This Bid Bulletin is issued to modify, amend or clarify items in the issued Bidding Documents for the following project:
- Supply, Delivery, Installation & Testing of a Property Management Information System (PMIS) for the National Historical Commission of the Philippines (NHCP)
Please be informed of the following information and clarifications:
- Clarifications on Clause 5.3, paragraph (a), subsection (ii) of the Bid Documents are as follows:
- The word “product offering” refers the final product (i.e., Property Management Information System software and all peripheral hardware components) to be submitted by the winning bidder within the duration of one hundred and eighty (180) calendar days, or approximately six (6) months.
- The purpose of the demonstration is to show the Bidder’s capability to undertake the project by demonstrating a Property / Asset / Stock and Inventory Management Software which they have previously provided and implemented in another government agency or private entity. It is to be understood that this Software will be used as a baseline or working framework on which other features required under Section VII shall be added.
- The Bidder’s product offering shall be considered “compliant” to the Technical Specifications if it satisfies the following conditions:
- They have sufficiently stated their compliance as instructed in Section VII (that is, they have written ‘comply’ on all provisions); and,
- The Software they demonstrated includes the following minimum requirements:
| Feature | Description |
| Efficiency and Convenience Tools | · Dashboard
· Summary of transaction details · Notification and alerts · Quick Search and Filters |
| Configuration and Security Requirements | · User access rights and control per user role
· Audit trail/logs · User Maintenance (add, edit and delete user information) |
| Delivery, receipt, Inspection, and acceptance of supplies, materials, and Equipment | · Automation and encoding of delivery, inspection and acceptance
· Generation of Inspection and Acceptance Reports (IAR) (COA Form) · Automatically updates quantities on stock card or property card |
| Item Status and History | · Monitors aging or shelf-life
· Classifies inventory / equipment as: active or inactive, for repair, for disposal, for replacement, for redeployment · Shows of history / movement of inventory or equipment such as transfers of accountability |
| Items Issuance | · Automation of requisitions and issuances
· Generation of Requisitions and Issue Slip (RIS) (COA Form) · Automatically updates quantities on stock card or property card |
| Items Transfer | · Show records and information on inventory property transfers
· Generation of Property Transfer Report (COA Form) |
| Standard Stock Level of Supplies Inventory | · Set re-ordering point of supply for each inventory item
· Generation / updating of Stock Card (COA Form) |
| Inventory of Equipment | · Viewing and printing of all equipment recorded as of inventory-taking date: and corresponding inspection status i.e., ‘for inventory-taking’, ‘inventory done’
· Generation of Report on Physical Count of PPE – RPCPPE (COA Form) |
| Inventory of Supplies | · Viewing and printing all supplies recorded as of inventory-taking date: and corresponding inspection status i.e., ‘for inventory-taking’, ‘inventory done’
· Generation of Report on the Physical Count of Inventories – RPCI (COA Form) |
| Asset Maintenance | · Allows maintenance of Asset Master file information:
– Property Number – Asset Description – Asset Category – Manufacturer/Supplier – Model – Serial Number – Accountability (Name of employee accountable for the asset) – Acquisition Date – Acquisition Cost – Estimated Life · Maintains the following Asset Status categories: – Issued / Re-issued – Disposed – Returned – Transfer · Allows viewing of list of assets available for transfer · Transfer assets or change accountability information · Tracks asset accountability history · Allows adjustments of asset information – Cost – Salvage value – Estimated useful life
|
| Asset monitoring and generation of Property Acknowledgement Receipt (PAR) and Inventory Custodian Slip ICS | · Preparation and Distribution of PAR
· Preparation and Distribution of ICS |
| Reports Generation | · Facility to regularly generate and export the following COA-GAM forms and reports:
– Report on the Physical Count of Property, Plant and Equipment (RPCPPE) – Report on the Physical Count of Inventories (RPCI) – Stock Card (SC) – Property Card (PC) – Property Acknowledgement Receipt (PAR) – Inventory of Custodian Slip (ICS) – Property Transfer Report (PTR) – Inspection and Acknowledgement Report (IAR) – Requisition and Issue Slip (RIS) – Report of Supplies and Materials Issues (RSMI) – Inventory and Inspection Report of Unserviceable Property (IIRUP) – Waste Material Report (WMR) – Report of Lost, Stolen, Damaged, Destroyed Property (RLSDDP)
|
| System Accessibility | Authorized users may access the system through internet using widely used web browsers
|
- The following additional instructions are added in Section VII. Technical Specifications, for further clarity:
- Evidence for capability to comply may be presented through the demonstration required under Clause 5.3, screenshots of interfaces where a certain feature was implemented in another program, and certifications from other clients that the Bidder was able to implement a certain feature.
- Prospective bidders must provide a brand and model for the hardware requirement, which may be supported by a product brochure or data sheet.
- Failure to give a demonstration of existing Software as stated under Clause 5.3 shall be deemed proof of incapacity and shall render the Bid liable for rejection.
- Specifications Re: Software Interface and Operability, item 9 (Linkage with Accounting System) is hereby made optional.
- Specifications re: Hardware under Section VII are hereby amended as follows:
| HARDWARE COMPONENTS | ||
| Item | Previous Version | Revised Version |
| Barcode Printers (2 units) |
· Resolution: 203 DPI / 8 dots per mm
· Memory: 256 MB Flash; 128 MB SDRAM · Max Print Width: 4.09 inches / 104 mm for 203 DPI · Max Print Speed: 6 inches / 152 mm per second |
No changes |
| Mobile Devices capable of scanning barcodes (2 units) |
· WLAN-capable
· 12 MP Camera · N6703 Engine · OS: Android with GMS · Battery: 4000 mAh (with spare battery for each unit) · with hand strap and optional pistol grip attachment |
· WLAN-capable
· 12 MP Camera · 1D/2D barcode symbologies · OS: Android with GMS · Battery: 4000 mAh or at least 12 hours battery runtime (with spare battery for each unit) · with hand strap and optional pistol grip attachment |
| Thermal Sticker (6 rolls) |
· Thermal Transfer Label
· Material: Polyester · Size 4 ×4 inches Note: 500 pcs/roll; 1 across; square edge |
· Thermal Transfer Label
· Material: Polyester · Size 4 ×4 inches · 3,000pcs; 1 across; square edge / round edge |
| Printer Ribbon (4 units) |
Super Premium Ribbon (110×300 mm) | · Clear print quality ribbon compatible with barcode printer |
| Cloud Hosting and Maintenance Services (24 months) |
Database Server
· Windows Server 2019 Standard Operating System · MS SQL Server Standard Edition 2019 · 8 cores CPU · 16 GB RAM · 300 GB Data Storage Web Server · Windows Server 2019 Standard Operating System · 8 cores CPU · 8 GB RAM · 500 GB Data Storage |
Database Server
· Windows Server 2019 Standard Operating System · MS SQL Server Standard Edition 2019 or equivalent · 8 cores CPU · 16 GB RAM · 300 GB Data Storage Web Server · Windows Server 2019 Standard Operating System · 8 cores CPU · 8 GB RAM · 500 GB Data Storage |
For the guidance of all concerned.
ROSARIO V. SAPITAN
Chairman, BAC