Pakistan Medical Commission, Islamabad, Pakistan Medical Commission Tender Document For Procurement of Computer Based Examination Services including Operational System Pakistan Medical Commission Islamabad Nov 20211. 2. Pakistan Medical Commission, Islamabad, Table of Contents INVITATION FOR BIDS ‘Tender Document 21 General. Scope of Bid. 1 Scope of Work. 1 Eligible Bidders. Qualifications of the Bidder - Mandatory. 2.2 Cost of Bidding.. 2.3. The Bidding Documents. Clarification of Tender and Pre-bid Meeting Amendment to Tender. 2.4 Preparation of Bids Language of Bid “ Documents Comprising the Bid. 9 Acceptance Criteria 10 Bid Currencies. 10 Documents Establishing the Conformity of the Information System to Bidding Documents 10 Bid Validity and Security... 1 Format and Signing of Bid 1 2.5 Submission of Bids... — Sealing and Marking of Bids. Deadline for Submission of Bids. Late Bids Modification and Withdrawal of Bids 2.6 Bid Opening & Evaluation ern Evaluation of Technical Bids by Purchaser. Opening of Financial Bids by Purchaser. Clarification of Bids. Preliminary Examination of Financial Bids. Evaluation and Comparison of Financial Bids and weightage of Technical Evaluation 17 Contacting the Purchaser. — 7 Post Qualification and Award of Contract. 18 Post qualification 18 Award Criteria... 13 Purchaser's Right to Accept Any Bid and to Reject Any or All Bids 18 Notification of Award. . a 18 Signing of Contract. 19| | | "| Pakistan Medical Commission, Islamabad. Payment Terms. Withholding Tax. Support and Warranties... Project Location Ownership or Governing Law Implementation Plan and Support. Appropriateness of the Plan-Time Frame ee 7 21 Data Conversion and Migration.....uu Operational Acceptance Testing. Sample Bid Form susnnn Preliminary Evaluation Checklist .nnmmmennnnnssinnesnnsnns Format for Financial Proposal ...Pakistan Medical Commission, Islamabad. 1. INVITATION FOR BIDS This Invitation for Bids is being issued for the “Procurement of Computer Based Examination Services including Operational System”, 1.1 The PMC invites sealed bids from eligible Bidders addressing the following areas: © Registration of applicants via online channels Website and/or Mobile Applications © Processing of payments via online interfaces provided by PMC © Scheduling of applicants based on availability of centers — applicants may well be Biven a choice to book available slot for testing center using Website or Mobile Application © Verification of the applicant's credentials using online interfaces provided by PMC and other third parties involved * Issuance of roll number and admission card for testing center '* Setting up of custom designed and self-controlled testing centers at a minimum of 10 centers across Pakistan or more as determined by PMC with a minimum capacity of 300 students per center by or before June 2022 © Testing centers must have proper seating for candidates in an environment- controlled area. © Management of testing center and physical verification of the candidate before allowing entry into the testing center including biometric verification. © Facial recognition algorithms to cross check identity of the applicant against documents submitted, © Examination software with capability to randomize questions based on pre-defined difficulty index and multiple parameters for every exam © Capacity to conduct test at multiple locations worldwide — including USA, UAE, Qatar, UK, KSA, China, Central Asian Republics, Europe and Australia © Ability to conduct and manage computer/tablet-based Exams throughout the year with @ minimum daily capacity of 3000 students * Ability to conduct and manage a particular exam or exams continuously for any period required by PMC. © Provisioning of all necessary servers, equipment, technology, softwere and other facilities required to conduct the computer-based testing as per international standards and as may be determined by PMC from time to time.| 12 13 14 15 16 a7 // Pakistan Medical Commission, Islamabad. ‘¢ Provision of rechecking services of examination by students, if required by PMC. ‘* Provision of rechecking services of examination by evaluators/reviewers on behalf of students, if required by PMC ‘© Capability to publish/share Results of Examinations online © Solution to provide data analysis and immediate reporting to PMC of all examinations conducted in the form identified by PMC. ‘© Provision of customer support to students registering or registered for the exam. © Development of a 3D practical medical examination system and solution in partnership with PMC. Bidding is open to all Bidders that meet the given minimum qualification criteria relating to previous experience, delivery capability, firms standing, etc, as stated in the Tender. Bids must be delivered to the address below at or before 9 December 2021, by 1500hrs. All bids must be accompanied by a bid bond, in the shape of a Demand Draft/Pay Order. The value of bid bond should be 3% of the Cost Per Student Per Exam - Pakistan Center (PKR) (refer to section 6) estimated for 400,000 applicants. This estimation of 400,000 applicants is only for the calculation of bid security and MUST NOT be referred to any other aspect of the tender. Technical bids shall be publicly opened in the office of Pakistan Medical Commission (PMC) located at Mauve Area, G-10/4, Islamabad, at 1530 hrs on the same day. In case the last date of bid submission falls within the official holidays, the last date for submission of the bids shall be the next working day. Queries of the Bidders (if any) for seeking clarifications regarding the specifications of the services must be received in writing by the Purchaser five days before closing of the bids. All queries shall be responded to within due time. A pre-bid meeting will be held on 23" Nov 2021 at 3:00PM in the Committee Room of the PMC in Islamabad, ‘The attention of prospective Bidders is drawn to (i) the fact that they will be required to certify in their bids that all software is either covered by a valid license or was produced by the Bidder and (ii) all software, technology and equipment must be in possession and ownership of the Bidder and available for immediate deployment for conduct of examinations by 15" January 2022, (ii) that violations are considered fraud, which is, among other remedies, punishable by potential blacklisting from participation in future procurementission, Islamabad, 1.8 Bidders are required to state, in their proposals, the name, title, office address contact number (landline, mobile), fax number and e-mail address of the bidder’s authorized representative through whom all communications shall be directed until the process has been completed 1.9 The Primary and Secondary contacts from PMC for all correspondence in relation to this bid are as follows: Primary Contact Secondary Contact Name: Asim Shafique Name: Nauman Azhar Designation: Member IT Designation: Member Admin Email: member.it@pmc.gov.pk Email: member.admin@pmc.gov.pk Member Admin, Address: PMC, MAUVE AREA, G-10/4, ISLAMABAD. Website: htto://www.ome.gov.ok|) Pakistan Medical Commission, 2. Tender Document 24 General Scope of Bid 2.1.1 PMC has expressed an interest in hiring the services of a services company for the “Procurement of Computer Based Examination Services including Operational system” PMC provides computer-based testing services for the applicants of examinations held by PMC throughout Pakistan and internationally. Typical applicants taking these competitive exams are aspiring to obtain admission to a medical or dental college who take Medical and Dental College Admission Test (MDCAT), foreign students seeking to transfer to a medical or dental college in Pakistan and required to take the National Equivalence Board Examinations (NEB), the medical and dental graduates who take National Licensing &xam (NLE), licensed doctors and dentists who are required to take a License Revalidation Exam, Scope of Work Applicant Registration a. Applicants shall apply using web-portal and mobile application to be setup by bidder. b. Applicant will necessarily be asked via registered email and cell number to validate his/her identity, © Applicants are typically required to submit their identification information (e.g. CNIC, B-Form, Passport), demographic information, contact information and educational and/or experience background, d. The application form will often require documents which will have to be scanned and uploaded. e. The form submission shall require interfaces with third parties including NADRA to validate the information submitted by the applicant, PMC shall arrange for access to statutory authorities for such purpose however the bidder will have to bear the cost. Applicant is typically asked to upload a photograph taken in a specific setting such as white background etc. The system should have the capability toistan Medical Commission, identify and reject pictures with any other background and/or out of focus photographs. The profile as entered by the applicant must be saved into the web portal and be locked for no further updates. Payment Processing Mechanism PMC approved online and conventional payment mechanisms which will have to be integrated into the portal to be setup by the bidder. The proposed system will be responsible to keep accounting of the applications processed. The system must provide for refund of any fee received subject to all fees being directly paid to PMC and refunds debited upon due process and paid by PMC. Bidder will ensure that failed/wrongly posted payments are identified and reported to concerned authorities for correction. The coordination with the concerned authorities will be the responsibility of the bidder. The real-time integration with the payment mechanisms of PMC will have to undergo third party validation by an IT Audit and Information Security firm approved by PMC, at the cost of bidder. For every significant change in the real-time sharing of data, the said certificate would be essential. Scheduling of Applicants a Bidder will have to have a mechanism to define all testing centers in the system with availability of seats, Typical seating capacity of each of the centers is 300. Applicants will have the interface available to select the testing date and center of their choice if the system has the availability PMC may decide to allow applicants to change the already scheduled date for finite number of times during the cycle. Bidder should have the mechanism in place to cater to special requests by applicants to allow changes in the test date and center. Test shall be conducted at minimum of 10 different locations simultaneously in Pakistan and multiple locations internationally. Typical test center will have the capacity of 300 applicants. Further test centers may be required to be added at the direction of PMC.|) Pakistan Medical Commission. Proposed system will have the mechanism to allow rescheduling based on rules defined by PMC. The rules should be configurable from the front-end of the system. 8 Applicant must be able to access admission card upon successful scheduling for the exam. System must have the capability to fire an auto-email with the admission card to the registered applicant. h. Provision of free of cost tutorials available online to applicants for taking the exam, Exam Center Management 2, Bidder will be responsible for setting up exclusively self-controlled minimum 10-cities approved by PMC with minimum capacity of 300 students at one time and holding of minimum of two exams per day and each exam center being as per specifications provided by the PMC. b. The exam center must be equipped with cooling and heating system depending upon the season and should provide comfortable & secure environment for the applicants. ©. Equipped with comfortable chair and the table for every applicant - the seating arrangement must be reasonable for the applicant. 4d. Physical verification of candidates is an integral part which will have to be conducted by the bidder. Mandatory facial recognition algorithms must be available with bidder to cross verify the applicant against the identification document submitted. e. Biometric verification or facial recognition solution of candidates is required at the time of registration and examination f. Scanning against Covid-19 symptoms and/or other contagious diseases will be the responsibility of bidder. g. Bidder will have to setup a mechanism to reschedule applicants with denied entry in the center. h. Bidder will have to ensure that requisite security is provided within and outside the testing center.i. Bidder will have to ensure that CCTV cameras are available in the testing center and the recordings are shared with PMC no later than 24 hours of the test. J. Invigilation ratio in the center should at least be 1:60 at all points of time with 1 chief invigilator. k. Bidder must have the mechanism to inform applicants in case test needs to be rescheduled because of extenuating circumstances. This involves informing applicants via robot calls/manned calls, SMS and emails and publication on the web-portal. |. Chief Invigilator must have an access to idle/in-use status of all the computers/tablets getting used in the exam in real time. m. Exam must be conducted in an offline mode with no dependency on the iteret to avoid any connectivity issues. However, this will be responsibility Of the bidder to arrange for requisite connectivity to share statistics with the PMC. | 1. Provisioning of examination and other associated systems to the 3 party | security auditor/firm as appointed by PMC at the cost of bidder to conduct comprehensive IT/Security Audit. The activity will be conducted atleast once a year. Security solutions/checks to be implemented to ensure integrity of the system, Algorithms for Question Bank of the bidder to provide paper setting software to generate examination papers based on the rules and indexing determined by PMC. b. Proposed system must have the capability to randomize questions and generate the test which follows the defined difficulty index and subject and topic structure and weightage. ‘a, Where question bank would be provided by PMC, it will be the responsibility Equipment and Hosting Environment a. For the purposes of computer-based testing, every student must be provided with functional laptop/tablet. The laptop/tablet mustn’t be lesser than 8 inches.Pakistan Medical Commission, b. At least 15% additional functional laptops/tablets must be available at all centers before the exam. © PMC will conduct random inspection necessarily before the start of every exam-cycle and will periodically test tablets for functionality of battery and other features. At no point of time more than 5% should fail the inspection. d. All laptop/tablets must have battery life in access of 6 hours. . Bidder will ensure that charging mechanism is available during the exam to all students, in case they need it. This doesn’t coincide with the basic requirement where bidder will have to make sure that all tablets are fully charged prior to handing over to applicants. Infrastructure and hosting services to be utilized by bidder must be rendered from a Tier Ill and !S027001 certified data center. g, Non-Disclosure Agreement (NDA) will be the key feature while engaging the data hosting services. h. PMC shall require a UAT prior to deployment of the systems. And shall also require an independent security and iT/technical audit to be undertaken by a consultant/firm approved by PMC. Payment of all costs of third-party audits/inspections shall be borne by the bidder. Mode of Bidding 212 243 214 The lead bidder should be a company/firm incorporated with the SECP and having operational presence in Pakistan A bidder can submit only one bid with one proposed solution as multiple bids and offers of multiple alternative solutions shall not be considered. The Bidders are free to offer a Bespoke Software Solution or Hybrid Solution (comprising Bespoke and Packaged elements) or a Packaged Solution.Pakistan Eligible Bidders Medical Commission. 2.1.5 This bidding process is open to all firms, subject to the conditions given below. 2.1.6 Bidders shall provide such evidence of their continued eligibility satisfactory to the Purchaser, as the Purchaser shall reasonably request. Qualifications of the Bidder - Mandatory 2.1.7 By submission of documentary evidence in its bid, the bidder must fulfill al of the following conditions That it is a firm/company incorporated with the SECP in Pakistan. Must be registered with FBR The Vendor must provide physical presence in Pakistan. Affidavit on judicial paper of never being blacklisted by a public entity. To provide an undertaking and declaration that itis a firm/company with no direct or indirect relation with any medical or dental college/hospital/institute in Pakistan registered with PMC. Direct or indirect relationship includes common shareholders, directors or common management controls as part of a group of businesses To provide undertaking that the bidder has the ability and capacity to provide services and hold an exam at any international center as selected by PMC. Evidence of a fully operational complete examination system capable of immediate deployment to hold an examination by 15% January 2022. Self-owned minimum 3,500 laptops/tablets Self-owned minimum 15 servers providing adequate capacity at exam centers and central node as per forecasted load of applicants per exam center for each exam ‘An Exam Review Application/module (part of the examination system) for Candidates as well as Evaluators to have a tablet/computer-based review of complete or portion of the attempted paper along with all the options of a question, attempted answer and correct key, Portion of the paper means all correctly answered questions or all wrongly answered questions ete. There should be different filters and controls in the application.) Pakistan Medical Commission. © Capabi generating pdfs and Pngs of result cards/certificates to be displayed through digital interfaces (Web, mobile app etc. to publish Results of Examinations online, through Application, 2.2 Cost of Bidding 2.2.1. The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Purchaser will in no case be responsible or liable for those costs. 2.2.2. The successful bidder may wish to visit PMC Headquarters and obtain for itself, at its ‘own responsibility and risk, all information that may be necessary for the implementation of the project. The costs of visiting the site shall be at the successful bidder's own expense.Pakistan Medical Commission, 2.3 The Bidding Documents 2.3.1 Bidders are expected to examine all instructions, forms, terms, specifications, and other information in the Tender. Failure to furnish all information required by the Tender or to submit a bid not substantially responsive in every respect will be at the Bidder's risk and may result in the rejection of its bid. Clarification of Tender and Pre-bid Meeting 2.3.2. A pre-bid meeting will be held on 25 Nov 2021 at 3:00PM in the Committee Room of the PMC in Islamabad. To answer any queries that potential bidders may have. Interested bidders may contact PMC for any changes in venue of the pre-bid meeting, and frequently visit the PMC website (www.omc.gov.ok) for updates related to this bid 2.3.3. As mentioned in the above point, the Purchaser will organize and Bidders may attend a pre-bid meeting. The purpose of the meeting will be to clarify issues and answer questions on any matter that may be raised at this stage, with particular attention to issues related to the Technical Requirements. Bidders are requested to submit any questions in writing by facsimile or postal mail, to reach the Purchaser not later than three days before the meeting, Minutes of the meeting, including the questions raised and responses given, together with any responses prepared after the meeting, will be transmitted without delay to all those who purchased the Tender. Any modification to the Tender, which may become necessary as a result of the pre-bid meeting, shall be made by the Purchaser, exclusively by issuing an Addendum to this Tender and not through the minutes of the pre-bid meeting, Amendment to Tender 2.3.4 At any time prior to the deadline for submission of bids, the Purchaser may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, amend the Tender. 2.3.5 Amendments will be provided in the form of Addenda to the Tender and will be sent in writing, cable, facsimile, or electronic mail to all prospective Bidders that have received the Tender and will be binding on them, Bidders are required to immediately acknowledge receipt of any such Addenda, and it will be assumed that the amendments contained in such Addenda will have been considered by the Bidder in its bid.Pakistan Medical Commission, 23.6 In order to afford prospective Bidders reasonable time in which to take the amendment into account in preparing their bids, the Purchaser may, at its discretion, extend the deadline for the submission of bids, in which case, the Purchaser will notify all Bidders by email of the extended deadline. 2.4 Preparation of Bids Language of Bid 2.4.1 The language of all correspondence and documents related to the bid is English. Documents Comprising the Bid 2.4.2 The bid submitted by the Bidder shall comprise the following: © Eligibility Criteria form duly filled out with all the relevant details. Financial information of the bidders. © Documents establishing firm’s eligibility and qualification, such as year of incorporation, list of partners/directors, statement of experience, key personnel, details of relevant projects etc. ¢ Response to the technical requirements as given in the appendices relevant to the bid. * ABid Form duly completed and signed by a person or persons duly authorized to bind the Bidder to the Contract. © All Price Schedules duly completed in accordance with this Tender and signed by 2 person or persons duly authorized to bind the Bidder to the Contract. ‘¢ Abid bond in the shape of Bank Draft/Pay Order should be submitted. * Aduly notarized, written power of attorney. © Alist of all deviations and justifications for the deviation to the required technical features specified in the Technical Requirements. ‘© Allundertakings as listed and required 2.4.3. Bidders are reminded that their bids may be considered as non-responsive if material deviations are takenPakistan Medical Commission. Acceptance Criteria 2.4.4 The bidder has to provide the cost of solution as follows: 2.4.5 A) Price per student per exam for an MCQ computer-based examination in Pakistan; 8) Price per student per exam for an MCQ computer-based examination at any International location 2.4.6 These prices must include all incidental costs associated with the provision of the complete services required, including but not limited to travel, subsistence, office support, communications, printing of materials, etc., and all taxes, levies, duties and fees imposed on the Bidder, its subcontractors, or employees on account of such services in the Purchaser's country or in any other country, Bid Currencies 2.4.7 All prices shall be quoted in Pak Rupees. Documents Establishing the Conformity of the information System to Bidding Documents 2.4.8 The Bidder shall furnish, as part of its bid, documents establishing the conformity to the Bidding Documents of the Information System that the Bidder proposes to supply and install under the Contract. 2.4.9 The documentary evidence of conformity of the Information System to the Bidding, Documents shall be in the form of written descriptions, literature, diagrams, certifications, and client references, including: © A detailed description of the essential technical and performance characteristics of each component making up the Information System. © An item-by-item commentary on the Purchaser's Technical Requirements, demonstrating the substantial responsiveness of the Information System offered to those requirements. In demonstrating responsiveness, the ‘commentary shall include explicit cross-references to the relevant pages in the supporting materials included in the bid. Whenever a discrepancy arises between the item-by-item commentary and any catalogs, technical specifications, or other preprinted materials submitted with the bid, the item- by-item commentary shall prevail © APreliminary Project Plan as required by the Purchaser.) Pakistan Medical Commission. © A written confirmation that the Bidder shall accept responsibility for the successful integration and interoperability of all components of the Information System as required by the Bidding Documents. 2.4.10 Bids for sub-systems or slices of the solution shall not be accepted. Bid Vali ity and Security 2.4.11 A bid security will be required. This bid security has to be submitted in the shape of Demand Draft or Pay Order. The value of bid bond should be 3% of the Cost Per Student Per Exam - Pakistan Center (PKR) (refer to section 6) estimated for 400,000 applicants. This estimation of 400,000 applicant is only for the calculation of bid security and MUST NOT be referred to any other aspect of the tender. 2.4.12 The bid validity period shall be One hundred twenty (120) days after the deadline for bid submission. 2.4.13 Bid security must be valid twenty-eight (28) days after the end of the bid validity period. Accordingly, a bid with a bid security that expires before twenty-eight (28) days after the end of the bid validity period shall be rejected as non-responsive, Format and Signing of Bid 2.4.14 Separate technical and financial bids shall be submitted. 2.4.15 The Bidder shall prepare one original (Master Copy) and four (04) number of copies/sets of the bid, clearly marking each one as "TECHNICAL BID - ORIGINAL", “FINANCIAL BID - ORIGINAL" "TECHNICAL BID - COPY NO. 1," FINANCIAL BID - COPY NO. 1," etc,, as appropriate. In the event of any discrepancy between them, the original shall govern. 2.4.16 The original and all copies of the bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the Contract. The person or persons signing the bid shall initial all pages of the bid, except for unamended printed literature. 2.4.17 The bid shall contain no interlineations, erasures, or overwriting, except to correct errors made by the Bidder, in which case such corrections shall be initiated by the Person or persons signing the bid.25 Pakistan Medical Commission. ‘Submission of Bids Sealing and Marking of Bids 251 25.2 253 25.4 255 The Bidder shall seal the original and each copy of the bid in separate envelopes, duly marking the envelopes as "TECHNICAL BID ~ ORIGINAL" and "TECHNICAL BID - COPY NO. 1" ete, Similarly, the original and copies of the financial bids shall be enclosed in separate envelopes and duly marked. The envelopes shall then be sealed separately in outer envelopes clearly marked “TECHNICAL BID” and “FINANCIAL BID”. The inner and outer envelopes shall be addressed to the Purchaser at the address given in the Tender, bear the Contract name, and the statement "DO NOT OPEN BEFORE 9 Dec, 2021.” The outer envelopes shall not have any marking to indicate the identity of the bidder. The inner envelopes shall also indicate the name and address of the Bidder so that the bid can be returned unopened in case it is declared "late." ‘The Bank Draft for Bid Bond to be enclosed in a separate envelope, labeled as “Bank Draft (Bid Bond)”, and which should be sealed. Please ensure that bid Bond should not be in the envelope of the financial proposal, it should be in a separate envelope. Deadline for Submission of Bids 2.5.6 Bids must be received by the Purchaser at the address specified in the Tender no later than 9 Dec, 2021 at the time specified. 2.5.7 The Purchaser may, at its discretion, extend this deadline for submission of bids by amending the Tender, in which case all rights and obligations of the Purchaser and Bidders will thereafter be subject to the deadline as extended Late Bids 2.5.8 Anybid received by the Purchaser after the bid submission deadline prescribed by the Purchaser will be rejected and returned unopened to the Bidder. Modification and Withdrawal of Bids 25.9 Modifications to the bid will not be accepted.Pakistan Medical Commission, 2.5.10 The Bidder may withdraw its bid after submission, provided that written notice of the 25.11 25.12 2.6 Evaluat 2.6.1 2.6.2 2.6.3 withdrawal is received by the Purchaser prior to the deadline prescribed for bid submission. A Bidder wishing to withdraw its bid shall notify the Purchaser in writing prior to the deadline prescribed for bid submission. A withdrawal notice may also be sent by electronic mail or facsimile, but it must be followed by a signed confirmation copy, postmarked no later than the deadline for submission of bids. The notice of withdrawal shall be addressed to the Purchaser at the address stated for bid submission. Bid withdrawal notices received after the bid submission deadline will be ignored, and the submitted bid will be deemed to be a validly submitted bid. No bid may be withdrawn in the interval between the bid submission deadline and the expiration of the bid validity period. Withdrawal of a bid during this interval may result in the forfeiture of the Bidder's bid security. Bid Opening & Evaluation tion of Technical Bids by Purchaser There will be a single-stage two envelope process. Preliminary evaluation of technical bids will be done as per information requested in Section 5 and in points 1.1 & 2.1.7 Detailed technical evaluation will be done for firms who qualify the eligibility criteria. ‘These firms may be asked to give presentations and demo on their solution. The PMC Evaluation & Award Committee on the parameters given in the technical proposal make the technical evaluation. The purchaser's detailed technical evaluation of the responsive bid will consider technical factors. The following weights will be used in the technical evaluation of bids:Pakistan Medical Commission, ‘Technical Evaluation Criteria: Satisfactory 7.5 marks Less than Satisfactory 0 marks Sr. | Requirements __| ‘Scoring Criteria a Points | 1 - / | computer Based Exam Conducted Locally at more| | Documentary Evidence of than 10 locations simultaneously 5 Marks | 1. successfully implementing and zo | conducting computer based Computer Based Exam Conducted Locally at more| | | amet je examinations locally and| thon 20 locations simultaneously 10 Marks | internationally | | computer Based Exam Conducted internationally | at more than 1 locations simultaneously 5 } | Marks | | | Computer Based Exam Conducted Internationally at more than 5 locations simultaneously 10 Marks | “Simultaneously” means a continuous exam 7 __|__ process held within a period of 30 days. | 2, Documentary Evidence of | Single Computer Based Exam conducted of more successfully implementing and than; 45 -onducting computer based 10,000 students 2 Marks | -ompetitive examinations locally and 50,000 students 5 Marks j internationally 100,000 students 10 marks | 150,000 students. 15 marks | | [Documentary Evidence and workable) —_{f the evidence and/or algorithm shared is; | 3. _|model of Examination’s System 1s | ‘apability to randomize object type Excellent 15 marks | |questions against a pre-defined Satisfactory 7.5 marks Liman Less than Satisfactory 0 marks 7 If the evidence shared is; 4. | Examination Registration and | ‘conduct and result systems Excellent 15 marks 1s |Pakistan Medical Commission. Evaluation on the basis of depth of examination resentation of the entire approach | system and the overall plan. Detailed review of conduction & management with forecasted capacity per center (minimum 300 candidates per center) ~ 10 marks 15 dedicated servers to support overall exam conduction & management with forecasted ‘capacity per center (minimum 300 candidates per| center) 5 marks 5. and demonstration of the features elaborated in section titled “Scope of | 15 panini system Work". Evidence of following best practicing while | conducting an exam. | 4,000 tablets/computer ~ 10 marks | Documentary Evidence of requisite 3,500 tablets/Computers — 5 marks 6. | equipment in Stock 20 dedicated servers to support overall exam | 20 Technical Points of Bid (x) = Summation of Marks Scored against every category of questions (from 1 to 6) 2.6.4 In order to qualify for a price evaluation, the bidders must achieve minimum 70% score in the Technical evaluation. 2.6.5. Less than 50% marks in any of the categories (from 1 to 6) mentioned above will disqualify the bidder. Opening of Financial Bids by Purchaser 2.6.6 The Purchaser will open all financial bids of bidders who have scored at least 70% in technical evaluation, in public, in the presence of qualified bidders' representatives who choose to attend, at the time, on the date and at the place, it will be communicated to qualified bidders well in time, Bidders’ representatives shall sign a register as proof of their attendance. 2.6.7 Bids shall be opened one at a time, reading out: the name of the Bidder; the bid price; ‘the presence or absence of a bid security; the presence or absence of requisite powers of attorney; and any other such details as the Purchaser may consider appropriate.268 ) Pakistan Medical Commission. Bids that are not opened and read out at bid opening shall not be considered for further evaluation, irrespective of the circumstances. Clarification of Bids 2.6.9 During the bid evaluation, the Purchaser may, at its discretion, ask the Bidder for a clarification of its bid. 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, Preliminary Examination of Financial Bids 2.6.10 2.6.11 2.6.12 2.6.13 The Purchaser will examine the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order. Arithmetical errors shall be subject to rectification by the Purchaser. If a Bidder does Not accept the correction of errors, its bid will be rejected and its bid security may be forfeited, The Purchaser may waive any minor informality, nonconformity, or irregularity in a bid that does not constitute 2 material deviation, provided such waiver does not Prejudice or affect the relative ranking of any Bidder. Prior to the detailed evaluation, the Purchaser will determine whether each bid is of acceptable quality, is complete, and is substantially responsive, For purposes of this determination, a substantially responsive bid is one that conforms to all the terms, conditions, and specifications without material deviations, exceptions, objections, conditionalities, or reservations. A material deviation, exception, objection, conditionality, or reservation is one: ‘* That limits in any substantial way the scope, quality, or performance of the Information System, or ‘* That limits, in any substantial way that is inconsistent with the Tender, the Purchaser's rights or the successful Bidder's obligations under the Contract, and © That the acceptance of which would unfairly affect the competitive position of other Bidders who have submitted substantially responsive bids.Pakistan Medical Commission, 2.6.14 If a bid is not substantially responsive, it will be rejected by the Purchaser and may not subsequently be made responsive by the Bidder by correction of the nonconformity. The Purchaser's determination of bid responsiveness will be based on the contents of the bid itself and any written clarifications submitted by the Bidder. Evaluation and Comparison of Financial Bids and weightage of Technical Evaluation 2.6.15 The Purchaser will evaluate and compare the bids that have been determined to be substantially responsive. Contacting the Purchaser 2.6.16 From the time of bid opening to the time of Contract award, if any Bidder wishes to | contact the Purchaser on any matter related to the bid, it should do so in writing. 2.6.17 if a Bidder tries to directly influence the Purchaser or otherwise interfere in the bid evaluation process and the Contract award decision, its bid will be rejected.Pakistan Medical Commission, Post Qualification and Award of Contract Post qualification 2.6.18 The duration of the contract would initially be for 5 (five) years, extendable for another 5 (five) years. 2.6.19 The Purchaser will determine at its own cost and to its satisfaction whether the Bidder that is selected as having submitted the Highest Evaluated Bid is qualified to perform the Contract satisfactorily, 2.6.20 The Purchaser will evaluate the Bidder's financial, technical, design, integration, customization, production, management, and support capabilities and an examination of the documentary evidence of the Bidder's qualifications, as well as other information the Purchaser deems necessary and appropriate. This may include visits or interviews with the Bidder's clients referenced in its bids, site inspections, and any other measures. 2.6.21 An affirmative post-qualification determination will be a prerequisite for award of the Contract to the evaluated Bidder. A negative determination will result in rejection of ‘the Bidder's bid, in which event the Purchaser will proceed to the next highest evaluated Bidder to make a similar determination of that Bidder's capabilities to perform satisfactorily, Award Criteria 2.6.22 The Purchaser will evaluate and award the Contract to the Bidder whose bid has been determined to be substantially responsive and the Highest Evaluated Bid, provided further that the Bidder is determined to be qualified to perform the Contract satisfactorily, Purchaser's Right to Accept Any Bid and to Reject Any or All Bids 2.6.23 The Purchaser reserves the right to accept or reject any bid of to annul the bidding Process and reject all bids at any time prior to Contract award, without thereby incurring any liability to the Bidders. Notification of Award 2.6.24 Prior to the expiration of the period of bid validity, the Purchaser will notify the successful Bidder in writing by registered letter that its bid has been accepted 2.6.25 The notification of award will constitute the formation of the Contract.Pakistan Medical Commission, 2.6.26 Upon the successful Bidder's furnishing of the signed Contract Form and a performance security, the Purchaser will promptly notify each unsuccessful Bidder and will discharge its bid security. Signing of Contract 2.6.27 At the same time as the Purchaser notifies the successful Bidder that its bid has been accepted, the Purchaser will send the Bidder the Contract Form, incorporating all agreements between the parties. 2.6.28 As soon as practically possible, but no more than fourteen (14) days following receipt of the Contract Form, the successful Bidder shall sign and date the Contract Form and return it to the Purchaser. | 2.6.29 The Purchaser and successful Bidder may also agree to meet to finalize the Contract Agreement. 2.6.30 The successful Bidder shall submit a Bank Guarantee of Rs.50 million in terms acceptable to PMC. This Bank Guarantee shall be valid for the first year and will be | revised/adjusted every year during the contract period, Payment Terms 2.6.31 The payment terms shall be as follows: Table A _ Payment Payments will be made for each examination in installments; | | | On completion of Registration of Applicants 20% On Start of Exam 20% | On Completion of 50% of the Exam | 2556 ‘On Completion of the Exam | 25% Lon Completion of Reconciliation Post Exam 10% Note: A. Reviews will be conducted by the team nominated by PMC to evaluate the proceedings of entire examination system and conduct, this includes review of software system, testing centers, seating arrangements and other factors involved.}) Pakistan Medical Commission. Withholding Tax 2.6.32 The Bidders are hereby informed that the Purchaser shall deduct tax at the rate prescribed under the tax laws of Pakistan, from all payments for services rendered by any Bidder who signs a contract with the Purchaser, Support and Warranties 2.6.33 The Bidders should mention the warranties they propose for services/products to be rendered, Project Location 2.6.34 Bidder will coordinate with concerned project team at PMC Headquarters, however the said system will be accessible online from all over the globe. Ownership 2.6.35 The ownership of all data stored within the Examination System will be of the Pakistan Medical Commission (PMC). The proposition is applicable to licensed products as well in which all data stored will remain as the property of PMC. Governing Law 2.6.36 This Tender and any contract executed pursuant to this Tender shall be governed by and construed in accordance with the laws of Pakistan. The Government of Pakistan and all Bidders responding to this Tender and parties to any contract executed pursuant to this Tender shall submit to the exclusive jurisdiction of the Courts in Islamabad.32 33 Implementation Plan and Support The Implementation Plan is critical to the success of the project. A detailed Implementation Plan is to be prepared by the Bidder. Maximum time available to ramp up for the upcoming exam cycle will not be more than 15 days in any case. ‘Among other things, the Implementation Plan will address the methods by which the Bidder will carry out its overall management and coordination responsibilities if awarded the Contract, and the staff and other resources the Bidder proposes to use. The Plan should include a detailed Contract Implementation Schedule in bar chart form, showing the estimated duration, sequence, and interrelationship of all key activities needed to complete the Contract. The Project Plan must also address any other topics specified in the Tender. In addition, the Project Plan should state the Bidder's assessment of what it expects the Purchaser and any other party involved in the implementation of the project to provide during implementation and how the Bidder proposes to coordinate the activities of all the involved parties. Appropriateness of the Plan-Time Frame 34 35 The Plan should focus on achieving the implementation targets with time frames to be indicated for the Pakistan Medical Commission. Implementation Plan must clearly show the following: + Activities * Duration of each activity © Stages * Milestones + Deliverables ‘+ Reports + Periodic Reviews An efficient use of the time frame for the key stages will be accorded due weightage Data Conversion and Migration 36 There should be a strategy in place to ensure that Data Conversion and Migration is handled properly and effectively. The proposed purpose of this activity is to define the need for conversion of existing legacy data from the various existing systems, wherever applicable; to the planned environment. However, it needs to be pointed out that some part of data might not be resident in the legacy systems and could be37 38 Pakistan Medical Commission. in manual format. In addition to this, the element of Data Capture should be included as to how it is going to be implemented and what will the overall process encompass. ‘As a guideline, the Purchaser proposes the criteria for automatic conversion and migration, but consideration must be given to manual conversion if need arises and to data required by the new system and not available with Purchaser. ‘The following must be discussed for Data Conversion and Migration: ‘© Define Data Conversion Strategy ‘© Gather Data Conversion Requirements © Define Data Conversion Work plan © Design Data Capture Instruments, e.g. infrastructure deployed & methods used * Define data capture procedures © Check Converted Data and Verify Data Operational Acceptance Testing 39 3.10 aad 3.12 3.13 Bidders are required to provide a framework, including but not limited to time frame and methodologies, for successful achievement of Operational Testing, Operational Acceptance (OA) Testing will be carried out to ensure whether the System conforms to the Technical Requirements and meets the standard of performance quoted in the Suppliers Bid. OA testing will encompass the following: ‘© System Functionality Testing (as stated in the relevant sections of the Tender] © Volume Testing © Stress Testing To achieve the above objectives, the Supplier will need to setup the System for OA testing, During OA testing, Bidder will be required to demonstrate readiness in terms of: Examination System Registration Forms Integrations with Payment Gateways Center Readiness Seating Plans Security Plans The Bidder would need to indicate at the outset of OA testing, the following requirements: © The form of data (stream wise, etc.)Pakistan Medical Commission, © Approximate time required for OA testing © Other requirements, if any 3.14 Training plans should be comprehensive and flexible to cater to the current and future requirements of the proposed examination conduct process and operational system, as well as requirements arising out of new software releases and enhancement in process. It should encompass all ranges of users i., functional, operational, managerial and trainers. Training, schedules, training material / documentation should also be established for each category of, users. Training material should be prepared so that the staff may later use it, in order to conduct training courses. A self-learning approach to the whole documentation would be preferred. 3.15 Any relevant NDAs with any third party as carried out by bidder must be shared with purchaser, if asked and as per need. It will be the responsibilty of the bidder to propose and. implement fail-safe, redundant and robust environment for smooth and hassle-free conduct and management of Examination Services.Pakistan Medical Commission. 4. Sample Bid Form Date: To: Pakistan Madical Commission, Mauve Area, 6-10/4, Islamabad, Pakistan. Having examined the Tender including attached documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to comply in full conformity with the said Tender including attached documents We undertake, if invited by you to do so, to attend a Clarification Meeting at our own expense and at a place of your choosing, We undertake, if our bid is accepted, to fulfill the scope of work in accordance with the schedule specified in our bid. If our bid is accepted, we will provide an Advance Payment Security and a Performance Security in the form and in the amounts, as agreed in pursuance of this contract. We agree to abide by this Bid for a period of number of days} from the date fixed for Bid submission, and it shall remain binding upon us and may be accepted at any time before the expiration of that period. Until a formal contract is prepared and executed, this Bid, together with your written acceptance thereof and your notification of award, shall constitute 2 binding Contract between us. We understand that you are not bound to accept the lowest or any bid you may receive. Dated this day of 20, {Signature} {In the capacity of} Duly authorized to bid and sign for and on behalf of5. Preliminary Evaluation Checklist The Bidder should fill out this Form by providing all the required information and placing this Form on top of the Technical Proposal. Relevant portions of the Technical Proposal should be referenced in this form. Please note that all required information should be provided on this Form and no document should be attached, Name of Bidder Services Offered & capabilities related to Registrations, Conduct & Result of Examination (key Summary} ‘Type of Operational Examination System (State Bespoke, Hybrid or Package) ‘Maximum number of centers in Pakistan where Simultaneously an exam was managed ‘Maximum number of international Centers where Simultaneously and exam was managed | ‘Maximum number of computers/tablets used | | in an exam across all centers Maximum number of self-owned servers Used in the conduct and management of an ‘examination ‘Status of the Bidder © Sole Proprietor Partnership Firm Private Limited Company Public Limited Company Other (Please specify) ‘Names of Owner / Partners / Chief Executive / Directors Details of Registered Head Office (Address, Phone, Facsimile, Email and Website information) DETAILS OF PROJECTS Details of Three Projects (atleast 1 mandatory) should be provided here (Referring to the services and conduct of examinations)A "Pakistan Medical Commission. Project 1 Name of Client Client Description Client Industry Name of Project Completed Date of Commencement (MM/YYYY} Date of Completion (MM/YYYY) Duration (Elapsed Time & Man Months) Value of the Project (PKR) Names of Staff involved in the Project, Brief Description of the Project Name of Project Contact Person and Contact Details Project 2 Name of Client Client Description Client industry Name of Project Completed Date of Commencement (MM/YYYY) Date of Completion (MM/YYYY} Duration (Elapsed Time & Man Months) Value of the Project (PKR) Names of Staff Involved in the Project Brief Description of the Project Name of Project Contact Person and Contact, Details Project 3 Name of Client Client Description Client Industry Name of Project Completed Date of Commencement (MM/YYYY)Pakistan Medical Commission, Date of Completion (MMNYY) Duration (Elapsed Time & Man Months) Value of the Project (PKR) Names of Staff Involved in the Project | Brief Description of the Project Name of Project Contact Person and Contact Details Total Number of Employees Bid Form Attached (¥/N) Financial Bid Attached (¥/N) Bid Security Attached (¥/N)’) Pakistan Medical Commission. # General Requirements Yes/No 1 ‘A scalable and robust ecosystem for conduct of examination 2 ‘Should support multiple users over LAN/WAN and/or Internet 4 ‘Multiple browser support 5 Centralized management control and administration 6 Version Control Management 7 | Import /Export functions 7 Backup and Recovery management ‘9 | Maintain complete audit tail ofall the activities and transactions as per standards 10 Integration with third party APIs in seamless fashion rT ‘Support for standard databases such as Oracle, SQL server ete. Bidder shall provide detailed project plan and strictly follow the detailed ees Implementation plan 2B ‘Support for Critical Data Encryption and Decryption Mechanism 14 ‘Statistical Reporting through the platformPakistan Medical Commission, 6. Format for Financial Proposal Table A Smo | —Besrnton | Gat er Student per | Goat Per Sen par] exam-Pakistan | exam- International | Center (PKR) Center (PKR) Computer Based Examination Services including Operational 1 | System for the Conduct & Management of | | different Exams across ‘multiple centers in Pakistan and Internationally Notes: ‘+ Bidder must provide a bid for the entire tender as a whole. + All costs mentioned should be in Pakistan Rupees (PKR) and must include any applicable taxes etc. ‘+ Impact of Consumer Price Index (CP1)/ inflation as published by Pakistan Bureau of Statistics shall be applied annually on the cost.