ASSET MANAGEMENT SOFTWARE FOR GSO-18-266-NP(TF) Tender, Philippines - 24298979

Procurement Summary

Country : Philippines

Summary : ASSET MANAGEMENT SOFTWARE FOR GSO-18-266-NP(TF)

Deadline : 27 Jun 2018

Other Information

Notice Type : Tender

TOT Ref.No.: 24298979

Document Ref. No. : GSO-18-266-NP(TF)

Financier : Self Financed

Purchaser Ownership : -

Tender Value : Refer Document

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Tender Details

ASSET MANAGEMENT SOFTWARE FOR GSO-18-266-NP(TF)

Republic of the Philippines

Province of Iloilo

BIDS AND AWARDS COMMITTEE



REQUEST FOR QUOTATION

Quotation No. GSO-18-266-NP (TF)

Reference PR No. GSO-18-266



June 19, 2018



TO: ______________________________

______________________________

______________________________

(Supplier's Name and Office Address)



Please quote your lowest price (best and final offer for two failed bidding) on the item(s) listed below, subject to the attached Terms and Conditions, stating the shortest time of delivery, and submit your quotation/bid duly signed by your authorized representative on or before the opening of quotations/bids on June 27, 2018 at 9:00 AM with the Bids and Awards Committee at the Boardroom, Office of the Governor, 3F, New Iloilo Provincial Capitol, Bonifacio Drive, Iloilo City.



ATTY. DENNIS T. VENTILACION

BAC Chairperson



x All Bids must be complete. Partial Bids are allowed.

Item No. Unit Description Quantity Estimated Unit Cost Brand Name Over the Counter Price per Item Final Unit Price per Item Delivered to Destination Total Cost





1 job Asset Management Software 1 550, 000.00

Terms of Reference for Iloilo Province Asset Management Software (IPAMS).

1.Project Background

One of the tasks of the General Services Office is to manage the supply and property of the Iloilo Provincial Government as mandated by Republic Act No. 7160 otherwise known as the Local Government Code of the Philippines.From the entry of an asset to its tracking and maintenance up to its disposal, the GSO should appropriately and accordingly record as prescribed by Commission on Audit rules and regulation. As the assets of the IPG continue to increase, it has become more difficult and tasking job and efficient and effective manner should be employed.To respond to the challenges and to be abreast with the changing time 4s, the GSO has to automate the management of the supplies and property of the Iloilo Provincial Government.The GSO has to come up with a system and software as the Iloilo Province Asset Management System or IPAMS.



2. Requirements



The software should be compliant to the current provision of the management of supply and property particularly on current Commission on Audit regulations and of Electronic-National Government Accounting System or e-NGAS. The Software should also be able to adapt in the changes of the future provisions on accounting systems.System requirements are as follows:



2.1 Latest Microsoft Windows OS

2.2 RFID Capable

2.3 Barcode/QR Capable

2.4 Mobile Interface

2.5 Network Capable

2.6 Mobile Scanner Compatible

3. Report Generation and Features



The software should also be able to adapt in the changes of the future provisions on accounting systems.It should also adhere to the forms prescribed by law. Furthermore, the software should be able to track/ monitor the property-s entry to the records of the Iloilo Provincial Government up to its disposal with its corresponding status, location, documentary requirements and other information as prescribe under the supply and property management. The following are the documents:



3.1 Acknowledgement Receipt of Equipment (ARE)

3.2 Requisition Issue Slip (RIS)

3.3 Acceptance and Inspection Report (AIR)

3.4 Report on Plant Property and Equipment ( RPPE)

3.5 Inventory and Inspection Report of Unserviceable Property (IIRUP)

3.6 Inventory and Costudian Slip (ICS)

3.7 Waste Material Report (WMR)

3.8 Asset by Location

The software is capable of identifying the location of an asset after the conduct of inventory of assets.

3.9 Asset Pictures

The software should be capable of associating a specific picture of an asset to an asset itself.

3.10 Summary of Supplies and materials issued (SSMI)

3.11 Document Scanning Capability

The software should have a capability to interface scanned documents to a certain transaction number for easy retrieval and viewing.

3.12 Upload Scanned Documents

3.13 Maintenance History of Equipment

The software must be able to track repairs, parts repaired or replaced repair expenses, total numbers repairs, frequency of repairs and total amount of repairs and the depreciation/salvage value of an asset.

3.14 barcode/RFID Asset Numbers the software should be capable of automatic assigning of property number of assets with no duplication. Property numbers of assets with no duplication, property numbers must have an equivalent barcodes and QR code ready for printing/generating.These codes should be unique in each property/assets.

3.15 employee Database

The software should be capable of handling database on employees with their corresponding assets assigned or made accountable to him/her

3.16 Retired Assets

The software should be capable of striking out assets from the list of assets under the Iloilo Provincial Government that are disposed.

3.17 Asset User Trail the software should be able to trace the assigned user or users per equipment.

3.18 Audit Trail

Allows to follow the activity associated with each entry into the PAMS

3.19 Document Scanning

3.20 User Log in and Out

The software should be able to trace the users of the software including the log-in and out time.

3.21 Pre Repair & Post Repair Inspections

4.User Limit-None

5. Delivery Period the winning bidder should be able to deliver within 30 days of approved PO.



Kindly indicate the DELIVERY PERIOD and BID AMOUNT IN WORDS and FIGURES in the space provided below. Non-compliance shall be a ground for DISQUALIFICATION.

TOTAL BID AMOUNT IN FIGURES: a‚+/-_______________

Statement of Delivery Period: __________________________________________________________________________

Bid Amount in Words: ________________________________________________________________________________

Place of Delivery: General Services Office

ABC: a‚+/-550, 000.00



Kindly submit this quotation with the following requirements:

1. PhilGEPS Certificate of Registration under Platinum category for Limited Source Bidding and Two Failed Biddings and PhilGEPS Registration Number for the alternative methods of procurement under Section 50, Section 52.1 (b), Section 53.3, Section 53.6, Section 53.7, Section 53.9, Section 53.10, and Section 53.11 of the revised IRR of R.A. No. 9184;

2. Omnibus Sworn statement specifying the RFQ Number;

3. Notarized Authority of the Signatory, if representative (SPA of proprietor for single proprietorship/Secretary Certificate for Corporation);

4. Updated Mayor's Permit if the same is indicated as "ExPIRED" in the PhilGEPS Certificate of Registration, Platinum category;

5. Updated DTI/SEC/CDA Registration if the same is indicated as "ExPIRED" in the PhilGEPS Certificate of Registration, Platinum category;

6. For easy validation during the post-qualification in the procurement of Drugs and Medicines, bidders are encouraged to submit the following:

A. License to Operate from the Food and Drug Administration (FDA);

B. Certificate of product registration from the FDA;

C. Certificate of Good Manufacturing Practice from the FDA;

D. Batch Release Certificate from the FDA;

E. If the supplier is not the manufacturer, Certification from the Manufacturer that the supplier is an authorized distributor/dealer of the products /items; and

F. For the procurement of regulated drugs, the applicable type of S-LICENSE

S-1, S-3 (Retailer) S-4 (Wholesaler) S-5C (Manufacturer)

S-5D (Bulk Depot/Storage) S-5E S-5I (Importer)

7. For the procurement of Infrastructure Projects, bidders must submit a valid Philippine Contractors Accreditation Board (PCAB) License and indicate compliance with the Manpower Requirements;

8. Updated Tax Clearance if the same is indicated as "ExPIRED" in the PhilGEPS Certificate of Registration, Platinum category;

9. Active email address or working fax number. Absence of both is a ground for the rating of its bid as "failed" or "disqualified"; and

10. Latest Income/Business Tax Return for Direct Contracting, Emergency Cases, Scientific, Scholarly or Artistic Work, Exclusive Technology and Media Services, (for ABCs above 500, 000.00), Small Value Procurement and Lease of Real Property or Venue except for Government Agencies as lessors.



Note: Kindly indicate the RFQ Number and date of opening of bids on the outside of the envelope.

















































Province of Iloilo

Bids and Awards Committee

Request for Price Quotation No. GSO-18-266-NP (TF)

Reference PR No. GSO-18-266



Terms and Conditions:

1. All entries must be filled-up, written, or printed legibly. Failure to use this form will result to disqualification of your bid.

2. Delivery period: within thirty (30) calendar days upon receipt of the Notice to Proceed.

3. Bids and bid securities shall be valid for one hundred twenty (120) calendar day from the date of the opening of bids.

4. Bids exceeding from the Approved Budget for the Contract (ABC) shall be disqualified.

5. The participating bidder/supplier or an authorized representative must indicate an email address or working fax number. Notice to the bidder through either of these means (email/working fax number) is considered sufficient notice.

6. The supplier/awardee(s) must conform to the Notice of Award within three (3) calendar days from notice of such award and enter into contract with the Procuring Entity within ten (10) calendar days from receipt by the winning bidder of the Notice of Award. Otherwise, the award shall be forfeited or cancelled.

7. If the Certificate of Product Registration (CPR) is required, the supplier/bidder is encouraged to submit their CLEAR copy of the CPR prior to the day of the bidding or canvass for pre checking/examination to determine if it is responsive to or covers the item(s) bidded or purchased.

8. The AWARDEE shall be responsible for the source(s) of his supplies, materials, equipment and shall make deliveries in accordance with the schedule, quality and specifications of award and purchase order. Failure of the AWARDEE to comply with the same shall be ground for the cancellation of the award and purchase order issued to the AWARDEE.

9. All deliveries by suppliers shall be subject to inspection and acceptance by the representative of the General Services Office and End User.

10. Rejected deliveries shall be construed as non-delivery of the product(s)/item(s) so ordered and shall be subject to liquidated damages, subject to the terms and conditions prescribed under paragraph 11 hereof.

11. Supplier shall guarantee his deliveries to be free from defects. Any defective item(s)/product(s) therefore that may be discovered by the End-User within the warranty period after acceptance of the same shall be replaced by the supplier within seven (7) calendar days upon receipt of a written notice to that effect.

12. Performance Security or Warranty Security, as the case may be, shall be required from the winning bidder in accordance with the provisions of R.A. No. 9184 and its revised Implementing Rules and Regulations.

13. When an occurrence of a tie among bidders takes place, i.e., two or more of the bidders are determined and declared as the Lowest Calculated and Responsive Bidder (LCRB), the winning bidder shall be determined by draw lots upon notice to the bidders concerned and/or their authorized representatives in accordance with the relevant circulars issued by the Government Procurement Policy Board (GPPB).

14. The supplier must indicate its complete business/mailing address. Otherwise, the lack thereof is a ground for disqualification.

15. All offers/quotations must be properly sealed and marked in envelopes. Non-compliance is a ground for disqualification.

16. The printed name and signature of the bidder/supplier or of its authorized representative must be legible and verifiable and must indicate his/her position. Non-compliance is a ground for disqualification.

17. Bidders shall prepare an ORIGINAL of the Documentary Requirements for Negotiated Procurement. In addition, bidders shall submit separate COPIES thereof (Copy 1, Copy 2) and each set of documents must clearly indicate whether the same is ORIGINAL, COPY 1, or COPY 2. Non-compliance shall be a ground for declaration of FAILURE/DISQUALIFICATION. In the event of any discrepancy between the original and the copies, the original shall prevail.

Closing Date : 2018-06-27

Documents

 Tender Notice