E-Tendering System

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Submission Date: 13 September 2018, 1:30 p.m. (local time).

Any enquiries must be raised (7) days prior the closing date.

Scope of Work
This Section will include the following sections: -

Introduction
Scope of Work
Knowledge Transfer and Training
Documentation
Product License and Support
Project Requirements
Technical Evaluation Criteria
Compliance with RFP particulars
Payment Milestones.
Schedule of Price
SCOPE OF WORK

1. E-TENDERING SYSTEM

System Summary
Unlike ready systems CLIENT will not have to adjust their workflow to match the
system. Full source code should be handed over to CLIENT so that any developer
having experience in .net and MSSQL should be able to update the system in future
without requiring any help. All the codes are properly marked and documented and
should be easy for any developer to make modifications or add new modules without
requiring to buy any license or plugins like readymade systems.

Transfer of the system to another development team can be done seamlessly for the
above reason. We should be giving the required training handover for understanding
the system.
The system should be easily integrated with any third party systems and Payment
Gateways and with the Tender Board and with other systems for companies in
Oman. System should also have API using which any 3rd party system can connect
to CLIENT e-tendering system to retrieve data with proper authentication. This way
CLIENT should be able to give their APIs to publish their data in other external
systems.
All latest security measures should be implemented in the system, all our system
have passed penetration/vulnerability testing by ITA and other 3rd party testing
agencies. Any required report can be generated in tabular and chart format. All
reports can be exported to excel, word, html and pdf.
Backup, transfer and restoration to other servers can be easily and quickly done
without requiring any installation.
Data migration can be easily done from existing system to new system.
All data should be in encrypted formant with min 128 bit encryption and should be
through https.
E-Tendering System Customization & Development covers the following:

System Features:

• The system should be a web based application and can be accessed from any location
with any internet connection.
• Custom Design should be provided as per CLIENT brand guidelines.
• The system should be responsive and output should be in HTML5 and CSS3
• The system should automatically change shape to fit in all smart phones and tabs.
• The system should be developed using W3C standards and should adhere to the
framework, guidelines and standards required by Information Technology Authority (ITA)
of Oman. (OeGAF standards).
• System should be secured to prevent all types of hacking attempts. All latest security
measures should be implemented in the code. All data should be encrypted. All
usernames and passwords should be encrypted before inserting into database. SQL
Injection prevention measures should be implemented
• The system should support all client browsers like Microsoft Internet Explorer, Firefox,
Google Chrome, Safari etc and in all operating systems - Windows Macintosh, Unix,
Linux, Android, IOS.
• The system should be compatible in all mobile browsers, the functionality and look will
automatically change to fit the mobile browsers.
• Look and feel of the system should be the same in all browsers and should also be
compatible for all resolutions.
• The system should have an innovative analytics engine which will provide detailed
statistical information about the users activity and related traffic. Google analytics should
also be integrated in the portal.
• The system should be compatible with all major platforms (Windows, Mac, Android),
without the need for Add-ons and plug-ins
• The system front end for the vendors should be integrated within the existing website of
CLIENT.
• System should have provision to integrate with Active Directory so that users should be
auto logged into the system once they login to their PC.
• System should automatically create digital documents for each approval stage and all the
files of a tender and submissions by each vendor should be saved in folder with tender id
and properly arranged for authorized users to retrieve the documents easily.
• For each tender, the progress could be tracked in graphical format which shows the
proposed timeline for each stage and the actual timeline and will highlight delays for each
stage.
• Any number of events could be done simultaneously in the system, there is no limitation
of number of events at a time from the system side.
• If the Tender end date is reached than bidder should not be able to submit the bids
(unless the date is further extended).
SYSTEM SECTIONS

Following should be the main modules in the system.

• For Vendors

Following should be the main modules for vendors, the details and working of each module
should be exactly as required in the RFP:
o Search Events
o Vendor Registration , Vendor Login , Update Vendor Profile
o View Tenders
o Expression of Interest
o Purchase Tender
o Tender Clarifications (Pre/post types of clarifications subject to
availability).
o Online Fees Payment
o Submit Bid
o Tender Status
o Post Tender Clarification
o Tender Results

For CLIENT Departments and Administrators:

CLIENT Department users and administrators should have the following features as per the
user role and permission.

• Create Tender/RFP

o The department admin with the relevant permission can create new Tender/RFP
by entering/selecting/attaching all requirements and also has to select the type of
tender and type of bidding.

o While creating tender admin can decide the percentage for technical and
commercial parts of the bid.

o The tender could be published after the required approval process.

o Once published it should be displayed on the public website for the vendors and
can also be published to other channels.

o Automatic notification should go to all vendors who are eligible as per the tender
type and category.

o Publishing tender results.

 o Award of contract.

• Update Tender/RFP

o Section for editing existing tenders.

o Admin should be able to extend tender dates from this
section.

o When any update is done, an automatic notification should be

sent to all vendors who have purchased this tender.

• Approve Vendor Registration

O Section for admin to view/approve vendor registrations

submitted online.

o When any vendor registers from the portal an automatic email should be send to
the concerted department that a new vendor has registered.

o Once approved an automatic email will go to the vendor with his username and
password for logging in to vendor area.

• Register/Manage Vendor
o Admin will also have option to manually register new vendor by entering all
required vendor information

o Option to edit details of any registered vendor.

o Option to block any vendor. Once blocked the vendor should not be able to
access their account.

• Tender Clarifications
Admin should see all the request for clarification for each tender sent by all
companies who downloaded the tender. Admin could then enter the answer for
each clarification and send all the clarifications for a tender in one go. The
clarification could then be sent to all companies who downloaded/purchased that
tender.
• Create User Roles & Users
Admin should create any user role and assign section in the system which can be
accessed using that role. Admin can then create user and assign the role to the
user. The user will then be able to access the sections as per the assigned user
role.

• Bid Checking Module:

 Following are the main features of bid checking module, all the functionalities and process
should be exactly as per the RFP.

o For each tender administrator can assign the users who are authorized to open and
view the bids.

o Authorized users will open bid using PKI Authentication.

o Bids can be viewed only on the assigned Bid opening date.

o At least 2 bid checking users has to be logged in at the same time for the bids to be

visible. The number of bid users concurrently should be configured as required.

o Work flow process can be set for each tender, any number of level of work flow can
be configured before final approval.

o Technical bid has to be opened evaluated first and send for approval.

o Once technical bid evaluation is approved then commercial bid should be opened for
the approved vendors.

o The vendor could then be shortlisted or can request vendor to resubmit bid.oThe

final selection has to be done by the assigned user as per the workflow. oThe

Purchase Order could be auto generated and sent to the selected vendor.

o Letter of award and contract letter should also be auto generated and sent to the
selected vendor

• Add Tender/RFP Results

Section for admin to manually select awarded companies for tenders whose
evaluation are not done through the system

• Alerts

O Email and SMS alerts could be configured on any event in

the portal.

O Alerts should also be configured in dashboard for the administrators for work flow
approvals and also for Users to display messages from admin.

• Reports
O All required reports should be implemented.
 O Any type of tabular or graphical chart report can be created.
o Any custom report can be created.
o All reports should be able to be exported in all possible formats (example
PDF / WORD / XLS)

INTEGRATION WITH THIRD PARTY SYSTEMS

• Payment Gateway Integration
Payment gateway should be integrated for vendors to make payment online
through Visa / Master Cards.

DEVELOPMENT/CODING:
• Complete source code will have handed over after completion
of the project.

2. ANNUAL MAINTENANCE CONTRACT

Website Maintenance Features

• Maintenance of all modules in the implemented system
• Support for admin to manage the system for smooth operation

• Trouble shooting and error correction in any module in the system once identified

• Security Monitoring and Backup verification if needed

• Doing minor updates/modifications in the existing modules

• Provide live statistical reports of website usage.
• Maintaining system security and update security measures or patches.

• Provision of dedicated account manager who should be available on phone 24/7 for
critical issues.

• Provide telephone and email support to resolve issues. Support team will respond to
escalated issues within 1 hour of notice and all minor issues shall be resolved within
1 hour during office hours. In case on any Major issues, report should be given on
the time need to correct it and will suggest alternative solutions. All support issues
raised should be tracked as ticket and report should be provided end of the contract.

• Data backup – automatic backup should be configured daily on the webserver and
manual backup should be taken weekly and stored locally. Data should be provided
on DVD/Portable Device at any time required.

• Data restoration and transfer of website to another server in case of server crash
(DR Site Management).
3. TRAINING

Training for System Administration and Management

Training should be given for the following:

# ADMINISTRATORS

• For managing the whole system , Updating Master Data, Manage main events data,
Configure SMS and Email Templates
• Generating Reports
• Printing & exporting
• Application configuration in server
• Database configuration
• Implementing in IIS
• Taking Database backup
• Taking file backup
• Scheduling auto backup
• Restoration of DB
• Restoration of whole system in another server
• Dot net framework configuration
• Manage Dashboard and Notifications
# OTHER USERS
• Functionality as per the user role of each user
• Generating Reports
• Printing & Exporting data out of the system
• Manage Dashboard and notifications