Pakistan Tehreek-e-Insaf

Party Management Cell (PMC)

Table of Contents

1. Invitation of bids and scope ...................................................................................... 3

Invitation of Bids ....................................................................................................................................... 3

Scope of work ........................................................................................................................................... 3
General Requirements concerning scope ................................................................................................. 3
2. General Bid Process ................................................................................................. 6

Registration with PMC, Central Secretariat, PTI ....................................................................................... 6

General Requirements for Technical Bids................................................................................................. 6
Clarifications on RFP document ................................................................................................................ 6
Submission of proposals ........................................................................................................................... 7
Technical Proposals............................................................................................................................... 7
Financial Proposal ................................................................................................................................. 7
3. Evaluation criteria ..................................................................................................... 8

Technical Evaluation Criteria .................................................................................................................... 8

Technical Qualification.............................................................................................................................. 8
Financial Bids Opening .............................................................................................................................. 8
Financial Evaluation Criteria ..................................................................................................................... 9
Financial Negotiation ................................................................................................................................ 9
Clarification of Bids ................................................................................................................................... 9
Queries ...................................................................................................................................................... 9
Signing of Contract .................................................................................................................................... 9
4. Terms and Conditions............................................................................................. 10

General Terms & Conditions ................................................................................................................... 10

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Party Management Cell (PMC)

Language of the Bid ................................................................................................................................ 10

Validity of the Proposal ........................................................................................................................... 10
Amendment to RFP ................................................................................................................................. 10
Performance Bond (Upon Execution of Contract) .................................................................................. 11
Penalty Clause ......................................................................................................................................... 11
Currency .................................................................................................................................................. 11
Withholding Tax, sales Tax and Other Taxes .......................................................................................... 11
OEM Relationship and Warranties.......................................................................................................... 11
Governing Law ........................................................................................................................................ 11
Acceptances of Proposals ....................................................................................................................... 11
Last Day for Submission .......................................................................................................................... 12
Opening Date of Technical Proposal ....................................................................................................... 12
RFP Preparation Costs ............................................................................................................................. 12
5. Annexures .............................................................................................................. 13

High Level User Requirements ................................................................................................................ 13

1. Party Members Information System ........................................................................................... 13
2. Party Organization Management System ................................................................................... 13
3. Document Management System ................................................................................................ 14
4. Election’s Data Archiving Module ............................................................................................... 14
5. Good Governance (Performance and Complaints) ..................................................................... 15
6. Information Publishing................................................................................................................ 15
7. Online training management ...................................................................................................... 15
8. Candidacy evaluation Management System............................................................................... 16
9. Website restructuring and integrating with PMIS Portal............................................................ 16

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Party Management Cell (PMC)

1. Invitation of bids and scope

Invitation of Bids
PTI invites proposals for the provision of the following services as per terms and condition stipulated
in this Request for Proposal (RFP):
“Requirement Analysis and Design, Develop, build, Deploy, Configuration & Commissioning,
operations and maintenance of Party Management Information System”

Scope of work
The successful firm/company would be required to:

1. Analyze detailed requirements and prepare a Requirement Document for the requirements
mentioned at Annexure I. Detailed Requirement document should contain at least following for
the mentioned modules:-

 Functional Requirement including Process flow with details of attributes

 Non-functional requirements
 Quality Assurance (QA) requirements and Test Cases for UAT
 Solution Architecture
 Primary DB Design
 UI Design where ever required
 Primary infrastructure estimation of hosting, networking etc.
 Propose DR and BCP
 Support Director Party Management Cell (DPMC) and / or PMC Committee (PMCC) in
preparing detailed development, operational and infrastructure plan
2. Develop, implement, operate and maintain the solution based on detailed requirement at No. 1
above. Migration of existing data may also be required for membership and other modules. Data
entry from hard copy may also be required (Quote as optional item with per unit cost eg per page
etc).
3. Training of technical staff and users
4. Maintenance support for a period of six months as warranty.

General Requirements concerning scope

Following is a list of general requirements included in the scope of the project.

Area Of Work Requirements in Scope

Project Implementation Proposed Timelines:
Plan
The successful bidder needs to:

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1. Complete the requirement document within 6 weeks of

contract signing -Week 6.
2. Process approval of Business Requirement Document
(BRD) in next 2 weeks - Week 8
3. Develop proposed system as per BRD in next 3 months
for delivery of Beat version -Week 21
4. Submit Test Cases for UAT that will be conducted within
One week of Beta version. Week 23
5. Fix reported bugs within next 2 weeks. Week 25
6. Deliver System for Deployment Week 26
7. Train and Roll Out in next 2 weeks – Week 28
8. Once accepted, 6 month warranty period shall start.

The Solution provider is required to present a complete project

implementation plan.

Detail Business Analysis The solution provider must conduct detailed Business/System
and Business Requirement Analyses of mentioned modules. The solution provider will also
Specification Document be expected to study and propose the business process re-
engineering of existing Business process where necessary and
needed. DMPC and PMCC can assist where needed. End result of
the exercise will be a BRD (Business Requirement Document).

Software Application The solution provider must provide the Software Application
Development Systems as per approved BRD.

Cost of Software Licenses

PTI prefer to use open source software. If the solution provider
propose any license, the cost must be included in the total cost
of solution.
Solution Hosting The solution provider shall assist PTI in hosting the solution on
cloud.
HW, Communication & The solution provider needs to suggest Hardware, Software,
Networking at central Operating System, Communication and networking at a central
Secretariat. location / cloud for maintenance of the system.

Application Deployment The solution provider will suggest and help PTI in solution hosting
on a secure and reliable hosting service provider. Solution
provider will be responsible for simultaneously and
independently installing the various components of the Party
Management Information System (PMIS) and maintain it for the
warranty period of six months.

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Information Security The solution provider will suggest and help PTI in securing data.
Additional measures may also be suggested to safeguard data
above hosting provider’s information security measures.

Data Migration / EntryData migration may be required for certain module. If data
migration would be required that must be made part of BRD.
Interface for manual data entry is a must feature.
Training and Capacity The solution provider will be responsible for providing training
Building Program. and conduct capacity building programs of Technical and user’s
master trainers at PTI advised premises and resources

Support and maintenance The solution provider is responsible for providing Support and
as warranty. Maintenance of the deployed system as part of the solution. The
support and Maintenance is required to be provided for 6
months after “final Roll out” of the solution.

Documentation The solution provider will provide complete Technical and

business documentation including but not limited to User
Guides, System and Operational Manuals, and other
configuration manuals etc. Online help must be integrated with
the system. Documentation is required in both hard and soft
copy.

Product Source Code All the Source Code and Design Documents must be provided
along with solution.

Backup System and A robust backup system and Disaster Recovery (DR) Plan has to
Disaster Recovery Plan be provided with the solution.
(DR)

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2. General Bid Process

The bids submitted by the Respondent Firms shall be under the one stages & two envelopes procedure.
At first stage only technical proposal shall be opened. Financial proposal will be opened of technically
qualified bidders only.

Registration with PMC, Central Secretariat, PTI

Potential bidder are advised to register themselves at the email address given in the contact details so
that they may be updated for any change in the bidding process.

General Requirements for Technical Bids

The Solution providers must provide the following information in the technical bids

Sr. General Requirements

1 Provide a draft Project Plan (implementation schedule) for Solution, identifying the main
components, Risks, timeframes, resources etc as envisaged by the respondent firm and in
accordance with the implementation schedule.

2 List of all key staff and their responsibilities in the project, including the proposed timeframe
these staff will be engaged.

3 Description of the implementation strategy for the solution, including preparation,

development testing, documenting, rolling out and data update from existing data.

4 List of Deliverables
Must include the mentioned deliverables in this document
6 Detailed description of the proposed training to the users of the system, the timing and extent
of training, training material provided to trainees and support given to staff during the
implementation process other than that involved in on-the-job knowledge transfer.

7 Proposed methodology for addressing issues that arise during the project and the resolution
of those issues.

8 Provide your views on acceptance criteria to be used to sign off stages of the project and
project completion. A draft contract would also be required.

Clarifications on RFP document

During the proposal submission time, the respondent firm/company may ask clarification about RFP. The
request for clarification may be in writing or on given numbers.

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Submission of proposals

Technical Proposals
The bidders are required to submit 2 hard copies, soft copy and one copy through email within one hour
of proposal submission time. In case the office is closed due to any reason, proposal is to be submitted
through email only.

Financial Proposal
The bidders are required to submit one hard copy duly sealed along with technical proposal. In case the
office is closed financial proposal will not be submitted along with technical proposal through email. The
procedure for submission of financial proposal will be communicated to the successful bidders only.

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3. Evaluation criteria
Technically evaluation will be done as per following criteria. Selected firms/companies may be called for
presentation if required.

Technical Evaluation Criteria

Evaluation Criteria
No Required Documentation Score
1 Respondent Firm Capability/Local Support Capability 20
1.1 Company Profile (Certification if Any, Corporate Overview) 5
1.2 Year of Establishment (1 point for 1 year – maximum 5 points) 5
1.4 Local Support Capacity 5
1.5 Financial Stability 5
2 HR Experience and Qualification (CVs, Evidence Required) 20
2.1 Project Manager (1 point for one year – maximum 5 points) 5
2.2 Solution Architect (1 point for one year – maximum 5 points) 5
2.6 BA (2x3=6) and Development (5x2=10) - (Minimum 3 years of experience) 10
3 Proposed Approach Methodology 30
3.1 Technology Infrastructure – Local (HW, SW, HR, NW, etc.) 7
3.2 Licensing Requirements for tools/SW – Open source preferred 7
3.4 Proposed Implementation Methodology 10
3.5 Proposed Infrastructure / Data Security (Back / Front End) – Cloud Hosting preferred 6
4 Reference Implementations of Solution 30
4.1 Previous Successful Implementations 10
4.2 Previous Similar System Implementation 10
4.3 Relevance of Software Solutions 10

Technical Qualification
Companies / Firms securing at least 60 marks shall be qualified and shall be eligible for financial bidding.

Financial Bids Opening

Date for opening of financial bids will be announced after technical evaluation. Only technically qualified
firms/companies will be invited for bid opening. Other bids will be returned unopened.

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Financial Evaluation Criteria

1. Companies / firms with highest technical score will be considered first for negotiation.
2. If negotiation does not successful with highest technical score company then 2nd highest company
will be invited and so on.

Financial Negotiation
PTI shall negotiate the bidders for best financial bids.

Clarification of Bids
During the bid evaluation, the respondent firm/company may be asked for clarification of its bid or any
part of it. The request for clarification and the response shall be in writing, and no change in the price or
substance of the bid shall be sought, offered, or permitted.

Queries
Al queries related to any matter related to the bid or the process, must be in writing between authorized
representatives of the PTI and Solution Provider.

Signing of Contract
Final agreement between successful bidder and PTI shall be signed not later than 7 days after
announcement of successful bidder. PTI and successful Respondent Firm may also agree to meet for
finalization of the contract/Agreement.

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4. Terms and Conditions

General Terms & Conditions
 PTI will accept the proposal which it finds most advantageous to it technically, which
determination shall be final and conclusive.
 PTI reserves the right in its sole discretion to issue a letter for opening of financial bid to the
most responsive consortium/Solution Providers.
 PTI reserves the right to request additional information from any and/or all prospective
respondents if required to clarify any information contained in the proposals.
 PTI reserves the right to specify additional terms and conditions at any time either before or
after proposals are submitted.
 PTI reserves the right to modify the selection process set forth in this RFP upon written
notification to all respondents who have not been rejected at the time of the modification.
 Financial information submitted to PTI is submitted as confidential. PTI will endeavor to treat
the information as confidential. However, PTI cannot guarantee absolute confidentiality.

Language of the Bid

The Language of all correspondence and documents related to the bid is English.

Validity of the Proposal

All proposals and prices shall remain valid for a period of 90 days from the closing date of the submission of
the proposal. However, the Respondent firm is encouraged to state a longer period of validity for the
proposal.

Amendment to RFP
At any time prior to the deadline for submission of bids, PTI may, for any reason, whether at its own initiative
or in response to a clarification requested by a prospective Respondent firm, amend the RFP.

Amendments will be provided in the form of Addenda to the RFP and will be sent in writing, through
registered mail at the company address or electronic mail (at validly provided official domain ids only) to all
the firms that have received the RFP. PTI may, at its discretion, extend the deadline for the submission of
RFP, which case all firms will be notified.

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Performance Bond (Upon Execution of Contract)

The successful Respondent Firm shall be required to deposit in the form of a Bank Guarantee, a Performance
bond of Rs 300,000. PTI shall forfeit the Performance Bond if the Respondent Firm breaches any of its
obligations under the contract, including slippages in the committed time frames/schedules.

Penalty Clause
The contract to be executed between PTI and the selected Respondent Firm will contain penalty clauses for
delay in the implementation schedule as well as failure to comply with the provision of providing the
required services / Deliverables during the post-approval phase.

Currency
All currency in the proposal shall be quoted in Pakistan Rupees (PKR).

Withholding Tax, sales Tax and Other Taxes

The Respondent Firm is hereby informed that the PTI shall deduct tax at the rate prescribed under the Tax
Laws of Pakistan, form all payments for services rendered by any Respondent firm who signs a contract with
PTI.

The Respondent Firm will be responsible to quote all applicable taxes on the Product / Service quoted and
for all taxes on transactions and/or on income as may be levied by the Government of Pakistan from time
to time.

OEM Relationship and Warranties

The Respondent Firm should be an authorized Selling and Implementation Partner from the original
manufacturer / owner of the Software / Hardware in case the Firm is proposing an OEM solution.

Governing Law
This RFP document and any contract executed pursuant to this RFP document shall be governed by and
construed in accordance with the laws as applicable in Pakistan. PTI and all Firms/Companies responding to
this RFP document and parties to any contract executed pursuant to this RFP document shall submit to the
exclusive jurisdiction to Courts at Islamabad.

Acceptances of Proposals
PTI reserves the right not to accept the lowest or any proposal and to annul the bidding process without
assigning any reason whatsoever.

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Last Day for Submission

As per advertisement

Opening Date of Technical Proposal

As per advertisement

RFP Preparation Costs

PTI is not liable for any costs or expenses incurred by any vendor in the preparation of the RFP, attendance
at any conference, or meeting related to this RFP.

Contact Details
Muhammad Javed Iqbal
Director, Party Management Cell
Cell : 0333-5333058
Land Line: 051-2270744
Email: pmc@insaf.pk

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5. Annexures
Annexure 1

High Level User Requirements

1. Party Members Information System

High level functions of this system are listed below. We are expecting number of additional function during the
detailed requirement gathering process:-

 Members identification, vote details, contact details and status (Active / Inactive)
 Management of training, performance, profiles of different categories of members i.e.
Workers/Volunteers/Activists/Social Media Activists and other categories.
 Access to different categories of member for profile updating and verification.
 Revenue Management Module including, but not limited to, Membership Fee, Donations and other
Revenues along with paper and electronic receipt generation and record keeping.
 Digital Payment Acceptance Capability through different permissible Channels
 Integration of viewable data of overseas Pakistanis with this system
 Creation of centralized database for membership system which is capable of getting data from
multiple sites / mobile devices all across the globe.
 Cross domain data display of membership through Web services.
 Development of a Mobile App to sync and collect/disburse data from/to central database.
 Data Access Control based on the PTI Authorized Staff advised User Rights. (e.g. Office bearer from
one Region/District/Teh/Village/Ward cannot view the data of other Organization.)
 Provision to create Membership Card as per party advised criteria
 Horizontal or Vertical Communication with members including messages and emails and
management through bulk SMS and mail.
 During election, updating of the voting (election) status in real-time by designated category of
members.
 Integration of the proposed system with document management system to hold uploaded
documents.

2. Party Organization Management System

This is one of the major system to manage party’s organization. High level functions of this system are listed
below. We are expecting number of additional function during the detailed requirement gathering process:-

 Approved Organization structure (Inland and Abroad) as per party constitution.

 Display and manage current Office bearer of Central, Regional, District, Teh/ Taalqa/ Cantt,
Neighborhood councils along with archival data of positions.
 Display and manage current Office bearer of Wings Organizations (women, labor, legal, etc.) along with
archival data of positions.
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 Display and manage current office bearer of Overseas Organization and archival.
 Professional Forums (Non-Political) management – Requirement is for overseas only but can be
extended for inland forums.
 Integration of this system with document management system to hold uploaded documents.
 The database shall be part of central database capable of creating/ entering/ updating database/
dataset for current and archival data of office bearers.
 Database should capable of getting data from fixed/mobile devices all across the globe.
 Development of a Mobile App to update data in the central database.
 Data display through Web services.
 Data Access Control based on the authority of the office.
 Integration of this system with document management system to store uploaded documents.

3. Document Management System

There are number of documents which shall be managed through a central repository / database. These
documents (Notifications, circulars, party policies, bylaws, etc) are issued and managed by different tiers of
party leadership. Similarly constitution is an active document which should be updated and tracked online.
Other documents may be identified during the process of detailed requirements. High level function are
mentioned below but we expect number of additional functionalities during the detailed requirement process:-

 Create document storage datasets as part of central database.

 Accessible by other sub-systems of Party management system based on authorization. Integrate with
other sub-system where document storage is required.
 Storing the document along with necessary meta-data. Only updating of current document in the string.
Archival documents should not be updated/ deleted.
 Security controls of documents – Access by other subsystems of Party Management System. Immediate
access through web/ mobile application to authorized users from any location.
 The system should allow to capture the data about the document (Metadata) i.e. Title, issuing authority,
summary, etc. These information will be used for search at any latter stage.
 Multiple users can access the same document simultaneously, at any time.
 Management of versions of documents (active document like policy documents/ constitution) to
minimize inconsistency and redundancy.
 High speed storing, retrieving and modifying documents.

4. Election’s Data Archiving Module

Party requires a module that can assist it in analyzing data of previously held general elections and by-elections.
The proposed module should be dynamic to handle any changes in the constituencies or their areas as notified
from time to time by the Election Commission of Pakistan. High level functionalities are mentioned below:-

 Data Entry Module of all the General and By-Elections official data as per ECP record since 2002 or any
other source as defined by the party.
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 To create/ enter/ update database / dataset for current and archival data of constituencies and
candidates.
 The module should have the facility to update database remotely through a computer / hand set
after proper authentication.
 For security of data authorized users can get access through web services only.

5. Good Governance (Performance and Complaints) Module

Performance and complaints are two important accountability measures. It need to be evaluated at both party
and government departments level. To showcase party / government performances and complaint resolution a
proper module is required. The high level scope can include:

 Performance within Party of the office bearers through surveys / subjective evaluations.
 Performance of Government departments as per KPIs mentioned in constitution of the party (Asking
data periodically from government departments as per KPI)
 Complaints resolution Within Party
 Complaints resolution within Government (Asking data periodically)
 Escalation matrix

6. Information Publishing Module

Information sharing on media (Including all types of Medias) is the key to send your point of view across. We
have multiple teams/ Group sharing information (including rebuttals) sitting all across the globe. We need to
organize and regulate these groups through some process instead of issue to issue basis. Following documents/
information may be shared through the Module by authorized users

 Provide an interface for updating webpages, posting blogs and publishing other contents that may
include text, images, videos, and other types of media.
 An Admin panel for secure information management.
 Maintaining the sympathizers’ contact information for information publishing required to be managed.

7. Online Training Management Module

The Party has a proper training mechanism. It aspires to regularly train its party cadre through approved syllabi.
Trainings at all levels is to be performed by the party trainers. To record the proceedings of the training and
workshops etc., an online Training Management Module is to be a part of Party Member information system.

The Module should record all attendance of the sessions along with Trainers feedback. Proper MIS for
management is to be the part of the Module.

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8. Candidacy Evaluation Management System

To digitize the process of party tickets allocation for NA, PA, Senate and Local Bodies Elections, an Evaluation
System is required. The criteria is provide in the party constitution.

High level scope should include:

 Online application submission as per criteria set by the party for each case. Only authorized users can
access the system after the set deadline of application submission.
 System should have the capability to seek opinion from the party members of the area where candidate
has applied.
 Party Ticket should be printed digitally through System with at least three level authorizations.


9. Website restructuring and integrating with PMIS Portal

 Party Website insaf.pk is the most visited website for any political party in Pakistan. It is the face of the
party accessible globally.
 Solution Provider should suggest improvements in the party website.
 Ultimate goal is to make party portal / App as the only points to access PMIS.

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