Gatekeeper and Attendance Management System

Proposal and Budget Costing

2| EVOLVE School Administration and Integrated System
Statement of Confidentiality and Non-Disclosure

This document contains proprietary and confidential information. All data submitted is provided in
reliance upon its content not to use or disclose any information contained herein except in the context of
its business dealings with . The recipient of this document agrees to inform present and
future employees of the Developers who view or have access to its content of its confidential nature.

The recipient agrees to instruct each employee that they must not disclose any information concerning
this document to others except to the extent that such matter are generally known to, and are available
for use by, the public. The recipient also agrees not to duplicate or distribute any material contained
herein without the Developer’s express written consent.

The Developers retains all title, ownership and intellectual property rights to the material and trademarks
contained herein, including all supporting documentation, files, marketing material, and multimedia.

BY ACCEPTANCE OF THIS DOCUMENT, THE RECIPIENT AGREES TO BE BOUND BY THE

AFOREMENTIONED STATEMENT.

3| EVOLVE School Administration and Integrated System

Executive Summary

is pleased to present this proposal for a complete school administration system. We

understand the need to provide a system that would comply with the basic operation needs, hence
promote manageability and ease.

Our goal is to offer the most accessible content completing a school institution process for its broadest
requirement possible. We believe that schools are in its continuous growth to correspond to the best
education it can offer, thus, are uniquely positioned to successfully benefit technological advances and
improve services being provided.

By availing our services, the school shall:

• Benefit from EVOLVE with the SMS Solutions (Gatekeeper and Attendance Monitoring)

• Ensure that the user will always find information that is automatically up-to-date.

• Offers a high-end security and allows user to navigate and get information usable for the
management.

• Be able to profit from technical improvements and offer the most reliable services at par with the
institution’s standard.

We look forward to forming a mutually rewarding relationship with you.

4| EVOLVE School Administration and Integrated System

System Overview

The EVOLVE School Administration Integrated System belongs to the EVOLVE product series that aims
to support school management and administration with an automated system that functions as the
institutions’ functional departments. The goal is to make Information Technology work for you and be able
to benefit from its advancement.

The EVOLVE-SAIS is a complete business-centered solution that covers the core for administration and
business process. The integrated system has Enrollment and Admission, Cashiering, Grading, Online
counterparts, SMS, e-Learning and Student Portal.

Now, with the challenging new normal education system in our country—that prioritizes the safety and
security of students inside the school, new innovations are made ready.

The system allows greater convenience through web access for authorized users for ease in operation
and manageability.

EVOLVE-SAIS is equipped with the following features and advantage:

• A complete system to run within the school departmental management.
• Functional modules for real time reports
• DepEd compliance
• Integrated employee and student activity monitoring
• Built-in security policy (per level access rights)
• User friendly and Customizable
• Can be integrated to other EVOLVE products

Advantage:
• Automation at an affordable cost
• Hassle-free monitoring
• Online advantage

5| EVOLVE School Administration and Integrated System

SECTION I. Overview of the Proposed Solution

Back-to-School System Solutions

A comprehensive ID system and attendance management for student activities in school that is an SMS-
based application for notification and information dissemination.

a. Gatekeeper Management
• Option to use face detection and or RFID card (School ID) upon entry/exit
• IN/OUT Log of students at the school entry and exit gates
• SMS Notification for IN/OUT logs sent to parents or their registered SMS numbers

b. Thermal Scanning
• Directly attached/built-in to gatekeeper device to automatically scan body temperature
• Sends alert to monitor display and to security personnel in case a fever symptom is
detected

c. Contact Tracing
• Real-time log of student with fever symptoms for isolation
• Printable listing of Daily Logs and Temperature readings
• Directory information of students and emergency contacts

6| EVOLVE School Administration and Integrated System

SECTION II. Functional Compliance

Gatekeeper
1. Gate monitor display
2. Device Setup

Admin
1. Student Registration
2. Temperature Setup
3. Directory and Student Information
4. Inquiry Management
5. SMS Blast Texting
6. Reports Management

With complete EVOLVE SAIS system the system shall run inside the campus facility and handle the
following processes:

1. ID and Access Management

a. ID Assignment for each student
b. Access and area management
c. SMS Alert or automatic sending of areas/student activity (all areas are to be identified
and installed with biometric device)

2. SMS Information Management

a. SMS-based sending of Logs (IN/OUT) information
b. SMS-based sending of Events and Announcements
c. SMS-based sending of Statement of Accounts, Payment Reminders, Payment
Notifications and other consented information

3. Attendance Monitoring
a. Used by Techers that can be linked to report cards
b. Printable reports and inquiry
c. Link to student portal

4. Reports Management
a. Attendance Registers
b. ID Cards and Student Master List
c. Contact Tracing – Daily Logs

7| EVOLVE School Administration and Integrated System

 SECTION III. Investment Requirement

Based on our analysis of the needs and the nature of our proposed solutions, the cost breakdown is
detailed in the table below.

Per Student
Product QTY Amount
/ Unit
Option 1 – ID with SMS and Biometric with Thermal Scanning 650.00 400 260,000.00
I. EVOLVE SMS Solutions / Online Solutions
a. Gatekeeper and ID Management System
b. Smart Card RFID
• ID card printing (back-to-back)
• ID Case
c. Unlimited Blast Texting
II. RFID Card Re-printing (Card and case only) 100.00
**To be charged separately as requested
Net Investment Php 260,000.00
VAT 12% 31,200.00
Total Investment Php 291,200.00

Device Cost
Device Stations Terms Total

Face Recognition Biometric with Thermal Scanning and RFID Card Reader 30,000.00 /unit

Cost and Payment Breakdown

ID Printing and Software Terms Total
Upon signing 50% 145,600.00
Remaining 50% 145,600.00
Installment 5 months 29,120.00

Payment Schedule
Date Remarks Amount
May 5, 2023 1/5 29,120.00
June 5, 2023 2/5 29,120.00
July 5, 2023 3/5 29,120.00
August 5, 2023 4/5 29,120.00
September 5, 2023 5/5 29,120.00

8| EVOLVE School Administration and Integrated System

Terms and Conditions

1. Software is priced per student at the rate of Php 650.00 which includes pre-programmed RFID, ID
Card printing and the complete software services for the school year.
2. Pricing is set against 400 students. Employee is free of charge. Additional student for the school
year shall be added as adjustment and shall be billed on the month of June of the said school
year.
3. RFID Card re-printing shall be charged at the rate of Php100.00 each.
4. The charges for the host network for SMS shall be covered by the whole year subscription.
5. Additional device is charged separately upon request.
6. Subscription includes Technical Support and Maintenance for all the systems availed covering
the period May 2023 to April 2024.
7. Upon project start, a mobilization fee of 50% is required as initial investment for the device and
station. The remaining 50% is payable in 5 months.
8. The ID Card printing and software service is billed in installment and shall start by May 2023.
9. Suggested schedule of payment and total amount are subject to changes upon confirmation of
total student count. Adjustment shall reflect on Statement of Account by the start of the School
Year.

Conclusion

CONFORME:

I / We agree to the proposal stated herein:

EVOTECH Software Solutions, Inc. UST Angelicum College

By : By :

MS. SHERYL VILLANUEVA

Senior Account Executive President

Date: Date :

9| EVOLVE School Administration and Integrated System

 Per Student /
Product QTY Amount
Unit
Option 2 – ID with SMS and Turnstile
EVOLVE SMS Solutions / Online Solutions 650.00 400 260,000.00
a. Gatekeeper and ID Management System
b. Smart Card RFID
• ID card printing (back-to-back)
• ID Case
b. Unlimited Blast Texting

RFID Card Re-printing (Card and case only) 100.00

**To be charged separately as requested
Net Investment Php 260,000.00
VAT 12% 31,200.00
Total Investment Php 291,200.00

Device Cost
Device Stations Terms Total
Gatekeeper Kiosk (for main gate) 45,000.00 /unit
- 1 Extra Smart Card Reader for Registration
- 1A at 120V standard NEMA socket
- 10/100 MB Ethernet and 801.g wireless

Cost and Payment Breakdown

ID Printing and Software Terms Total
Upon signing 50% 145,600.00
Remaining 50% 145,600.00
Installment 5 months 29,120.00

Payment Schedule
Date Remarks Amount
May 5, 2023 1/5 29,120.00
June 5, 2023 2/5 29,120.00
July 5, 2023 3/5 29,120.00
August 5, 2023 4/5 29,120.00
September 5, 2023 5/5 29,120.00

10 | EVOLVE School Administration and Integrated System

Terms and Conditions

1. Software is priced per student at the rate of Php 650.00 which includes pre-programmed RFID, ID
Card printing and the complete software services for the school year.
2. Pricing is set against 400 students. Employee is free of charge. Additional student for the school
year shall be added as adjustment and shall be billed on the month of June of the said school
year.
3. RFID Card re-printing shall be charged at the rate of Php100.00 each.
4. The charges for the host network for SMS shall be covered by the whole year subscription.
5. Additional device is charged separately upon request.
6. Subscription includes Technical Support and Maintenance for all the systems availed covering
the period May 2023 to April 2024.
7. Upon project start, a mobilization fee of 50% is required as initial investment for the device and
station. The remaining 50% is payable in 5 months.
8. The ID Card printing and software service is billed in installment and shall start by May 2023.
9. Suggested schedule of payment and total amount are subject to changes upon confirmation of
total student count. Adjustment shall reflect on Statement of Account by the start of the School
Year.

Conclusion

CONFORME:

I / We agree to the proposal stated herein:

EVOTECH Software Solutions, Inc. UST Angelicum College

By : By :

MS. SHERYL VILLANUEVA

Senior Account Executive President

Date: Date :

11 | EVOLVE School Administration and Integrated System