While HACMP pair in UAT environment will be set up only on need basis, primarily for
fail-over testing purpose.

Annex C –Configuration of Current Environment in the Housing Authority Page.13 of 22


6. Existing System Management Products

6.1 The following system management products are used by all enterprise servers in the Bureau
Computer Centre (BCC). They provide standardized control on multiple servers. These
centralized system management tools shall be utilized as far as possible if they can meet with
project requirements.

Management tasks Software products


Backup IBM Tivoli Storage Manager (TSM)
Job scheduling BMC Control-M/ECS
System monitoring HP OpenView Operations (OVO)
Virus Scanning Trend MicroTM OfficeScan

6.2 IBM TSM backup service provides centralised file-level network backup through automatic tape
mounting and inventory control, one-time restore for incremental backup and automated Disaster
Recovery (DR) support. It also provides NDMP backup for our existing NAS storage. It is most
suitable for UNIX or Windows servers which have gigabit network interfaces and a small number
of large files (like databases), or those who require incremental backup services and have little file
changes per day. Even though TSM cannot compete with local tape drive on backup speed, it
provides excellent centralized automatic tape management and DR support.

Annex C –Configuration of Current Environment in the Housing Authority Page.14 of 22


6.3 Batch jobs and job flows shall be automated without operator intervention under normal
circumstances. BMC Control-M job scheduling service provides comprehensive job dependency
control and error-handling support. It is suitable for projects which have critical batch jobs and
require sophisticated job dependency handling such as automated cross-server job dependencies.
It is highly recommended to use BMC Control-M as the job scheduler if projects require bureau
operation staff to handle their batch jobs.

6.4 HP OVO availability and performance monitoring service provides framework for tracing process
status, software logs and error reporting. All important hardware / software alert messages shall be
routed to this OVO as far as possible. OVO also provide simple performance data collection and
reporting. It is suitable for critical systems which require real-time system monitoring, error
reporting and performance reporting. If a critical server is maintained by the successful
Contractor, OVO agent shall be installed to alert operation on severe problems.

6.5 Server Protect is for protecting file servers on corporate networks. It detects new file infections,
identifies virus in existing files, and detects activity indicating an “unknown” virus may have
entered the network environment on either the server or workstation.

Annex C –Configuration of Current Environment in the Housing Authority Page.15 of 22


7. HAITA Relationship with the System

7.1 In corresponding to HAITA recommendation, J2EE technology shall be adopted as the platform
for developing applications. The System is one of the application systems in the HKHA to be built
upon HAITA. Its relationship with HAITA is shown in the following figure:
Presentation
Web Browser
Layer

Authentication
Tivoli Access Manager
Layer

Tivoli Identity Manager

Portal Server Portal Layer

WebSphere Application Server Service Layer

Adobe WebSphere Cognos Content Oracle


LifeCycle Process Server Manager Database Backend Layer
Form Server

Figure 3 – 5 Layers on the HAITA

7.2 There are 5 layers on the HAITA, namely, Presentation Layer, Authentication Layer, Portal Layer,
Service Layer and Background Layer.

7.2.1 Presentation Layer


(a) This layer will use either Microsoft Internet Explorer (IE) 5.5 or above web browsers to
present the front-end of an application.

(b) The successful Contractor’s commitment


The System shall support the IE 5.5 or above.

7.2.2 Authentication Layer


(a) This layer is built upon the IBM products namely Tivoli Identity Manager (TIM) and Tivoli
Access Manager (TAM). Users must have valid user account and password in order to sign-on
to the Portal Layer.

(b) The successful Contractor’s commitment


The System shall use TAM and/or additional access control mechanism to control the usage of
the functions provided by the System.

7.2.3 Portal Layer


(a) This layer is built upon the IBM Websphere Portal Server (WPS). Users will access the
relevant applications through portlets built upon the WPS.

Annex C –Configuration of Current Environment in the Housing Authority Page.16 of 22


(b) The successful Contractor’s commitment
The presentation of the System shall make use of the features provided by WPS and access of
the System shall go through WPS portlets.

7.2.4 Service Layer


(a) This layer contains the business logic (functional or non-functional) of the System that resides
upon an IBM Websphere Application Server (WAS).

(b) The successful Contractor’s commitment


The business logic shall be implemented upon an IBM Websphere Application Server (WAS).
The System shall use features such as resources pooling provided by WAS.

7.2.5 Background Layer


(a) This layer contains several services provided to an application. These services include:-
i. Management of Electronic Contents (IBM DB2 Content Manager);
ii. Management of Business Processes Flow (IBM Process Server);
iii. Management of Information Repository (Oracle Database); and
iv. Generation and Management of Business Reports (Cognos ReportNet).
v. Generation of eForm (Adobe LiveCycle Form)

(b) The successful Contractor’s commitment


The System shall use Oracle Database as the information repository. For implementing
business process flow, the System shall use IBM Process Server as the workflow engine. The
System shall also use Cognos ReportNet to implement the business reporting function and use
Adobe LiveCycle Form to implement eForm.

8. E-Housing Framework (EHF)

8.1 The EHF is a centralized portal infrastructure implemented at a corporate level for the HA. The
EHF provides link to processes, information and systems of the HA to provide a centralized
interface for retrieval and sharing of information, communication and collaboration among users
and application systems.

8.2 In general, the layout design of EHF is divided into four major areas as follows:
(a) Top Navigation area;
(b) Breadcrumb Trail area;
(c) Left Sidebar area; and
(d) Portlet area.

Annex C –Configuration of Current Environment in the Housing Authority Page.17 of 22


Figure 4 e-Housing Framework Layout

8.2.1 Top Navigation


(a) Community ID is an image identity icon of the Community;

(b) Utilities of EHF contain functions such as “Change password”, “Help” and “Sign out”, etc.

(c) Site-wide search provides an interface for users to search contents within EHF;

(d) Level 1 – communities tags in the first horizontal navigation bar represent divisional
communities where the HA staff/user belong; and

(e) Level 2 – functional group in the second horizontal navigation bar represent the functional
groups of the selected communities.

8.2.2 Left Sidebar


Level 3, 4 and 5 – sub-functional groups are organized in vertical format which are shown in left
sidebar.

Annex C –Configuration of Current Environment in the Housing Authority Page.18 of 22


Annex C –Configuration of Current Environment in the Housing Authority Page.19 of 22
8.2.3 Breadcrumb Trail
It identifies in a linear fashion the position of the users in the site hierarchy and allows users to see
how they could access the web page by drilling down in the site.

8.2.4 Portlet
(a) They are used to display contents in e-Housing and provide utilities such as calculator, search,
etc. The application should be located under certain Community.

8.3 The successful Contractor's Commitment

(a) The successful Contractor shall adopt the EHF application architecture and usability
guidelines to implement portlets for the system; and

(b) The successful Contractor shall utilize access control function in portal server for developing
portlets for the system.

9. J2EE Technology

9.1 The System shall be developed based on J2EE technology to provide component-based
architecture and shall be secure, robust, scalable, and extensible. The System shall employ Model-
View-Controller (MVC) architecture and implement J2EE Design Patterns (e.g. DAO at the
Background Layer) that will map into the layers defined in Section 7 of this Annex. To facilitate
communication with other systems in the HA, the System may consider XML technology in the
implementation of necessary Web Services.

9.2 The successful Contractor's commitment


(a) The successful Contractor shall offer a multi-tiered application model, reusable components,
flexible transaction control and Web Services support;

(b) The successful Contractor shall use Model-Driven Architecture approach and apply
appropriate Design-Patterns in the System; and

(c) The successful Contractor shall make use of connection-pooling feature to reuse the existing
connections and minimize the connection setup negotiation time.

10. Corporate Information System

10.1 The data warehouse will provide a single source of cross-division reference on the HA property
related data, and allow on-line analytical process tools for data interrogation.

10.2 The successful Contractor's commitment


(a) The successful Contractor shall follow the guideline and recommendation of the HA in their
data model design so as to facilitate the data extraction from the System to the Corporate
Information System (CIS). In addition, the successful Contractor shall cooperate and provide
full support to the HA’s Corporate Information System team when they build the data
warehouse for the System in parallel with the System development.

(b) In event that the implementation of the CIS that involves the building of data warehouse for

Annex C –Configuration of Current Environment in the Housing Authority Page.20 of 22


the System falls within the implementation period of the System, the successful Contractor
shall provide support to the implementation team of the CIS.

Annex C –Configuration of Current Environment in the Housing Authority Page.21 of 22


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Annex C –Configuration of Current Environment in the Housing Authority Page.22 of 22


ANNEX D

ABSTRACT OF DEFINED PROCESSES


FOR SOFTWARE DEVELOPMENT LIFE CYCLE

1. Introduction

2. Process Abstract

Annex D- Abstract of Defined Processes for Software Development Life Cycle Page 1 of 6
1. Introduction

1.1 Background
To align the level of control, strengthen quality management, and standardize different
software processes and practices used among various projects throughout software
development life cycle (SDLC), Capability Maturity Model Integration (CMMI) was adopted
by HA since July 2007 with the following goals:

 Improve software quality by consistent processes and methodology;


 Improve accuracy in estimation and predictability in project performance;
 Facilitate better visibility, traceability and control of requirements;
 Align PRINCE2 and SDLC practices among different projects;

In September 2008, HA attained the Capability Maturity Model Integration (CMMI)


version 1.2 Maturity Level 3 (ML3) accreditation for information technology (IT) system
development.

1.2 Coverage of the processes


For CMMI accreditation, HA has defined a total of 14 standard processes for a SDLC.
Among them, 11 are project processes with a view to standardizing the management and
control of individual systems. They are supported by another 3 HA internal processes which
aim to promote process improvement and facilitate resources management at the
organizational level. These processes are depicted as follows:-

Configuration Management

Testing

Process Development and Improvement


Review
Software Quality Assurance

Organizational Training

Project Management
Sub-contracting

Software
Maintenance
Software Development

Decision Analysis and Resolution

Estimation

Metrication

Tailoring

 Project processes   HA Internal Processes 

Annex D- Abstract of Defined Processes for Software Development Life Cycle Page 2 of 6
2. Process Abstract

Project Processes

2.1 Project Management Process


The project management process in HA mainly follows the PRINCE2 methodology which
includes, but not limited to the following major tasks.

2.1.1 Project Initiation:


 Establish project repository;
 Form project management team and working group;
 Develop project initiation document;
 Prepare project management plan which is a collective set of planning outputs
such as project quality plan, technical plan/stage plan, configuration
management plan, risk management plan, issue management and change
control plan, resources plan, metrics plan, communication plan [optional], and
other project control or escalation mechanism where appropriate;
 Conduct project kick-off meeting;

2.1.2 Project planning, Monitoring and Control:


 Update project management plan for any changes;
 Hold Checkpoint meeting, progress meeting, Work Group Meeting, Project
Steering Committee (PSC)/Project Assurance Team (PAT) meeting to report on
project progress, issues encountered and project exception;
 Prepare Project Highlight Report;
 Conduct end stage assessment;
 Conduct risk assessment and change management control;
 Carry out quality assurance and control on the project deliverables;

2.1.3 Project Closure:


 Conduct project evaluation;
 Execute system handover;
 Conduct post implementation review and collect user feedback;

2.2 Software Development Process


The software development process adopted in HA mainly includes but not limited to the
following major tasks.

2.2.1 Requirement Definition:


 Agree with users on the needs, expectations, constraints and interfaces for all
phases of the software development life cycle by conducting user interviews,
forums, workshops and prototypes or any requirement elicitation method as
required.
 Document user requirements and allocate them to system functions; ensure its
completeness, correctness and consistencies by requirement traceability matrix.
 Define service level agreement with users in form of metrics;

2.2.2 System Analysis and Design (SA&D):


 Establish design criteria – e.g. modular, object-oriented, usable, secure,

Annex D- Abstract of Defined Processes for Software Development Life Cycle Page 3 of 6
maintainable etc;
 Adopt object-oriented design, entity relationship modeling, design and pattern
re-use etc;
 Document design results such as database model design, technical architecture
design, security risk assessment, interface specification, data conversion
specification;
 Follow HAITA architecture standard adopted in HA;

2.2.3 Construction:
 Code the program according to the design document and comply with the
programming, database standard and corresponding guidelines in HA;
 Use proper naming standard and version control;
 Prepare the unit test case, specification and the proven result should be obtained
before proceeding to subsequent testing stages;

2.2.4 Testing:
 Refer to Testing Process below;

2.2.5 Deployment:
 Set up at different environments such as Development, System Integration Test,
User Acceptance Test, Training and Production environment for program
deployment;;
 Follow the deployment guidelines and procedures in HA;
 Follow the configuration management process for the deployment of both project
deliverables and program code;

2.3 Testing Process


The testing process is conducted to ensure quality of developed system meet defined service
level agreement and user requirements. Several types of software acceptance testing are
conducted in HA including but not limited to System Integration Test (SIT), User Acceptance
Test (UAT), Performance Test/Load Test/Stress Test, Regression Test.

For each test, a test plan is prepared with testing cycles, quality indicators/acceptance criteria
defined after taking into account the complexity and manpower resources required. Test cases
and specification have to be prepared with expected result before commencement of testing.
Different testing environments are setup for different testing purposes. The testing result has
recorded and related defect metrics are reported to project management office (PMO) in HA.

2.4 Review Process


The review process is to validate work products are able to meet specified requirements
stipulated in the tender document (when the system implementation is outsourced) and the
Project Initiation Document (PID).

Quality review and assurance of work products is conducted according to the quality plan in
the project management plan and the quality criteria in the PID. Inspection or walkthrough
review method will be used to identify defects of work products. Quality review records
should be documented and kept properly for those work products with review requirement.

2.5 Software Maintenance Process


The software maintenance process includes all work made on a software system after it
Annex D- Abstract of Defined Processes for Software Development Life Cycle Page 4 of 6
becomes operational until system retirement. These activities covers correction of errors,
minor enhancements, deletion and addition of capabilities due to change of user requirement
and operation environment, and improvement of performance or other quality attributes.

2.6 Configuration Management Process


The configuration management process is to establish and maintain the integrity of work
products from project initiation until project closure. The following major tasks are required:-

 Prepare configuration management plan as part of project management plan;


 Establish configuration organization;
 Identify configuration items;
 Baselines configuration items;
 Establish configuration management system;
 Follow naming convention in HA;
 Establish version control system in both management and technical work
products and computer programs;
 Keep track and control changes of configuration items;

Configuration audit will be conducted together with the SQA audit mentioned in paragraph
2.11 below before project delivery to make sure a project adheres to defined configuration
standards.

2.7 Estimation
The estimation process outlines the procedures by which project teams develop realistic
estimations of the size and complexity of IT system implementation or enhancement projects.
The purpose of this process is to provide project managers with guidelines concerning the
estimation process related to software development.

Sizing estimation should be carried out at different stages of a project e.g. at SA&D and after
system implementation. It may also be triggered by events e.g. at project scope changes..

2.8 Metrication Process


The metrication process is to provide HA’s management with metrics (i.e. quantified
information) collected during SDLC activities for taking appropriate action. Metrics are also
kept for statistical purposes for deriving a more accurate estimation model. Such metrics are
to be produced at each stage end and at project closure for system implementation and
collected monthly for software maintenance activities to keep track of service level
performance.

Metrics include, but not limited to the followings:


 Effort Metrics
 Schedule Metrics
 Size Metrics
 Productivity Metrics
 Cost Metrics
 Defects Metrics
 Software Maintenance Metrics

2.9 Decision Analysis and Resolution


This process is to ensure a systematic and formal approach is used in evaluating, analyzing
Annex D- Abstract of Defined Processes for Software Development Life Cycle Page 5 of 6
and making decisions among identified alternatives such that a more objective solution is
selected to meet the desired objectives.

For example, marking scheme with evaluation criteria and weightings are defined and applied
in selecting platforms, tools or in other non-technical areas such as risk mitigation strategies,
selection of suppliers or make-buy-reuse decision.

2.10 Tailoring Process


The tailoring process provides guidelines on how to tailor standard processes to suit specific
needs of a project. For tailored processes, relevant approval must be sought from respective
PSC or Head of Software Engineering Process Group (SEPG) in Information Technology
Sub-division (ITS) of HA according to project size and duration before they can be adopted.

2.11 Software Quality Assurance


The software quality assurance (SQA) process is to ensure software quality through
compliance audits. Audits are to be conducted to assess if SDLC activities comply with
defined processes and work products meet specified quality standards and criteria. For
system implementation, each project stage planned is normally subjected to a compliance
audit before end of each phase.

HA Internal Processes

2.12 Processes for HA internal uses


The internal processes are for internal use by HA staff only. External services providers are
not required to adopt these processes.

2.12.1 Sub-Contracting
The sub-contracting process is to provide a standardized and organizational process to assure
the quality of tendering process for outsourced project. It describes the tendering process of
HA’s outsourced project from business case development to contract award.

2.12.2 Organizational Training


The organization training is to develop the IT and related skills and update the knowledge of
IT staff in the HA so as to enable them to perform their roles more effectively. The scope
covers all trainings organized to support the IT objectives and to meet the tactical training
needs that are common across projects and support groups.

2.12.3 Process Development and Improvement


Process Development and Improvement Process facilitates the development of new processes,
and identification of process improvements based on periodic review of the deployed Quality
Management System (QMS). This process is managed by SEPG for continual process
improvement of the QMS.

Annex D- Abstract of Defined Processes for Software Development Life Cycle Page 6 of 6
Annex E

Major Product List

CONTENT

1. Project Initiation Document (M100)

2. Project Management Plan (M110)

3. End Stage Assessment Report (M120)

4. Stage Plan (M130)

5. Highlight Report (M150)

6. Project Exception Report (M160)

7. Project Evaluation Report (M170)

8. System and Network Configuration Design (T215)

9. Function Specification (T220)

10. Program Specification (T230)

11. System Implementation Specification (T240)

12. System Integration Test Plan, Specification and Results (T250)

13. System Acceptance Test Plan, Specification and Results (T260)

14. Load test and Performance Test Plan, Specification and Result (T270)

15. System Cut-over Plan and Procedures (T290)

16. Training Plan and Manual (T300)

17. Data Manual (T310)

18. System Manual (T320)

19. Application Operation Manual (T330)

20. Computer Operating Procedure Manual (T340)

21. Application User Manual (T350)

Annex E – Major Product List Page 1 of 38


Annex E

Major Product List

CONTENT

22. Program Manual (T360)

23. System Production Report (T380)

24. System Nursing Report (T390)

25. Maintenance Plan (T400)

26. Disaster Recovery Plan (T410)

27. Prepared Site and Installed Computer Equipment (T510)

28. Custom Program Source Codes and Customized Package (T520)

29. Trained Users (T530)

30. Migrated Data (T540)

31. Production System (T550)

Annex E – Major Product List Page 2 of 38


Product ID: M100

Product Name: Project Initiation Document (PID)

Purpose: To document the project objectives, scope, risk assessment and project
organization of the project. It contains the essential information required for
effective management of the project.

Composition: The contents of a PID include -


1. Introduction
2. Business Case (‘Why’ the project is needed?)
2.1 Business Objectives
2.2 Problems
2.3 Justifications
2.3.1 Anticipated Benefits
2.3.2 Anticipated Costs
3. Project Definition (‘What’ the project is intended to cover ?)
3.1 Project Objectives
3.2 Final Product Requirement
3.3 Production Schedule Requirement
3.4 Project Scope
3.5 Project Approach
3.5.1 System/Product Development
3.5.2 Project Management
3.6 Project Assumptions, Dependencies and Constraints
3.7 Tolerances
4. Governance (The software development methodology/standard used)
5. Organization (including roles and responsibilities) (‘Who’ are to be involved)
6. Risk assessment
7. Others - Any other material that must be included and/or will be of value
Appendix A – Terms of Reference in Project Organization
Appendix B – Roles and Responsibilities on Project Organization
Appendix C – Product Description
Appendix D – Risk Analysis Checklist
Appendix E – Approved tailoring Request if any

Quality Criteria: 1. Are all items included and properly addressed?


2. Are the items arranged logically?

Review Method: Inspection


Annex E – Major Product List Page 3 of 38
Product ID: M110

Product Name: Project Management Plan

Purpose: To document the how the project is managed from project initiation to project
closure.

Composition: The contents of a Project Management Plan include –


1. Project Quality Plan
2. Project Technical Plan, Stage Plan for next stage
3. Configuration Management (CM) Plan
4. Risk Management Plan
5. Issue Management and Change Control Plan
6. Project Resources Plan
7. Project Control
7.1 Regular Reports
7.1.1 Project Highlight Report
7.2 Report Triggered by Events
7.2.1 Exception Report
7.2.2 End Stage Assessment Report
7.3 Regular Meetings
7.3.1 Project Steering Committee
7.3.2 Project Assurance Team Meeting
7.3.3 Working Group Meeting
7.3.4 Project Progress Meeting
7.4 Meetings triggered by Event
7.4.1 Change Control Board Meeting
8. Project Metrics Plan
9. Project Communication Plan
10. Others - Any other material that must be included and/or will be of value

Quality Criteria: 1. Are all items included and properly addressed?


2. Are the items arranged logically?
3. Are the plans reviewed regularly and updated for changes ?

Review Method: Inspection

Annex E – Major Product List Page 4 of 38


Product ID: M120

Product Name: End Stage Assessment Report

Purpose: To report to Project Steering Committee (PSC) about the project status and
viability

Composition: The contents of an end stage assessment report include -


1. Change Requests Approved during this Stage
2. Performance against plan
3. Performance against tolerance
4. Quality Statistics
5. Business Case Review
6. Project Risks and Issues
7. Areas for Attention and/or Improvement
8. Project Plan Outlook
8.1 Overall Project Plan
8.2 Stage Plan for Stage XXX
9. Others – Any other material that must be included and/or will be of value

Quality Criteria: 1. Are all items included and properly addressed?


2. Are the items arranged logically?

Review Method: Inspection

Annex E – Major Product List Page 5 of 38


Product ID: M130

Product Name: Stage Plan

Purpose: To document the activities for a particular stage of the project.

Composition: The contents of the Stage Plan include -


1. Introduction
2. Stage Tolerance
3. Stage Assumptions, Dependencies and Constraints
4. Updated Project Organization if any
5. Resources Plan
6. Product of the Stage
6.1 Product Composition
6.2 Quality Assurance and Control
7. Stage Technical Plan
8. Others – Any other material that must be included and/or will be of value

Quality Criteria: 1. Are all items included and properly addressed?


2. Are the items arranged logically?

Review Method: Inspection

Annex E – Major Product List Page 6 of 38


Product ID: M150

Product Name: Highlight Report

Purpose: To provide the PSC with a brief summary of project progress at periodic intervals.

Composition: 1. Project status including schedule variance, effort variance, cost variance
2. Project highlight to report on the project progress with major achievement
or failures for attention of PSC.
3. The major problems encountered during the period and how they are to be
tackled. Potential problems should also be indicated.
4. Outlook for next period describes the activities to be conducted and the
major products to be produced in the next reporting period.

Quality Criteria: 1. Are all the components present?


2. Does the report give a clear picture of the situation?

Review Method: Inspection

Annex E – Major Product List Page 7 of 38


Product ID M160

Product Name Project Exception Report

Purpose: It is produced when costs and/or timescales for an approved Stage Plan are
forecast to exceed the tolerance levels set. It is sent to appraise the PSC of the
adverse situation.

Composition: 1. A description of the cause and the deviation from the Stage Plan
2. Consequence of the deviation
3. The available options
4. The effect of each option on the business case, risk and stage tolerances
5. Recommendations
6. Exception Plan

Quality Criteria: 1. Are all components present?


2. Does the recommended option clearly portray a realistic and achievable way
of meeting the exception?
3. Has the effect of each option been analysed?

Review Method: Inspection

Annex E – Major Product List Page 8 of 38


Product ID: M170

Product Name: Project Evaluation Report

Purpose: To provide the an assessment of the effectiveness of the management procedures


used during the project to ensure that experience gained is documented and used to
improve procedures in future projects.

Composition: The contents of the Project Evaluation Report include -


1. Introduction
2. Approved project objectives
3. Total impact of approved changes to the original project schedule, cost and
tolerance – A brief description of total impact to the original schedule, cost
and tolerance
4. Performance against the final project schedule, cost and tolerance – A brief
description of the performance level of certain functionality, if any, as
compared with that specified by the users.
5. Final project resource utilization - A comparison of the actual expenditure
and resources usage with the planned figures.
6. Review of Quality Assurance
6.1 Quality Statistics
6.2 Defect Metrics
7. Review of Project Issues
7.1 Project issues statistics
7.2 Overview of major project issues (if any)
8. Review of exception (if any)
8.1 Overview of causes and remedies
8.2 Effect of exception to project/stage schedule, cost and tolerance
9. Experience and lessons learnt
9.1 Project Management
9.2 System Implementation
9.2.1 (example) Requirement analysis and confirmation
9.2.2 (example) System design and confirmation
9.3 Quality Control and Assurance
9.4 Project Resources Performance
9.5 System Environment
9.6 … etc
10. User perception of project quality supplemented with application feedback
form
Annex E – Major Product List Page 9 of 38
Product ID: M170 (Cont’d)
Composition:
11. Others – Any other information that will be of value to the PSC.

Quality Criteria: 1. Is the report written in a way which is easily understandable by, and
beneficial to, future Project Management?
2. Does the report accurately reflect events, particularly in regard to quality
activities?
3. Are there proposals for avoiding the problems mentioned in future projects?

Review Method: Inspection

Annex E – Major Product List Page 10 of 38


Product ID: T215

Product Name: System and Network Configuration Design

Purpose: To describe the hardware sizing, technical system design, and physical network
design employed for the system. Configuration, equipment location and
connection strategy shall also be described.

Composition: To be provided by the Contractor.


1. Solution Architecture Overview
2. Application Architecture
3. Data Architecture
4. Infrastructure Architecture
5. Physical Architecture
6. Sizing Architecture

Quality Criteria: 1. Are all the components present?


2. Are the contents presented in logical sequence?

Review Method: Walkthrough Review

Annex E – Major Product List Page 11 of 38


Product ID: T220

Product Name: Function Specification

Purpose: To provide details of the user requirements and the functional description of the
System.

Composition: The contents of the Function Specification include -


1. Requirement Specification
2. Requirement Traceability Matrix
3. Use Case Diagram
4. Business Process Model
5. Detailed functional charts
6. Function Description (for each function)
7. Data Model (logical data structure, data entity relationship, data entity and
key attributes description, etc.)
8. Inventory of user interfaces and samples (input/output – documents, screens,
reports, etc.)
9. Inventory of system interfaces
10. Inventory of business events, their cross reference to functions, transactions
and data
11. Data Conversion
12. System performance, security, audit control, reliability and back up
13. Key issues related (e.g. legislative issue, organizational impact, etc)
14. Others - Any other material that must be included and/or will be of value

Quality Criteria: 1. Are all the components present ?


2. Are the contents presented in logical sequence ?

Review Method: Inspection

Annex E – Major Product List Page 12 of 38


Product ID: T230

Product Name: Program Specification

Purpose: To enable a programmer to code the program(s) for the System, the system
interfaces and the system integration.

Composition: The contents of the Program Specification include -


1. Program List
2. Program Specification for online functions, business components, batch jobs,
report, application framework
2.1 Program ID
2.2 Mode
2.3 Program Name
2.4 Description
2.5 Amendment History
2.6 Input Parameters
2.7 Screen used
2.8 Processing Logic
2.9 External Reference
3. Others – Any other material that must be included and/or will be of value

Quality Criteria: 1. Does the program design reflect the input, output, process, and presentation
requirements identified in System Implementation Specification?

Review Method: Inspection

Annex E – Major Product List Page 13 of 38


Product ID: T240

Product Name: System Implementation Specification

Purpose: - to provide details of system design, functional definition of the System


- to identify customizations required for any selected package to fully meet the
HA’s user requirements
- to define the cut-over strategy and approach to be taken in detail for each stage
of the data conversion with information on procedures, resources required,
timeframe and data files involved for planning purposes.

Composition: The contents of the System Implementation Specification include -


1. System Description
2. Interface Specification
3. Integration Specification
4. Usability and Graphics Design Standards and Specification
5. Database Specification
6. Design Model Specification
7. Function Point Analysis Worksheet
8. Conversion and Cut-over Specification
9. Security, Backup & Recovery Specification
10. Sizing Report
11. Others - Any other material that must be included and/or will be of value

Quality Criteria: 1. Are all the components present ?


2. Are the contents presented in logical sequence ?

Review Method: Inspection

Annex E – Major Product List Page 14 of 38


Product ID: T250

Product Name: System Integration Test Plan, Specification and Results

Purpose: 1. To define the types of test to be carried out at the system test and integration
test;
2. To define the requirements for test data to be used;
3. To establish test data which will enable the System as a whole to be tested
according to the Plan and Specification; and
4. To describe the expected outcome and record the actual outcome of the system
test and integration test, including re-testing carried out after any necessary
corrective has been taken.

Composition: The contents of the System Integration Test Plan, Specification and Results
include -
1. Introduction with purpose and scope
2. Test approach
3. Test schedule
4. Roles and Responsibilities for each activity
5. Test Procedure
6. Test incident reporting procedure
7. Test incident classification and prioritization
8. Acceptance criteria of SIT
9. Test Environment
9.1 Hardware & software requirement
9.2 Base data setup
10. Test Preparation to set up different components
11. Test Sequence and Dependency
12. Test scenarios, test cases, expected result and actual result
13. Others - Any other material that must be included and/or will be of value

Quality Criteria: System Integration Test Plan


1. Is the plan consistent with System Implementation Specification and Program
Specification ?
2. Is the testing sufficiently exhaustive, while remaining cost-effective?
3. Does the plan assign responsibilities to suitable people?
4. Are the identified tools/software available to the project?
5. Have procedures been identified for dealing with faults detected and to what
extend testing must be repeated?
Annex E – Major Product List Page 15 of 38
Product ID: T250 (Cont’d)
Quality Criteria:
System Integration Test Specification
6. Is the acceptance criteria clearly and completely documented?
7. Is the Test Specification consistent with the Test Plan?
8. Does it select a representative set of tests to demonstrate the successful
installation of the system?
9. Has test data been designed and prepared for each type of test identified in
the Test Specification?

System Integration Test Result


10. Do the test result meet the expected results?

Review Method: Inspection

Annex E – Major Product List Page 16 of 38


Product ID: T260

Product Name: System Acceptance Test Plan, Specification and Results

Purpose: - to define the acceptance test criteria for the System Acceptance Test
- to define the requirements for test data to be used;
- to establish test data which will enable the System as a whole to be tested
according to the test plan and specification; and
- to show the outcome of the user acceptance tests, including re-testing carried
out after any necessary corrective has been taken.

Composition: The contents of the System Acceptance Test Plan, Specification and Results
include -
1. Introduction with purpose and scope
2. Testing Approach
3. Testing Schedule
4. Roles and responsibility for each activity
5. Test Procedure
6. Test incident reporting procedure
7. Test incident classification and prioritization
8. Acceptance criteria of System Acceptance Test
9. Testing Environment
9.1 Hardware & software requirement
9.2 Base data setup
10. Test Preparation to set up different components
11. Test Sequence and Dependency
12. Test scenario, test cases, expected result and actual result for functional test
and reliability test
13. Others - Any other material that must be included and/or will be of value

Quality Criteria: System Acceptance Test Plan


1. Is the plan consistent with System Implementation Specification and Program
Specification ?
2. Is the testing sufficiently exhaustive, while remaining cost-effective?
3. Does the plan assign responsibilities to suitable people?
4. Are the identified tools/software available to the project?
5. Have procedures been identified for dealing with faults detected and to what
extend testing must be repeated?

Annex E – Major Product List Page 17 of 38


Product ID: T260 (Cont’d)
Quality Criteria:

System Acceptance Test Specification


6. Is the System Acceptance Criteria clearly and completely documented?
7. Is the Specification consistent with the Plan?
8. Will the specified data satisfy the users that the System meets their
requirements and acceptance criteria?
9. Has test data been designed and prepared for each type of test identified in
the test specification?

System Acceptance Test Result


11. Do the test show that the System meets the objectives specified in the Plan?
12. Does the System meet the user requirements?

Review Method: Inspection

Annex E – Major Product List Page 18 of 38


Product ID: T270

Product Name: Load test and Performance Test Plan, Specification and Result

Purpose: - To provide the confidence and knowledge of the performance and resource
utilization of the System.
- To determine whether the System can sustain the expected production loading
- To measure the resource (CPU and memory) utilization on the selected testing
scenarios on each layered software components under different workloads.
- To determine whether the System meet the expected performance criteria of
different functions e.g. the response time of online transaction, batch job run
time and reporting functions under different workloads;

Composition: 1. Introduction with scope and purpose


2. Performance Criteria
2.1 Throughput requirement
2.2 Load test loading setup scenarios
2.3 Assumption
3. Test Approach
4. Roles and Responsibilities
5. Test Schedule
6. Test Environment
6.1 Hardware and software requirement
6.2 Base data setup
7. Transactions selected for load test
8. Expected and actual test Result for different scenarios
8.1 Test Summary with performance time result
8.2 Memory
8.3 CPU
9. Transaction selected
10. Expected and actual test results

Quality criteria: 1. Does the testing result meet the expected result ?
2. Does the testing result meet the expected result in the performance test?

Review Method: Inspection and walkthrough

Annex E – Major Product List Page 19 of 38


Product ID: T290

Product Name: System Cut-over Plan and Procedures

Purpose: To provide instruction in detail for converting data and other related information
from existing systems to the new system including procedures for pre-editing,
transcription, verification and errors correction; and for setting up all necessary
procedures for production run of the proposed system including fall-back
procedures.

Composition: The contents of the System Cut-over Plan and Procedures include -
1. Information/Data files to be converted;
2. System cut-over strategy with fall-back planning;
3. Description of activities to be performed;
4. Data migration
4.1. Schedule of Activities
4.2. Scope of services to be provided
4.3. Man-power resources required
4.3.1. Resources provided by the Contractor
4.3.2. Resources provided by the HA
4.4. Equipment required
4.4.1. Equipment provided by the Contractor
4.4.2. Equipment provided by the HA
4.5. Deliverables for Audit trail and Data reconciliation
4.6. Contingency plan
5. System cut-over
5.1. Schedule of Activities
5.2. Scope of services to be provided
5.3. Man-power resources required
5.3.1. Resources provided by the Contractor
5.3.2. Resources provided by the HA
5.4. Equipment required
5.4.1. Equipment provided by the Contractor
5.4.2. Equipment provided by the HA
5.5. Deliverables for Audit trail and reconciliation
5.6. Contingency plan
6. Others - Any other material that must be included and/or will be of value

Annex E – Major Product List Page 20 of 38


Product ID: T290 (Cont’d)

Quality Criteria: 1. Does the plan assign responsibilities to different persons?


2. Are the data converted be verified ?
3. Are the tasks and specifications clearly defined and understood by the parties
involved ?
4. Has the cutover plan covers different rollback scenarios ?

Review Method: Walkthrough Review

Annex E – Major Product List Page 21 of 38


Product ID: T300

Product Name: Training Plan and Manual

Purpose: To train relevant staff to manage, use, control, operate and support the system.

Composition: Training manual(s) may be required to target for one or more of the following
categories of staff: -

1. Application System Administrator (for IT Sub-division)


2. System Operation Staff (for Data Centre)

Contents of the training plan and manual may include the following : -
- Instructor’s Notes;
- Students’ Notes;
- Visual Aids;
- Course Evaluation Forms;
- Exercise/Workshops (if necessary); and
- Training Software Packages like video tapes or VCDs and Instructions for Use
(if necessary).

Quality Criteria: 1. For each of the components above, does the material cover the needs of each
homogeneous audience?
2. Is the material directed at the appropriate level for each audience? Does it
assume the right level of prior knowledge?

Review Method: Inspection

Annex E – Major Product List Page 22 of 38


Product ID: T310

Product Name: Data Manual

Purpose: To give a complete and thorough picture of all computer data captured, processed
or produced by the system.

Composition: The contents of the Data Manual include -


1. Purpose
2. Scope
3. References
4. Definitions and Conventions
5. Source Document Description
6. Data File Description (in case the data is distributed across different
machines, the Data File Description should be grouped under different
platforms such as database server and application server)
7. Screen/Report Description

Quality Criteria: 1. Are all items included and properly addressed?


2. Are the items arranged logically?

Review Method: Inspection

Annex E – Major Product List Page 23 of 38


Product ID: T320

Product Name: System Manual

Purpose: To give a complete and thorough picture of the system developed for the user
department.

Composition: The contents of the System Manual include -


1. Introduction
2. Equipment Summary
3. System Summary
4. Security and Backup
5. System Constraints and Limitations
6. Function Point Analysis Worksheet
7. Others - Any other material that must be included and/or will be of value

Quality Criteria: 1. Are the Objectives section consistent with those in Project Initiation
Document and System Specifications?
2. Does the System Description section present clear details about how the
system actually works ?
3. Does the Software section provide the necessary information to enable the
future Maintenance Team to be aware of the inter-relationship of functions,
programs and files?

Review Method: Inspection

Annex E – Major Product List Page 24 of 38


Product ID: T330

Product Name: Application Operation Manual

Purpose: To provide relevant information to the application operation staff of the system
implemented.

Composition: The contents of the Application Operation Manual include -


1. System Summary
1.1. Objectives
1.2. System Functions
1.3. Equipment Configuration
1.4. System Flowchart
2. Summary of Operations
2.1. Computer Run Chart
2.2. Program/File Grid
2.3. Post Run Checks
3. Run Schedule
4. Media Utilisation
5. Computer Source Documents
6. Computer Output Documents
7. Inventories of Files/Databases
8. Inventories of Macros/Job Control Procedures including system & database
administration

Quality Criteria: 1. Does the manual give sufficient instructions for the operation staff to run the
system?
2. Are the Manual consistent with other manuals of the system?

Review Method: Inspection

Annex E – Major Product List Page 25 of 38


Product ID: T340

Product Name: Computer Operation Procedure Manual

Purpose: To provide relevant information to the application operation staff of the System
implemented.

Composition: The contents of the Computer Operation Manual include -


1 Purpose
2. Scope
3. Reference
4. Definition and Convention
5. Computer System Information
5.1 Computer Hardware Configuration
5.2 Computer Hardware Configuration (DR)
5.3 Computer Software Configuration
5.4 Computer Software Configuration (DR)
5.5 Communication Network Configuration
6. Computer System Operation – Normal
6.1 Switching On/Off the Hardware Components
6.2 Operator Logon and Interfaces
6.3 Normal System Health Check
6.4 Reload and Reconfiguration
6.5 Technical Support Escalation Channel
6.6 Scheduling / System Prompt / Exception Handling
7. Computer System Operation – Error Handling
7.1 Taking System Dumps
7.2 Fault Reporting Procedures
7.3 First Line System Crash / Communication Faults Diagnosis
8. Magnetic Tape Handling
8.1 Tape Deck Handling
8.2 Magnetic Tape Failure Recovery / Reporting
9. Operation Housekeeping Jobs
9.1 System File Backup
9.2 Magnetic Media Cleaning
10. Service Hours
10.1 Normal Service Hours
10.2 Typhoon Arrangement

Annex E – Major Product List Page 26 of 38


Product ID: T340 (Cont’d)
Composition:
11. Maintenance Information
11.1 Environment Requirements
11.2 Maintenance Coverage
12. Production Account Inventory
13. Hardware Inventory List

Quality Criteria: 1. Does the manual give sufficient instructions for the project team and
operation staff to maintenance the daily operation of the System?
2. Is the Manual consistent with other manuals of the System?
3. Accept to update existing document on changed areas.

Review Method: Inspection

Annex E – Major Product List Page 27 of 38


Product ID: T350

Product Name: Application User Manual

Purpose: To provide relevant information to the user department of the system


implemented. (The intended users of the manual are the clerical, operational and
managerial staff of the department. It should contain detailed operating
instructions in addition to an overall description of the operation procedures.)

Composition: The contents of the Application User Manual include -


1. System Summary
1.1. Objectives
1.2. System Functions
1.3. Equipment Configuration
1.4. System Flowchart
2. Summary of Clerical Operations
2.1. Clerical Procedures
2.2. Terminal Input Procedures (for on-line application)
3. Run Schedule (for on-line process)
4. Computer Input Documents
5. Computer Output Documents
6. Terminal Operating Instructions (for on-line application)

Quality Criteria: 1. Does the manual give sufficient instructions for the user's clerical and
operation staff to use the system?
2. Are the Manual consistent with other manuals of the system?

Review Method: Inspection

Annex E – Major Product List Page 28 of 38


Product ID: T360

Product Name: Program Manual

Purpose: To enable a programmer to code a program for conversion and interface.

Composition: For each program


1. Functional Description
2. Input Parameters
3. File/Databases Used
4. Screen Used
5. Processing Specification
Format and presentation in accordance with Housing Authority Standard

Quality Criteria: 1. Does the program design reflect the input, process, and output requirements
identified in System Implementation Specification?

Review Method: Inspection

Annex E – Major Product List Page 29 of 38


Product ID: T380

Product Name: System Production Report

Purpose: To clearly document the final results of Data Conversion and System Cut-over, the
list of outstanding issues (if any) and the action plan for System handover by the
Contractor to the HA.

Composition: The contents of the System Production Report include -


1. Hardware and Software Installation Test Report
2. System Hardening Report
3. System Security Assessment Report
4. Data Migration Control Report
5. System Cut-over Report
6. Project Issue Log – Issues, Priority, Status, etc.
7. Action Plan
8. Others - Any other material that must be included and/or will be of value

Quality Criteria: 1. Are the results and final situation of Data Migration and System Cut-over
fully reported?
2. Are the Issues completely logged and reported?
3. Is the Action plan completely documented?
4. Does the report provide sufficient information for handover of the System to
the HA?
5. Is the report consistent with other reports of the System?

Review Method: Inspection

Annex E – Major Product List Page 30 of 38


Product ID: T390

Product Name: System Nursing Report for month MM/YYYY

Purpose: To clearly report the logs of problems reported, actions taken and changes made
during the report period, and the list of outstanding issues/problems (if any) and
the action plan to be carried forward to the next report period.

Composition: To be provided by the Contractor

Quality Criteria: 1. Has the report completely logged the problems reported, status, etc.?
2. Has the report completely logged the actions taken, changes made, etc.?
3. Has the report completely documented the outstanding issues/problems and
the action plan for follow up in the next report period?
4. Is the report consistent with other reports of the System?

Review Method: Inspection

Annex E – Major Product List Page 31 of 38


Product ID: T400

Product Name: Maintenance Plan

Purpose: To serve as a guide to carry out efficient and effective maintenance and support
services of an application system in the System Maintenance Cycle (SMC).

Composition: The contents of the Maintenance Plan include -


1. Introduction
2. System Maintenance Overview
2.1 Organization
2.2 Priorities of Requests
2.3 Resources Summary
2.4 Responsibilities
2.5 Tools, Techniques, and Methods for Monitoring and Control
2.6 Service Level Agreement
2.7 Risk Assessment
3. System Maintenance Process
4. System Maintenance Reporting and Documentation Requirement
5. Fire fighting Administrative Requirements
6. Configuration Management Plan

Quality Criteria: 1. Are all items included and properly addressed?


2. Does the plan assign suitable people to the maintenance organization ?
3. Has any escalation procedures included for incident handling ?

Review Method: Inspection

Annex E – Major Product List Page 32 of 38


Product ID: T410

Product Name: Disaster Recovery Plan

Purpose: 1. To define the backup strategy and disaster recovery procedures;


2. To define the specification for the drill tests to be carried out, which upon
completion of DR drill, would serve as the disaster recovery plan directing the
system recovery process in the event of an unexpected disaster.

Composition: The contents of the Disaster Recovery Plan include -


1. System and Network Configuration of Production and DR Site
2. Backup Strategy
3. Disaster Recovery Procedures
4. Planning for Disaster Recovery Drill
5. System Switch Back Procedures
6. Others – Any other material that must be included and/or will be of value

Quality Criteria: 1. Are all items included and properly addressed?


2. Are the items arranged logically?

Review Method: Inspection

Annex E – Major Product List Page 33 of 38


Product ID: T510

Product Name: Prepared Site and Installed Computer Equipment

Purpose: To provide the necessary physical environment to accommodate the packaged


system. Hardware and Software will be installed for development, acceptance
tests and production run.

Composition: Computer Room


Cabling
Desks/Workstation
Air-conditioning System
Fire Extinguishing System
Raised Floor
Operator Room
Console Table
Storage Rack
Safe
Power Supply
Lighting
Filing System
Security System
(Note: This is just a suggested list. Actual composition would depend on the
needs of the required computer system)

Quality Criteria: 1. Are all necessary components covered?


2. Will the site enable installation of the proposed hardware?

Review Method: Inspection (in the form of Site Inspection & Acceptance)

Annex E – Major Product List Page 34 of 38


Product ID: T520

Product Name: Custom Program Source Codes and Customized Package

Purpose: To perform the functions as described in the Program Specification.

Composition: 1. List of Program Source


2. Listings of Sample Program Inputs and Outputs
3. Machine-readable Source, Object, and Load Items
4. Custom programs and customized package

Format/presentation in accordance with Housing Authority standards.

Quality Criteria: 1. Are the programs consistent with their specifications?


2. Are the programs consistent with Housing Authority standards?

Review Method: Inspection (through System Test and Acceptance Test)

Annex E – Major Product List Page 35 of 38


Product ID: T530

Product Name: Trained Users

Purpose: To manage, use, control, operate and maintain the new system. These trained
users will contribute to the organisation and running of Acceptance Test and also
operating the production system.

Composition: Trained User may include staff in one or more of the following categories:-
1. Application System Administrator (for IT Sub-division)
2. System and Database Administrator
3. System Operation Staff (for Data Centre)
4. Management Level End-users
5. End-users
6. Trainer of end-users

Quality Criteria: 1. Does the different groups of users have sufficient knowledge and skill to use
the system effectively?

Review Method: Walkthrough Review

Annex E – Major Product List Page 36 of 38


Product ID: T540

Product Name: Migrated Data

Purpose: To provide necessary data for the operation of the production system.

Composition: 1. Migrated Data Stored in the Machine


2. Data Migration Plan
3. Data Migration Control Report
 Data extraction of summary points for before and after migration images
comparison
 List of all tables name
 All related tables record count for before and after migration
 All related tables control count for before and after migration

Quality Criteria: 1. Are all required components present?


2. Has the migration plan be adhered to in the data migration?
3. Are the summary points, table counts data extraction for before and after
images matched?

Review Method: Inspection (in the form of Data Verification and Acceptance by Housing
Authority)

Annex E – Major Product List Page 37 of 38


Product ID: T550

Product Name: Production System

Purpose: To provide the environment, equipment, data and procedures necessary for the
operation of the system.

Composition: 1. Installed Computer Equipment


2. Accepted Custom Programs
3. Accepted Customized Package
4. Migrated Data Stored in the production machine
5. System Documentation

Quality Criteria: 1. Are all required components present?


2. Has the migration plan be adhered to in the data migration?
3. Are the summary points, table counts data extraction for before and after
images matched?

Review Method: Inspection (in the form of Data Verification and Acceptance by Housing
Authority)

Annex E – Major Product List Page 38 of 38


Annex F

Description of Existing System

CONTENT

1. INTRODUCTION

2. FUNCTION SPECIFICATION

3. WORKLOAD SPECIFICATION

4. SYSTEM PERFORMANCE SPECIFICATION

5. CUSTOM PROGRAM SPECIFICATION

Appendix 1 COMIS System Summary

Appendix 2 Function Description of COMIS Security Framework

Appendix 3 Function Description of COMIS Interface

Appendix 4 Description of COMIS Operator Interface for system and application administration

Appendix 5 Overview of COMIS Web Pages for Documents Downloaded

Appendix 6 COMIS Training Guide of ATS (Action Tracking System) and DMS (Document
Management System)

Appendix 7 Classes Listing of COMIS custom package ISWeb

Annex F – Description of Existing System Page 1 of 10


1. INTRODUCTION

To facilitate the effective Procurement Management and to uphold the principles of open and transparency
of procurement operations, the Authority maintain different Lists for different types of procurement. At
present, we maintain the following List Types, under which individual Lists (in bracket) are categorized:

 Property Management Service Providers


(Cleansing Service Contractors, Property Services Agents, Property Management
Agents for shopping Centres, Security Service Contractors)
 Other Service Providers
(Approved Decoration Contractors, Carpark Operators)
 Works Contractors
(Building Contractors, Demolition Contractors, Electrical Contractors, Fire Services and
Water Pump Contractors, Ground Investigation Contractors, Lift and Escalator
Contractors, Materials Testing Laboratories for Pile Testing, Piling Contractors, Soft
landscape Contractors)
 Suppliers
(General Goods and Support Services)

List Management and relating activities are at present supported by COunterparty Management
Information System (COMIS), which is a web-based information system to serve the Hong Kong Housing
Authority (HA) and its business partners on corporate procurement issues. It provides a unique
"Housing-to-Business" (H2B) platform for the interaction among List Management teams (LMTs) of the
Procurement & Technical Secretary Section of the Housing Department (HD) and business partners of the
HA.

At present, COMIS serves the following core functions:-


 List Management,
 Tender,
 Contract and
 Performance Assessment

Annex F – Description of Existing System Page 2 of 10


2. FUNCTION SPECIFICATION

2.1 BUSINESS CASE

List Application and Vetting


A contractor/service provider (the Applicant) may apply for admission to the respective list1 through the
HA/HD internet portal. The applicant will be guided to fill-out the required information and to submit the
required documents via the portal. A single applicant can apply for admission to multiple lists in any one
time. The applicant will be provided with user accounts for subsequent information/document update and
communication with HA.

Applications for admission, confirmation, upgrade or change of company name will be subject to
corporate, financial and technical vetting, as appropriate. There are different Vetting Teams to process
different list application according to different set of assessment criteria. The applicant shall submit all
required information and documents before the application can be further processed by the LMT.

Successful applicant (the Counterparty) will be included on the respective list and may have the
opportunity to be invited for subsequent tender exercise.

Routine List Management


Counterparties admitted to the list(s) will be subject to regular review. Subsequent to the successful
inclusion on HA List, counterparty’s status under different lists may be changed under certain
circumstances. Change of list status may be initiated by the counterparty, e.g. application for
confirmation, application for upgrade, request for voluntary restriction from tendering; or it may be
initiated by LMT by means of regulatory action, e.g. downgrading the list/category/group due to poor
performance or other serious incident.

RFQ / Tender & Contract Management


At present, COMIS serves as an information repository of tender and contract information. Before a RFQ /
Tender is issued, Project Team comprising a responsible officer, accessible officers and a tender data
controller will be assigned and a tender number will be obtained from the system.

Project Team will obtain a provisional Tender Eligibility List from the system to facilitate the compilation
of the tender invitation list for tender processing.

1
Each List Type will be further categorized into related lists to reflect the detail nature of procurement according the prevailing
business needs. Responsible officers of the LMT will be assigned to each list for the overall list management.
Annex F – Description of Existing System Page 3 of 10
Performance Assessment
Project team conducts periodic assessment on counterparties' performance to oversee the execution of
contract/agreement by contractor, consultant, subcontractors or sub-consultants. The overall performance
scores and ratings will be used for comparing performances among counterparties or tracking the
performance trend of counterparties. If the services level of a counterparty is below pre-determined
benchmark, HA may initiate appropriate list regulatory actions, e.g. issue warning letter, conduct interview,
suspend from future tendering, remove the counterparty from the list, etc.

The system provides performance assessment functions to record the counterparty’s performance details
for certain types of contract/agreement and to calculate the overall performance scores/rating. It also
captures the performance records from other performance assessment scoring systems.

Apart from the performance assessment, some related external information will also be collected through
interface and kept in the system e.g. conviction records, court cases and complaints, etc., which form part
of the counterparty's performance profile.

Each performance report is input by different level of assessors including the Assessor, Liaison Officer,
Consulted Officer and Contract Manager or Director’s Representative. The final assessment result will
be summarized in the performance report for committee submission.

The system provides workflow feature to streamline the assessment process and the number of levels and
post of assessors may be defined by user following the assessment hierarchy. Owing to broad application
of this function to multiple user groups, the system should allow flexibility for users to build and
configure the performance report based on modular design.

2.2. SYSTEM FEATURES

Apart from normal parameters and information updating; reporting and system enquiries functions (which
are not explicitly mentioned below), some of the salient system features are list below: -

 The system shall provide an Internet Portal for potential contractors/service providers to apply for
inclusion on the lists and for the existing listed counterparties to update their company profile. The
internet portal should be intuitive for the public to handle the regular activities on a DIY basis.
Internet Portal will also form the communication platform between HA and the respective
contractor/service provider.

Annex F – Description of Existing System Page 4 of 10


 Strong Authentication feature is required. The system shall be able to apply Two-factor
authentication and be able to apply e-certificate for authentication.

 For the application process, potential contractors/service providers are required to fill-out
pre-defined questionnaires. Questionnaires may need to be changed frequently to reflect the
prevailing policies of the Authority. As such, handy function in the form of Electronic Form shall
be available for the development of questionnaires. Moreover, questionnaires will also be used
internally for performance assessment. The system shall be able to apply simple logic to transpose
the results of questionnaires into performance value according to pre-defined logic.

 Throughout the list application and technical vetting process, documents in the form of softcopy are
required to be captured and stored in a well-organized manner. As such, Document Management
functionality with strong searching capability is required.

 All along the list and performance management processing, event triggered Workflow will be used
to streamline the operations. The workflow shall be flexible enough to support back and forth
activity flow, parallel activities, conditional branching and looping function. Workflow can also be
flowed to pre-defined Group(s) or Individual(s).

 Detail Action Tracking is required to record the event, action, action party, remarks and date time
stamp throughout the list and performance operations.

 Strong Audit Trail is required to keep track on the details of changes, pre-amendment and
post-amendment logs are required and the system shall be able to highlight the areas of change.

 Performance assessment will be conducted at contract level. Performance assessment will be


handled in the following way:
 Performance score to be interfaced from other systems (e.g. PMRS, PASS, BSPASS, etc.)
 Performance score to be derived by the system after filling-in the pre-defined evaluation
questionnaires

 For performance that is required to be updated on-line (i.e. not updated by other feeder systems), the
system shall be able to send evaluation questionnaires (evaluation questionnaire shall also be
electronic form) to designated officers (set at contract level) according to pre-defined schedule or by
ad-hoc request. User-friendly Scheduler, which can incorporate the system calendar and incorporate
the pre-set public holiday, shall be a desirable feature.

Annex F – Description of Existing System Page 5 of 10


 Depending on the contract type, different evaluation questionnaires will be used. Designated officers
shall be notified by email and be able to accomplish the task through To-Do Task List. The system
shall also provide Alert features to remind designated officers who fail to accomplish the task within
the stipulated time-frame.

 Two-tier User Administration function is required. System Administrator can assign administration
rights to Project Coordinator and Contract Administrator, who in turn can define respective Project
Team members and Contract subordinates. Access Control can be set at the following levels:
 List Type,
 Project,
 Contract

3. WORKLOAD SPECIFICATION

3.1 The current production data volume of COMIS is


Server Description Data Volume
Database Server around 120GB
Internal Web Application Server around 4.1GB
External Web Application Server around 2.5GB

3.2 The proposed system shall provide sufficient capacity for the data storage and processing for five
years commencing from the production of the upgraded COMIS, at an anticipated growth rate of
15% per annum.

3.3 The upgraded system must be able to support the concurrent operation of 65 on-line users,
including 45 HA users accessing via HA’s intranet and 20 external users accessing via internet.

3.4 The proposed system must support the concurrent operation with appropriately designed security
and access controls on at least 1 production database, 1 system testing database, 1 acceptance
testing database and 1 training database.

3.5 The Contractor shall perform load and stress test on User Acceptance Test (UAT) environment in
HA to simulate 65 concurrent data update/enquiry user sessions.

3.6 The System should provide sufficient capacity to support daily workloads based on the following
assumptions:

Annex F – Description of Existing System Page 6 of 10


Number of row selections per minute Peak On-line transaction Batch processing
Data retrieval 42 84
Data retrieval and update 42 840
Insertion 1 1

4. SYSTEM PERFORMANCE SPECIFICATION

4.1 The System shall be available for online operations with the following operation hours:
Monday to Friday - 08:30 hour to 18:30 hour
Saturday to Sunday - No Services
Public Holiday - No Services

4.2 The proposed system shall achieve the following minimum performance levels measured by
response time for 90 percentiles of the transactions for users accessed through HA intranet
environment:
On-line Transaction Type Quiescent Normal Heavy Usage
System State System State System State
E-mail or Correspondence Generation 5 seconds 5 seconds 10 seconds
Simple Enquiry or Report 2 seconds 2 seconds 5 seconds
Normal Enquiry or Report 5 seconds 5 seconds 10 seconds
Complex Enquiry or Report 30 seconds 1 minute 2 minutes
Simple Data Entry or Updating 2 seconds 2 seconds 5 seconds
Complex Data Entry or Updating 5 seconds 5 seconds 10 seconds

4.2.1 Notes for “On-line Transaction Type”


i) Email generation involves the generation of one Email message.
ii) Correspondence generation involves the generation of one A4 size page of document from
a template using data retrieved from one single row of data from less than three database
tables.
iii) Simple Enquiry/Report involves the retrieval of one single row of data/one single scanned
document from less than three tables using full keys.
iv) Normal Enquiry/Report involves the retrieval of less than 100 rows of data/50 pages of A4
size scanned text documents from less than five tables using partial keys and involving
computation and sorting of data.
v) Complex Enquiry/Report involves the retrieval of more than 100 rows of data/50 pages of
A4 size scanned text documents or retrieval from more than five tables using partial keys

Annex F – Description of Existing System Page 7 of 10


and involving computation and sorting of data.
vi) Simple Data Entry/Updating is define as the input of data involving less than or equal to 3
input screens and less than or equal to 5 tables.
vii) Complex Data Entry/Updating is defined as the input of data involving more than 3 input
screens or more than 5 tables.

4.2.2 Notes for System State and Response Time


i) The response time is defined as the elapsed time between pressing the ‘ENTER’ key to the
appearance of the first character of the reply on the screen.
ii) The response time for 90 percentiles of the transactions for users located in remote user
sites shall not exceed the corresponding response time for users accessed through the HA
intranet by 2 seconds.
iii) The system is defined as in quiescent state when there is only one user logged in and no
background processing.
iv) The system is defined as in Normal state when there are an average number of transactions
being submitted (including requests from background processing) by 65 concurrent on-line
users.
v) The system is defined as in Heavy state when there is 150% of the average number of
transactions being submitted (including requests from background processing) by 65
concurrent on-line users.

4.3 Provided that there is no equipment malfunction or data or program corruption, the proposed
system must resume its ability to continue to process all the said on-line transactions within 15
minutes after a system breakdown.

4.4 The Contractor shall design and plan the tests in details and propose in the System Acceptance
Test Plan for the HA’s consideration.

5. CUSTOM PROGRAM SPECIFICATION

5.1 For the system function listing and system report listing, please refers to Section 5.2 and 5.3 of
Appendix 1 – COMIS System Summary.

5.2 For details of security, access control, audit control and interface specification, please refers to
Appendix 2 – Function Description of COMIS Security Framework and Appendix 3 – Function
Description of COMIS Interface.

Annex F – Description of Existing System Page 8 of 10


5.3 For detailed description of those functions available to Counterparty and Government
Departments, please refer to Section 5.2.1, 5.2.2, 5.2.3 and 5.2.6 of Appendix 1 – COMIS System
Summary.

5.4 COMIS also serve a platform to provide documents for authorized users (e.g. HA’s business
partner, general public, etc) to download. For an overview of the web pages providing the
document download functions, please refers to Appendix 5.

Annex F – Description of Existing System Page 9 of 10


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Annex F – Description of Existing System Page 10 of 10


1. SYSTEM SUMMARY
1.1 SYSTEM OBJECTIVE

The system maintains a centralized counterparty database which acts as a role to facilitate
ad-hoc enquiry and data analysis, facilitate communication and management of
counterparties and support the list management operation in CLM Section and Purchasing
and Supplies Section.

1.2 SYSTEM FUNCTION LIST

1.2.1 Listing

The major objectives of listing module is to provide functions for maintaining listing data, to
facilitate control and monitoring of listing process, and to link up with other function
modules for validation check and information retrieval. There must be a security control
that only the authorized group of users can access the data under their responsibility. The
authorization should be easily added/changed/deleted by the administrator.

No. Function ID Function Name


Maintenance of Listing Application for Inclusion and
1 LS0100
Reinstatement
2 LS0200 Maintenance of Listing Application for Confirmation
3 LS0300 Maintenance of Listing Application for Upgrade
4 LS0400 Maintenance of Listing Application for Change of Name

Maintenance of Listing Application for Update of


5 LS0500
Counterparty Information
Processing of Listing Application for Inclusion and
6 LS0600
Reinstatement
7 LS0700 Processing of Listing Application for Confirmation
8 LS0800 Processing of Listing Application for Upgrade
9 LS0900 Processing of Listing Application for Change of Name
Processing of Listing Application for Update of
10 LS1000
Counterparty Information
11 LS1100 Bulk Acknowledgement of Listing Applications
Maintenance of Supporting Document for Listing
12 LS1200
Application

13 LS1300 Maintenance of Fee Request and Payment Details


14 LS1500 Online Fill in Questionnaire
Maintenance of Requests and Results of Job/Trade
15 LS1600
References
16 LS1700 Approval / Reject of Listing Application
Maintenance of Counterparty's Status and Category/Group
17 LS1800
in the Lists
18 LS1900 Maintenance of List Type
19 LS2000 Maintenance of Rules for Administration
20 LS2100 Maintenance of Questionnaire Definition by List Type

Annex F Appendix 1 – COMIS System Summary Page 1 of 10


No. Function ID Function Name
21 LS2200 Maintenance of Supplier Group
22 LS2300 Enquiry of Rules for Administration
Enquiry of Listing Application for Inclusion or
23 LS2400
Reinstatement
24 LS2500 Enquiry of Listing Application for Confirmation
25 LS2600 Enquiry of Listing Application for Upgrade
26 LS2700 Enquiry of Listing Application for Change of Name
Enquiry of Listing Application for Update of Counterparty
27 LS2800
Information
Enquiry of Questionnaire and Associated Supporting
28 LS2900
Documents
29 LS3000 Enquiry of Fee Request and Payment Status
Enquiry of Counterparty Listing Category/Group and Status
30 LS3100
(for HA users)
Enquiry of Counterparty Listing Category/Group and Status
31 LS3200
(for Counterparty users)
32 LS3300 Related Company Matching
33 LF0100 Validation of Listing Resources and Key Persons
34 LF0200 Validation of Resource Constraints
35 LF0300 Generation of Reminder for Receipt of Listing Application

Generation of Reminder for Receipt of Supporting


36 LF0400
Documents
Generation of Reminder for Overdue Supporting
37 LF0500
Documents
Generation of Reminder for Responsible Officers to
38 LF0600
Follow-up Outstanding Listing Applications
Generation of Reminder for Receipt of Completed
39 LF0700
Questionnaire

40 LF0800 Generation of Reminder for Overdue Questionnaire

41 LF0900 Generation of Reminder for Overdue Job/Trade Reference

Generation of Reminder for Overdue Offer of Additional


42 LF1000
Job/Trade Reference

43 LF1100 Generation of Reminder for Overdue Fee Payment

Generation of Reminder for Listing Applications Pending


44 LF1200
Approval
Generation of Reminder for Overdue Response to the
45 LF1300
Periodic Review

Generation of Accounting Receivable Transactions to


46 LF1400
HAFIS and Receipt of Payment Status from HAFIS

47 LF1500 Generation of Reminder for performing Periodic Review

Annex F Appendix 1 – COMIS System Summary Page 2 of 10


1.2.2 Assessment

The major objectives of assessment module are to provide functions to perform assessments
on counterparties including financial assessments and technical assessments, to monitor the
assessment progress, to link up with other function modules for validation checking and
information retrieval, e.g. tenderer who fails the assessment should not be awarded with the
contract.

No. Function ID Function Name


1 AS0100 Financial assessment maintenance
2 AS0200 Financial assessment enquiry
3 AS0300 Technical assessment maintenance
4 AS0400 Technical assessment enquiry
5 AS0500 Assessment Request Maintenance
6 AS0600 Set up of assessment schedule
7 AF0100 Initiate periodic financial assessment
8 AF0200 Notification of capital improvement requests

1.2.3 Counterparty

The major objectives of counterparty module are to provide functions to maintain individual
counterparty information in various aspects, to maintain counterparty profile from a corporate
perspective, to link up with other function modules for validation checking and information
retrieval. For example, counterparty profile will be updated after approval of list application
in listing module.

No. Function ID Function Name


1 CS0100 Maintenance of Counterparty
Maintenance of Non-eligible List for all HA Contracts for
2 CS0200
Counterparty
Maintenance of Non-eligible List for all HA Contracts for
3 CS0300
Individual Person
Maintenance of Counterparty Substitution, Transfer of
4 CS0400
Benefits & Obligations (Novation)
5 CS0500 Enquiry of Counterparty
Enquiry of Non-eligible List for all HA Contracts for
6 CS0600
Counterparty
Enquiry of Non-eligible List for all HA Contracts for
7 CS0700
Individual Person
8 CS0800 Enquiry of Irregular Counterparties Information

Send Alert Message to Responsible Officers of


9 CS0900
Tenders/Contracts in Relation to a Counterparty or Person

Annex F Appendix 1 – COMIS System Summary Page 3 of 10


1.2.4 Tender

The major objectives of tender module are to provide functions to maintain tender records, to
monitor tendering progress, to facilitate an effective and efficient selection of tenderers, to
link up with other function modules for validation check and information retrieval, e.g.
performance score affects a counterparty's tender eligibility.
No. Function ID Function Name
1 TS0100 Maintenance of Tender Programme
2 TS0200 Maintenance of Tender
3 TS0300 Inclusion of Eligible Counterparties to Tender
4 TS0400 Record of Tenderers' Response
5 TS0500 Monitor of Tender Correspondence
6 TS0600 Enquiry of Workload Information
7 TS0700 Ranking of Tenderers
8 TS0800 Record of Tender Award Information
9 TS0900 Enquiry of Tender
10 TS1000 Generation of Tender Eligibility Lists
11 TS1100 Maintenance of Tender Eligibility Criteria
12 TS1200 Maintenance of Preferential Tendering Criteria
13 TS1300 Maintenance of Alert Parameters
14 TF0100 Calculation of PTAS score
15 TF0200 Alert for Tendering Events
16 TF0300 Security Control of Tender

1.2.5 Contract

The major objectives of the contract module are to provide functions to maintain
contract/agreement information, to keep track of contract/agreement progress including work
completion and payment history, to monitor counterparty's workload status and to link up
with other related function modules to facilitate validation check, e.g. counterparty's tender
eligibility depends on its outstanding workload.

No. Function ID Function Name


1 KS0200 Maintenance of Contract/Agreement
2 KS0100 Request of Contract/Agreement Number
3 KF0100 Generation of Contract/Agreement Number
4 KF0200 Calculation of Workload
5 KS0300 Maintenance of Contract Resource
Maintenance of Contract/Agreement Completion/Expiry
6 KS0400
Information
7 KS0500 Contract/Agreement Variation
8 KS0600 Contract/Agreement Novation
9 KS0800 Enquiry of Contract/Agreement
10 KF0300 Alert of Contract Events
Maintenance of Workload Warning Level and Capping
11 KS0900
Limit

1.2.6 Performance

Annex F Appendix 1 – COMIS System Summary Page 4 of 10


Performance module is to provide functions to maintain counterparty's performance records,
to streamline the performance assessment updating, to link up with other function modules so
as to strengthen the management functions. For example, the performance scores will be
linked to the contract renewal and tendering opportunities processing.

No. Function ID Function Name


1 PS0100 Maintain performance record
2 PS0200 Classify adverse reports
3 PS0300 Set up of performance reports
4 PS1800 Define responsibilities of filling in performance reports
5 PS0400 Maintenance of conviction records
6 PS0500 Enquiry of performance data
7 PS0600 Maintenance of court case records
8 PS0700 Maintenance of complaint records
9 PS0800 Maintenance of site safety records
10 PS0900 Maintenance of banding levels
11 PS1000 Maintenance of non-performed criteria
12 PS1100 Maintenance of overall project performance rating
13 PS1200 Maintain regulating actions
14 PS1300 Enquiry of regulating actions
15 PS1400 Maintain appeal records
16 PS1500 Enquiry of appeal records
17 PS1600 Maintenance of bonus criteria
18 PS1700 Set up performance evaluation schedule
Generate notification for informing relevant parties of
19 PF0100
regulating actions.

20 PF0200 Generate notification for filling in performance forms

21 PF0300 Generate notification for reviewing regulating actions

1.2.7 Committee

The major objectives of committee module are to provide functions to maintain committee
meeting schedule, to facilitate communication among committee members as well as other
officers concerned, to organize meeting materials, and to trigger appropriate actions before
and after meetings, etc.

No. Function ID Function Name


1 MS0100 Maintenance of Committee
2 MS0200 Maintenance of Committee Meeting
3 MS0300 Maintenance of Committee Meeting Checklist
4 MS0400 Maintenance of Committee Meeting Action Item
5 MS0500 Enquiry of Committee Meeting
6 MS0600 Maintenance of Committee Paper
7 MS0700 Enquiry of Committee Paper
8 MF0100 Alert of Committee Events

1.2.8 Enquiry and Report

Annex F Appendix 1 – COMIS System Summary Page 5 of 10


The system should provide a powerful search engine and report writer to search and present
the specific information/document. For the list of the reports, please refer to Section 5.3.

1.3 SYSTEM REPORT LIST

1.3.1 Listing Reports

No. Report ID Report Name


1 LR0100 Status of Listing Application
2 LR0200 Listing History
3 LR0300 Listing Index
4 LR0400 Committee Paper Register
5 LR0700 Supplier Type Listing
6 LR0800 Supplier List by Name
7 LR0900 List of Application for Supplier Reg.
8 LR1000 List of Category Code Maintenance Against Company
9 LR1100 List of Cat. Class/Code Maint. Against List Type
10 LR1200 Supplier History Since Registered

1.3.2 Counterparty Reports

No. Report ID Report Name


11 CR0100 Company Address List
12 CR0110 Company Address List (Chinese)
13 CR0200 Company List
14 CR0300 Listing Application Summary of Company
15 CR0400 List of Company with Multiple Identities
16 CR0500 Company Director List
17 CR0600 Summary of Company Listing Status
18 CR0700 Company Profile
19 CR0800 Groups of Related Companies on HA List
20 CR0900 Counterparty Shareholders List
21 GR0204 Correspondence for Supplier Registration Updating
22 IR0100 Debtor Maintenance Request Form

1.3.3 Tender Reports

No. Report ID Report Name


23 TR0100 Tender Eligibility List of Company
24 TR0300 Schedule of Contracts to be Tendered Out
25 TR0400 Calculation of Preferential Tender Score
26 TR0600 Tender Record Sheet
27 TR0700 Tender Assessment Summary
28 TR0700a Tender Assessment Summary (PT)
29 TR0800 Tendering Activities Currently Undertaken
30 TR0900 Summary of Tender Submission
31 TR1000 Tender Submission Record
32 TR1100 No. of Tender Submitted
Annex F Appendix 1 – COMIS System Summary Page 6 of 10
No. Report ID Report Name
33 TR1200 Companies Failing to Submit Tenders
34 TR1400 Calculation of Preferential Tender Score
35 TR1400a Calculation of Preferential Tender Score (PT)
36 TR2300 Tender Response Evaluation Analysed
37 TR2400 Tender Response Eval. Analysed by Supplier Invited
38 TR2500 Supplier History
39 TR3300 Tender Response
40 TR3400 Full List of Tender Issued
41 TR3500 Full List of Contract Awarded for A Period
42 TR3600 No. of Tenders Iss by Sup
43 TR3700 Progress Report on Outstanding Tender
44 TR3800 Performance Pledge on Tender Issuing for Awarded

1.3.4 Contract Reports

No. Report ID Report Name


45 KR0100 Company Workload Summary
46 KR0100a Company Workload Summary (for PT)
47 KR0200 Contracts in Progress Held by Companies
48 KR0200a Contracts in Progress Held by Companies (PT)
49 KR0300 Banded Score League for Preferential Tendering
50 KR0400 Global Workload Summary
51 KR0500 List of Contracts Held by Companies
52 KR0700 Executive Summary of Workload
53 KR0800 Workload Summary for Service Contractors
54 KR0800a Workload Summary for Service Contractors (for PT)
55 KR0900 Workload Summary of Related Companies
56 KR0900a Workload Summary of Related Companies (for PT)
57 KR1100 List of Consultant Master Records
58 KR1200 Annual Summary of Cons. Services Conducted by HA
59 KR1700 Full List of Contract
60 KR2700 Exception Report for Consultant Records

Annex F Appendix 1 – COMIS System Summary Page 7 of 10


1.3.5 Performance Reports

No. Report ID Report Name


61 PR0100 List of Counterparty under Restriction/Suspension
62 PR0200 Number of Complaints against Counterparty
63 PR0300 Record of Disciplinary Actions Against Company
64 PR0400 Interview Record
65 PR0500 Consultants Review Board Consultant Score League
66 PR0600 Performance Score Summary for Company
67 PR0700 24 Months Adverse Report Summary of Company
68 PR0800 12-Month Performance Summary of Company
69 PR0900 Adverse Report Summary for a Counterparty
70 PR0900a Adverse Report Summary for a Counterparty (PT)
71 PR1000 Summary of Scores of Cons with Est Fee
72 PR1100 Schedule of Appointments under Delegated Authority
73 PR1200 12-Month Performance Summary for Companies
74 PR1300 Summary of Numbers of Complaints against Company
75 PR1400 12-Months Performance Summary for Counterparties
76 PR1400a 12-Months Performance Summary for Counterparties
77 PR1500 Summary of Performance Assessment of ADCs
78 PR1600 Record of Tender Irregularities Committed
79 PR1700 Shopping Centers Central Complaint Register
80 PR1800 Summary of No. of Crimes Committed in Carparks
81 PR1900 Number of Crimes Committed in Carparks
82 PR2000 Convictions of Company
83 PR2100 Workload and Perf Summary - NW and PSPS
84 PR2100a Workload and Perf Summary - NW and PSPS (PT)
85 PR2200 Score Trend of Company for the 3-Year Period
86 PR2300 Report of Banding of Company for the Period
87 PR2400 Preferential Tendering Report for CC
88 PR2400a Preferential Tendering Report for CC (PT)
89 PR2500 Summary Report of Appeal
90 PR2700 CPRC (New Works) Contractor Quarterly Score League
91 PR2900 List of Triggered Reports
92 PR3000 CPRC Contractor Score Summary
93 PR3600 MASSIS (BW) Quarterly Work/Mgmt/MASS Score League
94 PR3700 MASSIS (BW) Half Yearly Work/Mgmt Score League
95 PR3800 Quarterly Perf Report on Contractors for CPRC (M)
96 PR4000 Quarterly General Score for New Works Projects
97 PR4100 Project Quarterly Score Summary Maintenance Period
98 PR4200 Project Quarterly Progress Score
99 PR4300 Contractor Score Trend
100 PR4400 Adverse Report for Supplier on and below Marks
101 PR4800 Contractors Perf Review Committee (Bldg Services)
102 PR4900 Quarterly Contractor Performance Report on Project
103 PR5100 CPRC (BS) Quarterly Project (Maintenance Period)
104 PR5200 CPRC (BS) Quarterly Project (Construction)
105 PR5300 List of Non-Triggered Report
106 PR5400 Workload Assessment for Counterparties
107 PR5400a Workload Assessment for Counterparties (PT)

Annex F Appendix 1 – COMIS System Summary Page 8 of 10


No. Report ID Report Name
108 PR5800 12 Months Perf Summary for Company
109 PR5800a 12 Months Perf Summary for Company (PT)
110 PR5900 Sched of NW Projects with Sat./Unsat. PASS Scores
111 PR6000 No. of Tender Submitted
112 PR6100 Contractors Perf Review Committee (New Works)
113 PR6200 Contractors Perf Review Committee (New Works)
114 PR6300 Contractors Perf Review Committee (New Works)
115 PR6400 Contractors Performance Report on Project
116 PR6500 CPRC (NW) Project Quarterly Score Summary
117 PR6700 CPRC (NW) Contractor Quarterly Works Score League
118 PR6800 Contractors Performance Review Committee
119 PR6900 Contractors Performance Review Committee
120 PR7000 Contractors Performance Review Committee
121 PR7200 Quarterly Project Score for New Work Contracts
122 PR7900 Contractors Performance Review Committee
123 PR8000 Scores Gained by the Property Management Agents
124 PR8000a Scores Gained by the Property Management Agents PT
125 PR8100 CPRC (BS) Contractor Quarterly Score League
126 PR8200 24 Month Perf Summary for Architectural Consultant
127 PR8300 Adverse Report Summary Within Last 12 Months
128 PR8400 CPRC (Engineering) Contractors Performance Summary
129 PR8500 Quantity Surveyor Performance Summary Report

1.3.6 Financial Assessment Reports

No. Report ID Report Name


130 AR0100 Monthly Progress Report for Financial Evaluation
131 AR0200 No. of Assessments Performed
132 AR0210 No. of Financial Assessment Performed
133 AR0300 Progress Report of Financial Evaluations Report
134 AR0400 Financial Review Report
135 AR0500 Summary by List of Current Contracts
136 AR0900 Financial Status of Active Building Contractors
137 AR1000 Monthly Movement of os contracts
138 AR1100 Contracts Completed/Awarded by Month
139 AR1200 Outstanding Work Report
140 AR1300 Financial and Credit Analysis of Companies
141 AR1400 No. of Fin Assessments Performed for Tendering
142 AR1500 Progress Report for Tendering

Annex F Appendix 1 – COMIS System Summary Page 9 of 10


1.4 INVENTORY OF APPLICATION PROGRAM

Server Path (/p01/com/) Description


1. bin/class/comis/* COMIS java program
2. bin/class/ISWeb/* ISWeb library
3. bin/class/iText/* iText library
4. bin/class/lib/* Other necessary library
5. bin/class/report/* COMIS report library
6. bin/class/webdms/* WebDMS java program
7. bin/jsp/<module>/* COMIS jsp by module
8. bin/jsp/include/* include files
9. bin/jsp/ha/* HA homepage files
10. bin/jsp/images/* Image files

Annex F Appendix 1 – COMIS System Summary Page 10 of 10


1. CONVENTION

1.1 GENERAL

1.1.1 Entity and attribute


Throughout the document, entity and attribute name's first letter is capitalized.
When referring to an attribute in a formula, the convention Entity.Attribute is used.

e.g. Tender/Tender Programme.Number of Flats/Carparking spaces


refers to the attribute ' Number of Flats/Carparking spaces' in the 'Tender/Tender
Programme' entity.

Entities and attributes are documented in Volume 2 of the Function Specification.

1.2 STRUCTURE OF SPECIFICATION

Function ID Unique ID for the Function.


Function Name Name of the Function.
Description A brief description of the functionality provided by the
function.
Related User Requirements Requirement ID from the User Requirement supported
by this module.
Data List the entity that will be accessed by the Function and
how the entity is used:
Create – means the records of the entity will be created
in this function
Update - means the records of the entity will be updated
in this function
Delete - means the records of the entity will be deleted
in this function
Read - means the records of the entity will be read or
referenced in function
Processing - Special Validation, checking or constraint related to this
validation function. Some validation or checking will also be
mentioned under Processing function.
Processing - Processing A detailed description of the processing within the
function function including the manipulation of data.
Processing – Security Special handling for security purpose.

Annex F Appendix 2 –Function Description of COMIS Security Framework Page 1 of 24


2. UI STANDARDS

2.1 OBJECT ATTRIBUTES

2.1.1 General
Appearance Standard HTML look and feel
Horizontal Text Left
Alignment
Vertical Middle
Alignment
between Objects
Tab Sequence Left to Right then Top to Bottom
Date Format DD/MM/YYYY
Year Format YYYY
Time Format HH24:MI
Currency Follow database field declaration.
Format i.e. For number(6,2), format is 9,999.99
Screen  Always uses the same web browser window. New
Navigation window will only be created for child screens or for
enquiry function, when drilling to related records.

Text color: black

2.1.2 Specific
Control Rules
Window Title  Always set to: “COMIS – COunterparty Management
Information System”
 Depending on the type of web browser used, the web
browser name may appear in the window title
Banner  Banner must be aligned to the top left. The tool tips
must be defined.
 The bottom part of the banner states the title of the
current screen.
 The screen title will show the navigation path (menu
and submenu item) , the function name and the current
sub screen name. E.g. Enquiry -> Counterparty ->
Enquiry of Counterparty -> Search Criteria

Menu Background color: blue


Menu Item (Top Level)  Font color: orange
 Font: MS Sans Serif, bold style
 Font size: 9pt
Menu Item (Second Level)  Font color: yellow
 Font: MS Sans Serif, bold style
 Font size: 9pt
 Indented
Annex F Appendix 2 –Function Description of COMIS Security Framework Page 2 of 24
Control Rules
Menu Item (item Level)  Font color: white
 Font: MS Sans Serif, bold style
 Font size: 9pt
 Indented
Menu Item spacing One blank line between each menu item
Toolbar  Toolbar must be aligned to the top right
 Image will be used
 The tool tips must be specified if images are used
Frames Frames will be used for non-modal screens.
Link  left aligned
 underlined
 color: blue
Bookmark left aligned (Indent)
underlined
color: gray
separate by ‘ | ’
Jump to the corresponding section heading, leaving about
half a line of white space on the top of the frame.
Edit box left aligned
middle-aligned vertically with the label
length will be one size longer than the database
declaration
Memo box must have Vertical scroll bar
Height: 3 Rows
Labels (for optional field) left aligned
color: black
font: Verdana, Normal Style
font size: 9pt
Labels (for mandatory field) left aligned
color: black
The label will be marked with an asterisk (*) in red at the
end
font: Verdana, Normal Style
font size: 9pt

Labels (for read only/system  left aligned


generated fields)  color: black
 font: Verdana, Normal Style
 font size: 9pt
Table field  Numeric field, Text and Data field values are left-
aligned.
 Color: black
 font: Verdana, Normal Style
 font size: 9pt
Table header  Center aligned
 Color: white
 font: Verdana, Bold Style
 font size: 10 pt
Annex F Appendix 2 –Function Description of COMIS Security Framework Page 3 of 24
Control Rules

Table rows  Odd rows are in white background, even rows are in
light gray background.

Section Header  Background color: blue


 Left aligned
 Font color: white
 Font: Verdana, bold style
 Font size: 10pt
Section  Background color: light pink
Date Format Text  Font: Verdana, normal style
(dd/mm/yyyy)  Font size: 8pt
 Will only be displayed for input fields
Modal Windows  Width: 710 x 500
Toolbar

Menu Bar,
Standard
Bar,
Address
Bar, Status
Bar
Memo
Box

Label

Date Format
Figure 1 - General and Specific attributes (1)

Annex F Appendix 2 –Function Description of COMIS Security Framework Page 4 of 24


Links

Table header

Table row

Table row

Table field

Figure 2 - General and Specific attributes (2)

2.2 TOOLBAR

Home This icon will direct the user to the current home page.
Tray This icon will call the In Trays of the user.
Search This icon will call the corresponding search screen of the
current module.
Who Am I This icon will display the current logon user in the system.
E-mail This icon will call up a new message screen in ATS.
Log out This icon will exit the user from the system.

2.3 MESSAGES

Information messages are displayed in the status bar. All error messages are displayed in a
separate window.

Annex F Appendix 2 –Function Description of COMIS Security Framework Page 5 of 24


Figure 3 - Error Window

2.4 TYPES OF SCREENS

2.4.1 Maintenance Screen


2.4.1.1 Master table
 Usage: used as entry screen for master table
 Optional Objects: action buttons (e.g. Save, Delete) will be used for common functions;
this type of screen will also allow action buttons (e.g., Submit for Approval, Reject
Application, etc.); when any of these action buttons is clicked, the system must first check
if record has been saved or not
 To contain all fields in one HTML page, section will be used; grouping into different
section will depend on the discretion of the SA
 If the screen has more than one sub sections, links are provided on top of the page. Links
can be used to navigate the sub sections in the screen. The first link will go to the second
section of the screen, second link will go to the third section of the screen, and so on.
 System-generated reference number (e.g., tender reference number) will be produced on
saving if the reference number is the primary key
 When updating a record, a System generated summary table on Record Information
including Creation Date, Created by, Last Modified Date and Last Modified by will be
displayed at the bottom of the master table Maintenance Screen.

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Figure 4 - Master Table (1)

Annex F Appendix 2 –Function Description of COMIS Security Framework Page 7 of 24


Figure 5 - Master Table (2)

Figure 6 - Master Table (3)

Annex F Appendix 2 –Function Description of COMIS Security Framework Page 8 of 24


Figure 7 - Master Table (4)

Figure 8 - Master Table (5)

Annex F Appendix 2 –Function Description of COMIS Security Framework Page 9 of 24


Figure 9 - Master Table (6)

2.4.1.2 Child table list


 Usage: to list child table records; this screen is used in conjunction to Child table screen
 Standard Objects: this type of screen will have only two action buttons – Add and
Remove/Delete
 Screen title: window title of calling page+ ‘ - ‘ + function description of child screen
(e.g., Purchase Order Items)
 Add and Remove/Delete buttons, and edit link will handle manipulation of data for the
child table.
 When the Add button or the link to the record is clicked, a modal child screen must be
called
 Form will display on the same screen as the master table

Annex F Appendix 2 –Function Description of COMIS Security Framework Page 10 of 24


Figure 10 - Child Table List

2.4.1.3 Child table


 Usage: used as entry page for child table
 Standard Objects: this type of screen will have only two action buttons (Save and
Reset ). When it is called from the 'Add' button, upon click of ‘Save’, the child record will
be saved and the modal screen will be cleared. The child list screen will be refreshed
automatically upon click of the ‘Save’ button from this screen. This allows the user to
input the next record without calling the screen again. This does not apply to code
maintenance screens. Reset button will clear the current contents of the screen. Users may
close the window by using the close icon of the browser.
 Screen title: window title of calling page+ ‘ - ‘ + function description of child screen
(e.g., Purchase Order Maintenance - Items)
 Form will be a modal child screen with no maximize and no minimize properties. There
will also be no toolbar, status bar, address bar and menu. Modal screens should have a
width of 710 and height range of 500-530.
 There is no need to display key field of parent table; display of key fields of child table
must be sufficient
 System-generated reference number (e.g., item number) will be generated on saving.

Annex F Appendix 2 –Function Description of COMIS Security Framework Page 11 of 24


Figure 11 - Child Table

2.4.2 Search Screen


2.4.2.1 Search Submission
 Usage: this screen is used in conjunction with Search Screen (Result Set); this allows
user to define search criteria. For code selection screens, to allow user to select
application codes by defining a selection criteria
 Screen title: Name of module + “- Search Criteria”
 Will have 2 buttons: Search and Reset

Annex F Appendix 2 –Function Description of COMIS Security Framework Page 12 of 24


Figure 12 - Search Screen (Search Submission)

2.4.2.2 Search Screen (Result Set)


 Usage: this screen is used in conjunction with Search Screen (Search Submission); this
displays the result of the user-defined search criteria
 Screen title: Name of Module + “Search List”
 Must basically contain a table that lists all the records satisfying the search criteria
defined in the Search Screen (Search Submission)
 The result list will be divided into sets. Each result list will have a maximum of 50
records. The number of sets is in the form of links. The links “Next” and “Previous” will
be displayed at the lower right corner below the list of records. Numbered links (e.g. “1”,
“2”, “3”, … up to “10”) will also be shown to facilitate users to go to different pages of
the result list easily.
 In the Enquiry module, the sorting order can be changed in the result list.
 The number of hits that satisfied the search criteria will be shown at the header of the
page.
 The “New Search” button will be displayed at the lower right hand corner
 The first primary key in the list should be a link, and if possible, place this in the first
column of the list.
 The records in the search result are sorted according to the first column in the list.
 Clicking on a link in the list will select the code and return to the main screen
 For Multiple-select result set, a checkbox beside each record should be included.

Annex F Appendix 2 –Function Description of COMIS Security Framework Page 13 of 24


Figure 13 - Search Screen (Result Set)

2.5 TYPES OF LINKS/BUTTONS

Links
Go to Bottom/Back to Top These links are normally placed at the
right side of the section heading. These
links should only appear if the page
could not be viewed in one full screen.
Next This link is placed at the lower right
side of the search result list. This link is
used to get the next result set.
Previous This link is placed at the lower right
side of the search result list. This link is
used to get the previous result set.
Buttons
Save This button is placed in the
maintenance screen. This button is used
to commit the changes into the
database. Standard width should be set
to 80.
Reset This button is used to undo the changes
in the screen. Standard width should be
set to 80.
Delete This button is used to delete the record
and is normally seen in a maintenance
screen. However, this button can also
be used for child list screens. This
button is used if we want the child
Annex F Appendix 2 –Function Description of COMIS Security Framework Page 14 of 24
Buttons
record to be removed physically from
the database. Standard width should be
set to 80.
OK This button is used in pop up screens
where all the fields are read only. Click
this button will close the screen.
Standard width should be set to 80.
Cancel This button is used to abort the changes
and call the previous screen. Standard
width should be set to 80.
Search This button is visible in the search
screen. This button is used to invoke
the search function and it retrieves the
search list. Standard width should be
set to 80.
New Search This button is visible in the search
result list. This button is used to call the
search screen again. Standard width
should be set to 100.
Add This button is commonly found on
child list screens. This is used to add a
child record. Standard width should be
set to 80.
Remove This button is commonly found on
child list screens. This is used to
remove a child record. This button can
also be used if a record will not be
actually committed in the database.
Standard width should be set to 80.
Back This button is used to go back to the
previous screen. Back buttons are used
for those screens which are neither
modal nor master screen. This buttons
is usually found in child list screens.
Ellipsis <…> This button is normally placed beside
an edit box control. This is used to call
a search screen and search for a
particular field. Standard width of the
ellipsis button should be set to 25.

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3. SECURITY FRAMEWORK

3.1 INTRODUCTION

The security framework establishes the security measures to cater for the user requirements
concerning security.

It covers the following aspect:


1. Infrastructure – how the infrastructure ensure security
2. Access Control – the means to control system access, function access and data access
3. Authorization and Control – mechanisms to authorize and control data update
4. Data Storage and Encryption – data that will be stored in encrypted format
5. DMS and ATS – how DMS and ATS security works and integration with COMIS
security
6. End-user Query – security means supported by end-user query tool

3.2 INFRASTRUCTURE

The Network Configuration follows Housing Authority Central Internet Gateway


Infrastructure (HAIGI).

Housing Authority External


Housing Outside World
Network in Demilitarized Zone
Authority
Internal Network Internal Firewall External Firewall

Internal Router

Internet

T1 Leased
Line
HA Internal
Network

Hub Hub External Router

Internal Database Internal Web


Server Server

External Database Server External Web Server

Public access  Public can only access the Web server in the de-militarized
zone (DMZ).
 Limited incoming service requests (http and https only)
should be allowed from Outside world into the Web server.
 External Web server can only access external database server
protected by the internal firewall.
 Direct access from the External Web server into the HA
internal network is strictly prohibited.
Annex F Appendix 2 –Function Description of COMIS Security Framework Page 16 of 24
Firewall  Internal database & application servers are protected by the
internal firewall.
Server Physical security  Follows existing HA data centre physical security control
Transmission control  Server SSL will be used for HA intranet access
Data stored in external  Counterparty company profile and listing status
database  Listing application submitted by counterparties
 Endorsed performance report
Disaster recovery  Recovery at Disaster Recovery Centre within 1 week
Virus protection  Anti-virus software will be installed in all client PCs. As the
risk of virus may come from attachments uploaded by the
Internet users, users and the LAN administrator will be
informed the importance of the regular update of the
signature file and the anti-virus software must be enabled all
the time. Users will also be reminded to detach all
attachments to hard disk and perform virus scanning before
opening these attached documents. As long as all client PCs
are installed with anti-virus software and the proper
procedures are followed, virus in attachment can still be
trapped.

3.3 ACCESS CONTROL

3.3.1 HA Users
3.3.1.1 Application Access Control

For HA users, user accounts will be created by the System Administrator. Each user account
will correspond to a unique post name and a Logon ID. Users will logon using the Logon ID
which should be named according to the users' name. The user profile will store the name of
the user, mapping to Lotus notes user ID and the user group that the account belongs to.

When a post is to be taken up by a new person, the system administrator should change the
logon ID, assign a new password to the user account and update the user profile. The new
account holder will logon that user account using the new Logon ID. The audit trail will be
maintained such that the person who performed a particular action at a certain date can be
traceable.

To cater for the possibility that the post name will be changed due to organization restructure,
a system assigned ID will be used as the internal key for user accounts. Data records will be
associated with the internal ID (e.g. responsible person of a particular action in the workflow,
Access Control List). When there is a need to change the post name, the system
administrator can retrieve the user account and then amend the post name. No amendment of
data records is necessary.

Annex F Appendix 2 –Function Description of COMIS Security Framework Page 17 of 24


The system will enforce users to change password periodically and accounts will be locked
after a number of unsuccessful log on attempts.1

3.3.1.2 Function Access Control

Function Access Control refers to the right to access a function. Users of the same group are
likely to possess same access level. Therefore, the system will allow system administrator to
define Function Groups. e.g. CLMS-Manager, CLMS-PTO, CLMS-STO, PSS-PSM, etc.
Each Function Group identifies the COMIS functions that can be accessed and the sub
function rights (read, create, update, delete) if applicable.

Users will be put into the suitable Function Group. Normally, a user should be assigned to
one Function Group. But flexibility of assigning users to multiple Function Group is allowed.
In such case, the functions accessible will be the union of all function groups assigned to the
user.

3.3.1.3 Data Access Control

Data Access Control refers to the right to access a particular record. In COMIS, data
access control is essential to limit the access of data to the responsible parties. E.g. the users
responsible for Piling contractors should not have access on Property Management Agents
contractors; the users responsible for a building tender should be able to access the tender
records of another project team.

In COMIS, access control list will be used to handle data access control. An Access Control
List (ACL) defines the object and the list of users who can access the object. It is a common
method to achieve a record level security but there are several factors to consider when using
this method:
1. Granularity of the 'object'
2. Size of the ACL, which will affect performance
3. Effort to maintain the ACL and who to maintain

3.3.1.3.1 By List Type ACL


In general, for counterparty information, listing information, ACL will be defined at List
Type level. (Please refer to Appendix I for the list types in COMIS). That means for each
List Type, the users that are responsible for maintaining the list will be associated with the
List Type ACL. Furthermore, two modes of access will be allowed. 'Operational' mode
means users in the ACL have operation need on the data category and thus they are allowed
to perform enquiry and update. 'Enquiry' mode means users in the ACL have enquiry need
only.

To reduce the effort in maintaining the list type ACL, users will be linked to one or more
User Group. Each User Group will define which List Type that the users under the group can
access and the mode of access (Operational/Enquiry). E.g. CLMS officers for Building
Contractors List will group into one user groups, CLMS officers for Piling Contractors List is
another group. This setup will be responsible by the System Administrator.

1
Full features of account control features will be defined in the Function Specification.
Annex F Appendix 2 –Function Description of COMIS Security Framework Page 18 of 24
An example applying Function Group, User Group and ACL is illustrated below:

The function group CLM-Mgr and CLM-PTO are setup as follows:

Function Group CLM-Mgr CLM-PTO


C U D E C U D E
Enquiry of Listing Application X X
Approval/Reject of Listing Application X
Maintenance of Counterparty's Status and X X X
Category/Group in the Lists
Enquiry of Counterparty Listing Category/Group X X
and Status (for HA users)
Enquiry of Listing Application X X
* C – Create, U – Update, D – Delete, E - Enquire

Two user groups are setup and granted the access to the list types as follows:

User Group Group 1 Group 2


Operational Enquiry Operational Enquiry
Building Contractors X
Soft Landscape Contractors for New Works X
Property Services Companies X X

The user accounts are associated with the Function Group and User Group as follows:
User Accounts Function Group User Group
M1 CLM-Mgr Group 1
PTO1 CLM-PTO Group 1
M2 CLM-Mgr Group 2
PTO2 CLM-PTO Group 2

This means M1 will be able to maintain 'Building Contractor' and 'Soft Landscape
Contractors for New Works' list and M1 can also enquire on 'Property Services Companies'
list.

Annex F Appendix 2 –Function Description of COMIS Security Framework Page 19 of 24


3.3.1.3.2 By Individual Record ACL

For other information, such as tender, contract, performance assessment, ACL will be defined
per record. That means each tender is accessible by its own tender project team. The ACL
will be maintained by the creator of the record or the system administrator.

E.g. There is a new project team and they are going to have a tender. The first thing to do is
to create the user accounts for the project team and set the appropriate access rights for each
user accounts. One of the project team users, say, the Technical Officer should have the right
to create tender programme.
When the user creates the tender programme, he should put the project team members in the
ACL of the tender programme. Subsequently, if the ACL need to be updated, only the
creator or the system administrator can change the ACL.

Please refer to Appendix II for further details on the Data Access Control.

3.3.2 Counterparty
3.3.2.1 System Access Control

A Counterparty should possess an account in order to apply for inclusion into a particular list,
update its profile information, fill in a performance evaluation if the company is a responsible
for performance assessment and retrieve the endorsed performance report.

The user account for counterparty is identified by a logon ID which must be unique among
all counterparties user accounts.

Based on the logon ID, it will be determined which counterparty the logon user belongs to.

There will be three types of accounts to control the accessible functions.


 High level account is granted the right to access to all counterparties’ corporate
information.
 Low level accounts are tied to list types. Users can only have read access on contract
level information of specific list type using low-level account.
 Performance assessor accounts for counterparty who needs to fill in online performance
form (e.g works consultants). These accounts will be issued on contract basis as defined
by project team.

For the 3rd type of user account, it will be setup as a special type of HA internal user account.
I.e. the user account will store the special post name assigned to the performance assessors.
Based on the logon ID, it will be determined which contract performance assessment they can
fill in.

Annex F Appendix 2 –Function Description of COMIS Security Framework Page 20 of 24


3.3.2.2 Function Access Control

The Functions that can be accessed by counterparty user account is pre-set in the system and
cannot be changed by System administrator.

User account type Functions Category


High level account  List application
 Enquiry of counterparty profile and listing status
Low level account  Enquiry of endorsed performance rating
Performance assessor  Performance assessment
account

3.3.2.3 Data Access Control

A counterparty can only update its own counterparty profile and enquire its own listing
information and endorsed performance reports. This is determined based on the counterparty
no. associated with the high level account. For list application, each application will store the
User ID of the high level account which is used to create the list application.

If the counterparty is responsible for performance assessment, it can only update the
performance assessment of which the contract is responsible by it. This is controlled by the
'By individual performance assessment' ACL.

3.3.3 System Access Control


The system administrators accounts, DBA accounts and production user accounts shall be
hold by HA. Manual procedures shall be derived to impose appropriate control to ensure the
system security. There shall be procedures for :
 internal HA administrators; and
 external contractors who will be involved in support activities
The procedures for internal staff should consider proper segregation of duty to reduce the
security risk.
The procedures for external contractor should include control procedures on releasing
password to support staff, logging of support activities. All support staff involved should
sign a letter of undertaking with HA.

3.4 AUTHORIZATION AND CONTROL

The system will support different level of authorization and control schemes for different
types of update transaction. The scheme to be used will depend on the level of control
required, the impact of abused update, the rank of user that performs the transaction,
workflow pattern and efficiency of operations.

Scheme Description and guidelines to adopt the Example


scheme
Input and  Data update is authorized by a senior person  Financial assessment
authorize before the update would take effect.  Performance
 Applied on transaction which need tight assessment
control

Annex F Appendix 2 –Function Description of COMIS Security Framework Page 21 of 24


Scheme Description and guidelines to adopt the Example
scheme
Notification  Data update is performed directly  Generation of
 Senior staff or pre-defined set of related contract number
persons will be notified after the data update  Updating of project
 Applied mainly on project team data updates team members
Audit Trail  Data update is performed directly  Creation new user
Report  Audit Trail report is generated regularly (e.g. account
daily) and checked by appropriate personnel  Changes to function
 Applied on update of security setting group
Direct update  Data update is performed directly Audit  Update of tender
Trail report will be generated on need basis details
using query tools  Update of
 Applied to day-to-day data maintenance counterparty profile

The details of which scheme to be adopted for each functions will be defined in the Function
Description in the Function Specification.

3.4.1 Audit Trail


The system will maintain audit trail for
 all updates of data and security setting
 login attempt

For audit trail on data updates, the following audit information will be captured in the
COMIS database.
 Primary key
 For creation, the new image of the records
 For updating, the pre-update and post-update image of the modified fields
 For deletion, the image of records before delete
 Action performed, e.g. insert/update/delete/approval
 User post name that performed that transaction
 Internal user account ID that performed that transaction
 Date and time of the transaction

A search function will be provided to trace the person that hold the post on a particular date.

The retention period of the audit trail record will be defined in the Function Specification.

3.5 DATA STORAGE AND ENCRYPTION

Some sensitive data fields will be stored in encrypted format. The fields to be encrypted will
be defined in the Data Model.

The encrypted data will be stored in the database. The encrypted data will be displayed in
decrypted format in COMIS. Only authorised user who can view the data should be granted
the rights to access such function.
Annex F Appendix 2 –Function Description of COMIS Security Framework Page 22 of 24
Encrypted data cannot be used as a search criteria.

The data is encrypted using Triple-DES with two 56-bit keys. The encryption key will be
stored encrypted using a master key hardcoded in the stored procedure that performs
encryption.

To protect the encryption algorithm, the stored procedure will be encrypted using a standard
utility provided by Oracle to encrypt the stored procedures into a form which only Oracle
understands. To prevent unauthorized users to execute the stored procedure, the stored
procedure will accept an application username and password. The username and password
are stored in a COMIS table with the password encrypted. When calling the stored procedure,
the username and password will be passed to the stored procedure in plain text and the stored
procedure will decrypt the password lookup from the COMIS table and match it with the
password provided in the calling parameter of the stored procedure. Therefore, even for
DBA, they must possess a valid COMIS username and password in order to execute the
stored procedure.

3.6 DMS AND ATS

The Document Management System (DMS) and Action Tracking System (ATS) is integrated
into COMIS. The same set of user accounts will be used. Both DMS and ATS have the
same function access control mechanism. Audit trail on Document profile update is available
in DMS.

3.6.1 Document Access Control


In DMS, documents are associated with document profiles. A document can have two states:
before distribution and after distribution. Once a document is distributed, the document
profile and its documents are considered frozen and can no longer be edited.

Each document profile contains a Distribution List (Distribution List is a term in DMS which
has the same use as an Access Control List (ACL)) which controls who can access the
document profile and the documents associated. Creator of the document profile will be
automatically assigned to the Distribution List by the system. ("Creator" is the one who input
the document profile in the system) Creator can grant access to document by assigning users
(Addressees) or user groups to the distribution list of the document. In addition, the scope of
access can be specified as follows:
 Access before distribution and after distribution
 Access after distribution only

The Distribution list can be changed anytime by the users who can access the document.

A document can be classified as public or confidential documents. After distribution of a


public document, all users will have access to DMS will be able to access/retrieve the
document. For a confidential document, only the users in the Distribution list will be able to
access the document after it is distributed.

Annex F Appendix 2 –Function Description of COMIS Security Framework Page 23 of 24


For confidential document distributed to a user group, if users are added to a user group the
new user will be added to the distribution list automatically through batch job such that
he/she can access the documents previously distributed to that user group. Similar
mechanism will be provided for deletion of user from a user group.

3.6.1.1 Integrating Data Access Control of COMIS with DMS distribution list

In COMIS, it is allowed to link up documents with records such as tender, contract, list
application, committee meeting, etc. Documents will be imported to DMS with the document
profile created. The system will support automatic carrying of the ACL in COMIS to the
linked document’s distribution list based on the document type of the DMS document. For
each document type, users will be allowed to define whether the operational ACL and/or
enquiry ACL should be copied to the distribution list and the scope of access (access before
distribution, access before and after distribution or access after distribution only).

If there is any change in the users in the 'By List Type ACL' or user group, a batch program
will be provided to synchronize the distribution list in ACL.

For ACL by individual record, COMIS would prompt users to confirm applying the changes
to the ACL of the data record to the document distribution list.

3.6.1.2 Document Encryption


DMS also supports storing the documents in encrypted form. Documents will be encrypted if
they are classified as Private/Confidential.

For each document, a 240-bit symmetric key is generated. The file is encrypted using
Blowfish algorithm with that symmetric key, and then the symmetric key itself is encrypted
using RSA with a 1024-bit public key of the creator of the document. If the creator grants
rights to other users, the symmetric key is decrypted with the creator’s private key, then re-
encrypted using the public keys of each user being granted access right. All of the keys are
stored in the database. The users need not to be aware of the existence of the asymmetric key;
the asymmetric key is only used internally for encrypting and decrypting the files and should
be transparent to the users.

All private keys and passwords are stored in the database in encrypted form. Users are
required to submit the logon password in order to use the keys.

3.6.2 ATS
3.6.2.1 Data Access Control
The Data Access Control scheme in COMIS will be enforced even though user may link up
data records to an action and forward to other users. For example, if a manager attaches a
performance assessment result in an ATS action, the recipient can only view the performance
assessment result if he has the right to do so.
3.6.2.2 Integration
In COMIS, some workflow functions will be integrated with ATS workflow template. An
action in the template should contain the sender and addressee. Since the addressee of an
action would vary according to the list type, customisation will be made to allow definition of
the post of the sender and addressee per list type.

Annex F Appendix 2 –Function Description of COMIS Security Framework Page 24 of 24


1. INVENTORY OF INTERFACE
There are several computer systems in HA which contain Contract Data, Performance Data and
Financial Data. Interface between COMIS and those systems will be developed in order to collect
those data to build up the counterparty database in COMIS. This can help to reduce the
duplication of effort of data input and reduce the inconsistency of information between COMIS
and other systems. The information collected will be used for contract maintenance, workload
monitoring, listing management and committee meeting preparation.

1.1 CONTRACT DATA

1.1.1 Interface Objective


Contract information will be interfaced from other systems. The information will be used by list
management sections for monitoring of counterparties workload. This will also reduce the
duplication of data input of contract information in both COMIS and other systems.

1.1.2 Interface Requirement


The required contract information for COMIS is mainly contract no. (key information), contractor
ID, contract periods, contract values and contract financial information.

In order to have the up-to-dated picture of the workload of counterparties, it is ideally that the
interface can be carried out daily. However, owing to the limitation of the batch windows of the
source system, and the large volume of the data, a majority of these systems can only support a
monthly interface frequency (except SICS). Hence, the workload of counterparties can only be
accurately reflected in COMIS monthly. Since the workload of counterparties will affect its
eligibility status, this means that there may be a delay in updating of counterparties eligibility.

Although the source systems provide information on the contract period, there is no explicit
indication on the certified completion of contract, hence confirmation of completeness or expiry
of contracts should be handled manually. Whenever the contract end date in source system is
updated, CLMS will be notified. Users can use the contract period stored in COMIS for
monitoring purpose.

1.1.3 Interface Systems


Stock and Inventory Control System (SICS)
Project Management System (PMS)
Maintenance Management Information System (MD-MIS)
Maintenance Information System and Infrastructure Support-Frontline System (MISIS-FLS)
Vacant Flat Refurbishment Information System (VARIS)
Contract System (CN)

1.2 PERFORMANCE DATA

1.2.1 Interface Objective


A counterparty performance record repository is maintained in COMIS. There are several
performance assessment systems which are already maintaining different types of performance
score and rating. The objective of interface is to capture the performance data from these

Annex F Appendix 3 Function Description of COMIS Interface Page 1 of 6


performance assessment systems. Performance assessment results from the source systems will be
interfaced to COMIS.

Although these performance assessment systems may also maintain regulating action, since
COMIS will support the triggering of regulating actions based on performance scores, processing
of regulating action, etc, regulating action information will not be captured from these
performance assessment systems. Instead they should be maintained in COMIS directly.

1.2.2 Interface Requirement


Performance assessment result that are ready for committee meeting will be interfaced to COMIS.
Three levels of performance scores will be interfaced from the source system. Because in the
source systems the update frequency is at least monthly, it is recommended that the interface will
be run monthly to retrieve the updated performance information.

In addition, as the endorsed committee rating will be input in COMIS, it is recommended that the
monthly execution will be scheduled such that the interface is run before the committee meeting.
When the missing/overdue reports are submitted, they can be transferred to COMIS by running
the interface manually.

1.2.3 Interface Systems


Performance assessment result will be interfaced from PASS2000, BSPASS, MASSIS, PMRS.
Users will continue to input performance scores in these systems. The existing procedures for
filling in performance assessment report and monitoring of the submission of performance reports
will be unchanged. COMIS will not support sending reminders for performance reporting in these
systems. Determination of triggered reports will be done in the source system and interfaced to
COMIS.

For PASS2000, BSPASS and MASSIS, summary reports for committee meeting will continue to
be produced in these systems. The endorsed committee rating for the performance reports
interfaced from these systems will be input into COMIS by CLMS staff after the committee
meeting, using functions provided in the Performance module in COMIS.

For performance reports interfaced from PMRS, COMIS will perform consolidation of contract
level performance scores and provide summary reports for the consolidated data. CLMS staff
should verify the completeness of performance reports using PMRS. CLMS staff can transfer any
late performance reports from PMRS by running the interface manually.

For PMRS, users can also refer to the summary reports generated by COMIS to see if there is any
overdue reports.

1.3 FINANCIAL DATA

1.3.1 Interface Objective


The counterparty database in COMIS will keep track the counterparty contracts and associated
payment information. To guarantee the data consistency, the actual contract payment information
will be collected from HAFIS centrally.

Annex F Appendix 3 Function Description of COMIS Interface Page 2 of 6


Besides, collection of application fee and annual fee is part of the list management operation. To
support this operation, COMIS will initiate the fee request, submit the transaction to HAFIS-AR
to generate debit note and provide the payment status of debit note to the list management section.

1.3.2 Interface Requirement

The following information will be captured from HAFIS:


 Contract Payment Information
 Vendor Information

The following information will be interfaced to the Housing Accounting Receivable System:
 Fee Request Information for generation of Debit Note

The following information will be captured from the Housing Accounting Receivable System:
 Receivable Information (detail of debit note, including the received amount and status)
 Debtor Account Information

1.3.3 Interface Systems


Housing Accounting and Financial Information System (HAFIS)
Housing Accounting Receivable System (HAFIS - AR)

1.4 COUNTERPARTY DATA

1.4.1 Interface Objective


Branches have developed some PC systems to keep track the supplier information of the building
material and the building services materials. A generic interface will be provided to capture the
brief supplier and listing information for enquiry purpose.

1.4.2 Interface Requirement

The following information will be captured from the PC systems:


 Counterparty Information
 Listing Status

1.4.3 Lists Providing Data to COMIS


Lists of Suppliers for Building Materials
Agents/Suppliers of Control List 2 of Building Services Materials

1.5 INTERFACE SYSTEMS NOT COVERED

Minor Maintenance Assessment Scoring System (MMASS)


The scores in MMASS is already included in MASS score calculated in MASSIS. Therefore it is
sufficient to build an interface to MASSIS alone, instead of interfacing to both MASSIS and
MMASS.

Annex F Appendix 3 Function Description of COMIS Interface Page 3 of 6


Labor Registration Information System (LRIS)
LRIS keeps records of specific workers’ performance rather than a counterparty’s performance on
a contract. The specific worker’s performance is a free-text comment without numerical score or
grading. It does not match with the COMIS model of keeping track of a counterparty’s
performance score.

Play Equipment Repair Information System (PERIS)


There are only around 20 contract records stored in PERIS. Moreover, only contract period and
contract estimate value are relevant to COMIS and these information should have been input in
COMIS during tender award.

Revenue Management System (RMS)


RMS has not yet been developed and it is not known what information will be available in RMS.
Hence the interface between COMIS and RMS will be deferred. Further study should be
conducted to identify the data required and the impact to the COMIS data model when RMS is
developed. Enhancement to COMIS should be performed to support the interface in RMS in the
future.

CFMS
Data from CFMS include only general counterparty profile at corporate level, e.g. company name,
address, contact person, tel no. No ratio data or any other financial data will be required. As such
the interface can be taken up by direct manual input into COMIS. However, one-off data
conversion using electronic file upload into COMIS has to be carried out.

1.6 SUMMARY OF INTERFACE SYSTEMS

System Name Description Transfer to/


from COMIS
Internal
1. Housing Accounting and Contract payment information To COMIS
Financial Information System Vendor information To COMIS
(HAFIS)
2. Housing Accounting Receivable Fee Request Information for From COMIS
System (HAFIS - AR) generation of Debit Note
Receivable Information To COMIS
Debtor Account Information To COMIS
3. Stock and Inventory Control Contract details To COMIS
System (SICS)
4. Project Management System Contract details To COMIS
(PMS) Block information To COMIS

5. Maintenance Management Contract details To COMIS


Information System (MD-MIS)
6. Maintenance Information System Contract details To COMIS
and Infrastructure Support-
Frontline System (MISIS-FLS)
7. Vacant Flat Refurbishment Contract details To COMIS
Information System (VARIS)
Annex F Appendix 3 Function Description of COMIS Interface Page 4 of 6
System Name Description Transfer to/
from COMIS
8. Contract System (CN) Contract details To COMIS
9. Performance Assessment Performance details To COMIS
Scoring System
(PASS2000/BSPASS)
10. Maintenance Assessment Performance details To COMIS
Scoring System Information
System (MASSIS)
11. Performance Management and Performance details To COMIS
Reporting System (PMRS)
12. PC System for the Lists of Counterparty details and listing To COMIS
Suppliers for Building Materials status
13. PC System for the Counterparty details and listing To COMIS
Agents/Suppliers of Control List status
2 of Building Services Materials
External
14. PSMU/GSD Counterparty information To COMIS
Contract and performance To COMIS
information
15. ASD Counterparty information To COMIS
16. CMIS/Works Bureau Counterparty information To COMIS
Contract and performance To COMIS
information

2. GENERAL INTERFACE DESIGN

2.1.1 Interface Design Principles

The interface design should follow the following principles for the interface processing:
 For interface files uploaded to COMIS, source systems will generate fixed length ASCII
interface files. COMIS should perform validation on the interface files.
 For interface files downloaded from COMIS, they should be in ASCII files in a fixed
length format.
 All upload or download files are expected to be placed in a central repository of COMIS
UNIX box for subsequent interface processing backup and COMIS should have the
capability to get the required information from other sources system.
 Error recycle mechanism should be focused on update frequency and re-interface.
 For internal source system, if feasible, one interface file layout will be used for all source
systems of same type of information, e.g. contract information.

2.1.2 Interface Flow


Import
1. For pre-defined periods, COMIS will get the interface files which are mainly pushed to
COMIS UNIX box by the source systems. For some systems which the interface files
cannot be pushed to COMIS UNIX box, COMIS will get the interface files stored in the
source system.
Annex F Appendix 3 Function Description of COMIS Interface Page 5 of 6
2. COMIS will validate the control total of the interface file and then the standard and special
validations for each source system.
3. For records passing the validations, the records will be uploaded to the database of
COMIS.
4. COMIS will carry out post-processing and update the master records.
5. For erroneous records or files, they will be rejected by COMIS and will be put in the error-
recycling area of the system.
6. If re-interface is required, the source system will either re-generate the rejected records or
re-generate the whole batch again.

Export
1. For pre-defined periods, COMIS will generate the interface file and mainly stored in the
COMIS UNIX box. (For HAFIS - AR, generated interface files will be transferred to
HAFIS interface area).
2. If re-interface is required, the destination system should submit request to COMIS
responsible officer for re-generating the whole batch again.

2.1.3 Interface Reports


Control report will be provided for the interface process. It will tell the total number of records in
the interface files, the total number of records accepted and the total number of records rejected..
The report will also list the key fields and reasons which the records are accepted and rejected.

2.1.4 General Validation and Error Handling


Before the contract information interface file is uploaded to COMIS, a Validation program will be
run to check the following-
 validate if the interface file has been already processed before
 validate format and value of date field
 validate value of system prefix
 validate contract number with the COMIS master database.
 validate format and value of the system dependent fields
 reconcile the control total and the control count kept in the header record against the total
amount and total record count accumulated during processing the batch

All the unmatched records (not the whole batch unless in the situation below) will be rejected and
put into the error recycle file.

If the interface file cannot pass the control reconciliation, the whole file will be rejected,
otherwise, only those batches which failed the preliminary validation will be rejected. An
exception list with control summary for each source system will also be produced for follow-up
purposes.

For error recycling, generally, the problem should be corrected in the source system and the whole
batch should be re-generated again for re-interface. The previous successfully imported records
will be overwritten.

If the problem has to be corrected by modifying the original interface files, the corrected interface
files can be re-imported again. COMIS will use the timestamp of the interface file to identify the
records have been successfully imported before and will not overwrite them in thise case.

Annex F Appendix 3 Function Description of COMIS Interface Page 6 of 6


1. OPERATOR INTERFACE

1.1 OPERATOR LOGON AND INTERFACES

Login the system using operator account for entering the menu driven interface. When the system
console screen and prompt is seen after the double click the icon on the desktop of PC console
workstation according to the following matching:

Icon Name Server


COMISDB Database Server
COMISWEB1 Web Server for External and Internal user
COMISWEB2 Web Server for public and counterparties
COMISREP Report Server
COMISDVL Development Server

Operator can login using pre-assigned user id “operator”. The main menu in the next page will
automatically display after a successful operator login. All servers have similar operator menu
interface.

1.1.1 Main Menu

08-Jul-02 [MENU]
COMISDB
COMIS OPERATOR MENU
===================

[1] Normal Shutdown/Restart Menu


[2] Database Maintenance Menu
[3] Deploy Oracle Report
[4] Backup Menu
[5] Service Menu

[7] Show Scheduled Job


[8] Show System Log
[9] Show Scheduled Job Log
[10] Show CPU Loading

[11] Eject CDROM


[12] Change password
[13] Deploy SLIS Documents from CDROM

[99] Logoff

Your Choice :

Some options would only be available to a particular server and the details are summarized as follows:

COMISDB COMISWEB1 COMISWEB2 COMISDV COMISREP


L
Normal Shutdown/Restart Menu    
Database Maintenance Menu  
Deploy Oracle Report    
Backup Menu    
Service Menu    
Show Active Web Instance   
Show Scheduled Job     
Show System Log     
Show Scheduled Job Log     
Annex F Appendix 4 - Description of COMIS Operator Interface for system and Page 1 of 14
application administration
COMISDB COMISWEB1 COMISWEB2 COMISDV COMISREP
L
Show CPU Loading     
Eject CDROM     
Change Password     
Deploy SLIS Documents from 
CDROM

1.1.2 Shutdown/Restart Menu

Select [1] Normal Shutdown/Restart Menu option from Main Menu. The operator menu will
displayed as:

08-Jul-02 [MENU01]
COMISDB
NORNMAL SHUTDOWN/RESTART MENU
=============================

[1] Normal Shutdown

[2] Normal Reboot

[99] Return to Previous Menu

Your Choice :

1.1.2.1 Normal Shutdown

The system will be shutdown and power off by the normal shutdown script automatically. A
shutdown confirmation message will prompt out.

1.1.2.2 Normal Reboot

The system will be rebooted by the normal reboot script automatically. A reboot confirmation
message will prompt out.

1.1.3 Database Maintenance Menu

Select [2] Database Maintenance Menu option from Main Menu. The operator menu will display as:

08-Jul-02 [MENU04]
COMISDB
DATABASE MAINTENANCE MENU
=========================

[1] View Database Status


[2] View SQLNET Status
[3] Start SQL*NET
[4] Stop SQL*NET
[5] Start Database
[6] Stop Database

[7] Patching Production Database (From CD-Rom)


[8] Patching Production Database (From /p01/com/deploy/db_patch)

[9] Display CDROM volume label

[99] Return to [previous] menu

Your Choice :

Annex F Appendix 4 - Description of COMIS Operator Interface for system and Page 2 of 14
application administration
08-Jul-02 [MENU04]
COMISDVL
DATABASE MAINTENANCE MENU
=========================

[1] View Database Status


[2] View SQLNET Status
[3] Start SQL*NET
[4] Stop SQL*NET
[5] Start Database
[6] Stop Database

[7] Patching Development Database


[8] Patching UAT Database

[9] Display CDROM volume label

[99] Return to [previous] menu

Your Choice :

Some options would only be available to a particular server and the details are summarized as follows :

COMISDB COMISWEB1 COMISWEB2 COMISDV COMISREP


L
View Database Status  
View SQLNET Status  
Start SQL*NET  
Stop SQL*NET  
Start Database  
Stop Database  
Patching Production Database 
(From CD-Rom)
Patching Production Database 
(From
/p01/com/deploy/db_patch)
Patching Development Database 
Patching UAT Database 
Display CDROM volume label  

1.1.3.1 View Database Status


This is to display the current available database instance by the script automatically.

1.1.3.2 View SQLNET Status


This is to display the current status of the SQLNET Listener by the script automatically. It should be
available after system startup.

1.1.3.3 Start SQL*NET


This is to start the SQL*NET listener by the script automatically.

1.1.3.4 Stop SQL*NET


This is to stop the SQL*NET listener by the script automatically.

1.1.3.5 Start Database


This is to start the database by the script automatically.

1.1.3.6 Stop Database


This is to stop the database by the script automatically

Annex F Appendix 4 - Description of COMIS Operator Interface for system and Page 3 of 14
application administration
1.1.3.7 Patching Production Database (From CD-Rom)
This will update the production database with the scripts in the migration CD-Rom provided by
Azeus.

1.1.3.8 Patching Production Database (From /p01/com/deploy/db_patch)


This will update the production database with the scripts provided by Azeus. ITU will upload the
scripts to /p01/com/deploy/db_patch before patching.

1.1.3.9 Patching Development Database


This will update the production database with the scripts provided by Azeus.

1.1.3.10 Patching UAT Database


This will update the production database with the scripts provided by Azeus.

1.1.3.11 Display CDROM volume label


This is to display the internal label of CDROM which inside the CDROM drive.

1.1.4 Deployment Menu

Select [3] Deployment Menu option from Main Menu. The operator menu will displayed as:

08-Jul-02 [MENU05]
COMISWEB1
DEPLOYMENT MENU
===============

[1] CDROM --> Production Env.

[3] --> Production Env. Log

[5] File listing of deployment file


[6] Display CDROM volume

[99] Return to [previous] menu

Your Choice :

08-Jul-02 [MENU05]
COMISDVL
DEPLOYMENT MENU
===============

[1] CDROM --> Production Env. (Program)


[2] --> UAT Env. (Program)

[3] CDROM --> Development Env.(Report)


[4] --> UAT Env. (Report)

[5] --> Development Env. Log


[6] --> UAT Env. Log

[7] File listing of deployment file


[8] Display CDROM volume
[9] Deploy bin.tar from CDROM

[99] Return to [previous] menu

Your Choice :

Some options would only be available to a particular server and the details are summarized as follows :
Annex F Appendix 4 - Description of COMIS Operator Interface for system and Page 4 of 14
application administration
COMISDB COMISWEB1 COMISWEB2 COMISDV COMISREP
L
CDROM ---> Production Env.  
CDROM ---> Development Env. 
(Program)
CDROM ---> Development Env. 
(Report)
---> UAT Env. (Program) 
---> UAT Env. (Report) 
---> Production Env. Log  
---> Development Env. Log 
---> UAT Env. Log 
File listing of deployment file    
Display CDROM volume label    
Deploy bin.tar from CDROM 

1.1.4.1 CDROM ---> Production Env.


This is to deploy the program patch from CDROM to production environment directory.

1.1.4.2 CDROM ---> Development Env. (Program)


This is to deploy the program patch from CDROM to development environment directory.

1.1.4.3 CDROM ---> Development Env. (Report)


This is to deploy the reports from CDROM to development environment directory.

1.1.4.4 ---> UAT Env. (Program)


This is to deploy the program patch from CDROM to UAT environment directory

1.1.4.5 ---> UAT Env. (Report)


This is to deploy the reports from CDROM to UAT environment directory

1.1.4.6 ---> Production Env. Log


This is to view the deployment log after deploy program patch to production environment directory.

1.1.4.7 ---> Development Env. Log


This is to view the deployment log after deploy program patch to development environment directory.

1.1.4.8 ---> UAT Env. Log


This is to view the deployment log after deploy program patch to UAT environment directory.

1.1.4.9 ---> File listing of deployment file


This is to list out the deployment files inside the CDROM.

1.1.4.10 Display CDROM volume label


This is to display the internal label of CDROM which inside the CDROM drive.

Annex F Appendix 4 - Description of COMIS Operator Interface for system and Page 5 of 14
application administration
1.1.4.11 Deployment
The system will deploy the program patch to selected environment by the script automatically
according to the following responsibilities:

COMISDV COMISWEB1 COMISWEB2 HASE1 COMISREP


L
Deployment to UAT ITU ITU ITU ITU ITU
Environment
Deployment to Production N/A ITD Ops ITD Ops ITD Ops ITU
environment
Deployment to N/A ITU ITU ITU ITU
Development environment

ITU: IT Unit (IT Sub Division)


ITD Ops: IT Department Operators
N/A : Not applicable

1.1.4.12 Deploy bin.tar from CDROM


This is to deploy the bin0.tar, bin1.tar, bin2.tar and bin3.tar (if any of them exist) from the CDROM
on to the CMM folder /p01/com/cmm. The version before deployment will be archived, and two sets
of archives will be kept.

1.1.5 Backup/Restore Menu

Select [4] Backup/Restore Menu option from Main Menu. The operator menu will show as:

08-Jul-02
COMISWEB1
BACKUP/RESTORE MENU
===================

[1] Adhoc Daily backup


[2] Adhoc Full backup

[3] Backup source to tape


[5] View backup log

[99] Return to [previous] menu

Your Choice :

08-Jul-02
COMISDB
BACKUP/RESTORE MENU
===================

[1] Inventory autoloaders


[2] Label COMIS HQ autoloader
[3] Label COMIS DR autoloader
[4] Inventory list COMIS HQ autoloader
[5] Inventory list COMIS DR autoloader
[6] View backup status
[7] View previous backup volume
[8] Unmount COMIS HQ autoloader
[9] Unmount COMIS DR autoloader
[10] Enable COMIS HQ autoloader
[11] Enable COMIS DR autoloader
[12] Start adhoc incremental backup
[13] Start adhoc full backup
[14] Stop All COMIS backup job and Stop Networker
[15] Start Networker

[99] Return to [previous] menu

Your Choice :

Annex F Appendix 4 - Description of COMIS Operator Interface for system and Page 6 of 14
application administration
Some options would only be available to a particular server and the details are summarized as follows :

COMISDB COMISWEB1 COMISWEB2 COMISDV COMISREP


L
Adhoc Daily backup  
Adhoc Full backup  
Backup source to tape  
View backup log  
Inventory autoloaders 
Label COMIS HQ autoloader 
Label COMIS DR autoloader 
Inventory list COMIS HQ 
autoloader
Inventory list COMIS DR 
autoloader
View backup status 
View previous backup volume 
Unmount COMIS HQ autoloader 
Unmount COMIS DR autoloader 
Enable COMIS HQ autoloader 
Enable COMIS DR autoloader 
Start adhoc incremental backup 
Start adhoc full backup 
Stop All COMIS backup job and 
Stop Networker
Start Networker 

The different kinds of backup in a selected environments are in the following responsibilities:

COMISDB COMISWEB1 COMISWEB2 COMISDVL


Adhoc Daily backup ITD Ops ITD Ops
Adhoc Full backup ITD Ops ITD Ops Azeus
Backup source to tape ITD Ops ITD Ops Azeus
Adhoc incremental ITD Ops
backup
Adhoc full backup ITD Ops

Different directory will be backup/restore under different option and the details are summarized as
follows:

COMISDB COMISWEB1 COMISWEB2 COMISDVL


Adhoc Daily backup /p01 and all its sub /p01 and all its sub
directory in tar directory in tar
format format
Adhoc Full backup / and its all sub most of the
directory in tar directories and its
format all sub directory
starting from / in tar
format
Backup source to tape /p01/com and its /p01/com and its
sub directory in tar sub directory in tar
format format

Annex F Appendix 4 - Description of COMIS Operator Interface for system and Page 7 of 14
application administration
1.1.5.1 View Backup Log

Select [5] View Backup Log option from Backup/Restore Menu. It will show displayed as:

17-Jul-02

View BACKUP LOG MENU


====================

[1] COMISDB_0204071654.log

[99] Return to [previous] menu

Your Choice :

Up to 9 latest backup log can be displayed. Select [1] to [9] from the Backup Log Menu. It will show
the latest backup log and displayed as:

[ Start of backup - Thu Jul 4 16:54:40 CST 2002 ]

PRE JOB EXECUTION

ENDING PRE JOB EXECUTION

BACKUP INCLUDE

/tmp

BACKUP EXCLUDE

/tmp/sudoers

BACKUP SUCCESSFUL

POST JOB EXECUTION

ENDING POST JOB EXECUTION

[ End of backup - Thu Jul 4 16:55:05 CST 2002 ]

1.1.5.2 Show Backup Status

Select [6] Show Backup Status option from Backup/Restore Menu, it will show display as”

Server: comisdb Tue Jul 9 11:26:42 2002

Up since: Fri Jun 21 20 Version: Solstice Backup 6.1.Build.186 Workgroup/8


Saves: 69 session(s), 202 GB total Recovers: 0 session(s)
Device type volume
/dev/rmt/0cbn(J) 4mm 20GB comisdb-01-mon writing, done
/dev/rmt/1cbn(J) 4mm 20GB (none) read open error, I/O error

Sessions:

Messages:
Tue 11:10:05 AM savegroup info: COMIS Increment running on comisdb
Tue 11:12:48 AM media event cleared: Waiting for 1 writable volumes to backup
Tue 11:13:18 AM media waiting event: Waiting for 1 writable volumes to backup
Tue 11:15:06 AM savegroup info: COMIS Increment running on comisdb
Tue 11:20:06 AM savegroup info: COMIS Increment running on comisdb
Tue 11:25:06 AM savegroup info: COMIS Increment running on comisdb
Pending:

Press “q” to exit the status window.

Annex F Appendix 4 - Description of COMIS Operator Interface for system and Page 8 of 14
application administration
1.1.5.3 View previous backup volume

Select [7] View previous backup volume option from Backup/Restore Menu, it will show display as”

volume client date size level name


COMDBD-10-1 comisdb 10/11/02 4 B incr /export/home
COMDBD-10-1 comisdb 10/11/02 20 GB incr /p01
COMDBD-10-1 comisdb 10/11/02 4 B incr /
COMDBD-10-1 comisdb 10/11/02 4 B incr /usr
COMDBD-10-1 comisdb 10/11/02 4129 KB incr /var
COMDBD-10-1 comisdb 10/11/02 34 MB incr /u01
COMODBD-10-1 comisdb 10/11/02 4 B incr /
COMODBD-10-1 comisdb 10/11/02 4 B incr /export/home
COMODBD-10-1 comisdb 10/11/02 4 B incr /usr
COMODBD-10-1 comisdb 10/11/02 34 MB incr /u01
COMODBD-10-1 comisdb 10/11/02 4129 KB incr /var
COMODBD-10-1 comisdb 10/11/02 20 GB incr /p01

Press any key to continue.

It will should the volume which backup in past 24-hours and it can be used to check whether the past
24-hours backup is success or not. If the backup is success, it the volume name is shown in the list.

1.1.5.4 Unmount COMIS HQ autoloader

Select [8] Unmount COMIS HQ autoloader from Backup/Restore Menu, it will unmount all media in
COMIS HQ autoloader. This option is used to force unmount the media when backup status showing
that the media is still mounted after backup is completed.

1.1.5.5 Unmount COMIS DR autoloader

Select [9] Unmount COMIS DR autoloader from Backup/Restore Menu, it will unmount all media in
COMIS HQ autoloader. This option is used to force unmount the media when backup status showing
that the media is still mounted after backup is completed.

1.1.5.6 Enable COMIS HQ autoloader

Select [10] Enable COMIS HQ autoloader from Backup/Restore Menu, it will enable the disable
COMIS HQ autoloader in order to bring the autoloader online again.

1.1.5.7 Enable COMIS DR autoloader

Select [11] Enable COMIS DR autoloader from Backup/Restore Menu, it will enable the disable
COMIS DR autoloader in order to bring the autoloader online again.

1.1.5.8 Start adhoc incremental backup

Select [12] Start adhoc incremental backup option from Backup/Restore Menu, the online
incremental backup of oracle will be started automatically

1.1.5.9 Start adhoc full backup

Select [13] Start adhoc full backup option from Backup/Restore Menu, the online full backup of
oracle will be started automatically

Annex F Appendix 4 - Description of COMIS Operator Interface for system and Page 9 of 14
application administration
1.1.5.10 Stop All COMIS backup job and Stop Networker

Select [14] Stop All COMIS backup job and Stop Networker from Backup/Restore Menu, it will stop
all pending/running COMIS backup jobs and the Networker. Then, the COMIS HQ autoloader and
COMIS DR autoloader could be powered off.

1.1.5.11 Start Networker

Please note that the COMIS HQ autoloader and COMIS DR autoloader should have been powered on,
and finished their initial loading (about 2min). Then, select [15] Start Networker from Backup/Restore
Menu, it will start up the Networker.

1.1.6 Service Menu

Select [5] Service Menu option from Main Menu. The operator menu will show as:

08-Jul-02 [MENU05]
COMISWEB1
BACKUP/RESTORE MENU
===================

[1] Restart Web Server


[4] Grant User Account
[5] Revoke User Account

[6] Retrieve User Account Password


[7] Show Maintacc Audit Report

[99] Return to [previous] menu

Your Choice :

08-Jul-02 [MENU05]
COMISREP
BACKUP/RESTORE MENU
===================

[1] Stop Report Service


[2] Start Report Service
[3] Show Report Server Status

[99] Return to [previous] menu

Your Choice :

Some options would only be available to a particular server and the details are summarized as follows :

COMISDB COMISWEB1 COMISWEB2 COMISDVL COMISREP


Restart Networker 
Restart Web Server  
Stop Report Service 
Start Report Service 
Show Report Server 
Status
Grant User Account    
Revoke User Account    
Retrieve User Account    
Password
Show Maintacc Audit    
Report
Annex F Appendix 4 - Description of COMIS Operator Interface for system and Page 10 of 14
application administration
1.1.6.1 Restart Networker
This is to restart the Networker backup program on the go

1.1.6.2 Restart Web Server


This is to restart the web server by the script automatically

1.1.6.3 Stop Report Service


This is to stop the report service by the script automatically

1.1.6.4 Start Report Service


This is to start the report service by the script automatically

1.1.6.5 Show Report Server Status


This is to show the report server start up log.

*** 2005/2/8 5:40:21:78 -- Reports Server is starting up


*** 2005/2/8 5:40:43:15 -- Reports Server started up engine rwURLEng-0
*** 2005/2/8 5:40:55:812 -- Reports Server started up engine rwEng-0

1.1.6.6 Grant User Account


This is to grant (activate) a specific user account, among those maintainable by operators.
The target user account name and the duration for the release should be specified. System
will generate a random password and display on screen. Then the account will be activated
for the duration. After the duration, the account will be expired automatically.

Production User Account? pcom01


Duration in days (default: 3)? 3
……
……
……
Maintenance Account Password File for Project "pcom01"
======================================================
Password is --> DPm00qoe

1.1.6.7 Revoke User Account


This is to revoke (deactivate) a specific user account, among those maintainable by operators.
The target user account name should be specified. System will generate a new password
without displaying on screen. The user account will be deactivated immediately.

Production User Account? pcom01


Project pcom01 is currently released.
Do you really want to revoke it now? (y/n) y

1.1.6.8 Retrieve User Account Password


This is to retrieve (display) the current password of a specific user account, among those
maintainable by operators. The target user account name should be specified and then the
password will be displayed.

Production User Account? pcom01


Maintenance Account Password File for Project "pcom01"
======================================================
Password is --> DPm00qoe

Annex F Appendix 4 - Description of COMIS Operator Interface for system and Page 11 of 14
application administration
1.1.6.9 Show Maintacc Audit Report
This option provides viewing up to 10 previous Weekly Audit Reports.
Remarks:
 checkExpire of Maintacc script daily runs at 8:00 am
 Audit Report generates at 00:01every Sunday

1.1.7 Show Active Web Instance

Select [6] Show Active Web Instance option from Main Menu. It will show the current started web
instance name.

Active Web Instance

dcomwww0
dcomwww1
dcomwww2
dcomwww3
Press [Enter] to continue

Different result would be available to a particular server and the details are summarized as follows :

COMISWEB1 COMISWEB2 COMISDVL


dcomwww0 Development web instance for 
public
dcomwww1 Development web instance for 
counterparties
dcomwww2 Development web instance for 
external users
dcomwww3 Development web instance for 
internal users
tcomwww0 Testing web instance for public 
tcomwww1 Testing web instance for 
counterparties
tcomwww2 Testing web instance for external 
users
tcomwww3 Testing web instance for internal 
users
acomwww0 UAT web instance for public 
acomwww1 UAT web instance for 
counterparties
acomwww2 UAT web instance for external 
users
acomwww3 UAT web instance for internal users 
pcomwww0 Production web instance for public 
pcomwww1 Production web instance for 
counterparties
pcomwww2 Production web instance for 
external users
pcomwww3 Production web instance for internal 
users

Annex F Appendix 4 - Description of COMIS Operator Interface for system and Page 12 of 14
application administration
1.1.8 Show Scheduled Job

Select [7] Show Scheduled Job option from Main Menu. It will show the scheduled job running as
different users and displayed as:

root Cron Job

#ident "@(#)root 1.19 98/07/06 SMI" /* SVr4.0 1.1.3.1 */


#
# The root crontab should be used to perform accounting data collection.
#
# The rtc command is run to adjust the real time clock if and when
# daylight savings time changes.
#
10 3 * * 0,4 /etc/cron.d/logchecker
10 3 * * 0 /usr/lib/newsyslog
15 3 * * 0 /usr/lib/fs/nfs/nfsfind
1 2 * * * [ -x /usr/sbin/rtc ] && /usr/sbin/rtc -c > /dev/null 2>&1
30 3 * * * [ -x /usr/lib/gss/gsscred_clean ] && /usr/lib/gss/gsscred_clean
--No more—

1.1.9 Show System Log

Select [8] show System Log option from Main Menu. It will show the system log and display as:

Jul 7 03:13:01 COMISDB root: [ID 702911 daemon.notice] Solstice Backup media: (
waiting) Waiting for 1 writable volumes to backup pool 'Default' tape(s) on comi
sdb
Jul 7 03:13:01 COMISDB root: [ID 702911 local0.alert] Solstice Backup media: (w
aiting) Waiting for 1 writable volumes to backup pool 'Default' tape(s) on comis
db
Jul 7 03:13:07 COMISDB root: [ID 702911 daemon.notice] Solstice Backup Savegrou
p: (info) COMIS Increment running on comisdb
Jul 7 03:18:08 COMISDB last message repeated 1 time
Jul 7 03:23:08 COMISDB root: [ID 702911 daemon.notice] Solstice Backup Savegrou
p: (info) COMIS Increment running on comisdb
Jul 7 03:28:02 COMISDB root: [ID 702911 daemon.notice] Solstice Backup media: (
critical) Waiting for 1 writable volumes to backup pool 'Default' tape(s) on com
isdb
Jul 7 03:28:02 COMISDB root: [ID 702911 local0.alert] Solstice Backup media: (c
ritical) Waiting for 1 writable volumes to backup pool 'Default' tape(s) on comi
sdb
Jul 7 03:28:08 COMISDB root: [ID 702911 daemon.notice] Solstice Backup Savegrou
p: (info) COMIS Increment running on comisdb
Jul 7 03:33:00 COMISDB root: [ID 702911 daemon.notice] Solstice Backup Savegrou
p: (info) starting COMIS Full (with 1 client(s))
Jul 7 03:33:01 COMISDB root: [ID 702911 daemon.notice] Solstice Backup Savegrou
--More--(0%)

1.1.10 Show Scheduled Job Log

Select [9] Show Scheduled Job Log option from Main Menu. It will show the scheduled job log and
displayed as:

Jul 7 03:13:01 COMISDB root: [ID 702911 daemon.notice] Solstice Backup media: (
! *** cron started *** pid = 251 Wed Apr 24 12:32:07 2002
! SIGTERM Wed Apr 24 17:17:01 2002
! ******* CRON ABORTED ******** Wed Apr 24 17:17:01 2002
! *** cron started *** pid = 185 Wed Apr 24 17:18:34 2002
! SIGTERM Wed Apr 24 21:47:43 2002
! ******* CRON ABORTED ******** Wed Apr 24 21:47:43 2002
! *** cron started *** pid = 156 Wed Apr 24 21:48:49 2002
> CMD: [ -x /usr/sbin/rtc ] && /usr/sbin/rtc -c > /dev/null 2>&1
> root 829 c Thu Apr 25 02:01:00 2002
< root 829 c Thu Apr 25 02:01:00 2002 rc=1
> CMD: /etc/cron.d/logchecker
> root 830 c Thu Apr 25 03:10:00 2002

Annex F Appendix 4 - Description of COMIS Operator Interface for system and Page 13 of 14
application administration
< root 830 c Thu Apr 25 03:10:00 2002
> CMD: [ -x /usr/lib/gss/gsscred_clean ] && /usr/lib/gss/gsscred_clean
> root 836 c Thu Apr 25 03:30:00 2002
< root 836 c Thu Apr 25 03:30:00 2002
! SIGTERM Thu Apr 25 18:02:44 2002
! ******* CRON ABORTED ******** Thu Apr 25 18:02:44 2002
! *** cron started *** pid = 150 Thu Apr 25 18:03:48 2002
! SIGTERM Thu Apr 25 18:21:05 2002
! ******* CRON ABORTED ******** Thu Apr 25 18:21:05 2002
! *** cron started *** pid = 150 Thu Apr 25 18:22:12 2002
--More--(3%)

1.1.11 Show CPU Loading

Select [10] show CPU Loading option from Main Menu. It will show the CPU status and displayed as:

PID USERNAME SIZE RSS STATE PRI NICE TIME CPU PROCESS/NLWP
10233 root 6368K 4640K run 30 0 99:38.20 99% nsrjb/5
19747 oracle 573M 549M sleep 48 0 0:00.00 0.2% oracle/1
19753 operator 1512K 1376K cpu0 55 0 0:00.00 0.1% prstat/1
19600 oracle 574M 553M sleep 59 0 0:00.03 0.0% oracle/1
1041 root 4280K 936K sleep 48 0 0:00.00 0.0% picld/10
8817 oracle 1912K 1384K sleep 58 0 0:00.00 0.0% vi/1
1167 root 2680K 1584K sleep 55 0 0:00.00 0.0% nscd/10
1211 root 1840K 1256K sleep 100 - 0:00.00 0.0% rdaemon/1
1194 root 2464K 872K sleep 58 0 0:00.02 0.0% arraymon/1
1171 root 1032K 464K sleep 59 0 0:00.00 0.0% utmpd/1
1145 root 4976K 2032K sleep 58 0 0:00.00 0.0% syslogd/13
1223 root 2648K 1112K sleep 58 0 0:00.00 0.0% vold/5
61 root 4464K 424K sleep 54 0 0:00.00 0.0% devfsadm/7
56 root 1336K 336K sleep 25 0 0:00.00 0.0% syseventconfd/5
54 root 1568K 144K sleep 54 0 0:00.00 0.0% syseventd/12
TASKID NPROC SIZE RSS MEMORY TIME CPU PROJECT
47 26 104M 64M 0.5% 99:48.20 99% user.root
233 22 8953M 8473M 71% 0:12.14 0.2% default
416 4 4664K 3416K 0.0% 0:00.00 0.1% default
1 21 47M 16M 0.1% 0:00.11 0.0% system
375 2 5080K 3296K 0.0% 0:00.00 0.0% user.root
Total: 85 processes, 679 lwps, load averages: 1.02, 1.02, 1.02

1.1.12 Eject CDROM

Select [11] Eject CDROM option from Main Menu. It will eject the CDROM inside the DVD-ROM
drive.

1.1.13 Change password

Select [12] Change password option from Main Menu. It will change the current user’s password.

1.1.14 Deploy SLIS Documents from CDROM

Select [13] Deploy SLIS Documents from CDROM option from Main Menu. It will deploy the
SLIS.tar found in the CDROM to /p01/SLIS.

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1. Program Environment of ISWeb
Platform Version
Oracle Version 8i
JRE Version 1.3.1_03
HTML Version 1
Browser Version Internet Explorer 6.0.29
Web Server IPlanet Web Server 6.0 SP2

2. List of classes and their description


a) Business Objects
Class Name Description
AzBOException Exceptions for BO.
AzBORelationException Exceptions for BORelation.
BaseBO Abstract base class for BO and SearchBO.
BO Business Object class.
BOEventListener Captures Events from BO.
BORelation Business Object Relationship.
SearchBO Search Business Object.

b) Data Type related classes


Class Name Description
AzBlob Data Type which holds data for BLOB datatype.
AzBytes Data Type which holds an array of bytes for RAW and
LONG_RAW datatypes.
AzDataItemException Exceptions for DataItem.
AzDuplicateValidatorException Exceptions for DuplicateValidator.
AzField Generic Data Item that encapsulates a ResultSet field.
AzItemServerException Exceptions for ItemServer.
AzLookup Lookup a value from a list of values for a database
table.
AzSearchDataItem Exceptions for SearchDataItem.
AzTypes Determines what data type a field contains.
AzValidatorException Exceptions for AzValidators.
DataItem.class The Data Item encapsulates a database column or field.
DataType.class Data type which will be used by DataItem.
DateValidator Validates Date data types.
DoubleValidator Validates Double data types.
EmailValidator Validates Email data types.
ItemServer.class The ItemServer contains DataItems.
IValidator.class Interface for validators which to be used by DataItem
and BaseBO.

Annex F Appendix 7 - Classes Listing of COMIS custom package ISWeb Page 1 of 2


Class Name Description
LongValidator Validates Long data types.
SearchDataItem Data Item used to handle data for search list.
URLValidator Validates data type for correctness of the URL.
Validator Base class for Validator objects.

c) DB Connection related classes


Class Name Description
AzDBWebManager Handles connection handling for the web application.
AzQuery.class AzQuery used to handle sql transactions.
AzQueryException Exceptions for Query.
AzTypesException Exceptions for AzTypes.
AzViewException Exceptoins for View.
View Performs the query for retrieving a list of data.

d) Multipart
Class Name Description
AzMultipartBody Encapsulates the body of the Multipart Request.
AzMultipartFormData Encapsulates the Multipart Request for data.
AzMultipartRequestParser Parses the data from the Multipart Request data.

e) User Management
Class Name Description
AzAppUser Contains logon user information.
AzAppUserException Exceptions for AzAppUser.

f) Utilities
Class Name Description
AzConsts Contains constants used for ISWeb.
AzDes Handles Encryption/Decryption for ISWeb.
AzException Base class for Az Exceptions.
AzMenuItem Encapsulates the hierarchy menu capabilities.
AzUtils Contains various utility methods.
Base64 Utility to support Base64 encoding as specify in
MIME .standard
Blowfish Blowfish algorithm.
FixedWidth Retrieves data from database table and formats this in a
fixed width format
TransformFunction Adds a transform function to a data item.
XMLConfig Handles parsing of ISWeb.xml.

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