RFP For ERP Implementation at ICAP

Request for Proposal (RFP)
For an
Enterprise Resource Planning (ERP) and

Campus Management Solution (CMS)
For
ICAP
Release Date
Pre-Proposal Conference
Due Date
Request for Proposal for CMS and ERP Implementation 2019
1. Request for Proposal:

The Institute invites Authorized Partners of Tier 1 solutions to submit proposal
for the Implementation of ERP AND Campus solution at the Institute. It is
proposed to implement end-to-end ERP AND CMS solution for automating entire
business operations of the Institute.
The proposal must be submitted by vendor at the Institute and will open at 16:30
Hrs (PST) on the same date. The Institute will resort to Two Stage- Two envelope
bidding process as per PPRA Rules 36 (d). The document is to be considered as
Request for Proposal for Implementation of ERP AND Campus solution at ICAP.
It sets out information required by the bidders to understand the scope of work
and allows ICAP to assess the suitability of the bidders in terms of service levels,
pricing and quality assurance of processes. The information provided will be used
to select and award the contract to an authorized implementation partner/(s).
Submission of a proposal does not guarantee award of contract. The contract will
be awarded to a firm(s) as per the Award of Contract Criteria (section 6)
mentioned in the document.
The purpose of the document is to provide an opportunity to the potential
authorized business partner/(s) of Tier 1 solutions for successful ERP and
Campus solution ICAP.
The proposal should be addressed to:
Name: Kamran Ahmed
Designation: Deputy Manger Procurement
Email ID: kamran@icap.org.pk
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2. Organization Profile:
3. Scope of work:
The following modules with full functionality and features are planned for
implementation.
Phase 1
Campus Management Solution with comprehensive provision

for Membership
a. Student Life Cycle/CMS
a.Registration, exemption & exam registration
b.Database of examiners and invigilation staff
c.Issuance of Admit Cards and related information/communication
d.Students records (Including personal, academic and examination
related records)
e. Processing of examination results
f. Online results
g. Student Financials
h. Payments to examiners and invigilation staff
i. Generation of various management information reports for each of
the above processes
j. Trainee and Full time Students Management
k. RAET management (Registered Colleges)
l. Endowment and CA fund management
m. Affiliates Management
b. Campus Self Service
a. Access a secure 360-degree view of their relationship with the
institution on a single web page which include subject wise following
details:
b. Syllabus
c. Past papers
d. Suggested solutions
e. Examiner comments
f. Marking plan
g. Exam and education related notices
h. Availability of students’ result history, result sheets
i. Request for transcripts, attestation and other services
j. Manage their student account for charges, payments, financial aid,
and admission deposit activity
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k. Make online payments (including credit cards)

l. Task Management
m. CPD activities for Affiliates
n. Membership Life Cycle Management
i. Membership management
ii. Training Firms Management
iii. Practicing Members Management
iv. Fee management including Members Receivable
and Advances
v. Certificate Inventory Management
vi. Quality Assurance Management of Firms
o. Membership Self-Service
i. Change Request
ii. CPD Activities.
iii. Technical Credentials Verifications
iv. Member Directory
v. Events/ Workshop
c. Contributor Relations Contributor Relations gives the ability to manage
relationship alumni and other donors.
Phase 2
d. Customer Relationship Management (CRM)
a. Students
b. Members
c. Employee
d. Marketing Perspective
Phase 3
Enterprise Resource Planning (ERP)
a. Finance and Contract Accounting
Accounts Payable
Accounts Receivable
Cost Centre Accounting
Profit Centre Accounting
Maintaining the Chart of Accounts
Funds Management
Budgeting
Employee Payroll and Financials
Prepayments
Rental Management
Integration with HCM
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Integration with Inventory Management Systems

Grants and Student Financials)
b. Human Capital Management
Employee Master Data Management
Position and Reporting Hierarchy
Definition of Tasks/JD against each position
Integration with Time Management
Maintenance of Leave System
Payroll Maintenance
Faculty Training
Travel Management
Performance Management
Employee Benefits
c. Materials Management
Purchase Order Generation
Inventory Management
Goods Receipts
Goods Issuance
Quotation Management
Purchase Requisition
d. Miscellaneous
Meeting Management
Committee Management
Task Management
IT Support
IT Inventory
Internal Audit Management
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Phase 4
e. Analytics (No. __________ of Dashboards with ______ KPIs per

dashboard)
Each of these components are further comprised of various modules and their sub-
modules. The ICAP intends to address all the business processes of the Institute in
order to automate for increased efficiency, productivity and facilitation to the prime
beneficiaries of this project, i.e. students, members, staff, and ICAP in general. The
required hardware shall be acquired through a separate tender. However, the
bidders in this tender are expected to propose hardware sizing.
Deliverables:
In addition to the actual deployment/ implementation of the Campus Management
solution at the ICAP, following deliverables are expected from this project:
a. Project Governance including a project plan for the project execution
b. Requirements Specification Document(s) and their sign‐offs
c. GAP identification document(s) and their sign‐offs
d. Design Document(s) based on Requirements Specification and GAP Analysis and
Their sign‐offs
e. User Guides and Training Manuals as per business processes designed for ICAP
f. License keys of the software solution and all its components as to meet all the
Functional requirements
g. Installation, configuration, customization, and integration covering the scope of
the Project
h. Test Scripts and Procedures for User Acceptance Test(s) and Final Acceptance
Test(s), which is required for the issuance of FAC.
i. System’s documentation in the form of installation and configuration guides, end
users and administration manuals etc.
1. Bidding Process
ICAP will adopt Single stage- Two envelope bidding process.
The proposal should be submitted as per the proposed schedule in sealed
envelopes containing Technical proposal and Financial proposal separately. The
proposal envelops should be marked clearly by printing on them “Proposals
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(Technical/Financial)”. All these envelops should be enclosed in one big

envelop with Name and address of the firm clearly marked. The
envelope shall be clearly marked “DO NOT OPEN, EXCEPT IN THE
PRESENCE OF THE EVALUATION COMMITTEE”.
A damaged/torn envelop shall not be entertained and may be considered for
disqualification by the Bid Opening committee.
If a proposal is not sealed or marked as required, its misplacement or premature
opening is not the responsibility of the Institute.
The proposals must be submitted by May 03, 2019 16:00 Hrs (PST) at the
Institute and will open at 16:30 Hrs (PST) on the same date, in the presence of
bidder’s Representatives and the Institute Bid Evaluation Committee. Proposals
submitted after the stated time will be rejected and returned to the bidder
unopened.
The bidders are required to submit the proposals containing detailed project
execution model for implementation of end to end ERP and Campus solution at
ICAP (as per Annexure I), Training plan road map and other information as per
the Response format in Annexure II.
2. Earnest Money:
The bidders are required to submit, along with the proposal, an earnest money
through PO/DD in favor of the Institute equal to 2 % o f t h e t o t a l b i d
amount.
The earnest money of the unsuccessful bidder will be returned after the award
of the contract to successful bidder(s). The earnest money of the successful
bidder will be discharged on the completion of the project.
3. Bank/Performance Guarantee
The successful bidder is required to furnish a Bank/Performance Guarantee

prior to commencement of the contract. The Performance Guarantee is five
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percent of the contract value.
4. Clarification and Interpretation of the Document
The queries and clarification related to the document (including the Annexure
attached) are to be submitted in writing to Mr. Imran Hafeez (Manager IT)
imran.hafeez@icap.org.pk. Such queries should refer the Section, Subsection,
and page number of the document.
The queries should reach ICAP by April 30,2019 via email, post or other
appropriate medium, and will be addressed/ answered by email in a response
time of one working day.
It should further be noted that the Institute solely reserves the right to interpret
the document. The responses to such queries, clarifications and interpretations
will be made in writing. No other Interpretations will be binding on the Institute.
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5. Proposed Schedule of Events
The proposed schedule for the procurement process is as follows.
Activity Date
RFP Advertisement
Prospective bidders may submit questions and April 30, 2019
comments regarding RFP document by
ICAP responds to questions and comments via email Within one working day
to all bidder(s)
Bid Opening – Technical Bid May 03, 2019 1630
Bid Opening – Financial Bid May 03, 2019 1630
Letter of Intent to successful bidder(s) 2 Months
Release of Earnest money to unsuccessful bidders 15 Days after bid
opening
Contract signing ceremony
Commencement of Implementation
The Schedule can be extended or amended as seemed necessary by ICAP.

Any major changes will be discussed with the bidders.
6. Award of Contract Criteria
The award of contract criteria for a firm (s) will be to secure minimum 80%
marks in technical evaluation criteria (Annexure III). The weightage for the
Technical bid will be 70% and that of the Financial bid will be 30%.
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7. Project Execution Model for Implementation
The bidders are required to furnish a relevant and detailed execution model
for implementations of ERP AND Campus solution at ICAP, other mentioned
modules as per the scope of work.
The details are to be submitted based on the scope of work as per Annexure
I.
8. Training plan
The Implementer is required to provide trainings to all ERP AND Campus

Management Users of the Institute. The purpose of the training is to fully equip
the users with skills and knowledge to carry out the business processes.
Therefore, the bidders are required to submit in detail the professionally

designed Training Plan Road Map at the following two levels:
a) The User Level Training is mandatory part of implementation services and will
be provided by the implementer to all the ERP AND CMS Users including Senior
Management. The training should provide hands on learning to users to carry
out day-to-day business activities and execute reports in the system.
b) The Professional Level Training is to be provided to ICAP power users in selected
modules of ERP AND CMS. The purpose of the training is to identify the features
available in all the respective ERP AND CMS modules. Understand the working,
processes of the modules, learn the International practices adopted by ERP AND
CMS, to be able to handle and manage the ERP AND CMS implementation
services at advance level with clear understanding of ERP AND CMS applications
and its cross linages with other modules of ERP AND CMS.
The details and contents of the Training, to be submitted with the proposal,
should allow an understanding of ERP AND CMS cycle, exchange of
knowledge and live demonstration of ERP AND CMS real environment.
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9. Payment schedule:
A payment schedule will be prepared after mutual agreement based on bid

price:
a) Deliverables as per agreement/Blue print

b) Time frame of Overall Contract Execution.
c) Successful Acceptance Test.
d) Training plan.
10. Mode of Payment
a) The Software Licenses and Implementation services rates are to be quoted

in Pak Rupees. In case of Foreign vendor, payment will be made in Pak
Rupees only.
Note: The Mode of payment may be further discussed and mutually
decided with the successful bidder at the time of award of the contract.
11. Bid Validity period
The bid will be valid for 60 days from the date of submission of bid (s).
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12. Terms and Conditions for submission of Proposals
a. Bidders’ Eligibility Criteria:

The Implementer should have the status of an Authorized Implementation
partner of a Tier 1 OEM solution provider or itself be the owner of the
software.
The Implementer should have a well-established facilities and support from
ERP AND CMS throughout the life-time, including the ability to provide a
timely response and service to ICAP over the period of the contract.
b. Professional Staff Details
At the time of the contract, the successful bidder will share the details and
professional competency of the consultants that will perform
Implementation at the Institute. The consultants will not be substituted
without the consent of ICAP during the implementation phase.
c. Turnkey Approach
The contract is one in which the ERP implementer implements and passes
an acceptance test of the software, training, and documentation.
d. Right to Technical and Financial Proposal
The Technical and The Financial proposal(s) and all supplementary material
submitted would remain the property of the Institute.
e. Right to the Document
The Document and the supplementary information shared with the bidders
is the sole property of the Institute. It will NOT be shared or redistributed
without prior written consent of the Institute.
f. Responsiveness
The bidders must respond to all requirements as per the Annexures and
Appendices.
g. Expenses for Reponses
Potential Implementer is solely responsible for their expenses, if any, in
preparing a response to the RFP. It includes costs incurred in negotiations/
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study analyses/ concept clearance/presentations.

h. Agreement to execute contract with penalties including termination.
i. Right to Reject the Financial Proposal
The Institute reserves the right to reject all or any proposal so submitted
prior award of the contract.
If any information provided by the respondent is found to be inaccurate

at any stage of the selection process, ICAP may, at its discretion, reject
the offer of the respondent and no correspondence will be entertained in
this regard. Submission of wrong and/or false information may also
disqualify the POTENTIAL IMPLEMENTER from any future work for ICAP.
j. Implementer has to enter into a non-disclosure of data agreement with the
ICAP and also a contract for implementing the application.
k. Firms blacklisted by any government departments are not eligible to
participate in the bidding process. Please provide the affidavit that your firm
is not blacklisted by any Govt department and not any legal proceeding
against the firm is under process in any court of law.
13. Conditions of Contract

a. The bidder by submitting a proposal has agreed to abide by the Terms &
Conditions and the Scope of work as defined in the document and is
assumed to be 100% in agreement to terms and conditions floated in the
document.
b. SECRECY
i. The parties shall not at any time during or after the term of the
agreement, divulge. Or allow to be divulged, to any person, any
confidential information contractual arrangement, products,
business or affairs of the parties).
ii. Notwithstanding anything contained in the paragraph, no party
shall be precluded from disclosing any information to the extent
required in the legal proceedings.
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c. AMICABLE SETTLEMENT
The parties shall use their best efforts to settle amicably all disputed
arising out of or in connection with this contract or its interpretation.
d. ADDITIONAL SERVICES
The additional services which are not covered in this agreement
shall be performed by the consultant subject to the agreed fees.
e. PROTECTION OF ACCRUED RIGHTS
The expiry or termination of this Agreement shall be without prejudice to
any rights which have already accrued to either of the parties under this
agreement.
f. GOVERNING LAWS:
This Agreement shall be governed by and construed in accordance
with the Pakistan’s law:
i. These parties are entitled to amend the agreement, however,
modification and amendments to this agreement shall be effective
only if made in writing and signed by the parties or by their duty
authorized representatives.
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ANNEXURE I
Scope of Work
The scope of the work sets out functional requirements to be satisfied by the
Implementer.
The Bidders may use the following information for submission of the proposal
Existing Application Usage Details at ICAP, Vendor will be evaluated existing infrastructure
and business applications and document will be submitted to ICAP
Attributes required in ERP AND CMS environment

o Administrative System Attributes in required ERP AND CMS Solution
o Data Migration Strategy
o ERP AND CMS Information Technology -Infrastructure Details
o Hardware Sizing
o Project Deliverables-Details
o Project Documentation Details
o Go-Live Event
o Project Quality Program
Functional Requirements Required in ERP AND CMS Solution, as per attached appendix A
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ANNEXURE II
i. COMPANY PROFILE
Company profile in the bid document may be provided in the following form for
better understanding
Sr Particular Response
#
1. Name of the Company/Firm
2. Country and Date of Incorporation
3. Head Quarters address /Registered office address
Communication Details of Contact Official(s)
4. Name Phone Number Fax Number E-mail Address
Ownership structure (e.g. Inc., partnership)
a. Details of primary shareholders.
5.
b. In case of limited companies, names of major shareholders
with Percentage holding
If the company/firm is not engaged in only providing Business
6.
Process Solutions, major activities to be listed
Experience in Business Process Solutions (no. of years with
7.
details of significant work done)
8. Quality Certifications (pl specify)
Furnish information relating to the Clients as per contact list
9.
enclosed (as per annexure III)
Furnish details of pending/past litigations within the last 3
10. years, if any.
11. Independent analyst report about your Company/Firm (if any)
Brief Bio data of the key personnel to be associated with the
12.
proposed project (as per annexure IV)
Name and address of Pakistani representative/office, if any
13.
(indicate: own or joint venture)
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ii. FINANCIAL INFORMATION
Financial Year Revenue Earned No. of ERP

from ERP AND CMS
AND CMS Implementations
2016-17 (PKR in Millions)
2017-18 (PKR in Millions)
Copies of Audited P & L A/c and Balance Sheet for the above 2 years to be attached
RFP documents.
iii. CLIENT REFERENCE- SUCCESSFUL IMPLEMENTATIONS
(Provision of following information is mandatory. It will be used in Technical

Evaluation)
Contact
Person
Sr. Client ERP AND Modules Other software if (Name,
# Name CMS Implemented implemented Designation
and
Version Telephone
no.)
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iv. CONSULTANT/Project team DETAILS
Sr. Consultant Specialized Firm Total Name of

# Name Area Joining Experience successful
date in project in
specialized relevant
area(No. of expertise
years) implemented
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v. FINANCIAL PROPOSAL*1
(Provide Financial quotations in the following format)
S. Description Qty Unit Price Total Price PKR

No. PKR
Developer Rights
175 x ERP Users
1 300 x Employees
10 x BI Users
50,000 x Members and Students
1.1 Annual Maintenance 1
2 Implementation Services 1
2.1 Implementation support for 1 year 1
Total Rs.
-
Sales Tax Rs. -
Total Rs.
(Including All -
Taxes)
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*1. The Implementer will provide complementary post implementation services of three
months’ onsite and six months’ offsite support.
*2. The above quoted rates should be exclusive of any prevailing GST applicable on the
Institute. Therefore, all the vendors are requested to quote prices without GST.GST impact as
per prevailing rate will be considered separately, if applicable.
However, for evaluation of financial quotations for award of contract, the impact of GST, as per
applicable rules for International and local vendors, will be considered by the Institute.
*3. The Implementer will provide 200 complementary customizations

*4. The word report is defined as ‘the outcome of a certain process’. Therefore, the customized
report includes the development of new reports in the system or carryout major structural changes
in the standard out of the box ERP AND CMS reports. Also adding Institute logo in the standard out
of the box ERP AND CMS Reports will not be considered as customized report
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Request for Proposal for ERP Implementation 2018
ANNEXURE III
TECHNICAL EVALUATION CRITERIA
Sr. Criteria Maximum

# Points
1. Project Execution Strategy for
a) core ERP (Financial accounting and

3
Management accounting, Grants
Management for Guarantee, Human
Capital Management, and Procurement
Provide Details of Project
and Inventory)
Execution model
b) ERP AND CMS Higher 3
Education(including ERP AND CMS )
c)Web and Mobile based interface 3
d)ERP AND CMS 3
e) Business dashboards 3
2. Implementation experience in*1
a) core ERP (Financial accounting and Last three successful

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Management accounting, Grants implementations
Management for Guarantee, Human preferably in Pakistan(5
Capital Management, and Procurement point each)
and Inventory) for Universities
b) ERP AND CMS (including
Student lifecycle and member
lifecycle/CMS) for Universities
3. ERP AND CMS Deployment and Details of Clients in
Implementation Experience in Public Sector International market as
Institute/ Higher Education Sector in per Annexure II (iii) 10
Pakistan
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4 Implementation of BI Dashboards Higher Provide Relevant

Education Institute in Pakistan documents such as Hard
copies of the dashboards
implemented. Also the 5
list and snap shots in
print form of
applications deployed.
5 Experience in implementation of following

open source software
Learning Management system

Details of Clients as per
Library Management System 5
Academic Scheduling System Annexure II (iii)
Private limited Firms with Income Tax 5

Certificate / GST Certificate and SECP
registered
Affidavit that the firm has not been 5

blacklisted by the federal or any
provincial Govt.
Partner Organizations with major 5

Enterprise Application Platforms in
Pakistan (Microsoft, Oracle, SAP or
equivalent) since last five year.
Firm Must be Gold /Tier 1 Partner for 5
application since last Three (03) years
in Pakistan.
Location of Offices 5
(Islamabad/Rawalpindi, Lahore,
Karachi)
Firm Must have at least one Certified 2

Project Management Specialist
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Project Execution Plan (Time Lines, 5

Resources, dedicated Staff, Shared
Staff, etc.)
Financial Strength (last Two years) 5
Principal Human Resource Strength in 5

Pakistan
Firm must have more than Rs. 200 8
million annual revenue for Software off
the self solution and Services
( Last Two year documentary proof
required)
*1. Marks are based on the Client Contact person feedback as per Annexure II (iii.)
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APPENDIX- A
ATTRIBUTES REQUIRED IN ERP AND CMS ENVIRONMENT
A. ADMINISTRATIVE SYSTEM ATTRIBUTES
The following administrative attributes should be part of ERP AND CMS System.
A1. Access to ERP AND CMS System
The access to ERP AND CMS system must be provided to every user i.e. employees, members
and students of the Institute, subject to the rights delegated by ICAP, and integrated through
the Institute wide directory services.
A restricted access to the system should also be provided to the users (such as applicants)
for uploading, updating and retrieving certain information in E-Recruitment and E- Admissions
applications.
The system should also allow for User Management.
A2. Mapping of the Institute Work Flow
The complete workflow of the Institute must be mapped in the ERP AND CMS system
during Implementation.
A3. Document Management Facility
Apart from the deployment of Document Management System, the facility to attach, edit,
amend, add noting to the documents throughout the workflow should be provided in the
system.
If possible, the feature to record and trace amendments and the related source(s) should also be
provided
A4. Existing Features
The features and reports available in the existing In-house system must be made part of
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ERP AND CMS System wherever required.
A5. Management and Employee Self Service Portal via Web and Mobile applications
An Employee Self Service Portal should be provided to every Employee of the Institute.
Through this portal an employee should be able to view the personal information, pay slips,
leave record, initiate a demand & service Proforma, fill in performance evaluation reports, and
perform other related tasks.
A6. Reporting, Enquiry and Analysis CMS
The System must provide flexible reporting and enquiry facility. The reporting tool should be
user friendly and provided analysis CMS tools such as What-if Analysis CMS and others for
future forecasting purposes.
A7. Print Facility
The system should provide the printing facility of every report, smart form, document and
other screen shots of the system.
A8. Audit Trail
The system should provide for the Audit Trail facility that should record all the data changes
identifying the time and the User ID.
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A9. Standard Features of ERP AND CMS (Higher) Education and Research
The standard features and reports of ERP must be provided for in the new system.
The ERP Implementer is required to incorporate all the features and reporting facility of
solution as adopted on International level.
A10. Configuration of ERP AND CMS Solution
The Institute prefers to configure the solution as and when required.
A11. Service level requirements
The ERP Implementer must ensure the Service level requirements as approved by the
Institute’s Management are provided in the new system.
A12. Integration and Application Programming Interface
The Institute intends to use Third party software and existing applications (not provided for
in ERP AND CMS). The System should be integrated with the software and applications.
The ERP Implementer is required to suggest the Integration approach, Techniques and
platform to Project Committee. Internationally Industry recommended Integration practice
will be used.
A13. ERP Development Tool
The development tool should be provided for in the system.
A14. Security
The Institute intends to implement a sufficient security at System Functions and Database
Level. Therefore, each user will have a restricted access to data based on the area of
responsibility. The ERP Implementer must, at the time of Implementation, asses and
addresses the security risks involved in system.
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The ERP Implementer must provide for information security controls stating the type and
strength of encryption, security audit capability and other related information of the system.
A14.1 Authorization
Only Authorized Personnel (including members, students and other users) should
have access to the system.
A14.2 Passwords
The system should be secured with passwords. The facility to change passwords,
retrieval of forgotten password, and expiration of passwords after a specific time
period should also be provided.
A14.3 Security Maintenance

The system should account for security maintenance.
A14.4 Strong encryption
All data shall be stored on the disk and transferred using AES type strong encryption
algorithms.
A15. Database Management
The System should allow the management of database.
A16. Backup and Recovery
The provision of backup facility and the ability to recover data and transactions must be
incorporated in the system.
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B. OTHER ADMINSTRATIVE SYSTEM
B1. Store Stock Taking Facility
The System should be able to provide stock taking facility of the store items by the end of a
specific period.
B4. Global Best Practices
The objective of the Institute is to adopt global best practices of System as is adopted by
the renowned International Education and Research Universities.
B5. Customizations or Developments
The customization or developments then should only be carried out if absolutely required.
The customizations or developments should ensure upward compatibility with future

versions of Solution.
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B6. Success Benchmark
The ERP Implementer is required to provide all the Features of Solution as in incorporated in
International Solution. The Institute reserves the right to get the implementation confirmed
and verified from OEM as the case may be.
C. STANDARD FACILITIES
The following administrative requirements must be part of the Solution
 System monitoring  User On-line Help

 System Memory  Re-confirm task
 System Backup and Restoration  Wild cards
 Reservation Management (where required)  Case Sensitive
 Network protocols  Conversion
 Internet Technologies  Cross Modules
 Executive Information System  Data Entry Screen
 User defined Reporting  Uploading/Downloading data
 Reporting and Online Inquiry  Navigation and Data Access
 Benchmarking  Secure Data Input, Storage and Display
 Report Distribution  Inquiry
 Scalable Architecture  Transaction Validation and Management
 Security Standards  Online funds transfer and fee submission
 Master Data  Transaction Controls
 Data Access  Run Controls
 Firewall Technology  Identification Management
 Data Export & Import  Access Controls
 Data Entry  System Controls
 Data Validation  System Monitoring & Performance
 Data Integrity  Input Controls
 Data Interfaces  Processing Controls
 Data Archiving  Data Security and Integrity
 Archive Report Listing  General Features and
 Date & Time  Other optional settings.
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D. DATA MIGRATION STRATEGY
For the purpose of the Section, the term Data migration refers to identification of data
migration requirements, collection and migration of user data, collection and migration of
transactional data, collection and migration of master data, closing or migration of open
transactions, collection and migration of documents and migration of data from the legacy
systems.
D1. Data Migration Plan
Being a part of Public Sector, it is mandatory for the Institute to maintain certain data of all
the years, for instance
 Existing business applications data will be migrated into new implemented ERP
Therefore the Institute has to adopt combination of the following data migration approaches
 Establish a cutover data, and

 Create a Business warehouse
The bidders may propose other data migration strategy based on International best
practices.
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D1.1 Cutover Date (PROJECT Deliverable
A detailed cutover plan will be prepared by the ERP Implementer in consultation with the
Institute’s In-house Team. The plan will be approved by the Project Committee and will include
the following
 The identification of blocks of master data and the balances to be carried in the new
system. It must incorporate the information of from last and latest financial years.
 The cutover date will be decided to include the balances of the last financial years.
 The Implementer will provide the appropriate formats for data loading/uploading in
the System.
 A reasonable assurance of data validation, data integrity, reliability and correctness
by the data loading/uploading team.
 Appropriate steps should be taken to eliminate data redundancy.
The plan should ensure that the data backlog does not exceed fifteen days.
E. INFORMATION TECHNOLOGY INFRASTRUCTURE DETAILS
It is expected that all operations in ERP AND CMS will be carried out as per Global best Practices.
E1. Required IT infrastructure Features of ERP AND CMS
The required IT infrastructure features in ERP AND CMS as per functionality define in
scope of work. The ERP implementer should consider these features as a must have.
Other features available in this solution should also be provided for.
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F. HARDWARE SIZING
The Institute is responsible to Procure, Install and Configure the hardware required for
ERP AND CMS and Education and Research and BI.
The ERP Implementer is required to provide Hardware sizing details as per the business
and technical plans. It is suggested that initially the Hardware specifications should be
kept to a minimum.
The details should cover the following:
 Hardware specifications required for ERP AND CMS and BI (including dashboards)
as per industry standards.
 The suggested hardware should have high storage, fault tolerance, redundancy
and high availability both for application and database layer, occupies less space
and requires less cooling.
 Provide for System backup and restoration.
The ERP Implementer is also required to provide a road map of hardware as per the
implementation plan that supports the requirements of the Institute for a minimum
period of five years post the acceptance of the solution.
31
G. PROJECT DELIVERABLES – DETAILS
G1. Responsibility of Supply and Installation of Software
The ERP Implementer is responsible to Supply, Install and configure the ERP AND CMS
Functional modules and ERP AND CMS applications as per the discussed phases. Also the
supply, installation, configuration and integration of any third party (open source)
software2 to be used with (Higher) Education and Research is the responsibility of the
Implementer.
The Implementer must provide a seamless integration between the System and the
third party (open) source software must be seamless and cost effective.
G2. Implementation Methodology
The ERP Implementer is required to provide smooth, rapid and properly coordinated
implementation.
G3. Provision of Testing Services
The ERP Implementer is required to establish a detailed Test plan in consultation with
the Project Committee to conduct the testing service of the system, applications and
(any) other customized components. The approved Test plan will be used to perform
Testing service at each stage of the project. The ERP Implementer is required to make
necessary corrections based on the test feedback.
The service should include the following:
 Unit Testing,
 Functional Area Testing,
 System Testing,
 Scenario Testing,
 Data Migration Testing,
 Development Testing,
 Configuration Testing,
32
 Integration Testing,
 Implementation Testing
 User Acceptance Testing and
 Final Testing
The ERP Implementer may propose additional Testing services.
It should be noted that the testing service will be carried out throughout the life of the
project.
G4. Configuration
The ERP Implementer is required to configure Solution as per the Institute’s Processes
and to integrate the comprehensive designs across modules.
The design so proposed by the Implementer should be rational and adaptable to the
change in organizational structure for future reference.
G5. Change Management
The purpose of the Change Management is to ensure smooth transition to the System.
The ERP Implementer is required to assist the Institute for effective change management
through transfer of knowledge, provision of requisite trainings, encourage, motivate,
build ownership of users and ensure bottom up communication channel.
The ERP Implementer is also required to help the Institute in identifying the Change
Action plan at business process level, resulting in updated or revised Standards Operating
Procedures, Job Descriptions or Organizational changes.
33
G6. Post Implementation Support
The ERP Implementer is required to provide post implementation support for a period of
three months onsite and six months’ offsite support after Go live stage. The purpose
of the support is to ensure smooth running of the new system. The ERP Implementer will
provide the post implementation support for each phase.
During the Post Implementation support phase, the ERP Implementer will fix operational
bugs, address user queries, provide configuration and patch updates, and incorporate
the new requirements due to a change in the legal framework as announced by the
Government of Pakistan.
The Post Implementation Support period may be extended keeping in view the need.
34
H. PROJECT DOCUMENTATION DETAILS
The ERP Implementer is required to prepare the complete set of documentation as is

prepared in accordance with International best practices. Therefore, the Implementer is
required to prepare documents with respect to installation details, system architecture,
system design, system configuration details, Technical & Functional details, Operational
manual of every procedure, documentation of customized application including the
source code, system security, system controls, system networking details, user manual,
training manuals, project quality assurance program documentation, and other necessary
documentation details.
The documentation details must cater for all activities carried out during Implementation
of the Solution.
The details shared are not exhaustive; the ERP Implementer may propose additional
documentation requirement.
A list of documents to be provided by the Implementer is as follows:
 Project Agreement
 Installation procedure document
 Business process documents
 GAP Analysis document
 Functional requirement document
 AS-IS Document and TO-BE Document
 Business Process Blueprint Document.
 Security & Control Specifications
 Hardware and networking road map strategy
 Complete technical and functional specifications document and source code of
the customizations and /or Redevelopments in System.
 Testing services document (there should be a separate test script for all the
testing services)
 Configuration and Integration documents and guides of third party software
35
 Data migration strategy document

 Cutover strategy document
36
 All User Guides and Technical documents - Module wise role base and level
based
 The video tutorials of all user guides
 System administrator’s routine maintenance procedure document
 Operational manual for every procedure
 Training Manuals and study material
 End user Manuals
 Project Quality Assurance Document
 Any other document, as appropriate and identified during the course of the
project
37
I. GO-LIVE EVENT
The ERP Implementer is required to detail the list of activities mandatory for the
execution of Go-Live Event.
The following activities must be included
• The hardware required for the solution has been deployed.

• The required ERP AND CMS Modules, Applications and third party software have
been implemented.
• A successful integration between Solution and Third party software has been
created.
• The required customizations and Development identified at the end of blue
printing phase have been redeveloped in the solution.
• The requisite trainings have been given.
• The problems, discrepancies, bugs and other related issues identified in
Implementation phase have been resolved.
• The testing services have been carried out successfully.
• The queries of the users are being addressed.
• The documentation is complete.
• Functional Simulations have been submitted with user acceptance log.
• The User Acceptance Test has been successfully signed-off.
It must be noted that User Acceptance Test is mandatory for the Go-Live Event.
38
J. PROJECT QUALITY ASSURANCE PROGRAM
The Institute aims to adopt a complete quality program during the deployment of ERP
AND CMS.
The purpose is to establish a strong quality assurance by building a clear strategy for
quality control mechanisms.
The following objectives are to be met
 Process Improvement plan

 Preparation of Quality Metrics (KPI)
 Preparation of Quality checklists
 Project documentation updates and
 Assessment of Management System and SOPs
The ERP implementer is required to suggest and recommend steps to secure total
quality assurance.
51
50

RFP For ERP Implementation at ICAP

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Request for Proposal (RFP)

Enterprise Resource Planning (ERP) and

1. Request for Proposal:

Name: Kamran Ahmed

Designation: Deputy Manger Procurement

Email ID: kamran@icap.org.pk

Campus Management Solution with comprehensive provision

k. Make online payments (including credit cards)

Integration with Inventory Management Systems

e. Analytics (No. __________ of Dashboards with ______ KPIs per

(Technical/Financial)”. All these envelops should be enclosed in one big

The successful bidder is required to furnish a Bank/Performance Guarantee

percent of the contract value.

4. Clarification and Interpretation of the Document

5. Proposed Schedule of Events

The proposed schedule for the procurement process is as follows.

The Schedule can be extended or amended as seemed necessary by ICAP.

6. Award of Contract Criteria

7. Project Execution Model for Implementation

The Implementer is required to provide trainings to all ERP AND Campus

Therefore, the bidders are required to submit in detail the professionally

A payment schedule will be prepared after mutual agreement based on bid

a) Deliverables as per agreement/Blue print

10. Mode of Payment

a) The Software Licenses and Implementation services rates are to be quoted

11. Bid Validity period

12. Terms and Conditions for submission of Proposals

a. Bidders’ Eligibility Criteria:

study analyses/ concept clearance/presentations.

If any information provided by the respondent is found to be inaccurate

13. Conditions of Contract

Attributes required in ERP AND CMS environment

ii. FINANCIAL INFORMATION

Financial Year Revenue Earned No. of ERP

2017-18 (PKR in Millions)

iii. CLIENT REFERENCE- SUCCESSFUL IMPLEMENTATIONS

(Provision of following information is mandatory. It will be used in Technical

iv. CONSULTANT/Project team DETAILS

Sr. Consultant Specialized Firm Total Name of

(Provide Financial quotations in the following format)

S. Description Qty Unit Price Total Price PKR

*3. The Implementer will provide 200 complementary customizations

TECHNICAL EVALUATION CRITERIA

Sr. Criteria Maximum

1. Project Execution Strategy for

a) core ERP (Financial accounting and

d)ERP AND CMS 3

2. Implementation experience in*1

a) core ERP (Financial accounting and Last three successful

4 Implementation of BI Dashboards Higher Provide Relevant

5 Experience in implementation of following

Learning Management system

Private limited Firms with Income Tax 5

Affidavit that the firm has not been 5

Partner Organizations with major 5

Firm Must have at least one Certified 2

Project Execution Plan (Time Lines, 5

Principal Human Resource Strength in 5

ATTRIBUTES REQUIRED IN ERP AND CMS ENVIRONMENT

A. ADMINISTRATIVE SYSTEM ATTRIBUTES

A1. Access to ERP AND CMS System

The system should also allow for User Management.

A2. Mapping of the Institute Work Flow

e. Analytics (No. ____ of Dashboards with KPIs per