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Strengthening the IRMD (ARC) – Improvement and Development of Database

Request for proposal of 22

ASEAN SECRETARIAT

Strengthening the Information Resource Management Division (IRMD) (Formerly: ASEAN Secretariat (ASEC) Resource Centre (ARC)) –

Improvement and Development of Database

PROPOSAL MUST BE RECEIVED BY

Wednesday, 30 March 2016 at 12.00 PM

DELIVER/MAIL PROPOSAL TO: ASEAN Secretariat

Jl. Sisingamangaraja 70A Jakarta 12110

Indonesia

Prepared By: IRMD Date: March, 2016

Request for Proposal


of 22 Request for Proposal

1 EXECUTIVE SUMMARY

Strengthening the ASEAN Secretariat (ASEC) is one of the key elements in implementing and realising the ASEAN Community Vision 2025. As stated in the ASEAN 2025 Document, efforts to strengthen the Secretariat will be done by, among others, implementing the recommendations of the High Level Task Force (HLTF) on Strengthening the ASEAN Secretariat and Reviewing ASEAN organs. In effort to implement one of the HLTF’s recommendations, ASEC is now in the stage of forming a Knowledge Management System and Document Classification/Reference Systems Concept. In relation to the above and the new ASEC organizational structure, Information Resource Management Division (IRMD), formerly ASEAN Secretariat Resource Centre (ARC), is being prepared as one of the lead divisions for administering the implementation of Knowledge Management and Document Classification/Reference Systems exercise in ASEC. For this reason, IRMD is required to have strong infrastructures to support the implementation of Knowledge Management System in ASEC. One of the main focuses in strengthening IRMD’s infrastructures is to develop an Integrated Digital Library and Archives Management System. To achieve the said purposes, ASEAN Secretariat will require the services of an IT Consulting Firm that will become the Consultant to liaise and work closely with IRMD staff and ITSD staff of ASEAN Secretariat to develop the System. Information Resource Management Division (IRMD) was formed to focus on consolidating and preserving information and knowledge within ASEC. At present, IRMD comprises two main sections: the Library and the Archives. The Library houses and maintains books (ASEAN Secretariat publications and others), journals, periodicals, newspapers, and multimedia materials relevant to ASEAN. The Archives meanwhile acts as the repository of classified ASEAN documents; it houses ASEAN meeting reports, original documents of ASEAN Legal Documents; treaties, agreements, instruments of ratification, memorandums of understanding, etc. The current IRMD’s web-based database has been up and running and accessible through this address: http://arc.asean.org/ since mid-2013. However, the data has not been completely transferred and updated. It is due to unstable performance of this database; some technical glitches often occur and it causes and generates unexpected data errors. Hence, improvement of the existing database is vastly needed. Furthermore, in effort to establish a strong and comprehensive resource centre for the ASEAN Secretariat, there is a need to constitute a comprehensive range of information resources at the IRMD. For this reason, to supplement the existing collections, IRMD would like to expand its resources and services by establishing two new areas:

1. Photographic Archive; ASEAN Secretariat’s old photos collection – previously managed by

Community Relations Division (CRD, formerly POCS). Photographic Archive will constitute a valuable source of information which provides visual information in support of the ASEAN’s activities and programs as well as in support to preserve the corporate memory of the ASEAN Nations. Photographic Archive will contain historical photographs, records of special events, as well as Government officials’ photographs.

2. Records Archive; in collaboration with CRD – as CRD is responsible for updating ASEAN website which comprises valuable information, such as Statements, ASEAN Secretariat

http://arc.asean.org/



News, Speeches, and News Articles. IRMD is keen on storing and preserving the said documents, because it is considered as valuable sources of information which provide historical news on ASEAN and will be worthwhile for future reference. Subsequently, IRMD will also consider including articles on ASEAN from various newspapers in the near future.

In relation to the above, with assistance from Japan – ASEAN Integration Fund (JAIF), ASEAN Secretariat will require the services of an IT Consulting Firm to produce a strong, sustainable, and suitable integrated digital library and archives management system to be implemented and used by IRMD, ASEC and other pertinent patrons.



2 SCOPE OF WORK The Terms of Reference (TOR) for the IT Consulting Firm to carry out the project is attached in Annex A. Before the tender is awarded, the Consultant is expected to produce a proposal on how it plans to fulfil the Terms of Reference of the project and propose professional teams to carry out the activities. The proposal shall include detailed work plan, proposed systems, and budget for all project components including costs for any additional infrastructure components. Following the appointment, the Consultant is expected to undertake a need assessment/analysis exercise, redesign and upgrade the IRMD database. And before the system goes “live,” or “into production,” it should be tested, and followed by user acceptance test. In a nutshell, the Consultant will be required to:

1. Identify requirements for functionality improvement; 2. Deliver proposed system environment; 3. Deliver interface design and prototyping; 4. Develop the system; 5. Provide online implementation; 6. Provide testing and Q&A; 7. Provide user acceptance test; 8. Provide training; 9. Provide bug fixation support; 10. Provide warranty period, including 24/7 maintenance support for at least 2 years

period; 11. Ensure proper hand over of deliverables.

2.1 PROJECT OVERVIEW

This activity aims to enhance IRMD database by creating an integrated library and archives management system which comprises several sections (book, serials, ASEAN Agreements, ASEAN Meeting Reports, AV/Multimedia, Photos, and Records) and several modules (acquisitions, cataloging, circulation, serials, and OPAC modules). Furthermore, this activity also aims to create a security mechanism for all collection and create a digital repository database to maintain all IRMD’s digital materials. And for easy access and retrieval, the system will integrate all sections and modules in a unified interface. The new system shall be able to run on Windows system and non-Windows system as well as mobile operating system. The system shall also be able to run in a Linux based server. The new system will allow IRMD staff to catalog all its collection properly; Once the records of collections have been captured, it will allow for easy searching of resources, easy uploading and downloading, easy enquiring and reserving ARC’s resources, easy automation for loans and returns, automation of administrative functions, providing secure access to the IRMD’s catalogues, provide reporting system as well as providing collection tracking system using magnetic tag and RFID technology.



The new system is expected to be able to generate database collaboration and integration with other systems within and outside ASEC. It will be equipped with interoperability and metadata harvesting capability. The ownership of the system and its documentation shall rest with the ASEAN Secretariat. The concept and design of the system shall be the intellectual property of the ASEAN Secretariat.



3 RFP REQUIREMENTS PROCESS Interested IT Consulting Firm should submit a Technical Proposal and a Financial Proposal.

3.1 STRUCTURE OF THE DOCUMENT

The Technical Proposal should contain:

a. Brief information about the Consulting Firm and contact information; b. A proposal on how it plans to fulfill the Terms of Reference of the project including

detailed work plan, proposed systems environment, project deliverables, and warranty;

c. Proposed professional teams to carry out the activities; d. Work plan and estimation of delivery time to deliver the project and all the

expected outputs to be completed by set deadline; e. Curriculum Vitae of the Consultant/Agency and its professional teams with links to

sample work or outputs related to the assigned tasks; f. Names and addresses of at least three references (particularly, clients).

The Financial Proposal should contain: a. Consultant Fee for not more than 6 months; b. Related Costs for all project components including costs for any additional

infrastructure components.

3.2 RFP RELATED QUESTIONS / CLARIFICATIONS / SUBMISSION

All questions related to this RFP should be directed to: Procurement Unit Administration and General Affairs Division ASEAN Secretariat Contact Person: Nella Susilani - [email protected] Mutty Nareswari - [email protected]

Vendors must ensure that both Technical & Financial Proposal are delivered in two sets (original and a copy) and received at the following address before the tender closing date Wednesday, 30 March 2016, at 12.00 PM

Chairman of Sub-Committee on Tender Administration, Protocol and Conference Services Division The ASEAN Secretariat Jl. Sisingamangaraja No. 70A Jakarta 12110 Indonesia

mailto:[email protected]

mailto:[email protected]



4 COMPLIANCE In conformance to the ASEAN Secretariat’s Financial Rules and Procedures (AFRP), the vendor shall submit Tender Bids in two sealed envelopes as follows:

1) First Envelope:

Technical Proposal which shall consist, among others, of the technical specifications of the services to be procured based on this RFP and TOR; delivery schedule and printed hardcopies of the duly filled Appendix 1 and 1a - Company General Information and List of Clients (please also refer to point 3.1 for Technical Proposal); and

2) Second Envelope:

Financial Proposal which shall consist of the following sets of documents:

a) FIRST SET, which shall contain, among others, the bid amount; recurring and maintenance cost; payments schedule (please also refer to point 3.1 for Financial Proposal);

b) SECOND SET, which shall consist, among others, the company profile; business name registration issued by appropriate government agency; authority of signatory; valid business permit and other appropriate licenses; taxpayer identification number; latest audited financial statements, track record which includes testimonials from past and present clients on projects similar to the project at hand; capability to undertake the project.

All documents not submitted in English shall not be entertained and quoted price in the hardcopy submission shall be in Indonesian Rupiah (IDR).

The ASEAN Secretariat may, after the closing date, request additional information or clarification of tenders in writing.



5 TIME TABLE The selected Consultant is expected to complete of each stage of the project within the indicative timetable below:

In order to ensure the quality of the final product, ASEC reserves the right for a period of 6 months after the acceptance date to request additional revisions of the website and database to be undertaken by the consultant until the product satisfies the criteria described in the Terms of Reference.

Stage Target Completion

(weeks following Commencement Date)

Conduct a need assessment/analysis exercise 1

Submit Inception Report with the proposed concept system, additional infrastructure components, work plan, timeline, overall approach, activities to be undertaken and their sequencing, outputs and deliverables, staffing and management plans for each activity for ASEC’s approval

2

ASEC to review, provide feedback and approve 3

Deliver interface design and prototyping 4, 5

Develop the system 6, 7, 8

ASEC to review and provide feedback 9, 10, 11

Provide online implementation

12, 13

ASEC to review and provide feedback 13, 14

Provide testing and Q&A

15, 16, 17

ASEC to review, provide feedback and approve 18, 19, 20

Provide user acceptance test & training 20, 21

Finalise all products 22

Submit approved products to ASEC 23

Submit Final Report and related documents of the entire project

24



6 PAYMENT SCHEDULE The payment schedule for this project will be as follows:

Phased

Payment Amount Needs assessment & inception Report 20 % Development & Implementation 40 % QA Acceptance & Training 20 % Final Report and Acceptance 20 %

TOTAL 100 % Payment Conditions

• The Consultant shall raise invoices as per the invoicing terms and milestones achieved as mentioned above.

• All payments shall be made through bank transfer.



ANNEX A - TERMS OF REFERENCE (TOR)

Strengthening the Information Resource Management Division (Formerly: ASEAN Secretariat (ASEC) Resource Centre (ARC))

Improvement and Development of Database

1. Project Summary

The ASEAN Secretariat (ASEC) through its Information Resource Management Division (IRMD), formerly known as ASEC Resource Centre (ARC), has initiated a number of activities under Strengthening the ASEAN Secretariat Resource Centre (ARC) Project supported by the Japan-ASEAN integration Fund (JAIF). The Project is aimed at strengthening IRMD’s role as a Resource Centre of the ASEAN Secretariat and as the repository of ASEAN documents by enhancing its services and providing easy access to its collection. The project is in line with the effort to strengthen the ASEAN Secretariat, as Strengthening the ASEAN Secretariat is one of the key elements in implementing and realising the ASEAN Community Vision 2025, and also recommended by the High Level Task Force (HLTF) on Strengthening the ASEAN Secretariat and Reviewing ASEAN organs. One of the HLTF’s recommendations is to establish a Knowledge Management System and Document Classification/Reference Systems in ASEC. In preparation for implementing the said recommendation, ASEC is now in the stage of forming a Knowledge Management System and Document Classification/Reference Systems Concept. In relation to this and the new ASEC organizational structure, Information Resource Management Division (IRMD), formerly ASEAN Secretariat Resource Centre (ARC), is being prepared as one of the lead divisions for administering the implementation of the said exercise in ASEC. Consequently, IRMD is required to have strong infrastructures to support the implementation of Knowledge Management System in ASEC. To achieve the said purposes, ASEAN Secretariat will require the services of an IT Consulting Firm that will become the Consultant to liaise and work closely with IRMD staff and ITSD staff of ASEAN Secretariat. The Consultant is required to provide a strong, sustainable, and suitable digital library and archives management system to be implemented and used by IRMD, ASEC and other pertinent patrons.

2. Purpose of the Assignment The purpose of this assignment is to enhance the existing IRMD database management system performance and create new functions to facilitate IRMD staff in organizing and preserving photo collection and records collection. This activity is aimed at enhancing IRMD database by creating an integrated digital library management system which comprises several sections and several modules: acquisitions, cataloging, circulation, serials, and OPAC modules. This activity is also aimed at creating a security mechanism for all collection and creating a digital repository database to maintain all IRMD’s digital materials. And for easy access and retrieval, the system will integrate all sections and modules in a unified interface. The new system shall be able to run on windows system and non-windows system as well as mobile operating system. The system shall also be able to run in a Linux based server.



The new system will allow IRMD staff to catalog all its collection properly; Once the records of collections have been captured, it will allow for easy searching of resources, easy uploading and downloading, easy enquiring and reserving ARC’s resources, easy automation for loans and returns, automation of administrative functions, providing secure access to the IRMD’s catalogues, as well as providing collection tracking system using magnetic tag and RFID technology, and reporting system. The new system is expected to be able to generate database collaboration and integration with other systems within and outside ASEC. As a result, creation of a web-based integrated library system and digital archive system with interoperability and metadata harvesting capability will be needed to fulfill the above-mentioned requirements. The ownership of the system and its documentation shall rest with the ASEAN Secretariat. The concept and design of the system shall be the intellectual property of the ASEAN Secretariat.

3. Output(s) or results to be produced by the Consultant

Before the tender is awarded, the Consultant is expected to produce a proposal on how it plans to fulfil the Terms of Reference of the project and propose professional teams to carry out the activities. The proposal shall include detailed work plan, proposed systems, and budget for all project components including costs for any additional infrastructure components. Following the appointment, the Consultant is expected to undertake a need assessment/analysis, redesign and upgrade the IRMD database. The proposed system shall be able to provide a strong, sustainable, and suitable web-based database solution with improved functions, and improved performance. The activity shall also include development of new databases; creation of photographic & articles database, development of content management system, and RFID capability. The new system will allow the IRMD staff to catalog all resources into a single database repository. Once the inventory of the all collections have been captured, it will allow for easy searching of resources, easy uploading and downloading, easy enquiring and reserving ARC’s resources. Furthermore, the system will also provide automation for loans and returns, automation of administrative functions, provide secure access to the catalogues, as well as provide tracking and reporting system. The system will also be integrated to an RFID system where users can check-out books via a stand-alone books checkout counter available in the ARC. The reverse is the same as users can drop off their books and have them scanned for return to the library. Furthermore, the RFID system will then be linked to a detection security gate system. And before the system goes “live,” or “into production,” it should be tested; the activity shall include on-site Implementation; testing the database, user acceptance test, user training and support to ASEC staff in using the system. The Consultant will also develop document procedures and guidelines, such as handbook and training manual according to ASEC’s needs for the operation and maintenance of the system, manual on system migration including full documentation of source codes as well as provide assistance in maintaining the system in the future.



Structure of the Database The database will consist of below sections:

1. Book collection; 2. Serials collection; 3. ASEAN Agreement and other ASEC Legal Document collection; with the ability to

integrate with the Legal Document Database owned by LSAD. 4. ASEAN Meeting Report collection; 5. Audio-video/multimedia collection; 6. Photographic collection; 7. Records collection; consist of Joint Communique, press releases, speeches, and articles

from newspapers.

And will include below modules:

• Acquisitions (ordering, receiving, and invoicing materials); • Cataloging (classifying and indexing materials); • Circulation (lending materials to patrons and receiving them back), equipped with RFID

technology; • Serials (tracking magazine and newspaper holdings) • the OPAC (public interface for users)

Further, all sections shall be linked to digital repository database to store and maintain all digital materials. Database Requirements

The Database, at least, will have the following key features: • The system will be web-based, i.e. accessible through browser, and at the same time

sufficiently secure, e.g. with password-protected access; • The system will be a home-grown or open source solution, avoiding continued payments to

external companies; • The new system shall be able to run on windows system and non-windows system as well as

mobile operating system. The system shall also be able to run in a Linux based server; • Will enable future expansion and problem-free integration into other existing databases,

such as Legal Document Database and yet to be developed ASEC systems, such as Enterprise Resource Planning (ERP) System and other related Knowledge Management System;

• Equipped with interoperability and metadata harvesting capability (OAI-PMH), so as to be able to generate database collaboration and integration with other systems outside ASEC.

• The system will be integrated to the RFID system and security gate system; • The system will define access rights, there will be both public and confidential information

items stored within the Repository. The System will provide three different levels of access rights to the users (for administrator, staff and general user, to edit/update, download, read-only, print, share), to control the use of classified documents;

• The back-end will also include number of administrative functionalities to manage structure of the System; to edit the classification lists, to administer user access, and administer other functions;



• Will enable audit trail: the logging of every activity in the system such as who is working on the digital asset, who last updated it, etc.;

• The system will display the data stored in the records, enable searching and downloading records with search engines to enable general/simple and advance search options. The data will be described by metadata (use of OCR, keywords, classification system/subject matter);

• The system will provide automation for loans and returns, reservation list, and reminder to users and librarians on the overdue materials. Will also provide communication tools and access to e-mail accounts;

• The system will provide membership data, material usage data, and other administrative functions such as; publishers’ data, reminder to overdue subscription, subscription’s data, and subscription’s supporting documents;

• The system will provide user-friendly input screens and allow for quick data analysis and generation of reports (also via a search function);

• For easy access and retrieval, the system will integrate all sections and functions in a unified interface;

• The main user interface will be in English. However, IRMD will also host information items produced in different languages, such as Bahasa Indonesia.

The consultant may use and customize ready-to-use software applications, such as KOHA, Evergreen, DSpace, etc. In addition to the system, the Consultant is also required to provide a server: Dell Inc. PowerEdge R730 Intel(R) Xeon(R) E5-2620 v3 2.4GHz 15M Cache 8.000GT/s QPI Turbo HT 6C 85W RAM: 64 GB, Hardisk : 1TB x 8.

The consultant is responsible for accurately fulfilling the above-described tasks in a timely and professional manner and to provide regular updates to IRMD throughout the period of the consultancy. In order to ensure the quality of the final product, ASEC reserves the right for a period of 6 months after the acceptance date to request additional revisions of the website and database to be undertaken by the consultant until the product satisfies the criteria described in this Terms of Reference. 4. Required Activities The Consultant is expected to deliver the following tasks: 1. Develop work plan, timeline, detailed budget, overall approach, activities to be undertaken

and their sequencing, outputs and deliverables, staffing and management plans for each activity;

2. Conduct a need assessment/analysis exercise, then submit Inception Report with the proposed concept system and additional infrastructure components and the above-mentioned details for ASEC’s approval;

3. Develop the system; 4. Provide a server: Dell Inc. PowerEdge R720 (Processor: Intel(R) Xeon(R) CPU E5-2620 v2 @

2.10GHz, RAM: 64 GB, Hardisk: 4TB x 8) 5. Finalise all products; 6. Submit Final Report to ASEC. In a nutshell, the Consultant is required to:

1. Identify requirements for functionality improvement;



2. Deliver proposed system environment; 3. Deliver interface design and prototyping; 4. Develop the system; 5. Provide online implementation; 6. Provide testing and Q&A; 7. Provide user acceptance test; 8. Provide training; 9. Provide bug fixation support; 10. Provide warranty period, including 24/7 maintenance support for at least 2 years

period; 11. Ensure proper hand over of deliverables.

The Consultant shall be able to deliver all outputs not more than 6 (six) months, with 6 (six) months of warranty period, and additional of 24 (twenty four) months of maintenance and monitoring system to ensure data quality and system functioning requirements have been met. The development of database will not consume more than a total of 50 man-days from the date of engagement.

5. Qualifications 1. The Consultant shall come from an IT consulting firm, preferably a local company with a

minimum of five years of ICT professional experience. 2. Proven records in developing integrated library system and digital library system with Radio-

Frequency identification (RFID)/magnetic tags system and security gate system, or similar products.

3. The Consultant is required to provide a dedicated team for this project; to redesign, reconstruct, and enhance the existing database. The team, at least will consist of Programmer & Developer, Security Specialist, and Designer. The team is expected to be able to deliver the following areas: web design and programming, systems development, business analysis, database administration, business application support/systems integration.

4. Proven client-oriented project database developer and proven record in creating web designs utilizing different prototypes and user testing.

5. Provide examples of work with non-profit, public sector, higher education, and/or Library organizations.

The tenderer needs to confirm with an annotated work plan that they will be able to deliver all outputs not more than 6 (six) months, with 6 (six) months of warranty period, and additional of 24 (twenty four) months of maintenance and monitoring system to ensure data quality and system functioning requirements have been met. The development of database will not consume more than a total of 50 man-days from the date of engagement. 6. Reporting

The Consultant shall make progress reports on the assigned task to the ASEAN Secretariat as follows: 1. Inception Report due on 2nd week following the Commencement Date; 2. Final Report due on 2 weeks upon completion of the project.



7. Logistics and Administrative Arrangements

The Consultant is expected to conduct their work from their own office, and arrange meetings with the ASEAN Secretariat, when necessary, for consultation and presentation of products at the Secretariat. 8. Duration and Dates of Assignment The project should be completed within six months - from acceptance of engagement through the delivery of the outcomes to submission of final report and other materials as outlined in 3 – “Output(s) or results to be produced by the Consultant”; covering all elements as specified in 4 – “Required Activities”.

_______________

Stage Target Completion

(weeks following Commencement Date)

Conduct a need assessment/analysis exercise 1

Submit Inception Report with the proposed concept system, additional infrastructure components, work plan, timeline, overall approach, activities to be undertaken and their sequencing, outputs and deliverables, staffing and management plans for each activity for ASEC’s approval

2

ASEC to review, provide feedback and approve 3

Deliver interface design and prototyping 4, 5

Develop the system 6, 7, 8

ASEC to review and provide feedback 9, 10, 11

Provide online implementation

12, 13

ASEC to review and provide feedback 13, 14

Provide testing and Q&A

15, 16, 17

ASEC to review, provide feedback and approve 18, 19, 20

Provide user acceptance test & training 20, 21

Finalise all products 22

Submit approved products to ASEC 23

Submit Final Report and related documents of the entire project

24



Appendix 1 Company General Information

To be submitted in the Technical Proposal Company LEGAL Name:

Division or Subsidiary (if applicable):

Company Address:

City:

Province / State:

Country:

Postal Code:

Telephone:

Business Name Registration:

Tax Registration Number:

Valid Business Permit:

Company Contact: Telephone no.:

Title / Position: Fax no.:

E‐Mail:

Indicate number of years involved in similar business

Are you a subsidiary of a financial institution? *If Yes, Please indicate your Holding Company



Appendix 1a. Customer Reference

To be submitted in the Technical Proposal

Customer Details Company Name

Company Address

Telephone Number

Fax Number

Contact Name

Project Title


Company Address

Telephone Number

Fax Number

Contact Name

Project Title


Company Address

Telephone Number

Fax Number

Contact Name

Project Title



APPENDIX 3 Technical Requirements - to be submitted in the Technical Proposal The Technical Requirements should address the requirements and expectations set out in the tables below. Consultant/Agency should use the section numbers and corresponding titles shown in this table in their Technical Proposal Submission to allow the ASEAN Secretariat Sub Committee on Tender to evaluate Technical Submissions accordingly.

No. Description ASEC Requirement Remarks

1 Profile Provide brief information on Consulting Firm and contact information

1.1 Curriculum Vitae CV of the Consultant

2 Project Management How will the project be managed in

consultation with ASEC and detailed work plan

2.1 Strategy What will be the main strategies to ensure quality and timely delivery of the outputs; proposed systems environment, project deliverables, and warranty period

2.2 Methodology What is the approach for each project component

2.3 Work Plan and Timeline Proposed Work Plan and Timeline for the Project to be completed within 6 months period

3 Project Team Composition and why the teams are selected

3.1 Sample of works or outputs

Sample of each output with links

3.2 Names and addresses of at least three references

Particularly, clients



APPENDIX 3 Financial Proposal Requirements - to be submitted in the Financial Proposal The Financial Proposal should contain the bid amount with detailed estimates i.e. description and allocation for each item. The total proposed budget should be inclusive of all supplies, services, taxes, and any other costs required completing the project. The Financial Submission should detail the estimates for each item as set out in the table below:

No. Description Cost in USD Remarks

1 Consultant’s Fee Sub-total cost for 6 months consultation

2 Related Costs for all project components:

Sub-total cost for project components

2.1 Infrastructure/Hardware & Software

2.2 Maintenance and Technical Support

3 Subtotal Sub-total (1 and 2)

4 Total proposed amount USD __________

5 Payment Schedules Payment of the Services Fee will be made in four stages:

1. First Payment of USD_____________ (2 weeks after verification of the signed SSA by ASEC/After ASEC receive the inception report)

2. Second Payment of USD_____________ (3 calendar months after implementation of the system)

3. Third Payment of USD______________ (5 calendar months after UAT)

4. Fourth Payment of USD______________ (2 weeks after project conclusion or 6 calendar months following engagement)



APPENDIX 3 Checklist for the Completeness of Documents Submitted

The checklist must be used to ensure that you have provided all documentations for the tender. The checklist must be signed and included in both envelopes of your proposals.

I. General Requirements No. Description Checklist

1 Proposals shall be prepared in English 2 Proposals are submitted in two different envelopes 3 The envelope must be sealed and labeled accordingly.

i. Technical Proposal ii. Financial Proposal

4 Title of the tender shall be put on each envelopes II. Technical Proposal No. Description Checklist

1 Technical Specifications of the service refer to the proposal 2 All required information have been addressed accordingly 3 Schedule of delivery 4 Printed hardcopies of the duly filled Appendix 1 and 1a ‐ Company

General Information and List of Clients

5 One original signed copy 6 One copy of technical proposal duplicate

III. Financial Proposal No. Description Checklist

1 Offering is formulated in English 2 Bid amount 3 Payment schedule 4 Company profile 5 Copy Company Legal Documents, i.e.

i. Business Name Registration ii. Valid Business Permit iii. Tax Identification Number iv. List of clients reference v. Customer testimonials on the similar project

6 Latest audited financial statements 7 Authority of signatory 8 One original signed copy 9 One copy of Financial Proposal Duplicate


Request for proposal of 22

Appendix 4Template for the Proposal Envelope First Envelope – Technical Proposal

_________________________________________________________________________________________ _________________________________________________________________________________________

Company Name &

Address

Technical Proposal - Title of the Tender

Chairman of Sub-Committee on Tender Administration, Protocol and Conference Services Division The ASEAN Secretariat Jl. Sisingamangaraja 70A Jakarta 12110 Indonesia



Second Envelope – Financial Proposal _________________________________________________________________________________________ _________________________________________________________________________________________

Company Name &

Address

Financial Proposal - Title of the Tender

Chairman of Sub-Committee on Tender Administration, Protocol and Conference Services Division The ASEAN Secretariat Jl. Sisingamangaraja 70A Jakarta 12110 Indonesia