Bisp Erp RFP Ver0.8

Request for Proposal
(RFP)
Ver. 0.8
Procurement Ref: No BISP to provide

Date of Submission November 11, 2022 at 10:00 A.M
Date of Opening November 11, 2022 at 10:30 A.M
Venue Conference Room at BISP HQ, F-Block,
Pak Secretariat, Islamabad
Acquisition & Implementation of ERP System and New Modules
Benazir Income Support Programme, Islamabad
Request for Proposal (RFP) – Draft – V0.8 |August 29, 2022
Benazir Income Support Programme
Request for Proposal

RFP number
Supply, Installation, Design, Configuration, Customisation, Implementation
and Commissioning of an integrated ERP System and Training
Benazir Income Support Programme (BISP), Islamabad, invites sealed bids along with 2% bid
security, in favour of Secretary, BISP. of the total quoted price from reputed firms registered
with Income Tax and Sales Tax departments, Government of Pakistan, who are on Active
Taxpayers List (ATL) of FBR, for the Supply, Installation, Design, Configuration,
Customisation, Implementation and Commissioning of an integrated ERP System and Training.
Bidding documents, containing details specification of items and other terms and conditions, can
be downloaded from the website of BISP, Islamabad i.e. www.bisp.gov.pk
A pre-bid meeting shall take place on October 14, 2022at 10:30AM at the below mentioned
address. The bidder may nominate and register a representative through sending email to
[email protected]
Sealed Technical and Financial proposals should be submitted in two separate envelopes placed
and sealed in one big envelope up to November 11, 2022 on or before 10:00AM am.
Technical proposal will be opened on the same day i.e. November 11, 2022 at 10:30AM in the
Committee Room of BISP, Islamabad in the presence of bidders/their representatives, who
would care to be present at the time of opening of bids. Financial proposals will be opened later
on, after the completion of technical evaluation procedures. The proposals received after due
date and time will not be considered.
Director Procurement
Benazir Income Support Programme (BISP)
Islamabad
Address: F-Block, Pak Secretariat
Islamabad
Pakistan
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Data Sheet
Bid Selection Method The method of selection is: Quality and Cost Based
Selection (QCBS). RFP can be downloaded from:
www.bisp.gov.pk
Bid Security 2% bid security of the total quoted price
Deliverables  Project Charter, Project Schedule (WBS)
 Fortnightly Progress Reports
 Inception Report
 Gap Analysis Report, Data Migration Plan
 Installation of ERP System at BISP Islamabad
 Integration with Third party Banking Systems / Micro Payment
Gateways (Raast) and tools deployed in the premises of BISP like
e-Office
 Training material
 Training and UAT at BISP Islamabad
 Data migration and customization and development of MIS reports
 1-month parallel run at BISP Islamabad and other sites
 Deployment of technical staff for six months
 Training and technical documentation
Contact Person For queries/ clarifications, if any please contact:
Mr. Shahid Ali
[email protected]
CC to:
[email protected]
On-site deployment of The successful bidder will deploy technical personnel, at
technical support personnel minimum, at BISP HQ to provide hand holding and first
level support for the ERP System implemented at BISP.
Language Proposals should be submitted in English language
Currency All prices should be quoted in Pak Rupees
Estimated Time The estimated time for completion of the assignment is: 22
months from the award of the contract
One year warranty will start from the date of completion of
the assignment
Taxes As applicable according to the prevailed rules of FBR
Proposal Validity Proposals must remain valid for 120 days after the
submission date
Bidder must submit Four (04) copies of both technical and financial proposals.
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(One Original and three Photocopies)

A printable and searchable PDF copy of technical proposal
in a USB flash drive.
Technical and financial proposals should be submitted in
separate envelopes and USB thumb drive (Financial
proposal must be password protected, password will be
emailed by the bidders to BISP once technical evaluation is
complete, approved and published publicly) must be part of
technical proposal and should be clearly marked “Supply,
Installation, Design, Configuration, Customisation,
Implementation and Commissioning of an integrated
ERP System and Training”.
Proposal Submission Director Procurement
Address BISP HQ, F-Block, Pak Secretariat, Islamabad
Submission Date & Time Both Technical proposal & Financial bid must be submitted
in two different sealed envelopes on or before November
11, 2022 at 10:00AM.
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Table of Contents
1. Abbreviations / Acronyms and Definitions.................................................................................................
2. Project Overview..................................................................................................................................... 12
2.1 About BISP.................................................................................................................................... 12
3. Project Objectives and Background........................................................................................................ 13
3.1 Assignment Objectives.................................................................................................................. 13
3.2 Context.......................................................................................................................................... 13
3.3 Background................................................................................................................................... 13
4. Scope of Work......................................................................................................................................... 15
4.1 In Scope Locations........................................................................................................................ 15
4.2 General......................................................................................................................................... 16
4.3 Preliminary Project Plan................................................................................................................ 17
4.4 ERP Implementation Strategy....................................................................................................... 17
4.4.1 Hardware and Infrastructure sizing and specification recommendations............................18
4.4.2 Server Infrastructure and OS.............................................................................................. 18
4.4.3 ERP Environments.............................................................................................................. 20
4.4.4 ERP System Tiers............................................................................................................... 21
4.4.5 ERP Software Specification & Integration with Existing System.........................................21
4.4.6 Meetings and Reporting...................................................................................................... 21
4.4.7 Business Intelligence and Reporting...................................................................................22
4.4.8 Conference Room Pilot....................................................................................................... 22
4.4.9 Solution Design................................................................................................................... 22
4.4.10Trainings............................................................................................................................. 22
4.4.11Implementation, Data Conversion and Integration Services...............................................23
4.4.12Data Entry and Conversion/Migration.................................................................................24
4.4.13Reporting Requirements..................................................................................................... 24
4.4.14Licensing............................................................................................................................. 24
4.4.15Documentation.................................................................................................................... 24
4.4.16Testing................................................................................................................................ 24
4.4.17Support and Maintenance................................................................................................... 25
4.4.18Change Management......................................................................................................... 26
4.4.19Risk Monitoring, Management and Mitigation.....................................................................26
4.5 ERP Implementation Phases........................................................................................................ 27
4.5.1 Project Kick Off Meeting...................................................................................................... 27
4.5.2 ERP System Implementation Project Planning...................................................................27
4.5.3 Business Requirement Analysis Phase...............................................................................27
4.5.4 Business Requirements Mapping Phase............................................................................28
4.5.5 Design Phase...................................................................................................................... 28
4.5.6 ERP System Setup Phase.................................................................................................. 29
4.5.7 Development/Customisation Phase....................................................................................29
4.5.8 Conference Room Pilot....................................................................................................... 30
4.5.9 Rework and Testing Based on CRP Sessions....................................................................30
4.5.10Development Phase............................................................................................................ 30
4.5.11Data Conversion Phase...................................................................................................... 30
4.5.12Training Phase.................................................................................................................... 31
4.5.13Testing Phase..................................................................................................................... 31
4.5.14Rollout Strategy.................................................................................................................. 31
4.5.15Go Live Phase.................................................................................................................... 31
4.5.16Post Go Live Support Phase...............................................................................................32
4.6 Project Timeline............................................................................................................................ 32
4.7 Documents Submission Requirements......................................................................................... 33
4.7.1 Approach............................................................................................................................. 33
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4.7.2 Project Planning.................................................................................................................. 33

4.7.3 Rollout................................................................................................................................. 34
4.7.4 Deliverables........................................................................................................................ 34
4.8 Priority Matrix for Deployment....................................................................................................... 34
5. Functional & Other Requirements........................................................................................................... 36
5.1 Workflow & Data Archiving System............................................................................................... 36
5.1.1 File Tracking and Workflow System....................................................................................36
5.1.2 Document Imaging & Archiving System..............................................................................37
5.1.3 Others................................................................................................................................. 37
5.2 User Management System............................................................................................................ 37
5.3 Financial and Accounting Management System...........................................................................38
5.3.1 General Ledger................................................................................................................... 39
5.3.2 Budget Module.................................................................................................................... 41
5.3.3 Accounts Receivable.......................................................................................................... 41
5.3.4 Accounts Payable............................................................................................................... 42
5.3.5 Cash Management Module.................................................................................................42
5.3.6 Fixed Assets Module........................................................................................................... 43
5.3.7 Imprest/Contingency Fund Module.....................................................................................44
5.4 Integration Requirements.............................................................................................................. 44
5.4.1 Payment Systems............................................................................................................... 44
5.4.2 Micro Payment Gateway..................................................................................................... 45
5.5 Human Resource Management System.......................................................................................45
5.5.1 Employee Module............................................................................................................... 46
5.5.2 Job Profile........................................................................................................................... 46
5.5.3 Recruitment and Selection.................................................................................................. 47
5.5.4 Training and Capacity Enhancement..................................................................................47
5.5.5 Appraisals/ Performance Management...............................................................................48
5.5.6 Employee Self Service (ESS) Module.................................................................................48
5.5.7 Housing and Accommodation Module................................................................................48
5.5.8 Leave Management............................................................................................................ 49
5.6 Payroll System.............................................................................................................................. 49
5.6.1 Basic Salary Module........................................................................................................... 51
5.6.2 Loan Management Module.................................................................................................51
5.6.3 Income Tax Module............................................................................................................ 52
5.6.4 General Provident Fund Module......................................................................................... 52
5.6.5 Benevolent Fund Module.................................................................................................... 52
5.6.6 Pension Module.................................................................................................................. 53
5.6.7 Final Settlement Module..................................................................................................... 53
5.7 Procurement System..................................................................................................................... 53
5.8 Inventory System.......................................................................................................................... 55
5.9 Monitoring & Evaluation (M&E) System........................................................................................56
5.10 Project Management System........................................................................................................ 57
5.11 Document Management System................................................................................................... 58
5.11.1Templates........................................................................................................................... 59
5.11.2Work Flow........................................................................................................................... 59
5.11.3Reports............................................................................................................................... 59
5.11.4System Requirements......................................................................................................... 59
5.12 Learning Management System..................................................................................................... 61
5.12.1Integration:.......................................................................................................................... 62
5.12.2Administration:.................................................................................................................... 62
5.12.3Tracking and Reporting:...................................................................................................... 62
5.12.4Assessment & Testing Tools:..............................................................................................62
5.12.5Compatibility and Supported Devices:................................................................................62
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5.12.6Communication:.................................................................................................................. 63
5.12.7Course Interactivity:............................................................................................................ 63
5.12.8User Registration:............................................................................................................... 63
5.12.9Compliances:...................................................................................................................... 63
5.12.10 Content management:................................................................................................ 63
5.12.11 Content/Modules Development:.................................................................................63
5.12.12 Video Lectures........................................................................................................... 63
5.12.13 Examinations / Assessments:....................................................................................65
5.12.14 Miscellaneous:........................................................................................................... 65
5.13 Customized Report Generator...................................................................................................... 65
5.14 Training Management System...................................................................................................... 66
5.14.1Training Needs Analysis..................................................................................................... 66
5.14.2Annual Plan......................................................................................................................... 66
5.14.3Annual Training Plan........................................................................................................... 66
5.14.4Training Implementation...................................................................................................... 66
5.14.5Trainee Records/Scheduling...............................................................................................66
5.14.6Trainee Evaluation.............................................................................................................. 66
5.14.7Nomination.......................................................................................................................... 67
5.14.8Allocation............................................................................................................................ 67
5.14.9Search................................................................................................................................. 67
5.14.10 Management Information System..............................................................................67
5.14.11 Admin......................................................................................................................... 67
5.14.12 Calendar.................................................................................................................... 67
5.14.13 Mass Messaging........................................................................................................ 67
5.14.14 General Features....................................................................................................... 67
5.15 Enterprise Portal........................................................................................................................... 68
5.16 Integration Requirements.............................................................................................................. 69
5.16.1National Socio Economic Registry......................................................................................69
5.16.2Payment Systems............................................................................................................... 69
5.16.3Oracle Business Intelligence (OBI).....................................................................................69
5.16.4Complaint Management/Grievance Redressal System.......................................................69
5.16.5Project Management Tool................................................................................................... 70
5.16.6Micro Payment Gateway..................................................................................................... 70
6. General Requirements............................................................................................................................ 71
6.1 Bid Security................................................................................................................................... 71
6.2 Performance Guarantee................................................................................................................ 71
6.2.1 Integration Requirements.................................................................................................... 72
6.2.2 Licensing Requirements...................................................................................................... 72
6.2.3 Common Function Requirements.......................................................................................74
6.2.4 Non-Functional Requirements............................................................................................ 74
6.3 Joint Ventures / Consortia............................................................................................................. 80
6.4 Presentations................................................................................................................................ 80
6.5 General Requirements and Information for Proposal Submission.................................................80
6.6 Project Contact.............................................................................................................................. 81
6.7 Resources Required..................................................................................................................... 82
6.7.1 Project Manager.................................................................................................................. 82
6.7.2 ERP Application System Administration..............................................................................82
6.7.3 ERP Developer................................................................................................................... 83
6.7.4 ERP Functional Support...................................................................................................... 83
6.8 Available Budget / Contract........................................................................................................... 83
7. Proposal Requirements........................................................................................................................... 84
7.1 Section One – Transmittal Letter................................................................................................... 84
7.2 Section Two – Experience and Qualifications...............................................................................84
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7.3 Section Three – Outline Strategies and Options...........................................................................84

7.4 Section Four – References........................................................................................................... 85
7.5 Section Five – Estimated Project Timeline and Pricing.................................................................85
7.6 Project Schedule & Deliverables................................................................................................... 88
8. Proposals Evaluation............................................................................................................................... 93
8.1 Preliminary Examination/Qualification...........................................................................................93
8.2 Selection Criteria........................................................................................................................... 94
8.3 Final Evaluation............................................................................................................................. 95
9. Contract Terms & Conditions.................................................................................................................. 96
9.1 Legal Requirements...................................................................................................................... 96
9.2 Customisation............................................................................................................................... 96
9.3 Stakeholders Access..................................................................................................................... 96
9.4 Inspections and Tests................................................................................................................... 96
9.5 Delivery......................................................................................................................................... 96
9.6 Warranty....................................................................................................................................... 96
9.7 Payment........................................................................................................................................ 97
9.8 Confidentiality Statement.............................................................................................................. 97
9.9 Delays in the Supplier’s Performance...........................................................................................97
9.10 Liquidated Damages..................................................................................................................... 97
9.11 Termination for Default.................................................................................................................. 97
9.12 Integrity Pact................................................................................................................................. 98
9.13 Force Majeure............................................................................................................................... 98
9.14 Termination for Insolvency............................................................................................................ 98
9.15 Termination for Convenience........................................................................................................ 99
9.16 Settlement of Disputes.................................................................................................................. 99
9.17 Limitation of Liability...................................................................................................................... 99
10.Annexure – Bidding Forms.................................................................................................................... 100
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1. Abbreviations / Acronyms and Definitions
Acronyms Description
AAO Assistant Accounts Officer
ACR Annual Confidential Report
AGPR Accountant General Pakistan Revenues
AJK Azad Jammu and Kashmir
AO Accounts Officer
AP Accounts Payable
API Application Programming Interface
AR Accounts Receivable
BI Business Intelligence
BISP Benazir Income Support Programme
BOQ Bill of Quantity
BPM Business Process Management
BRD Business Requirements Document
CCT Conditional Cash Transfer
CCT Conditional Cash Transfer
CI Complimentary Initiatives
COD Certificate of Deposits
CP Career Planning
CPS Contingent Paid Staff
CRP Conference Room Pilot
CSV Comma Separated Value
CT Cash Transfer
CV Curriculum Vitae
DA Daily Allowance
DB Database
DDO Drawing and Disbursing Officer
DG Director General
DIR Director
DMS Document Management System
EM Employee Module
EOBI Employees' Old-Age Benefits Institution
EOI Expression of Interest
ERP Enterprise Resource Planning
ESSI Employees’ Social Security Institution
F&A Finance and Accounts
FABS Financial Accounting and Budgeting System
FI Financial Institution
FMS Financial Management System
GL General Ledger
GOP Government of Pakistan
GPF Group Provident Fund
GRN Goods Received Note
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HQ Head Quarters
HR Human Resource
HRM Human Resource Management
HRMIS Human Resource Management Information System
HTML Hypertext Markup Language
IDP Internally Displaced Person
IR Intermediate Results
JSON JavaScript Object Notation
JV Joint Venture
KPI Key Performance Indicator
LMA Limited Mandate Account
LOC Line of Control
MIS Management Information System
MPG Micro Payment Gateway
MS Micro Soft Corporation
NADRA National Database and Registration Authority
NITB National IT Board
NTN National Tax Number
NSER National Socio Economic Registry
NTC National Telecommunication Corporation
OEM Original Equipment Manufacturer
PDF Portable Document Format
PDK Portal Development Kit
PER Performance Evaluation Report
PIFRA Project to Improve Financial Reporting
PMO Project Management Organisation
PO Purchase Order
PPRA Public Procurement Regulatory Authority
QC Quality Control
QCBS Quality and Cost Based System
RDBMS Relational Database Management System
REST Representational State Transfer
RFP Request for Proposals
RFQ Request for Quotation
RM Risk Management
RMMM Risk Monitoring, Management and Mitigation
RSPN Rural Support Programmes Network
SAP Systems Applications and Products in Data Processing – a tier 1 ERP System
SDGs Sustainable Development Goals
SIT System Integration Testing
SI System Integrator
SMS Short Messaging Service
SRS Software Requirements Specifications
SSL Secure Sockets Layer
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TA Travel Allowance
TDR Term Deposit
UAT User Acceptance Testing
UCT Unconditional Cash Transfer
URL Uniform Resource Locator
WBS Work Breakdown Structure
WDV Written Down Value
XML Extensible Markup Language
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2. Project Overview
Benazir Income Support Programme (BISP), Islamabad is soliciting proposals from ERP
Implementing firms to acquire integrated ERP System including, configuration, customization,
integration, testing, Implementation, training, etc. for the automation of BISP Islamabad and its
business processes.
2.1 About BISP
The Government of Pakistan launched the Benazir Income Support Programme (BISP) in July
2008 to serve as the premier national safety net institution with the primary objective of
consumption smoothing and alleviating adverse effects of slow economic growth. The country at
that time was experiencing rapid food price inflation, with prices of basic necessities reaching a
30-year high, and economic fallout from the global financial crisis. The Programme targets cash
transfers to vulnerable and deserving women and their families from the poorest households
across the country irrespective of political affiliations, racial identity, geographic location, and
religious beliefs. The long-term objectives include meeting the targets of the United Nations
Sustainable Development Goals (SDGs) on eradicating extreme and chronic poverty and
empowering women.
The Programme was established through an Act of Parliament and works under the executive
patronage of the Prime Minister of Pakistan and chief patronage of the President of Pakistan. The
goals of the Programme are as follows:
1. Enhance financial capacity of poor people and their dependent family members;
2. Formulate and implement comprehensive policies and targeted programmes for the uplift
of underprivileged and vulnerable people; and
3. Reduce poverty and promote equitable distribution of wealth especially for the low-
income groups.
4. BISP has the largest database of the poorest households in Pakistan which is the output
of the first national door-to-door poverty survey. This data is used for the planning
poverty alleviation and social protection development policies and programmes and has
been shared under protocols with various international and national organizations for
research purposes.
5. BISP operates nationwide through a network of 385 tehsil offices, 33 divisional offices,
six regional offices, and its headquarters in Islamabad.
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3. Project Objectives and Background
3.1 Assignment Objectives
The objective of this assignment is to identify and select an ERP Implementing firm with proven
experience in developing and implementing Enterprise Resource Planning System. The ERP
Implementing firms will provide off-the-shelf solution which can be deployed and implemented
in a shortest span of time. The ERP Implementing firms will perform an analysis of BISP’s
current environment, business processes and organizational strategy prior to the deployment of
the software.
The high-level objectives of acquiring an ERP System are as follows:
 To unify multiple siloed business functions in a single solution and enhance
the role of Finance in BISP
 To automate financial reporting and reconciliation, positioning Finance as the
single source of truth for all financial information
 To reduce the time and effort of BISP's workforce in carrying out daily
operations, resulting in cost efficiency
 To ensure system based real-time reconciliation of BISP payments through
FIs
3.2 Context
The ERP solution is an essential requirement to meet the above stated objectives and address key
gaps, including:
 Significant time consumed in manual data entry, creating high risk of errors
 No integration of key systems for planning and management
 Non-availability of proper real-time reconciliation and reporting, resulting in
delayed decision making and planning
 Continuous investment in siloed solutions for HR and F&A wings
 Non-productive efforts and inefficiencies with interrupted workflows
 Lack of visibility and dependency on individual reports for senior
management
 Poor quality of reports due to manual processing
 Absence of a single dashboard view for the management to make timely
decisions.
3.3 Background
BISP systems currently operate in silos with very little integration; finance function has a few
but very limited systems, as a result of which they play a limited role in the organization. BISP
needs an ERP system:
 To unify multiple siloed business functions in a single solution and enhance
the role of Finance in BISP
 To automate financial reporting and reconciliation, positioning Finance as the
single source of truth for all financial information
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 To reduce the time and effort of BISP's workforce in carrying out daily
operations, resulting in cost efficiency
 To ensure system based real-time reconciliation of BISP payments through
FIs
 An ERP application will integrate internal functions of the organization,
allowing the F&A wing to operate more effectively and provide timely reports
including reconciliation
 An ERP system is a key initial step towards allowing for system -based
efficient reconciliation of beneficiary payments
 BISP also requires a comprehensive reconciliation solution integrated with the
ERP system, to effectively reconcile payments and disbursements
Key ERP modules are recommended for BISP, to create operational and reporting efficiency in
line with best practices.
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4. Scope of Work
Benazir Income Support Programme (BISP) Islamabad intends to have off-the-shelf, web based
and scalable Enterprise Resource Planning (ERP). Users of HQ will access these centralized
web-based services through intranet platform, however remote side users of Regional and other
remote offices will access these services using Internet / VPN. The main components and
deliverables of the assignment are as follows:
 Conduct Gap Analysis for system / modules
 Configure software as per BISP requirements
 Installation and deployment of software
Training and UAT of the software
 Implementation and live run of software
 Warranty support for 1 year
 Technical support services after warranty for 3 years
BISP currently uses various IT systems that work independently of each other. Given below is an
overview of various software packages and in-house developed software that are in use.
 HRMIS written in Oracle / Developer 2000
 QuickBooks for Financials
 SPSS being used by Monitoring and Evaluation.
 Android applications with MYSQL/Oracle backend for client interfacing
 .NET / C# based solutions with Oracle database for financial synchronization between
banks and the fund transfer records under various schemes
 AGPR deployment of SAP component for financial reconciliation
 E-Office deployed by Ministry of IT for File Movement
While most of these components have been developed in-house, they work mainly independent
of each other, thereby creating separate entities with little or no integration between them.
Further, most of these applications have been developed to cater one specific function based on
the workflow defined on a single pattern. The level of flexibility is very little in these systems
and this generates problems like reconciliation which is required at various/different levels.
4.1 In Scope Locations
Following is the list of in-scope locations:
1. BISP HQ, Islamabad

2. BISP Regional and other offices, as given below
Functional
Attached with Located in Total
Region / Division / offices in Non
Offices Divisional Government Functional
Tehsil hired Functional
Offices Buildings Offices
buildings
1. Punjab
Regional Office 01 01 01
Divisional Offices 09 09 09
Tehsil Offices 140 132 08 Nil 140
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Functional
Attached with Located in Total
Region / Division / offices in Non
Offices Divisional Government Functional
Tehsil hired Functional
Offices Buildings Offices
buildings
2. Sindh
Tehsil Offices 121 47 07 26 41 80
3. AJ&K
Divisional Offices 03 02 01 03
29 (02 Tehsil
Thorar
Tehsil Offices 31 merged with 02 Nil 31
Tehsil
Mong)
4. Gilgit-Baltistan
Divisional Offices 02 01 01 02
Tehsil Offices 25 23 02 Nil 25
5. KPK
70 (11 of-
Tehsil Offices 102 fices adja- 07 07 18 84
cent Tehsil)
6. Baluchistan
24 (01 Tehsil
Sherani
Tehsil Offices 57 05 22 06 51
merged with
Zhob)
Total 517 364 33 55 65 452
4.2 General
Firms must have expertise in Supply (ERP Licenses & Media), Installation, Implementation,
Customization; Training & Support (Product and Onsite) of a tier-1 commercial off-the-shelf
integrated ERP. BISP has a data center located at its HQ in Islamabad. It also has servers housed
in NADRA and NTC data centers. The following components should be considered in scope
during planning phase of the project:
1. Hardware and Infrastructure sizing and specification recommendations by reusing the

existing available hardware.
2. ERP Software specification to include the existing functionality available via various in-
house deployed software packages.
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3. ERP Software Media and licenses.

4. Original Equipment Manufacturer (OEM) based trainings.
5. Implementation, Data Migration / Conversion and Integration services.
6. Product Support and On-Site Maintenance.
Successful bidder will provide sufficient staff with appropriate skill sets to meet the requirements
of this project unhindered and avoid delays. It should be noted that in the case of budgetary con-
straints BISP may decide to go for open source solution and develop an internal implementation
team.
4.3 Preliminary Project Plan
The Preliminary Project Plan must address the following topics:
1. Project Organization and Management Plan, including management authorities,

responsibilities, and contacts, as well as task, time and resource-bound schedules (in
GANTT format);
2. Business Process Review and System Design Plan;
3. Delivery and Implementation Plan;
4. Data Requirements Gathering Plan
5. Data Migration Plan;
6. Quality Assurance Plan;
7. Measurement Tools and Processes proposed for monitoring;
8. Risk Management Plan and Procedures;
9. Change Control Process and Procedures;
10. Training Plan;
11. Pre-commissioning and User Acceptance Testing Plan;
12. Operational and Final Acceptance Testing Plan;
13. Change Management Plan;
14. Testing and Quality Assurance Plan;
15. Warranty Defect Repair Plan;
16. Technical Support Service Plan;
17. Post Warranty Service Plan;
18. Any Requirements to be met by BISP;
19. Detailed description of additional Hardware Requirements for hosting and System use to
be met by BISP (Selected bidder will not provide any hardware)
4.4 ERP Implementation Strategy
Our recommended strategy for ERP implementation is based on Phased rollout where transition
happens in phases and users move step-by-step. Under this strategy BISP will shift to the ERP
System in scheduled sequence of steps over a time period of 22 months after contract execution.
Since BISP has many sites, the phased approach offers us opportunity to choose a pilot site,
which is BISP HQ – Islamabad, where ERP System will be implemented first. We will start at
the HQ and then move to Regions, Divisions and Tehsil offices etc.
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Implementation roll out in all remote offices will have to be completed in 10 months after go live
happens in the HQ. Bidders are required to provide a complete resource loaded project plan in
which implementation happens in parallel in various sites to meet the timelines.
4.4.1 Hardware and Infrastructure sizing and specification recommendations
The scope of the activities and deliverables requested from bidders in terms of the ICT
infrastructure for the ERP System:
a) Procurement, Installation, Configuration and Deployment of Hardware and

Software for all environments as given in 4.4.3 and recommendations/ sugges-
tions of all hardware specifications.
b) The ICT infrastructure requirements exclude requirements for end-user

computing (e.g. office LANs, desktop computers, printers).
This includes recommendation & sizing configuration of Hardware, Infrastructure and provision
of maintenance and support. Bidder shall setup the required infrastructure for Development,
Testing, Quality, Production and Backup environments for the BISP ERP on the machines to be
procured under this bidding per the specifications to be provided by the bidders. The
infrastructure may be located in BISP’s data center housed in BISP’s headquarters or NTC data
center in Islamabad.
Successful bidder will develop the architecture blueprint for the ERP implementation project.
The main purpose of the document is to develop a high-level architecture diagram which reflects
all the components of the proposed system and their interdependency and relationships with
other internal and external entities. Hardware based on the target infrastructure shall be arranged
and delivered by the bidder in early phase of the project so that it can be managed within the
timelines planned for it.
Successful Bidder will be required to configure the assigned Hardware and IT infrastructure,
such as Servers, Storage etc. to host ERP System and other modules etc. in early phase of the
project when ERP System implementation starts at the pilot site.
4.4.2 Server Infrastructure and OS
Under this RFP the ERP system together with all the required software tools such as databases
etc. will be hosted on the hardware to be proposed in the proposals and provided by the winning
bidder.
Servers are required to run BISP’s Directory Services, Domain Name System, File server,
Database Server(s), Proxy Server, Dynamic Host Configuration Protocol (DHCP) Service, FTP
Services etc. and complete ERP System and other modules as mentioned in this RFP, using
Linux Operating System. The Servers and/or the Blade Chassis (BC) populated with Blade
Servers will be placed in the BISP data center. The number of blade servers can be increased or
decreased depending on the usage. Support for virtualisation at the servers’ processor level is
required. Additionally complete solution including Management Software Suite with plug-in
support for Blade enclosure and blade servers is also needed. Communication will be at 40
GB/sec and the LAN switch modules in the BC will enable the servers to communicate at 10
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Gbps data rate. SSDs will be installed in the blade servers since they tremendously improve the
Input Output per second (IOPS) performance of the blade servers. They will be helpful in
achieving high performance. SSDs in SAN Arrays will also help accelerators I/O.
As an option to Blade Servers or as an additional deployment Rack Mounted (RM) servers of

comparable specifications can also be procured for a working solution and to keep the cost of
purchase optimal. IP KVM solution will be needed for RM servers. Both Blade Servers solution
and Rack Mount Servers can be used separately for all ERP Primary and DR environments. In
BISP’s Data Center 4 Physical Servers will be used, which will all be virtualised with VMWare.
Physical Servers
4 Socket Server (4 processors) Intel Xeon Operating System Details
Silver 4210 or above
Services Qty
ERP Servers # 1-3 3 Ubuntu Linux or RedHat Four 4-socket
All Environments (App and DB) Linux servers (4
RAM: 512GB in each server processors each)
SSDs: Two SSDs of 4TB each in
every servers
vSphere latest Edition
ERP Servers # 4 1 Ubuntu Linux or RedHat Four 4-socket
vCenter Server Linux servers (4
RAM: 128GB in the server processors each)
SSDs: Two SSDs of 2TB each in
theserver
vCenter ESXi v7.0.
Virtual Servers Requirements:
Physical Servers Virtual Servers

using VMware vSphere or
equivalent OS
Name Qty Name Qty Services
Server #1 (4 1 VM#1 1 ERP Production RedHat Enterprise Linux

processors) Environment latest / Ubuntu Linux.
INTEL XEON VM#2 1 Other modules Pro- RedHat Enterprise Linux
SILVER 4210 duction Environ- latest / Ubuntu Linux.
OR ABOVE ment
Server #2 (4 1 VM#3 1 ERP RedHat Enterprise Linux
processors) Development latest / Ubuntu Linux.
INTEL XEON Environment (App
SILVER 4210 and DB)
OR ABOVE VM#4 1 Other Modules RedHat Enterprise Linux
Development latest / Ubuntu Linux.
Environment (App
and DB)
VM#6 1 ERP Training RedHat Enterprise Linux
Server latest / Ubuntu Linux.
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VM#7 1 Other Modules RedHat Enterprise Linux

Training Server latest / Ubuntu Linux.
VM#8 1 DHCP RedHat Enterprise Linux
latest / Ubuntu Linux.
VM#9 1 Squid Proxy RedHat Enterprise Linux
VM#10 1 OpenLDAP RedHat Enterprise Linux
VM#11 1 SAMBA & BIND RedHat Enterprise Linux
Server #3 (4 VM#12 1 Test Environment RedHat Enterprise Linux
processors) (App and DB) latest / Ubuntu Linux.
INTEL XEON 1 VM#13 1 The MIGRATION RedHat Enterprise Linux
SILVER 4210
Environment latest / Ubuntu Linux.
OR ABOVE
VM#14 1 DR Environment RedHat Enterprise Linux
for ERP latest / Ubuntu Linux.
VM#15 1 DR Environment RedHat Enterprise Linux
for other modules latest / Ubuntu Linux.
Server #4 (4 1 VM#16 1 vCenter Server MS Server 2022
processors) Appliance (VCSA)
INTEL XEON 7.0
SILVER 4210
OR ABOVE
VMware vSphere latest edition will be used as hypervisor for virtualization. Latest edition of
PostGres SQL will be used as the database. All software will be provided with Soft Assurance
for two years at least.
BISP requires cost proposals for any hardware or IT infrastructure such SAN based storage etc.
required to run the ERP efficiently and effectively.
Bidders must provide a Manufacturer Authorization Letter (MAL) issued by OEM for this
specific tender and in favor of BISP.
4.4.3 ERP Environments
From an ICT infrastructure perspective, the main basic components and environments will be the
following:
a. The PRODUCTION Environment which runs the required applications and
database servers on the day-to-day real environment. On the server’s side, the
nodes shall be configured in high availability using HA virtualization
technologies, load balancing and clustering.
b. The TEST Environment where quality control and tests will be done as a
previous step to deploy applications in the production environment.
c. The MIGRATION Environment to support the data migration, once finished
will be reused as a training environment.
d. The TRAINING Environment where training to de required staff on the
different modules will be done.
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e. The DEVELOPMENT Environment to be used to develop new features,

module customization, etc.
f. The DISASTER RECOVERY Environment deployed in a separate Site to
prevent for a major failure that may occur on the Primary Site. The ICT
infrastructure for the Disaster Recovery environment covers just the production
environment with the same technical characteristics and architecture than the
production environment at the Primary Site.
It should be noted that the approved deployment model for ERP System is on-premise and
virtual.
4.4.4 ERP System Tiers
The proposed ERP System shall support a multi-tier, client-server architecture in which
presentation, application processing and data management functions are distributed over multiple
layers. The preferred architecture of the Purchaser’s future ERP System shall support at least a
three-tier architecture comprising of:
a. A user interface using:

 A web browser on a workstation connecting to a web server; or a mobile application;
and/or a Thick-Client Software on a workstation;
b. An application/process logic ("business rules") layer on a separate server; and
c. A data access and storage tier handled by a database system on a further server.
d. The web, application and data access layers can each be deployed on multiple servers
for redundancy and scalability.
4.4.5 ERP Software Specification & Integration with Existing System
While various piece meal software are being used in BISP for operations like payroll generation,
banking transaction synchronization, survey tools for identification of the needy and e-Office for
intra-office file communication. A major aim of this exercise is to have a common solution
deployed for performing all the business functions of BISP. Therefore, no ERP system would be
considered complete if it does not integrate the existing software modules. The existing software
modules are developed using various technological stacks; therefore, it is also necessary to
suggest a common technology stack that can serve in a platform independent fashion and can
serve data on various front-end devices like desktop and mobile. This also raises a significant
need of data mapping / conversion and migration to the newly proposed system. The successful
bidder must therefore provide a complete path on how the activity will be organised and
integrated into off the shelf ERP being suggested.
4.4.6 Meetings and Reporting
It is required that the bidders cover this topic adequately in their technical proposals. BISP is
interested in frequent and effective communication with the various project teams and
constituent groups so that the ERP Implementation project keeps moving as planned and help
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manage everyone’s expectations. Bidders are required to provide a complete and detailed
narrative on how the bidders would strategise and implement this aspect.
4.4.7 Business Intelligence and Reporting
Establishing a robust reporting and analytics solution is a major requirement for keeping this
project on track and would ensure that key reports are available immediately upon go-live of the
system. It is required that the winning bidder uses the already implemented Oracle Business In-
telligence to create a complete inventory of key reports, verified by stakeholders.
4.4.8 Conference Room Pilot
BISP understands that not all implementations fully leverage the value of a Conference Room
Pilot (CRP) strategy, which is a key contributing factor to ERP System implementation failures.
Bidders are required to factor in CRP in the implementation process and provide details in their
proposals. Our understanding is that CRP Pilot is where bidder’s team test demonstrates and
operates the solution – the exact business processes complete with roles, responsibilities, system
settings and preferably even actual data which will demonstrate what BISP will get after go-live
at the end of the implementation project.
4.4.9 Solution Design
Functional/non-functional requirements will be developed by the bidder and reviewed by

relevant User Wings of BISP. Any change to manage the scope of the project will be done with
BISP’s consent and approval.
4.4.10 Trainings
The successful bidder shall be responsible for imparting training to BISP Core staff as master
trainers. Training courses shall include instructions, documentation, and creating ERP training
environment. The bidder shall prepare and submit a Training Schedule, identifying all courses
and provide a short description of all courses included. The bidder shall plan training so that it
corresponds with the implementation milestones, allowing BISP personnel to start operating the
ERP as soon as possible after a functional module gets implemented. BISP requires trainings for
three different groups:
 The managerial personnel who are key members of their wings and have been
nominated as the members of the functional team.
 Key-users who form the core of the super-users to be entrusted with the task of
life-scale testing the system and also training other end-users.
4.4.10.1 Training Plan

Bidders will create a training plan which will begin early and go on past the go-live date. Small
training introductions to modules can begin immediately after project kick off and a more in-
depth training schedule can continue long after the Go-Live date.
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4.4.10.2 Master Trainers

Our approach is Training of Trainers (TOT) or Train the Trainers (TTT) with the objective that
these ERP System Master Trainers will eventually train the end users (the train-the-trainer
approach). BISP will nominate appropriate staff members for TOT.
4.4.10.3 End-Users’ Training

Bidders are required to plan end-users’ training so that relevant end users can be engaged at the
right time and be trained only in their specific areas of work. Where we understand that BISP
Master Trainers will train end users, however bidder’s training resource will be available on
request, if and when required to support the Master trainers.
It is expected that materials such as live examples and live scenarios will be prepared / provided
by the selected bidder and agreed upon in advance. This training is role-based training and
should be provided for the individuals for the work performed by them.
4.4.10.4 OEM Based Trainings

Training scope includes Original Equipment Manufacturer (OEM) based trainings of ERP
application/Modules, RDBMS etc.
4.4.10.5 Key Business Users Training

There will be overviews and workshops so that project team members can gain an orientation to
the application and the ramifications it entails for their respective roles in the organization. These
overviews and workshops will equip the team with the project policy, methodology, solution
overview, functionality and other essential skills. These cover the overall functionality features
offered by ERP application.
4.4.10.6 IT Power User Training

IT power users will be the individuals who will maintain the system and make sure that it is
running in optimum condition. ERP Bidder will provide System configuration, Application
Maintenance and Administration, ERP Modules customization and deployment training to BISP
IT/MIS team. It may include certifications if and when required by the IT/MIS team.
4.4.10.7 Training Material

Each participant should be given role-based training kit, which is the main resource that will be
used for training purposes. Training may comprise of Role Based User Manuals, Help Videos
etc. All trainings should be carried out on the basis of Bidder’s supplied training aids and
instructor guides.
Bidders are required to provide in-depth and complete details on training delivery and
documentation in their proposals.
4.4.11 Implementation, Data Conversion and Integration Services
The scope includes implementation of ERP applications and to fulfil BISP’s functional, non-
functional requirements, Business Function and Reports. Selection of ERP would be made on the
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basis of maximum features offered by an ERP for the functionalities required in BISP.
Functional and non-functional requirements will be revisited during the Solution Design and any
change to manage the scope of the project will be done with BISP’s consent and approval.
4.4.12 Data Entry and Conversion/Migration
BISP is aware that business processes cannot be tested end-to-end without realistic data, and
successful UAT hinges on data quality. To avoid potential delays in the UAT cycle, bidders are
required to provide data conversion design and data cleansing details in their proposals. Further,
the selected bidder shall be responsible for Data entry and Conversion of the existing data into
the required format of ERP and other modules to be developed. The successful bidder will write
any additional code if required for the purpose. Validation of the converted data at each stage,
i.e. conversion from hard copy to soft copy and after conversion to the ERP format, shall be
performed by the bidder.
All BISP data since its inception will be ported / migrated to the ERP System. BISP will provide
all existing digital data to the successful ERP Implementer for migration/porting to the new sys-
tem. Any BISP data that is in manual files may not be considered for migration under the project,
that will be taken up by BISP separately.
4.4.13 Reporting Requirements
Required reports and dashboards are to be developed by implementer and their formats would be
finalized during the analysis phase.
4.4.14 Licensing
Bidders are required to propose processors/cores etc. that will be useful in optimising licensing
costs and ensure optimal performance of the systems that would be implemented under this
project.
4.4.15 Documentation
Bidders shall be required to provide all documentation according to best practices methodology
in relation to the system implementation, configuration, system development, system integration,
system requirements, maintenance, programming, and training on the identified modules of ERP
etc. Documentation shall be included in the acceptance procedure, and should be received by
BISP as part of system implementation. Training documentation (User Manuals) shall be
received by BISP a maximum of thirty (30) days prior to the start of the first Training Class. Any
changes suggested by BISP will need to be incorporated in the above documentation.
4.4.16 Testing
The successful bidders will perform the following tests:

 Unit Testing (UT).
 System Integration Testing (SIT).
 User Acceptance Testing (UAT).
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4.4.16.1 Unit Testing (UT)

The implementer will perform Unit Testing on the build that it would prepare for BISP and share
the findings/outcomes with BISP.
4.4.16.2 System Integration Testing (SIT)

ERP System needs to be integrated with other applications / systems at BISP. Bidders will
provide details showing how this will be achieved and the risks that can arise and how they will
be mitigated.
A separate, independent System Integration Testing (SIT) will be performed prior to attempting
User Acceptance Testing (UAT). In SIT integration / data flow issues will be identified and
corrected. Otherwise, UAT will not be optimised as resources will be spent attempting to execute
UAT scripts that will not pass because of integration issues.
4.4.16.3 User Acceptance Testing (UAT)

User Acceptance Testing (UAT) is the most important phase of system implementation and it has
to be designed to ensure that the new system supports BISP’s business. Regardless of the
technicalities, the ERP System and software solution must achieve BISP’s requirements that will
in turn yield the project benefits. Testing that the solution achieves the process requirements
validates that the process requirements and related benefits are being delivered. Bidders are
required to explain the purpose of UAT and explain:
 How test cases will be built and created for BISP?

 How will the test execution happen?
It should be noted that BISP expects a number of testing cycles, which will be about three
iterations.
Bidders shall be required to provide a framework, including but not limited to, time frame and
procedures for successful achievement of Acceptance Testing. Acceptance Testing will be
carried out to ensure whether the System conforms to BISP Business needs or not. The
successful bidder shall be required to submit test procedures at least six weeks prior to
commencement of UAT. These procedures will be subject to approval of BISP. UAT shall be
conducted mutually by the successful bidder and BISP staff. Within forty-five (45) days from
completion of UAT, BISP shall give the successful bidder a written notice whether the system or
tested parts thereof are accepted or not. If the System or any tested functionality thereof is not
accepted by BISP, for not complying with the ERP or other specifications, the above written
notice shall specify the setups or functions which have been found with defects and where the
same are alleged to exist or to have occurred. A defects list will be created by BISP in
cooperation with the bidder, which the bidder will correct within a maximum time period of 30
days. The format of Defects List will be defined by the bidder in consultation with BISP.
4.4.17 Support and Maintenance
The support and maintenance scope includes:
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 Product Support for Software Applications, Database and any other licenses purchased
by BISP under this RFP;
 On-site Support.
 The successful bidder shall provide initial support of ERP product for one to three years
from the completion of warranty period against all defects/malfunctions/bugs in the
software during the whole implementation of ERP and shall make corrections and
modifications required to fix the problem during this period for the product/modules
purchased. A scope of work will be outlined at the Go-Live phase of the project of what
will be included in this support period.
 The successful bidder shall also provide a team of resident Functional and Technical
Consultants at BISP HQ during office hours throughout the implementation phase
accompanied by a team of support engineers. BISP will provide space for the
implementor’s personnel at the HQ.
 Bidders shall quote the rates for maintenance of the software license (if any) for next
two (2) years after expiration of the initial support period i.e. one (1) year.
 Bidders shall provide the list of On-Site Support staff and Price for support for three (3)
years (after the completion of One (1) Year Free Support (warranty)). Bidders shall
implement ERP System at the remaining sites according to its implementation rollout
plan during on-site support depending on the infrastructure availability. This needs to be
mutually agreed between BISP and the winning Bidder at the time of Contract.
BISP should benefit from major product and technology releases; updates, fixes, and security
alerts; tax, legal, and regulatory updates; upgrade scripts; and certification with new third-party
products and versions.
Bidder’s business consultants and technical consultants should be available for all areas of
support including systems integration, developing customized reports, implementation of new
features, training, post implementation support and functional review of reports and processes.
Help Desk Support — Bidder should also provide a Help Desk service that will co-ordinate and
respond to all service calls, track them and escalate as necessary during standard business
working hours.
4.4.18 Change Management
It is BISP’s understanding that ERP Systems and any other application software implementations
are never without problems and anything that changes the status quo is resisted since people do
not like to change. This resistance to change needs to be anticipated. Change management is an
important aspect of BISP’s ERP System implementation and the selected bidder will undertake
this work. Bidders are required to cover this very important aspect in their offers.
BISP requires bidders to develop and conduct “team” training for all ERP System
Implementation team members. It is required that Bidders will provide details on this training in
their proposals.
4.4.19 Risk Monitoring, Management and Mitigation
Bidders shall provide information on how they would embark on Risk Monitoring, Management
and Mitigation (RMMM) for the ERP System implementation project and how would they
document the Risk Management (RM) and take measures on RMMM. Selected bidder is
required to manage this aspect of the implementation project. Deliverables include:
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 Risk Register,
 Risk Management Plan,
 Managing Risks
4.5 ERP Implementation Phases
BISP understands that the phases given below would be generally followed by the successful
bidder for implementing the ERP System and any other application software. Similarly, the
deliverable given in each phase will be produced by the implementing firm. In the case if any
bidder follows a certain methodology to achieve the desired objective of a successful ERP
System implementation and operations and produce deliverables that are not exactly as
mentioned below. BISP will be willing to accept the changes provided a mapping of all
implementation phases and deliverables is done to the bidders’ own methodology pictorially and
in narrative form as well. Bidders should also note that the project may not flow in the sequence
depicted below, bidders are required to develop their own plans to cover all areas given here.
4.5.1 Project Kick Off Meeting
The successful bidder will organise a project kick off meeting at BISP premises. An in depth and
detailed presentation will be made by the winning bidder. It is required that Bidders provide a
detailed narrative on what will be covered in the kick off meeting and how it will be conducted.
Deliverable of this phase includes:
 Project kick off presentation & meeting
 Project Charter
4.5.2 ERP System Implementation Project Planning
Bidders are required to share their understanding of project planning and share a detailed project
plan for the implementation project, which must also include a detailed resource loaded GANTT
chart. The submitted project plan must cover aspects of ERP System and software
implementation, which have been mentioned in this document and from the bidders’ own
methodology. Cogent reasons and justification should be provided for any changes and/or
deviations. Deliverables of this phase include:
 Project Plan and Schedule Document
 Change Management Strategy and Communication Plan Document
 Share forms and templates to be filled by end users for discussion of solution in
Analysis Workshops
4.5.3 Business Requirement Analysis Phase
It is expected that the ERP implementing firm will:

 Identify Current Financial and Operating Structure
 Conduct Current Business Baseline
 Establish Process and Mapping Summary
 Gather Business Volumes and Metrics
 Gather Business Requirements
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 Determine Audit and Control Requirements

 Identify Business Availability Requirements
 Identify Reporting and Information Access Requirements
Bidders shall explain the understanding and documentation that will be developed in this phase
and how it would help in the successful implementation of ERP System and Software. It is
BISP’s expectation that the successful bidder will conduct Gap Analysis for system / modules to
be implemented. Deliverables of this phase include:
 As-Is / To-Be process document
 GAP document
 Document stating detailed data migration and Inbound/Outbound interface
requirements,
 Data Migration Strategy Document
 Business Processes and Procedures Design Documents
4.5.4 Business Requirements Mapping Phase
In this phase the implementor will:

 Analyse High-Level Gaps
 Prepare mapping environment
 Map Business requirements
 Map Business Data
 Conduct Integration Fit Analysis
 Create Information Model
 Create Reporting Fit Analysis
 Test Business Solutions
 Confirm Integrated Business Solutions
 Define Applications Setup
 Define security Profiles
Based on the information gathered and business processes understanding developed from
Business Requirements Analysis, mapping documents will be prepared. Bidders are required to
share templates of the documentation that would be generated in this phase. Deliverable of this
phase includes:
 Process Map document
4.5.5 Design Phase
In this phase the implementor will:

 Define Application Extension Strategy
 Define and estimate application extensions
 Define design standards
 Define Build Standards
 Create Application extensions functional design
 Design Database extensions
 Create Application extensions technical design
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 Review functional and technical designs

 Prepare Development environment
 Create Database extensions
 Create Application extension modules
 Create Installation routines
Bidders are required to provide information on what and how things would get done in this
phase. Details of documentation that would be created will be shared with BISP and Key
performance indicators will be identified. Details of which part of the system that would require
modifications should be provided. Similarly, implementor will specify which data will be
migrated and how, from the legacy system or how data will be initiated in the new system.
Deliverables of this phase include:
 Document stating detailed data migration and Inbound/Outbound interface
requirements
 Solution Design Document
4.5.6 ERP System Setup Phase
The successful bidder can utilise the Mapping document from the Business Requirements
Mapping Phase for performing configuration/setups of the ERP System. In this Phase, various
modules mentioned in the scope will be set up and high-level testing of the modules as well as
integration testing done to see whether the application runs as desired. Bidders will explain how
they will achieve this milestone in their proposals. Deliverables of this phase include:
 Set up documents
 Unit Testing reports/results
 System Integration Test cases
 Instance Strategy document
 Interface and Conversion Strategy documents
 Draft custom objects inventory list
 Installation and deployment of software
4.5.7 Development/Customisation Phase
Development of new modules and customisation of existing ERP System modules would be
embarked on in this phase. BISP wants that the successful bidder should adjust ERP System’s
critical elements in accordance with BISP’s workflow and business processes. Therefore,
customisation of the ERP System would be required to some extent. Bidders need to delve on
this subject in their proposals in order to explain the extent of customisation they can do and
what work around may be available to BISP. Bidders will explain in detail how it would be done.
Deliverables of this phase include:
 Software Requirements Specifications Document
 Software Design Document
 Solution Build and Configuration
 Setup/Build/Customisation and Integration
 Source Code
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4.5.8 Conference Room Pilot
In Conference Room Pilot (CRP) interactions with users are done to demonstrate the applications
that were configured in the prior phase. In CRP sessions users will come up with possible
business scenarios to understand the fitment of the modules to business processes, the possible
work around and the customisations needed. Deliverables of this phase include:
 Configuration documents and the changes suggested thereof
 Finalized Inventory of Customisations
 System Integration Test cases document and results, additions /modifications etc.
4.5.9 Rework and Testing Based on CRP Sessions
Based on the inputs received from interaction with users, fine tuning will be done on the set ups
and profile options of the system modules and the desired functionality is tested and validated by
the users. Deliverables of this phase include:
 Signed off configuration documents
 Signed off System Integration Test cases document and results
 ERP System and software instance
4.5.10 Development Phase
This is the phase where Reports, Interfaces, Conversions and Extensions will be developed. The
developed objects will be tested for their desired functionality, robustness and quality by the
implementer’s functional and technical experts before they are finalized and prepared for
delivery. Custom developed objects will be promoted from development environment to testing
environment for this purpose. Deliverables of this phase include:
 Functional Specs
 Technical Specs
 Registration documents
 Development executable and source codes
 Test logs
4.5.11 Data Conversion Phase
Business processes cannot be tested end-to-end without realistic data, and successful UAT also
hinges on data quality. To avoid potential delays in the UAT cycle, we need to treat data
conversion design and data cleansing as a top-priority work stream.
We are interested in finding out how the bidders will convert master, reference and transactional
data into the eventual production environment. Further, it should be explained in the technical
methodology how data quality issues, which can significantly delay the implementation program,
will be overcome. Bidders are required to cover the design, mapping, enrichment and cleansing
activities in their methodology. Bidders are required to explain the strategy for data conversion
in their proposals. Deliverables of this phase include:
 Developing documentation that shows a sound and comprehensive data conversion
process
 Scope and strategy for data conversion
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 Data ported to the new system
4.5.12 Training Phase
This is the phase where end user training happens. In this phase, key business users will be
trained as ‘trainers’ with the objective that these trainers will eventually train the end users (the
train-the-trainer approach). End-users’ training is also planned so that relevant end users can be
engaged at the right time and be trained only in their specific areas of working i.e. role-based
training. Deliverables of this phase include:
 Training Strategy
 Training Plan
 Training Documentation
 Training Delivery
 Trainees Assessments
4.5.13 Testing Phase
In this phase the successful bidder will define testing requirements and strategy; prepare testing
environments; and develop unit test scripts and perform unit test and report results to BISP. The
implementer will develop systems integration test script, prepare key users for testing and
perform systems integration test and Users Acceptance test.
ERP System needs to be integrated with other applications / systems at BISP. Bidders will
provide details showing how this will be achieved and the risks that can arise and how they will
be mitigated. Bidders will provide the relevant deliverable(s) of this phase. Deliverable of this
phase includes:
 Test Performance
 Test Reports
4.5.14 Rollout Strategy
The winning bidder will submit a roll out strategy to complete trainings in all remote offices
within the allotted time.
4.5.15 Go Live Phase
Bidders will define the Transition Strategy to ensure that the go live is not compromised,
Production Environment will be prepared from testing environment and its readiness verified.
Once production commences system performance will be measured. Any performance issues
faced will be fixed and Production System refined. In this phase any or all legacy systems will be
decommissioned. The actual transactions will be done in this instance and the interfaces to other
systems will be run. Deliverables of this phase include:
 Live Application System
 Finalized Source code of the customisations
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4.5.16 Post Go Live Support Phase
In this Phase the successful bidder will provide application support to BISP, so that the key user
group becomes well versed with the ERP System and there is stability in BISP’s daily
operations. Deliverables of this phase include:
 Live Application System
 Issue Logs and fixing results
 Stable Applications System
In this phase Warranty support for 1 year and technical support services 3 years after warranty
will be executed.
4.6 Project Timeline
For ERP: BISP intends to complete the implementation and rollout in approximately 665 days
according to phase wise implementation and rollout plan from the date of signing the contract.
The main implementation at BISP HQ should be finished during the first 358 days of the
contract.
The timeline is based on the existing requirements (see section 7.6 Project Schedule & Deliver-
ables); however bidders can suggest their timelines with proper justification and parallel tasks
should be identified in the plan
.
This Project is comprised of the following events (not conclusive):
 Project kick off
 Mobilize Team
 Project Plan
 Training
 Supply and Installation of ERP
 Prepare Gap Analysis for configuration of ERP.
 Key User Training on ERP and Server Infrastructure
 Setup/Build/Customization and Integration
 User Acceptance Testing
 End User Training
 Data Conversion - Opening Balances all sub ledgers and 3 years Financial (Balance Sheet
and Profit & Loss)
 Transition & Go-Live
Implementation duration depends on many critical factors that may result in different
implementation timelines. Main Factors that need to be considered are:
 Readiness and Acceptability of ERP systems
 Readiness of Infrastructure (Network, Hardware, Desktops).
 Availability of trained ERP resources in BISP
 User participation and acceptability to Change
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4.7 Documents Submission Requirements
Bidders must submit the following documents clearly marked; however they can opt to choose
any additional documents that are required for the bid.
4.7.1 Approach
This section describes the overall approach that is used to meet BISP’s objectives and challenges
associated with this project during the implementation phase. Following are some of the major
components of a successful implementation. Bidders are required to provide, but not limited to,
their implementation methodology to meet the following during the course of the project:
 Scope lock Approach
 Delivery Approach
 Deliverable Material
 Project Organization Structure
 Acceptance Procedure
 Project Change Control Procedure
 Risk and Issue Management Procedures
 Project Management Procedures
o Project Team BISP’s & Bidders’
o Communication Plan
o Project Reporting Plan (Weekly and Monthly reports)
o Escalation procedure
 Implementation Methodology
o Bidder should ensure successful project outcomes and will follow industry “best
practices” and these should be incorporated within Project Methodology. Bidder
should use Implementation Methodology that has a proven success track record.
The Methodology should provide a full project life cycle for configuring,
customizing and implementing ERP System to address BISP’s stated solution
requirements.
 PIR Meeting (Project Implementation Review (PIR)) Procedure
o This meeting will be convened on weekly basis to review project compliance in
accordance with the chalked-out plan
 Bidder’s Team
o Bidder team must highlight all the roles that will be used during the project
implementation and during the maintenance. Ideally a role definition from the
BISP IT team can be included as part of ERP implementation as well.
4.7.2 Project Planning
Based on the implementation methodology and the approach the bidders must provide a Project
Kick off document that will be used for supply & installation of the ERP. This section must
include the following key documents.
 Project Plan (Detailed with the Resource Allocation / Gantt Chart View)
 Gap Analysis Work plan
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 Development of BPS
 Supply / Installation plan for ERP
 End User Training Plan
 Testing
 Data Conversion / Migration plan
 Go Live / Cut over plan
4.7.3 Rollout
BISP has envisaged following stages for implementation and rollout plan
 BISP HQs, followed by
 Any two regional offices in parallel
Bidders must propose a comprehensive rollout plan based geography & module wise, so that we
know bidders’ perception and the order in which roll out will happen and when.
4.7.4 Deliverables
Deliverables as mentioned in prior sections.
4.8 Priority Matrix for Deployment
This section prioritizes the implementation of the systems and modules discussed in the
following section according to the criticality and need of the system. The priority metrics is as
follows:
Criticality Level
Sr.
System Name (High/ Medium/
No.
Low)
1. Workflow & Data Archiving System High
2. Financial Management System High
Beneficiary Payment System High
(Payment Generation/Disbursement and Reconciliation
3.
System (Integration with Banks and Raast (Micro
Payment Gateway) are part of this system))
4. Human Resource Management System High
5. Payroll System High
6. User Management System High
7. Procurement System High
8. Inventory System High
9. Monitoring & Evaluation (M&E) System High
10. Project Management System High
11. Document Management System High
12. Training Management System Medium
13. Learning Management System (LMS) Medium
14. Complaint Management/ Grievance Redressal System Medium
15. Customer Relationship Management System Medium
16. Enterprise Portal Low
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The functional and other requirements are the integral part of this scope and discussed in detail in
Section 4. It should be noted that BISP is ISO 27001 ISMS certified.
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5. Functional & Other Requirements
The features given in the requirements here are not conclusive, the selected bidder will be
responsible for eliciting requirements so that nothing is missed in the production environment.
An analytics dashboard for executives will be prepared for ready access.
5.1 Workflow & Data Archiving System
BISP is looking forward for a complete document management and archiving system which
should provide a common interface for storing documents. This document storage will on the
one hand serve as the user storage for each user defined in the system while on the other hand it
will be composed of the following sub systems:
 File Tracking and Workflow system
 Document Imaging and Archiving system
5.1.1 File Tracking and Workflow System
The salient features of the system should include but not limited to the following:
 Facility to define organizational structure, offices, departments, sections, etc.
 Facility to define various roles and designations in vogue at BISP.
 Facility to assign users with their corresponding designations which should not generate
inconsistency with the User management module and ideally the same interface should be
exposed.
 Facility to define approval hierarchy for different types of transactions / actions. The
actions here are categories of routine processes that are conducted with in BISP like
payroll generation etc.
 Facility to define different stages for different types of transactions / actions.
 Facility to map workflow stages with the transactions recorded in the core systems.
 Facility to define approval limits.
 Facility to define service level (time) for each role for the completion of each task
assigned to him.
 Facility to raise demand to initiate process where the user is allowed to enter data like
date, file number, concerned person/organization, remarks, noting, processing stages, etc.
 Facility to attach scanned documents with each stage/ process and should be stored in
archiving system.
 Facility to send and receive any communication among the users engage in the process
with read receipt.
 Facility to store document reference of transactions recorded in the core systems with the
stages defined for each case/ demand. Alternative, the user will select the demand
reference while creating transaction in the core system.
 Facility to define additional charge in case of the non-availability of primary responsible
person.
 Facility to see any action item marked to him for any further action. The user is also able
to perform the following actions:
o Add notes
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o Prepare Drafts
o Recommendations, etc.
 Facility to generate alerts in case the tasks is not completed in the due course of time.
 Auto closure of case/ demand upon completion of last stage.
 Facility to monitor the status of each case/ demand raised by the requesting person.
 Facility to integrate with the mobile application of BISP.
5.1.2 Document Imaging & Archiving System
 Document Imaging and Archiving system will be integrated with Document Management
System (DMS), the File Tracking and Workflow system to capture and store the
documents with reference to various stages of each case / demand.
 Facility to scan images along with tags such as document case/ demand number, subject,
date & time, keyword, etc.
 Facility to attach other documents such as PDF, Word, Excel Sheets, etc.
 Facility of auto-indexing to facilitate search.
 Facility to retrieve documents based on different search tags defined in the system.
5.1.3 Others
 Facility to import entities including files / file contents (notings, attachments, images) /
documents from the existing e-Office suite
 Facility to scan documents using OCR technology, so that search can be performed on
the text.
5.2 User Management System
 Facility to maintain user profiles.
 Facility to process requests for granting/ revoking access rights.
 Facility to manage access rights at the following levels:
o Modules
o Menu
o Setups
o Transactions
o Reports
o Data
o Button
 Facility to maintain multi role base access i.e. need to know basis like edit, entry, view,
entry & view, edit & view and all.
 Facility to define user groups to define roles and access rights. Once a user is assigned to
a particular group all the access rights given to group can be assigned to the particular
user.
 Facility to control access by location wise, department wise, section wise, etc.
 Facility to log users along with their activities with date and time stamp.
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 Facility to generate logins in batch mode, where multiple logins can be generated for
multiple officials at once.
 Facility to allow users to change passwords
 Facility to define policies related to password strength, password change.
 Facility to grant/ revoke/ modify access rights.
 Facility to maintain audit log of all activities performed by a user.
5.3 Financial and Accounting Management System
DG Finance and Accounts is the head of the Accounts and Finance departments of BISP and is
responsible to control and monitor financial activities. BISP has one Drawing & Disbursing Of-
ficer (DDO) where basic accounting transactions are recorded and compiled. A major source of
funds of BISP is from the Government of Pakistan. These funds are then utilized for payments to
eligible beneficiaries and internal BISP payments.
All these transactions are processed at the HQ to prepare trial balance and BISP accounts. BISP
intends to implement an integrated solution to capture all expenditure data from HQ and from the
field formations and link this with BISP application where it will be processed into a consolid-
ated database. The consolidated database at BISP will facilitate timely consolidation of financial
reports and help further analysis for strategic decision support. The consolidated database should
reduce paper work, increase the accuracy and timeliness of the flow for decision making, support
trends of strategic importance and provide better analytical tools for end users. General features
of out of the box integrated Accounting Modules should include:
 A Facility to run online enabling retrieval of required information by all users including
executives and management.
 Be centralized under a main server located at the premises of [BISP Head Office, Is-
lamabad]. The administrator can allocate the access to users as per BISP policy.
 Adequate security to avoid any pilferage/hacking or virus problem etc. The system must
have the ability to keep backups of the data at desired levels.
 All modules and sub-modules should be fully integrated with each other having the cap-
ability to import and export data to and from other applications like MS Word, MS Excel,
CSV and HTML etc.
 The use of existing Chart of Accounts and prevailing formats of the Bidding firm may be
used for parameterization of relevant modules.
 Flexibility to convert all existing manually prepared reports and capability to generate
further reports as per requirements of management.
 Budget control/appropriation head wise
 Income Tax and sales tax calculation
 Beneficiary payment management and Bank Accounts Management
 Provident Fund Accounting
 Foreign Currency Transactions
 Loans Accounting
 Bill of Material
 Fixed Assets Accounting
 Planning & Budgeting
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 Accounts Reconciliation
 Financial Statements
o Balance Sheet (Statement of Financial Position)

o Revenue and Expenses Account (Statement of Financial Performance)
o Cash Flow Statement
o Statement of Budget and Actual Expenditure
o Statement of Comparison of Actual Expenditure — Cash Basis and Accrual Basis
o Reconciliation of Actual Expenditure on Cash Basis and Accrual Basis on IPSAS
The Financial Management System (FMS) should be implemented for the following functional
areas:
 Main HQ Accounting
 Regional, Divisional and Tehsil Offices
 GP Fund Accounting
 CP Fund
 Benevolent Fund Accounting
 Pension Fund Accounting
 Gratuity
 Grants management including receipts and allocation of funds
 All types of Advances
5.3.1 General Ledger
The General Ledger (GL) system will be fully integrated with all other modules having financial
effects such as Loan Accounting System/Module, Payables, Receivables, Human Resource Sys-
tem, Fixed Assets, etc. The integration will be done to the extent that any financial transaction
generated by other modules, will be periodically posted into the control accounts in the GL. The
GL system will have the following salient features:
 The General Ledger should support cash basis/ double entry system on accrual basis.
 Provision to maintain financial accounts of multiple offices/ entities/ employee funds
within the same database thereby helping the user to consolidate the financial information
at Group level.
 Facility of maintaining multiple years of data jointly allowing previous and current year's
data to be accessed simultaneously.
 Handling of multi-level chart of accounts with the flexibility of defining user specific
structure of the chart of accounts in line with the requirements set-out by PIFRA (under
controller general of accounts, GOP) by devising new accounting model.
 Providing multi-level cost center structure to record transactions with reference to differ-
ent segments like department, offices, etc. to produce segment wise analysis.
 Calendar with user-defined financial periods according to reporting requirements of
BISP.
 Facility to define standard vouchers with customized printing options.
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 Facility of standard transaction narration on single keystroke for each voucher type.
 Full screen-editing facility while entering data.
 Provision to define month end vouchers as 'reversible' at the opening of subsequent finan-
cial period.
 Providing options whether to maintain automatic numbering of all documents or user
entered document number.
 Powerful password protection for all activities.
 Facility to lock entered data to protect against any changes.
 Provision for standard/ recurring vouchers.
 Flexible user defined on-screen inquiries to analyse the entered vouchers with different
logical operators and filters.
 Automatic calculation of excess/ shortage of funds at year-end (temporary or permanent)
and update of user defined Profit account with corresponding printing of Journal
 Voucher.
 Period-end and year-end processing and generation of year-end vouchers for closing bal-
ances of accounts.
 Bank Reconciliation Statements;
Preparation/Generation to identify Cleared & Un-cleared transactions in bank by tallying
GL with Bank Statements.
o Expenditure Reports:
Chart of Accounts Wise, Region/Division/Zonal Offices Wise, Program/Dept/
Wing wise Expenditure Reports.
o Report on basis of special Heads of Accounts;
(related to Budget released by finance division in 5-Heads in NIS)
o Cheques Preparation/Printing Facility;
w.r.t Assignment Accounts Cheques.
o Preparation of Bank Schedules;
containing details of all the Cheques Prepared during a Day, on Format provided
by AGPR with Budget Head's Wise Expenditures.
o Cheques Register Maintenance;
as soon as Cheques are prepared the Accounting Data appears in.
o Tax Certificates System;
Generation of Certificates w.r.t payments made to Vendors, Individuals & Suppli-
ers during a Financial Year, Month or date.
o Vendor Information System;
Creation of Vendors i.e Vendor Registration on System.
o Payment Vouchers Inventory/Record;
Almirah/location wise Payment Vouchers Record System to pin point location of
Records Kept in Record Rooms. In & Out Database of Payment Vouchers Re-
ceived or sent to Audit or any authority for exact position of Records (weather in
Record Room or handed over to Audit/Wings on their Requisition).
o Vendor Information System;
Creation of Vendors i.e Vendor Registration on System.
General Reporting
 Option to print the voucher as soon as its entry has been completed.
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 Printing of transactions list, voucher type wise.

 Printing of trial balance at any level of the chart of accounts with data range selection.
 Printing of general journal, ledger activity and ledger balances.
Financial Reports
 Month wise Revenue and expense report, with budget comparatives.
 Comparison of data of different periods
 Facility to design user-defined report formats through the report writer including balance
sheet, Revenue / expense statement.
 Facility to set up cash flow statement through the report writer
 Cost center definition enabling cost-center wise reporting.
5.3.2 Budget Module
The Budget module is designed to allocate the financial budgets at group or detail account code
level, in accordance with BISP’s requirements. The system will also maintain track of budget re-
visions during a financial year. The proposed module will have the following salient features:
 Facility to enter annual budgets for different heads of account and offices with a breakup
of financial periods defined by the user.
 Facility to define multiple budgets such as GOP budgets as well as recurring budgets.
 Facility to allocate budget figures with reference to business segment i.e. cost center, de-
partment, offices, etc.
 Facility to copy previous year’s budgeting values or get new allocation using a factor of
previous data to minimize the data input efforts.
 Facility to revise the budget before completion of the year.
 Facility to print report for each head of account comparing the actual amount therein with
the budgeted figure and the last year’s figure.
 Facility to view consolidated budget covering all the departments and offices.
 Facility to import budget data from the spreadsheets.
 Facility to compare budgets from periods of different years for a head of account and
their actual for different reports including profit and loss statement, balance sheets, cost
center-reports and other user defined user defined reports.
5.3.3 Accounts Receivable
The Accounts Receivable module will cover the transactions of parties, employees and vendors.
The module should be fully integrated with the General Ledger system, where only control ac-
counts will be maintained for trade debtors. At the end of every day/ or every month the control
account in the General Ledger will be updated based on the detailed transactions in the accounts
receivable. The main features of the module are as follows:
 Facility to enter invoice into the system thereby producing a corresponding accounting
voucher into the general ledger system to book the financial effects in customer ledger
 Maintenance of customer account balances
 Facility to knock off invoices with cash receipts
 Facility to maintain details of outstanding invoices
 Facility to enter credit and debit notes to handle effects of Sales/Purchase returns, bad
debts, replacements etc.
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 Facility to incorporate adjustment notes

Reports
 Details of outstanding invoices
 Printing of customer ledger/ customer statement
 Customer balances report
 Ageing analysis of receivables
 Tax reporting
5.3.4 Accounts Payable
The Accounts Payable module should be linked with the inventory system to validate all the pur-
chases. The user will be able to enter supplier’s invoices and record payable liabilities. The sys-
tem should also be integrated with the General Ledger system to book accounting effects, result-
ing from the entry of suppliers’ invoices, debit/credit notes etc. The system should provide a fa-
cility to make payments against the payable liabilities and make necessary deductions. The main
features of the system are as follows:
 Facility to enter bill/ invoice containing demand reference, supplier reference, payment
and tax deductions.
 Facility to enter supplier invoice along with other costs breakups to account for purchases
and accounts payable.
 Facility for the Purchase department to validate and approve invoices on the computer.
 Maintaining track of local and foreign purchases.
 Maintain history of foreign currency rates used for the purchase of imported items.
 Facility to define approval cycles to authorize payments initiating from different authorit-
ies such as Secretary, Director General, Pre-audit, etc.
General Reporting
 Details of outstanding bills/ list of payments to be made during each week
 List of payments due in the next xx number of days and the related cash outflow require-
ments
 Aging analysis for a given set of days
 Printing of supplier ledger and balances
 Income tax and Sales tax report
5.3.5 Cash Management Module
The Cash Management module is designed to analyse the future inflow and outflow of cash gen-
erated from the accounts receivables, payables, etc. This module also includes preparation of
bank reconciliation, maintenance of multi-currencies, computation of forex gain/ loss etc. The
proposed module will have the following salient features:
 Facility to setup banks, bank accounts, cash accounts, imprest accounts, etc.
 Facility to prepare payment voucher on the basis of supplier invoice.
 Handling of supplier payment by incorporating withholding tax according to the nature of
services and amount limit.
 Facility to link payment with available budget.
 Facility to prepare and maintain cash receipts
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 Facility of advance payments from customers and adjust this at the stage of issuing in-
voices.
 Providing a reporting line for evaluating future cash inflow and outflow, thereby gives a
base for future fund management in terms of investment, debt service, pay off liabilities,
etc.
 Provision to prepare bank reconciliation both for local and foreign currency to evaluate
exact cash position at different banks of BISP.
 Provision for initial levels of reconciliation of receipts/funding as well as payments (up to
level of disbursements to LMA-1 accounts and debits from LMA-1 accounts)
 Facility to compute forex gain/ loss upon receipt of customer dues and payment of out-
standing amounts.
 Facility to print cash, bank books, ledgers, etc. for given range of dates.
Tax Reporting
 Tax payment receipt (challan)
 Monthly statement
 Annual statement
 Supplier Certificates
5.3.6 Fixed Assets Module
Fixed assets system maintains complete record of all assets owned by BISP and records the
movement of these assets from one department to the other and from one location to another.
The system also calculates year-end depreciation and determines the written down value (WDV),
at the time of disposal to calculate the gain/ loss on disposal of assets. The salient features of the
Fixed Assets system are given below:
 Maintain comprehensive database of assets using multilevel asset codes for analysing
group and detail level information.
 Multi-location assets maintenance
 Separate identification of each assets along-with date and references, cost, depreciation
etc.
 BISP-wise assets management
 HQ, Region, Division and Tehsil level assets management.
 Disposal of assets using various modes of asset disposal.
 Provision to write-off assets
 Provision for different types of adjustments i.e. revaluation, re-classification etc.
 Transfer of asset to other locations/ departments.
 Breakup for assets costs either acquired locally or imported
 Maintains the history of previous years schedules
 Fixed assets register for individual items
 Edit lists and MIS reports
 Integration with the General Ledger system
Depreciation
 Maintaining different methods of depreciation calculation like straight line, reducing bal-
ance etc.
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Maintaining different methods of depreciation calculation like straight line, reducing bal-
ance etc.
 Depreciation methods setup at group level as well as at individual level
 Provision to define depreciation policies regarding acquisitions and disposals
 Prepares monthly and annual depreciation schedules.
 Cost center-wise depreciation allocation
 Initial and normal depreciation rate (if different). Initial depreciation values are for the
first year of newly acquired assets
 Number of shift days (if applicable) at group level
 Provision for calculating shift-based depreciation.
Reports
 Fixed assets register
 Depreciation schedule – financial and tax
 List of assets location-wise, department-wise
 List of transfers/ disposals/ additions
 List of revalued assets/ re-classified assets/ written-off assets
5.3.7 Imprest/Contingency Fund Module
This module should maintain Imprest/Contingency fund account of each department, recording
of contingencies and reimbursement of contingency fund. The salient features of the module
should include but not limited to the following:
 Facility to record the receipt of cheque/cash in the Contingency Fund module.
 Facility to enter the contingency details in the register.
 Facility to create demand to replenish the fund by submitting details to the concerned de-
partment.
 Facility to generate reports related to contingencies.
 Facility to record transactions head wise.
5.4 Integration Requirements
5.4.1 Payment Systems
All BISP beneficiary payment systems whether existing or any new ones to be launched in the
future will be integrated with ERP. This will include all generic beneficiary payment systems,
banks, and third-party payment gateways.
For all beneficiary payment programs MIS generates payment files, which are reviewed by the
responsible wings for errors. The list of beneficiaries is then passed to Payment. Payment in-
structions along with cheques are forwarded to Habib Bank Ltd. and Bank Alfalah Limited. The
banks then credit LMA-2 accounts of all beneficiaries. The information flow between BISP's
MIS and these banks is interfaced. After the bank makes payments BISP reconciles all payments.
Reconciliation of beneficiary payments is a major challenge which needs to be addressed in the
ERP System. The need is to have a System-based accurate and timely reporting and reconcili-
ation of payments under all programs, with impact assessment for donors.
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5.4.2 Micro Payment Gateway
Integration with Third party Banking Systems / Micro Payment Gateway (MPG) called "Raast"
will be required. BISP is in the process of moving its beneficiary payment disbursement to Raast.
Provisions and considerations for MPG alignment can be viewed at Annexure - XII. More in-
formation about Raast can be found here.
5.5 Human Resource Management System
Human Resource Management (HRM) has a vital and substantial role in strategic, functional and
operational performance of workforce intensive organizations. Most vital components of the
HRM are the HR systems, policies, procedures and management practices.
Currently the total number of employees in BISP are around 3200. The areas, which could be
covered by an off-the-shelf product in the shape of modules, are Core HR Database,
Organization Management, Organizational Structure, Personnel Administration, Personnel
Development & Appraisals (Performance Management), Training & Event Management,
Learning Management, Payroll, Compensation, Final Settlement, Pension, Disciplinary Actions,
Medical Services, Time Management, E-Recruitment, Travel Management, Work Flow, Human
Resource Intelligence, Officer Self Services, and Official Self Services. We foresee these
modules to be implemented in two phases.
Phase 1:
 Core HR
o Employee Database
o Promotion
o Transfer
o Taxes
o Payroll Processing
o Retirement
o Etc.
 Payroll Management
o HR Data
o Payroll
o Payroll Disbursement
o Pension Account Management
o Pension Disbursement
o Etc.
Phase 2:
 Organization Management / Structure
 Manpower Planning
 Performance Management
 Benefits
 Recruitment
 Pension
 Medical Services
 Travel Management
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 Final Settlement
 Leave and Transfers
 Self Service Portal
 Workflow
 Training
 Learning Management
 Position Management system in line with the Workflow Systems
Some of the specific requirements identied by BIPS’s HR Wings are:
 Creation of User IDs for separate login of different sections of HR wing to view and modify the
record as per requirement.
 Employees database with complete transfer/ posting history, tenure at each station along with
date of joining and relieving.
 Complete profile of the employee mentioning therein the inquiries, penalties, leave record,
verification of character antecedents, educational degrees and domicile.
 Data segregation and downloading facility to generate reports like sanctioned, filled and vacant
posts, regular, contractual, number of CPS or deputationist employees, pending and finished
disciplinary cases, suspension cases, deputation extension and repatriation cases etc.
 Mandatory and non-mandatory trainings for technical and non-technical resource may be
arranged to enhance the work related performance.
 Daily task manager indicating assigned, pending and completed assignments of the individuals.
 A performance monitoring facility enabled to gauge the daily, weekly, monthly and year wise
performance.
 Advance indication system through alerts/pop-ups indicating various assignments like expiry of
deputation, inquiries finalizations and deadlines of various activities.
5.5.1 Employee Module
If found feasible here the Employee Module (EM) should tie up the requirement of manpower
with the beneficiary count in all offices except the head office. This should all show on a dash-
board. EM should have the:
 Facility to enter employee personal information
 Facility to enter government record
 Facility to enter date of joining or leaving
 Facility to enter details of employee family
 Facility to record medical history
 Facility to enter multiple addresses
 Facility to enter status of annual leaves
5.5.2 Job Profile
 Facility to create areas of operations such as Government, Administration, Accounts, HR
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 Create uniform Job titles to be used in whole organization such as Secretary, Director
General, Director, Superintendent etc.,
 Facility to define government grade structure and pay scale to accommodate salary
 Create Job positions such as Secretary, Director General, Director, Manager etc.,
 Facility to define job description by attaching duties, responsibilities, skills, qualifications
with the Job position
 Define Job Evaluation Factors (Age, Qualification, Experience)
5.5.3 Recruitment and Selection
 Resources planning to define all the sanctioned posts in each department

 Facility to view status of sanctioned positions such as vacant position, positions to be
vacant, etc.
 Facility to generate request for the hiring of a position.
 Facility to publish adverts of vacancies on the website
 Facility to define hiring criteria.
 Facility to create and upload CVs using candidates own login id, password.
 Facility to search best candidate from the CV database based on the criteria defined in the
system and custom filters. Search of suitable personnel from the database of resumes
based on:
o Skills requirements
o Educational requirements
o Experience requirements
o CV text search for uploaded CVs
 Facility to shortlist the selected candidates and send them call letters for interviews from
the system.
 Facility to define different stages for selection such as selection board, syndicate,
registrar, etc.
 Facility to schedule interviews/ assessment of the candidates.
 Facility to conduct tests/ assessments/ interview sheets
 Facility to generate offer letter to the selected candidate
5.5.4 Training and Capacity Enhancement
The following trainings are included in BIPS’s approved training guidelines document:
o Induction/Orientation Training (Mandatory)
o Departmental Training (Either Mandatory or Optional)
o Management, Organizational and Technical Trainings for managers as well as
other employees.
o Training on Revised and Restructured Job Description on the change of opera-
tional guidelines (as and when required)
o Short Term Externally Provided Training (e.g. one or two day external courses)
o Long Term Further Education/Study
The system will have the following features:
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 Facility to raise training request based on training needs identification during the
appraisals, recruitment, department’s specific needs, etc.
 Facility to prepare course calendar
 Facility to enroll employees based on:
o Courses already attended by person
o Prerequisites/ skills required for course
 Facility to mark course completion by:
o Performing post training evaluations
o Entering training costs
 Implement training activity calendar
 An LMS such as Chamilo or any other would be first enhanced and then used to impart
training and integrated with the training sub module (LMS is separately covered in the
modules).
5.5.5 Appraisals/ Performance Management
 Facility to configure performance evaluation form for different grades

 Facility to record details of performance evaluation of the concerned Manager.
 Facility to define various stages of review, recommendations and approvals
 Schedule reviews and intimate stakeholders such as assesses, assessors
 Perform assessments based on the assessment workflow configured earlier.
 Recommend (review and amend system generated) compensations
 Review and finalize compensations
 Facility to generate promotion letters and update the grades and pay scales.
5.5.6 Employee Self Service (ESS) Module
This module should be designed to serve as an employee interface to the HR department. This
module should have the following features:
 Online access to:
o Pay slips
o Outstanding Loans
o Outstanding Leaves
o BISP procedures and policies
 Interfaces to file leave applications, loan applications and approvals should also be
possible
 Provisions for notice board, employee feedback, newsletters and connecting other
internal modules, where required.
5.5.7 Housing and Accommodation Module
The salient features of the module should include but not limited to the following:
 Facility to maintain record of all housing units owned by BISP such as location, category,
covered area, number of rooms, number of washrooms, other amenities, etc.
 Facility to register request for the allocation of house/ hostel rooms.
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 Facility to create a waiting list of all those who applied and case has been approved for
accommodations based on the rules defined in the system.
 Facility to allocate accommodation to the applicants containing applicant name, tenure,
terms and conditions, etc.
 Facility to deallocate accommodation upon the retirement or the will of the occupants.
5.5.8 Leave Management
 Maintenance of employees’ leaves in terms of leaves allowed, leaves availed and leaves
outstanding.
 The actual dates when the leaves were availed can also be maintained.
 The effect of days not worked in the month (leaves without pay etc.) is reflected on the
salary of that employee.
 Monthly and annual leaves register can also be produced.
 Leaves’ encashment is also calculated once the encashable leaves have been identified.
5.6 Payroll System
Payroll system should have a facility to set up employees’ master file and the salary structure for
each employee in terms of monthly allowances and deductions. The system should maintain the
location wise/ department wise employee cost thereby enabling the management to analyse the
payroll cost contribution with reference to each department/ business unit. The effect of these
transactions should be transferred to General Ledger system electronically.
 The system should also provide a loan module, which will maintain a track of various
loans given to the employees by BISP and will automatically make loan deductions ac-
cording to the loan terms set in the system. All loans will be treated as interest free loans.
 The payroll system should maintain track of leave record of each employee, in terms of
leaves availed and leaves outstanding, and will automatically calculate the deductions for
leave without pay.
 Payroll Processing and Management.
 Master data back up
 Preparation of profile of employee
 Payment of broken period
 Multiple user
 Maintenance of complete log
 Integrity of Payroll input data
 Data sensitivity
 Control on Date of birth
 Expiry of contract period
 Completion of deputation period
 Annual Increment
 Bonus/Honorarium
 Control of date of Superannuation
 Monthly change management
 Compulsory deductions i.e GP Fund, Group Insurance, HBA, MCA etc
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 Compulsory deductions balances

 Tax Filing Services.
o Tax collections
o Tax deposits
o Tax filings
 Employee Self-Service.
 Reporting.
o Payroll details
o Payroll register
o Cheque payment detail
o Payroll tax liabilities
o Service Profile
o Last Pay Certificate
 Linked with Attendance system
 Linked with HR module
 Leave management
 Employee Master file
 Authority validation
 Mandatory Management
 Salary slip emailed to Employee (paper less)
Although reports are covered in different formats & different documents, however, reports espe-
cially of the Region/Division/Tehsil wise/ head wise / wing wise are also required. Budget vari-
ance report are also required by GOP & Donors.
Additionally, the following features should be part of the payroll:

System must indicate automatically any upcoming changes punched in
1 Auto function payroll system instead of manual tracking. Like expiry of contract period,
superannuation, Completion of Deputation tenure etc.
System should maintain its complete log. It must report, when needed, the
2 Log Maintenance complete detail of changes that at what time such changes were made and by
whom it were made.
At present, only one user can use the system and for every payroll related
issues F&A wing dependent upon him /her which cause delay in matter.
3 Multiple User
Therefore, the system should have to be multiple users based. At least, the
other user can obtain multiple report where needed.
Master data should be remained unchanged. Any changes in system should
4 Master Data not override the Master data. Any change should be reflected since its date of
inception instead of since beginning.
For every employee, pay slip is basic document to know his/her financial as
well service profile. Therefore, personal information of every employee, like
5 Profile of employee
CNIC, Status of Employee (Regular, Deputationists, contractual etc.) should
be appeared on pay slip.
Provision of arrears /
System should contain the provision of arrears /broken periods payments in
6 broken period
order to maintain the complete payment record.
payments
7 Balances of Pay slip should reflect the total amount of deduction. Such as total deducted
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Compulsory
amount of GPF subscription/HBA /MCA etc.
Deductions
8 Tax Certificate Tax Certificate should be generated through system.
The module wise features of the system are as described below:
5.6.1 Basic Salary Module
 Employees should be identified by unique numbers allotted to them and the system main-
tains the personal information of each employee, like employee’s name, father’s name,
address, department, designation, location, date of joining and confirmation, date of leav-
ing (for employees who have left), grade, National Tax Number and National Identity
Card Number, eligibility for EOBI, Social Security, General Provident Fund, etc.
 Facility to define government basic pay scales for each grade to compute allowances, an-
nual increase.
 Facility to revise basic pay scales as and when required.
 All allowances offered to the employees and deductions made from their salaries are
user-defined in the system.
 Allowances and contributions should be computed automatically based on formulas
defined by the users as per BISP policy.
 The effect of any changes in the allowances is immediately passed on to tax module and
the system computes the tax automatically.
 Non-salary benefits offered to the employees should also be maintained by the system.
 The effect of the number of days not worked during the month is passed on the net
amount of salary payable to that employee once these have been entered.
 Provision to split an employee’s net salary for remittance to multiple banks.
 Printing of Pay-slips
 The Basic Salary module should be integrated with Workload module to compute and
make payments of the extra work load (government and administrative)
 The following reports should be produced from the system:
o Employee’s personal details
o List of employees: BISP / location /designation wise
o List of employees joined and left during the month.
o BISP-wise and grade-wise strength
o Monthly payroll sheet by employee/department/location
o BISP summary of the salary paid
o Annual payroll sheet: detailed and summarized
o List of employees paid by bank and cash
o EOBI, ESSI, education Cess and Group Insurance reports (monthly and annual)
for the contributions made by BISP on behalf of its eligible employees.
5.6.2 Loan Management Module
 This module should keep a track of loans disbursed to employees, their recovery in instal-
ments and the balance amount payable.
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 Loans of various kinds should be maintained, such as car loan, house loan, loan against
PF, revolving funds, etc.
 Facility to setup different types of loans having different instalment plans.
 Both interest based and interest-free loans should be maintained.
 Once the instalment per month has been decided, the system keeps deducting the same
amount regularly in the subsequent months until the total loan has been recovered or the
instalment amount has been changed.
 The system should have provision for lump sum payment.
 Monthly and annual loan register
5.6.3 Income Tax Module
 Income Tax module to compute tax liabilities based on the latest tax rules and produce
the following report:
 Income tax computation
 Monthly/ quarterly income tax return
 Salary certificate printing as per government requirement
 Income Tax Statement u/s 50 (1)
 Facility to produce tax report in a format prescribed for e-filing by the FBR
5.6.4 General Provident Fund Module
 The module should compute the amount of provident fund to be deducted for employees
who are members of the fund.
 Both employees and employer contributions are maintained for each member employee
as per the percentage decided. The accrued provident fund for each member is also main-
tained.
 The system checks whether the loans taken against provident fund do not exceed the ac-
crued value of GPF for that employee.
 Printing of GPF ledgers for each member employee.
 Monthly/ Annual reports of contributions by the members and BISP are also printed.
 The users can also get report from the system for the monthly allocation to be done for
Provident Fund.
 Facility to disburse the profit amongst the members of the fund in accordance with their
contributions as announced by the Government.
 This module should be integrated with the GL system and GPF funds accounting system
to book the financial effects.
5.6.5 Benevolent Fund Module
 The module should compute the amount of benevolent fund to be deducted for employees
who are members of the fund.
 The system checks that grant taken against benevolent fund do not exceed the limits set-
out for different categories by BISP.
 Printing of benevolent fund ledgers for each member employee.
 Monthly/ Annual reports of contributions by the members and BISP can also be printed.
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 The users can also get report from the system for the monthly allocation to be done for
benevolent Fund.
 Facility to disburse the profit amongst the members of the fund in accordance with their
contributions as announced by the Government.
 This module should be integrated with the GL system and benevolent funds accounting
system to book the financial effects.
5.6.6 Pension Module
 The system should provide facility to calculate based on formula as per government dir-
ectives.
 Provision to enter opening balances and define contribution of employee and employer
on the basis of basic pay and other allowances.
 Facility to record nomination forms submitted by the retired employee.
 Facility to disburse pension through payment system by making cheques.
 Facility to suspend pension or transfer the rights to the legal heirs as per the formula.
5.6.7 Final Settlement Module
 This module should compute the terminal benefits for the employee who leaves the or-
ganization based on the following parameters:
 Generation of Last Pay Certificate
 Computation of leaves encashment
 Computation of notice pay (either side)
 Deduction of balance loan amount recoverable
 Deduction of tax recoverable from the employee
 Computation of salary for the days worked during the leaving month.
5.7 Procurement System
The Procurement system will be used to maintain all activities related to purchase monitoring
and execution, starting from the entry of the requisition, getting quotations from the market and
preparing purchase orders to communicate with suppliers. The proposed system will be
integrated with the Inventory system as required to maintain supply chain. The system will also
be integrated with the Payable system to share purchase order data for the preparation of supplier
invoice. The main features of the system are as follows:
 Facility to maintain supplier database containing name, address, credit period, credit limit
and their origin like foreign and local etc.
 Facility to enter requisition by each concerned department.
 Requisition generated by various departments would be accessible to Purchase
department of BISP for requesting quotation or calling tender for the procurement of
goods and services depending upon the value of goods or services.
 Facility to generate MIS reports related to purchase transactions.
Tendering
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 Facility to create various stages of tender such as development of RFP, publishing,

opening, awarding, etc.
 Facility to handle single stage and two stages tendering process as per PPRA rules
 Facility to handle tendering process as per The World Bank and Asian Development
Bank rules
 Facility to record bidders applied for providing goods or services
 Facility to shortlist bidders based on their initial EOI submission
 Facility to handle different selection methods such as QCBS, least cost, etc.
 Facility to record tender fee with respect to each bidder
 Facility to evaluate each bid and record scores of the bidders
 Facility to award contract to the successful bidder
Note: Bidding procedures include Single Stage, Single Stage Two Envelope Bidding Procedure,
Quality Base Selection, Quality and Cost Base Selection etc. Business processes involved under
these bidding procedures also vary from each other. This should be taken into account
Procurement of Low Value Items (other than tendering)

 Provision to enter quotations received from suppliers.
 Facility to generate comparative statement based on the quotations received from
supplier.
 Facility to generate purchase/ supply orders against quotation received from suppliers.
 Integration with the Inventory system to maintain the status of goods received and
outstanding quantities against each purchase order.
Please note that BISP based on the provider of funding lines follow that institutions procurement
procedures. These mostly relate to PPRA Rules, World Bank Regulations and ADB Guidelines. .
As a matter of fact, there are few differences in Procurement procedures defined under PPRA
Rules, World Bank Regulations and ADB Guidelines. The same needs to be alligned in the even-
tual processes to be implemented under the acquired ERP.
Further, the system should also cover following functional requirements:
i. Record of Pay orders submitted as Earnest money.
ii. Record of Bank Guarantees/ Pay orders submitted as Bank Guarantee.
iii. Automated generation of the following Documents/ Notings (most will required to be
generated and/or consumed by the document management system, hence a tight integ-
ration is needed)):
 Standard Letter for obtaining requirements from respective wings for preparation of
Procurement Plan on standard format
 Standard format of requirements received in Procurement wing as requisitions.
 Standard Noting for Approval of bidding documents and Procurement Evaluation

committee by Principal Accounting Officer
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 Standard Noting for Uploading of bidding Documents on PPRA website, Newspapers

and BISP website through Media wing
 Standard Letter for Notification to Procurement Evaluation committee members for
pre-bid meeting
 Standard format of Minutes of Pre Bid meeting
 Standard Noting for Approval of Minutes of Pre Bid meeting by Principal Accounting
Officer
 Standard Noting for Uploading of minutes on Bisp website through Media wing
 Standard Letter for Notification to Procurement Evaluation committee members for
Technical and Financial openings
 Standard format for technical evaluation containing mandatory requirements
 Standard format for Financial evaluation for making comparative statement
 Standard format for recording Minutes of Procurement Evaluation committee meeting
 Standard Noting for approval of Evaluation Report by Principal Accounting Officer
 Standard Noting for Uploading of Evaluation Report on Bisp website and PPRA
website through Media wing
 Standard contract format for drafting
 Standard noting for legal vetting of draft contract
 Standard Noting for obtaining signatures of contract signing authority and witnesses
 Standard Noting for Uploading of awarded contract on Bisp website and PPRA website
through Media wing
 Standard format of letter of obtaining Bank Guarantee
 Standard format of noting for release of Bank Guarantee
 Automatic generation of letters for Return of Earnest
iv. Capturing all elements of procurement plan and uploading of procurement plan on
BISP’s portal
v. Preparation of standard Bidding Documents
vi. Legal vetting of Bidding Documents
It should be noted that all procurements below Rs. 500,000/= are undertaken by the Admin Wing
as mentioned under the above mentioned “Procurement of Low Value Items (other than
tendering)”.
5.8 Inventory System
The Inventory system is designed to manage movements of stock i.e. receipts of materials from
suppliers, issuance of materials to the user departments, materials return, etc. The system will
maintain built-in controls related to stock management like re-order level, lead-time, re-order
quantity, etc. The Inventory system will be integrated with the Purchase system, such that all the
Goods Received Notes will be linked with Purchase Order to evaluate quantity ordered, quantity
received and partial status of purchase orders. Efficient management of stocks by maintaining
stock monitoring parameters like minimum and maximum levels, re-order quantity and lead
time.
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 The total cost of an item can be maintained as a break up of various cost heads, for
instance purchase price, freight, customs duty, etc.
 Valuation of stock based on weighted average cost.
 Preventing shortfall by maintaining a minimum level for all items in stock.
 Multiple stock adjustments and reports on their quantitative and financial effects
 Producing financial / quantitative reports of the stocks procured, issued and in hand
 Different characteristics can be defined for different groups of items. This is in addition
to the levels of codes maintained in the system.
 Facility to maintain multiple warehouses. Each warehouse can have its own Goods
Receiving Notes (GRN), Material Issues, Sales Invoices and other transactions.
 Facility to enter quantitative information separately by Stores staff and financial
valuation separately by the Finance department for each GRN.
 Facility to define item types such as capital goods, consumable items, etc. Upon entering
the GRN the system should update the acquisition in the Fixed Assets system.
 Materials valuation linked with the prices in PO/supplier invoice/ payment voucher.
 Quality Control (QC) inspection and facility to maintain stock as useable, damaged/
expired
 Providing the management with consumption pattern of stock items
 Provision to maintain separate buying units and issuing units and their conversion
 Material Issue and Material Return Note to manage stock movement between store and
departments.
 Stock transfer note to move stock between various warehouses.
 Stock adjustment note for different types of errors like excess/short stock
 Facility to return damage stock to the supplier and automatic generations of debit note to
supplier ledger balances.
 Cost center-wise storage and issuance of stock.
 Facility to generate MIS reports related to inventory transactions.
5.9 Monitoring & Evaluation (M&E) System
The Monitoring & Evaluation system should allow the user to create M&E framework in line
with BISP guidelines. The salient features of the system should include but not be limited to the
following:
 Facility to define high level objectives for BISP such as improved objectives for learning
and work.
o M&E Wing is planning to update M&E Manual containing organizational level
indicators as well as indicators for initiatives such as Kafaalat, CCT etc.
Therefore, it is required that the system may be robust to accommodate
modifications/updation from time to time.
o BISP carries out Impact Evaluations (IE) from time to time in order to measure
the progress made by BISP initiatives. Therefore, functionality/facility to
incorporate/reflect findings along with timelines of measures taken as a
consequence of IE findings may be added.
o The System should provide a complete interface and usage work flow for the
above.
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 Facility to define goals for BISP to achieve high level development objectives. These
goals are mapped with the improved objectives for learning and work, above.
o The defined strategic goals may also be aligned with overall organisational vision
and mission to monitor development objectives
 Facility to define Intermediate Results (IR) such as improve governance structure and
processes for beneficiary payments, etc. The results are mapped with the high-level goal
defined above.
 Facility to enter baseline information of each output of BISP.
 Facility to support BI based reporting dashboard to see all operations taking place in the
organization like Disbursement, Task Assignment and Current status of completion.
o In addition to the regular Monitoring and Evaluation tasks, the M&E Wing is also
custodian of Risk Register. This document is updated on quarterly basis and risks
are categorized based on their ranking i.e. low, medium and high along with
mitigation strategies with respect to policy, procurement, governance and process
along with relevant timelines. Therefore, the proposed ERP solution may also
have facility to digitize and visualize the Risk Register. In addition to the Risk
Register, the M&E Wing also tracks progress against decisions of each Risk
Management & Assurance Committee meeting of BISP Board. Therefore, this
aspect may also be covered in ERP.
 Facility to enter periodic outcome subsequent to the baseline information.
 Facility to enter targets against each output such as no. of visits to be constituted, no. of
revisions to the plans, etc.
o Tracking Workplans are a major component of output level progress tracking in
BISP. This has been three major input streams i.e. BISP Performance Agreement,
BISP 6 monthly workplans and tasks assigned by SAPM from time to time. Tasks
in these documents are overlapping at times, therefore, progress needs to be
reflected according. A functionality to generate alerts with respect to task lagging
behind is also required.
 Facility to define user defined form to collect information related to each target outputs.
o M&E Wing collects data through BISP tehsil offices as well through field visits by
HQ team regarding payment disbursement monitoring. This is a rich data
covering almost all operational aspects related to tranche disbursement and
Beneficiary Feedback forms. This data will be collected, processed and visualized
through proposed ERP solution.
 Facility to enter detailed information against each defined target output such as field visit
name, date, members, etc.
5.10 Project Management System
 Facility to maintain databases of project type, sectors, locations, activities, resources,
objectives, benefits, etc. that will be used in various transactions such as defining project,
progress reports, performance monitoring, etc.
 Facility to develop work breakdown structure (WBS) template for various interventions
at BISP in the form of activities/ sub activities setup.
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 Facility to take forward a project on the AGILE project management methodology with
the support of Gantt chart generation
 Facility to enter the project details that will facilitate the user to monitor the progress of
implementation of infrastructure/ capacity building interventions at BISP.
 Facility to view the summarized status of the project from project initiation till the
closing of the project at any given time. The progress report gives the user a review of the
project where it stands now.
 Facility to measure the performance of the project and manage the project including risks
and issues as well as recommendations & suggestions.
 Facility to measure the performance of a specific project based on predefined
performance indicators.
 Facility to define base values as well as target values against each performance indicator.
 Facility to attach performance indicators with a particular project and its related sector.
 Facility to record the performance of an intervention on a given period of time.
 Facility to compare the actual performance of project activities against the planned
activities.
 Facility to generate periodic performance monitoring reports.
 Facility to monitor and control the deliverables being produced by the project.
 Facility to close the project once all the deliverables have been completed and approved
by the management.
 Facility to record the satisfaction level as well as the action plans against each of the
project completion criteria such as project objectives, project benefits, project
deliverables, etc. defined for the project.
 Facility to record any outstanding issues to be needed after the project implementation.
 Facility to record the actions required to release all project resources, including staff,
contractors, equipment, materials, etc. at the time of project closure.
 Facility to mark the project as terminated in case the project has to close down before its
completion time to any given reasons.
 Facility to review the project in terms of the delivered benefits, objectives, scope, on-time
delivery, within the allocated budget and resources as planned.
 Facility to assess the degree to which the project’s key achievements, failures and lessons
learned for future projects.
 Facility to implement a change in the project through the change management process in
order to monitor and control changes within the project.
 Facility to record the change, reasons for the required change and benefits that can be
reaped from that change.
 Facility to record the overall resources required for the change in terms of manpower,
time and cost.
 Facility to provide an analytical tool to the management executives to access and analyse
the critical information that is required to monitor ongoing interventions. These include
areas like:
o Progress of the projects
o Actual vs Planned Activities
o Budgeted vs Actual Cost Comparisons
o Performance Monitoring
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 Facility to provide summarized information to the management on one screen,

highlighting the areas where performance is below the defined threshold and requires
some decisions and instant actions.
5.11 Document Management System
BISP requires a Document Management System (DMS) that would take care of life cycle of a
document, which begins with document creation and ends with document disposal. BISP is
looking for an effective and user-friendly DMS to support its business. The DMS would be fully
integrated with the proposed ERP System. BISP’s Document Management System shall be a
state-of-the-art, robust, sophisticated tool that supports BISP staff in all aspects of document
management. DMS shall include storage, retrieval, filing, security, archival, retention,
distribution, workflow, and creation. The module should provide a comprehensive search
facility, which can search for file names and file contents. DMS will be fully integrated with the
ERP System and National IT Board’s E-office file communication system implemented at BISP.
It will strategically manage paper-based documents/information.
The required DMS will integrate documents, content, and records management; document
capture and imaging; document-centric collaboration; and workflow management into the ERP
and otherwise. The solution should provide BISP the ability to integrate and make readily
available all service authorizations, payment management, payment information, related
correspondence, reports, and associated documents.
5.11.1 Templates
 DMS will create, maintain, and store business rules-based document templates that can
be used throughout BISP.
5.11.2 Work Flow
 DMS will have a work flow management system

 Have an automated workflow or driver for each activity with ability to generate alerts. An
expert user shall have the option of overriding the workflow
 Track items including, but not limited to, correspondence, contracts and change requests
 Support a workflow system that conducts professional reviews automatically of service
authorizations based on algorithms and then shows the results (for example, approved,
denied, requires further review) upon entry
 Have a workflow management system component that shall include, but is not limited to,
defining status, document approvals, and lists the specific documentation used
5.11.3 Reports
 Produce monthly document management reports
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5.11.4 System Requirements
The System shall:

 Allow authorized users to view the workload assignments for particular users, user
groups, or wings/sections
 Allow electronic collaboration, with tracking, during the review of documents providing
the ability to make and/or recommend changes and save drafts
 Allow electronic signature/written approval of documents or actions at multiple levels
 Allow for decision tree maintenance with an audit trail to be performed on an edit screen
or overwrite screen
 Allow free text notes/comments to and from users
 Automatically send notices to entities for information needed to satisfy a decision
 Maintain the data entered for each decision tree and the path it followed
 Have version control which allows updates by multiple users in multiple locations
 Have a tracking system for system requests
 Have on-line budget forms with instructions
 Have the ability to automatically or manually establish a case record for programs such as
Unconditional Payments etc.
 Allow direct entry of information into the case record with scan/attach capability.
 Provide a case tracking system
 Have the ability to generate and produce standard and customized (free-form text) letters,
notices, and common documents automatically and manually with an audit trail
 Have the ability to link any change request to a specific business relationship;
 Have the ability to produce electronic and postal-ready notices and letters including
attachments
 Have the ability to send a notice and other correspondence to a single address or multiple
addresses for the same stakeholder. (For example, send a letter to a beneficiary at two
different addresses)
 Have the ability to share document management information with outside entities with
appropriate written approval
 Have the ability to upload and attach documents/images in various formats including but
not limited to jpeg, pdf, txt, .docx, .xlsx, .pptx, .mpp etc.
 Have the capability of providing a fully automated grievance and appeal process for
beneficiaries, providers, and contractors
 Maintain and report the history of the business relationship between BISP and outside
entities as it pertains to contracts
 Produce document management reports based on user-entered parameters such as
contractor status, deliverable status, or contracting unit within BISP
 Provide a complete record of a specific contract regardless of data sources. The record
shall be searchable by contractor name, or other key words
 Provide an interactive workflow between the Contractor and contract monitor. Provide
an integrated tool that shall alert and track the status of deliverables and other user
identified documents
 Provide an on-line, context-sensitive help
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 Provide the ability to capture and store, in electronic format, all payment-related
documents, both incoming and outgoing, as designated by BISP. This shall include, but is
not limited to, claims, claim attachments, data entry forms; correspondence, incoming
and outgoing fax documents, system-generated reports, and contractor directives. All
documents shall be linked to the appropriate activity file, be printable, and have an audit
trail of activities;
 BISP address in Islamabad shall be used as the return address for all outgoing and
incoming mail
 Provide the ability to capture notes and maintain a history of all notes. Protect the notes
from changes as defined by BISP
 Provide the ability to close out a contract prior to the official end date at either the
Contractor or BISP’s request with proper written approval
 Provide the ability to generate standard or ad hoc communications as well as maintain a
historical full image of all generated communications. The communications shall be
stored for a minimum of ten (10) years, or other length specified by BISP
 Provide the ability to scan and/or upload documents and allow them to be attached to a
specific record or records
 Provide BISP the functionality to create and update on-line user messages
 Provide the functionality to add new deliverables or other contract related documents to
an existing contract without the need to add a new contract keeping the original contract
intact, with the amendments indicated as such
 Require all mass communications to go through a multiple level review and prior written
approval process by BISP before public viewing
 Schedule hearings, appointments, etc. for contract management
 Store documents/images in a manner to allow immediate retrieval of documents. If the
document has been archived, the image shall be provided within twenty-four (24) hours
of the request. The image shall be stored for a minimum of ten (10) years or other length
specified by BISP
 Provide the functionality to add new deliverables or other contract related documents to
an existing contract without the need to add a new contract
 Provide the ability to track all system generated communications sent from BISP to
providers, beneficiaries and other stakeholders. The tracking information, including a
copy of the communication, shall be stored in a database accessible by all users
authorized by BISP
 Provide the ability to document verbal communications with beneficiaries, providers, or
other stakeholders for which data is maintained for tracking purposes. This data, like
system generated communications, should be stored in a database accessible by all users
authorized by BISP
 Track the need for approvals at various levels and generate alerts to appropriate parties
that prior written approval is required. Maintain a historical record of those prior written
approvals
 Use decision trees in the determination of the need for the development of procurement
and funding documents etc.
 Provide and maintain common document templates
 Provide a maintenance window/screen for users’ creation and editing of templates
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 Generate common document templates that can be stored. Examples include, but are not
limited to, contracts, contract amendments, procurement documents, memorandums of
understanding, from BISP defined tools and templates
 Provide a driver to guide the user in completing templates
 Support the ability to develop and maintain templates of documents used within the
various processes
 Have standard templates for rule-making with on-line instructions. The templates shall
support a decision tree and required data
 Create and automatically send notices and e-mails based on pre-defined templates or
BISP established criteria and maintain an audit trail
 Have the ability to generate both certified and non-certified mailings
 Use assessment decision trees and templates to support the management of a case
 Have the ability to populate a template from uploaded data.
5.12 Learning Management System
 BISP requires a Learning Management System (LMS) for its Training department. Time
bound access to learning content for BISP employees will be given, after which, again, a
time bound questionnaire or quiz or an assessment will open for the staff who have
attended the learning course. Result will be announced after the trained staff attempts it.
This will be linked to HR performance evaluation. Textual and Video content will be
hosted for various trainings. Various trainings/courses will either be optional or
mandatory. LMS will be fully integrated with ERP.
 BISP will use Online Training which makes implementing a Learning Management
System cardinal to its training system. In case of BISP it is expected that LMS will
provide ease to its executives with technology-based information about compliance to its
training KPIs and risk avoidance. The intended LMS should be easy to setup so that
minimal technical intervention is required for it. It should have an easy to understand and
easy to use interface for its users. It should offer multiple ways to configure so that the
LMS will remain relevant to each team and every learner. It should bring all training
tools and training materials in one convenient place so that BISP can provide a great
training to its staff.
5.12.1 Integration:
 The LMS should be able to integrate with HR’s talent management system, budgeting,
and planning systems of the ERP. It should also be available on BISP’s mobile platform
and it should support and manage videos, documents and textual content for training
BISP staff.
5.12.2 Administration:
 Should include the number of course administrators like tracking and reporting, content
management, notifications, single sign-on, and API
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5.12.3 Tracking and Reporting:
 Should allow tracking LMS data within the LMS. Guide student progress via
prerequisites and learning paths, an assigned curriculum, or a certification program, and
make adjustments for completion.
5.12.4 Assessment & Testing Tools:
 The LMS should have an online examination system with several testing tools. Quizzes,
Reflective learning journals, Portfolios, Grades, Surveys, Practice activities and past
exams.
5.12.5 Compatibility and Supported Devices:
 The LMS should have a user interface based on the latest edition of HTML which is
capable to adapt to different hardware devices, including desktops, laptops and tablets.
Specific platforms that can be supported are Windows OS, iOS (iPad / iPhone), Android,
Linux and MacOS etc.
5.12.6 Communication:
 The LMS should provide email notification / messaging going from teachers to students.
It should provide options to Chat, Announcements, Discussion Boards, Blogs, Discussion
Forums. Wikis, Virtual Classroom and Voice-based communication.
5.12.7 Course Interactivity:
 Interactive features that may be important are HD streaming video, audio, images,
assignments, tests, and SCORM presentations.
5.12.8 User Registration:
 LMS should be able to import learners via mass uploads, automate uploads, and/or enable
learners to self-register quickly.
5.12.9 Compliances:
 The LMS should be compliant to:

o IMS Learning Tools Interoperability (LTI) standard compliant
o IMS Question and Test Interoperability (QTI) standard compliant
o Tin Can / xAPI (Experience API)
o SCORM latest edition
5.12.10 Content management:
 LMS should include tools for content development and management of content
installation (Modular Structure).
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 It should be able to create content in different input formats such as SCORM, IMS
Content Package, MPEG file, Office file, JavaScript, PHP etc.
 It should provide for rapid content creation, distribution, integration and authorizing tools
 It should provide support for the tools using in content creation such as Dreamweaver,
Flash, Word, PowerPoint etc.
5.12.11 Content/Modules Development:
 Training Wing has listed down some selected initially important operational procedures
to begin with. On each procedure, a separate training module will be developed. Each
module will further be divided into various chapters and each chapter will have a separate
video. Once the modules/chapters are prepared a script will be developed for the
recording. These Online-Training modules will be developed by the external resources in
consultations with the relevant wings.
5.12.12 Video Lectures
 Initially selected procedural training modules are identified and keeping in view the time
duration each module is further being divided into chapters. Each chapter shall have a
separate video. For instance if duration of a training module is 60 minutes, 3 to 4 videos
(one on each chapter) will be prepared. Once the video sessions are developed, it will be
uploaded on the BISP portal and an application will be developed. After attending the
session and watching the video on each chapter in the given specific time period, the
trainee has to pass a quiz. Unless the trainee passes the chapter will not proceed to the
next chapter. After completion of all chapters given in a module the accumulative score
will certify the trainee on the module. For any upcoming changes in the procedures,
refresher Online-Trainings will be prepared and uploaded and the trainees will go through
the same procedure. Some training sessions will be compulsory for all staff to attend like
the procedures of UCT, CCT, NSER, HR etc. However few sessions will be only for the
selected staff members like financial rules and PERs, details are given in the matrix.
 Online Training Matrix for Some of the Selected Areas:
After due assessment of the Training Need Assessment (TNA) exercise conducted by the
Training Wing, the management has decided to select the below mentioned areas in the
first phase:
S. Training Related Target Audi- Evaluation
Training Topics Duration
No. Nature Wing ence Methods
BISP Service Rules and All BISP Regu-
1 Regulations Compulsory HR lar Staff 2 Hours Online Quiz
Directors, DDs,
2 Inquiry conduction Selective HR Ads 1 Hour Online Quiz
Harassment at Work
3 Place Compulsory HR All staff 30 Mins Online Quiz
Directors & DDs
Performance Evaluation at Field and
4 Report (PER) Selective HR Head Office 30 Mins Online Quiz
Unconditional Cash
5 Transfer Compulsory UCT All staff 2 Hours Online Quiz
All levels of
6 Next to Kinship Policy Compulsory UCT field staff 30 Mins Online Quiz
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Assistant Direc-
7 PCMS/CMS Selective UCT tors 2 Hours Online Quiz
Amputee Cases / Bio- All levels of
8 metric Failure Compulsory UCT field staff 15 Mins Online Quiz
National Socio Eco-
9 nomic Registry Compulsory NSER All staff 2 Hours Online Quiz
WeT -
10 Waseela Taleem - CCT Compulsory CCT All staff 2 Hours Online Quiz
Error Fraud and Corrup- All level of field
11 tion Compulsory IA staff 1 Hour Online Quiz
Internal Financial Con- Field finance
12 trols Selective F&A staff 1.5 Hours Online Quiz
Procure- Directors & DDs
13 Procurement Rules Selective ment at Head Office 1 Hour Online Quiz
14 Orientation on BISP Compulsory Training New Entrants 4 Hours Online Quiz
Poverty Alleviation - SP DGs, Directors,
15 & SSN Selective Training DDs, ADs 1 Hour Online Quiz
5.12.13 Examinations / Assessments:
 10 different types question support for online exams. Exams can be prepared according to time,
date and duration constraints.
 Should include “Secure window” option for exams.
 Quiz and evaluation
 Score cards of staff members on every training program
5.12.14 Miscellaneous:
 Database support
 Advanced search and header hiding ability
 XML support to work with different systems
 Video Conferencing support
 Exam module, online exam (test based question preparation)
 Multiple language support
 Calendar
 Backup support
 Chat and Group Work: Includes chat and group creating tools. Each user can work in his/her own
group.
 Whiteboard
 Survey and forum support
 Unique login and password for all staff
 Upload training videos
 Dashboard showing all the basic reports of the Training.
 Online certificates on the successful passing of quiz
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5.13 Customized Report Generator
Customized Reporter is a specific module that is required as part of the ERP System. Reporting
requirements grow with the maturity of systems and new requirements are often added to the
system. To cater to such a need it is desirable that the system should provide a report designer
exposing various data entities and their relationships. The generated report should be template
based and should provide necessary filter / searching / sorting facilities for each generated report.
Users must be provided a facility to save / export / share generated reports against a specific user
group or a user. This module should cover all available data entities within the system with the
feature set provided below.
Adhoc/ Custom Reporting
 Facility for users to create custom reports on their own, based on the data cubes
developed in the data warehouse.
 Facility to drag and drop data fields to create a report.
 Facility to define parameterized searching / sorting and filtering of data
 Ability to export report data in various formats like excel, csv or pdf
 Ability to expose the report data as BI visualisation
 Business Intelligence (BI) System
 Data Warehousing
 Facility of data warehousing and data cubes based on internal database as well as external
databases.
5.14 Training Management System
Training Management System (TMS) will fetch trainees’ data from core HR System and keep
the training profiles of BISP staff current and updated. Similarly TMS will maintain up to date
profiles of all BISP trainers
5.14.1 Training Needs Analysis
 Training Need Assessment (TNA) of field and head office staff is a guiding document to
plan the training programs according to the need and demand of BISP staff. (TNA for
2020-2023 has already been conducted).
5.14.2 Annual Plan
 BISP Annual training plan development and implementation with stakeholders’ inputs to
be automated.
5.14.3 Annual Training Plan
 Training Plans are mandatory before the implementation of any training, with the ap-
proval of competent authority. Training wing develops Annual Training Plan (ATP) duly
approved by the competent authority.
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5.14.4 Training Implementation
 Training wing implements trainings using online-trainings through videos, presentations,

open discussions, questions and answers, group activities and energizers etc.
5.14.5 Trainee Records/Scheduling
 Registration of trainees.
 Resources profile capture
 capabilities to schedule training activities based on the syllabus, personnel and resource
availability, instructor qualifications, preferences, and other applicable scheduling
rules and constraints
5.14.6 Trainee Evaluation
 Every training program will be evaluated properly through questionnaires/exams. Pre and
Post Tests are mandatory for every training program that shows the increased level of
knowledge of the participants.
5.14.7 Nomination
 Create Participants for a Course by Data entry (for each participant) or bulk import (for
multiple participants)
 Edit, Delete, View Participant details.
 View Training Calendar
 Replace or Hold Allocated Participant
5.14.8 Allocation
 Replace or hold Allocated Participant
5.14.9 Search
 Search Participants, Course Institute, Location, Data range, etc.
5.14.10 Management Information System
 View Reports – Statistical data (Tabulated/ Graphical)

 Run specific reports on participants’ nomination, duration wise, venue wise, etc
5.14.11 Admin
 Creation of application users

 Assigning roles, privileges to users
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5.14.12 Calendar
 Create, view, and edit training courses which contains details of Institutes, scheduled
dates, available seats, Minimum seats to be filled for conducting training, maximum
seats, Course, Venue, Contact details.
5.14.13 Mass Messaging
 Use as a communication tool by sending e-mails to Training Instructors or Participants
5.14.14 General Features
 Planning Courses
 User Info Query
 Personal Calendar and Announcement Management
 Training Planning
 Flight Planning
 Training Performance Analysis
 Statistical Analysis
 Archiving User Performance
 Administrative Affairs
 Sent-Received Document Records
 Preparing tests & questions
 On-line Evaluation
 Categorization of Question Database
 Test reviews
 Preparing Statistics & Archive
 Analysis of Test Records
 Updates and controls
5.15 Enterprise Portal
An ERP and other systems driven portal will be created that will be housed at a third-party
service provider’s infrastructure. The portal must provide services of fetching data from other
modules and hosting the necessary information in web format for public consumption. This
enterprise portal will provide necessary information to the public, where as it can be used as a
main entry point for the BISP employees to use the ERP. It is pertinent to mention that this portal
will not be a replacement of the current BISP website, rather act as a sub part of the current BISP
website.
BISP desires to give its users uniform, role-based, and secure access to any kind of applications,
services, and information. With the enterprise portal, all employees and other stake holders –
should have a single, uniform point of access to the applications, services, and information they
need for their daily work. Some of the portal’s features are given below:
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 The system should provide portal behaviour which is requested and expected from Web
sites (browser functionality, indexing by search engines, etc.)
 The system should simplify the customization of the portal look and feel.
 Portal should be able to accomplish scalability and availability through load balancing
and “fail-over” mechanisms.
 The system should have a portal development kit (PDK) to provide tools for rapid portal
development and deployment.
 The portal run time features should include a portal server, user management engine,
connectors and client frameworks and the unification server.
 The portal should support multiple databases.
 Portal should support task management through workflow automation.
 Portal should support localization features for currency, time and date, depending on
where the portal is accessed from.
 Portal should support optimization techniques like caching
 Portal should support Unicode.
 Portal should support the embedding of modules or other modular development and
integration capabilities.
 The portal should have its own navigation tools like the navigation panel and the history
bar.
 Portal should support remote performance monitoring.
 It should be possible to connect several systems to one portal environment and to use
single sign-on to log onto these systems.
 Portal should provide Web-based administration of the portal.
 Portal should support anonymous logons.
 Broad set of preconfigured portal content dedicated to the needs of business users
(worksets of information, applications, services) that are Web deployed.
 The system should support for a global or federated portal across different vendors.
5.16 Integration Requirements
5.16.1 National Socio Economic Registry
BISP is collecting social profile data of Pakistani households to develop a National Socio
Economic Registry (NSER). The database servers are housed at National Telecommunication’s
Data Center
NSER’s DB will be integrated with ERP DB from where beneficiary information will be
gathered etc.
5.16.2 Payment Systems
All BISP beneficiary payment systems whether existing or any new ones to be launched in the
future will be integrated with ERP. This will include all generic beneficiary payment systems,
banks, and third party payment gateways.
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For all beneficiary payment programs MIS generates payment files, which are reviewed by the
responsible wings for errors. The list of beneficiaries is then passed to Payment. Payment
instructions along with cheques are forwarded to Habib Bank Ltd. and Bank Alfalah Limited.
The banks then credits LMA-2 accounts of all beneficiaries. The information flow between
BISP’s MIS and these banks is interfaced. After the bank makes payments BISP reconciles all
payments. Reconciliation of beneficiary payments is a major challenge which needs to be
addressed in the ERP System. The need is to have a System-based accurate and timely reporting
and reconciliation of payments under all programs, with impact assessment for donors.
BISP will provide APIs for integrating ERP System with the Beneficiary Payment System.
5.16.3 Oracle Business Intelligence (OBI)
BISP is using OBI and this existing system will be integrated with the ERP system to serve
BISP’s Business Intelligence needs. OBI will be integrated with ERP’s PM tool to obtain KPIs
from the PM tool and other modules that will have KPIs. This will be used to compare with ac-
tual data and generate reports.
5.16.4 Complaint Management/Grievance Redressal System
The salient features of the system in use at BISP are given below:
 Facility to register complaint by the general populating and BISP beneficiaries and em-
ployees giving the information such as applicant name, job title, department, contact
numbers, addresses, cause of the grievance, solution requested, complaint type, etc.
 Facility to generate complaint number in order to track complaint.
 In case the complaint is related to services such as fixation of fault then it is forwarded to
the concerned section for resolution.
 In case the complaint is related to the administrative issues then ability to define a work-
flow on how it will be resolved.
 Facility to review each type of complaint by the relevant section and give their recom-
mendations.
 Facility to follow-up the implementation of the recommendations.
 Facility to enter feedback of the complainant regarding its resolution.
 Facility to properly close the complaint in case of resolution.
 Facility to show the progress of the complaint to the complainant.
 Complaint integration with Banks.
5.16.5 Project Management Tool
Integration with a bespoke Project Management tool developed by a third party for BISP’s Tech-
nology Wing.
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5.16.6 Micro Payment Gateway
Integration with Third party Banking Systems / Micro Payment Gateway (MPG) called “Raast”
will be required. BISP is in the process of moving its beneficiary payment disbursement to Raast.
Provisions and considerations for MPG alignment can be viewed at Annexure - XII.
More information about Raast can be found here.
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6. General Requirements
BISP has allowed subcontracting only for ICT infrastructure Hardware and associated Software
supply, delivery, installation , delivery, training, warranty and support service/implementation
and not for ERP Systems and developing/implementing other software applications.
6.1 Bid Security
a) Bidders shall furnish, as part of its bid, a bid security of 2% of the total bid price
as per Annex – VIII or in the form of a bank draft.
b) The bid security is required to protect the Purchaser against the risk of Bidder’s
conduct which would warrant the security’s forfeiture.
c) Any bid not secured, will be rejected by the Purchaser as nonresponsive.
d) Unsuccessful bidders’ bid securities will be discharged or returned as promptly as
possible.
e) The successful Bidder’s bid security will be discharged upon the Bidder signing
the contract and furnishing the performance security or completion of the
contract.
f) The bid security may be forfeited, if a Bidder:
i. withdraws its bid during the period of bid validity specified by the Bidder,
or
ii. does not accept the correction of errors; or
iii. in the case of a successful Bidder, if the Bidder fails:
o to sign the contract; or
o to furnish performance security or complete the job.
g) The bid security will be sealed in a separate envelope and enclosed with Techni-
cal Proposals.
6.2 Performance Guarantee
The bidder whose quotation is accepted will be required to submit a performance bond in the
form of bank guarantee (Annex – VII) as a professional liability issued by the first class
recognised bank, the amount of which will be not less than ten percent (10%) of the total contract
amount to guarantee faithful performance and completion of the Agreement. If the Bidder fails
for any reason to execute the Agreement, the said bond will be forfeited to BISP. The
performance bond shall remain in effect for one (01) year from the date of issuance.
Bid Security submitted by the bidder at the time of submitting its bid shall be returned to the
Bidder upon submission of Performance Guarantee.
Failure to provide a Performance Guarantee by the Bidder is a sufficient ground for annulment of
the award and forfeiture of Bid Security. In such event the Procuring Agency may award the
contract to the next lowest evaluated bidder or call for new bid.
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6.2.1 Integration Requirements
Since various systems are available with in BISP which have been developed separately, it is a
mandatory requirement that the proposed IT Solution brings all the necessary datasets under
various systems onto one platform/consolidated database. This will require a significant data
modelling / data migration exercise which should be proposed under this RFP. The common
database for all the functions of BISP should expose necessary views for the desired system only.
The new program should furthermore in its true sense integrate or interface with the existing sys-
tems that are developed with in BISP.
6.2.2 Licensing Requirements
It is desirable that instead of fix term licenses BISP is looking for perpetual licenses for a tier-1
ERP system to reduce financial burden on BISP in the ensuing years. Since this development
exercise will require the implementor work very closely with the current IT team of BISP
therefore it is highly desirable that license cost should be based on perpetual licenses.
The following are desirable features the BISP would want the system to have:
 The system should have built-in compliance features (configurable) with federal labour,
taxation and payroll laws.
 Integration with Microsoft Active directory/ for user management
 Workflow based processes (such as leave applications, payroll generation and approval,
recruitment to employment, field operations, beneficiary payments etc.)
 Audit trails
 Enquiry screens to all modules
 Reports as explained above
 Training
o User
o Technical Team
 System Documentation
o User
o Technical
 Facility to import / export data to/from excel
 Workflow Management
 Technical support after implementation and warranty (36 Months)
 ERP Manufacturer’s direct technical support services for 3-man months each year for a
total of 3 years from date of start of warranty
The high-level modular structure of the ERP comprises the following;
 Finance
o Budgeting
o General Ledger
o Accounts Receivable (AR)
o Accounts Payable (AP)
o Cash Management
o Treasury/ Funds Management
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o Tax
o Fixed Assets
o Consolidation
o Management Accounting – Reporting
o Pension Management and Disbursement
 Procurement
o Purchase Planning
o Purchase Requisition, RFQ, Quotations Management
o Purchase Order Management
 Local
 Import
 Services
o Suppliers and Contracts Management
 Inventory
o Goods Receipt, Issues & Return
o Stock Transfers
o Cycle counting
 Project Management
o Project Structure and Creation
o Purchase Order / Work Order System for each project/sub project
o Project Monitoring and Costing
o Scheduling
o Budgeting
o Assignment/Resource Allocation
o Capitalization of Projects
o Tracking
o Collaboration
 Human Resource Management
o Employee Database
o Promotion
o Transfer
o Taxes
o Payroll Processing
o Retirement
o Payroll Disbursement
o Pension Account Management
o Pension Disbursement
 System Tools
o User management
o Database Authorization Management
o Application development environment and version release control management
o Application of Patching
o Cloning Management
o Menu management
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o Workflow and information portal management

o Audit trail
o Data Import/Export/ Purging Management
o Query Management
o Report Development (standard as well as ad-hoc)
6.2.2.1 Licenses Needed
3000 HR payroll and self-service Portal users out of which Professional or power users’ licenses
will be 40.
6.2.3 Common Function Requirements
Following requirements are common to all system/ modules and should include but not limited to
the following:
 Software should provide a detail audit trail of all the activities and should be equipped
with the query analyzer to view any exceptions.
 All reports can be exported in different formats such as PDF, MS Excel Format, CSV,
etc.
 Software should provide import data facility through MS Excel, CSV and other machine
readable formats.
 System should maintain electronic signatures of all the users and record with each
transactions.
6.2.4 Non-Functional Requirements
System Architecture
 Systems should be web based and can be accessible from anywhere.
 All the mobile apps/ dashboards should be compatible with Android and IOS platforms.
 System should have single sign-on to access any system / module.
 System should have unified architecture such that any setup employee, department,
vendor, cost center, etc. created in one module should be accessible to other modules.
 All systems/ modules should be well integrated with each other to share financial effects
and transaction references.
 The software should have a capacity to handle server requests/ web traffic of BISP Staff.
System Security
 Systems should have secure communication with SSL (https) or any other equivalent
security mechanism.
 All the information should be stored in encrypted form in the database.
 Integration with Director Services such as MicroSoft Active Directory or LDAP required.
 Unless indicated otherwise by the ERP software manufacturer we require the following:
o Any third (3rd) party tool for integration may be required
o RADIUS or Industry approved any third (3rd) party authentication tool may be re-
quired
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 ERP software manufacturer RADIUS or Industry approved any third (3rd) party tool for
integration may be required
Data Migration
o Bidder should submit data migration plan to move existing data from the legacy
software to the newly acquired system.
o The vendor should execute the migration plan once approved by BISP.
o The vendor should
verify the migrated data with

the assistance of BISP staff.
o All BISP data from its inception in 2008 to date will be ported/migrated to the
new ERP.
Source Code & Updates
 The vendor should hand-over the source code of all the systems / modules developed
exclusively for BISP.
 The vendor should also provide the development tools, technologies, APIs, etc. for future
enhancements by BISP.
 The vendor should provide updates of any new release from time to time during the
agreed maintenance period.
 The vendor should impart training and transfer skills for onward customization and
maintenance.
 The original source code and customization made by the vendor shall be the property of
BISP. BISP shall have complete rights to modify and sell the software to other
organizations.
Service Levels
 The vendor should specify the service levels for:
o Fixation of critical and non-critical bugs and errors
o Response to any queries
o Time required for maintenance and upgrades
 The vendor should provide 1-year free technical support services after the successful
deployment of the software
 The vendor should also quote the technical support services charges after the expiration
of free services.
Availability
 Software solution should be available for internal users 24 x 7 x 365 with minimal
downtime.
Training Manuals
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 Bidder should provide online help and user manuals covering each and every option for
all the systems and modules discussed above.
 Bidder should provide installation manual.
 Bidder should provide technical documents such as data dictionary, schema, system
architecture, DFDs, class diagrams and other necessary documentation for the
customization of software.
 All the manuals discussed above should be updated time to time by the vendor.
Trainings
 The vendor should impart training to BISP’s project team and the end-users by taking the
following initiatives:
o Creation of test environment of the deployed software i.e. Conference Room Pilot
(CRP) for software acceptance testing and on-going training.
o Provision of hands-on training to the end-users to allow them to test key
processes.
o Train the trainer of BISP for their capacity building.
o Train and empower the technical team so that they can add new modules, enhance
and customize the existing software according to their needs.
Available Systems
 The following applications are running in BISP:
Application Sub-details Technology /

Database
Cash Transfer Quarterly Payment Generation for Eligible .NET

Payments beneficiaries Framework,
Generation System Oracle
Live integration Web services are developed for live .NET
with BANKS integration with banks. The integration Framework,
includes live reporting of Deposits / Oracle
Withdrawal data
Agents / ATMs Live reporting of complete details of .NET
location GPSs Agents/ATMs including GPS details Framework,
reporting Oracle
PVI (Payment A desktop application developed for .NET
Verification verification of generated payments Framework,
Interface) Oracle
Cheque Marking A desktop application developed for marking .NET
System cheques against UCT generated payments Framework,
and pulling specific reports Oracle
Reconciliation A desktop application developed for .NET
Reconciliation of UCT Payments Framework,
Oracle
PCMS (Payment Desktop application being used in regional .NET
Complaint offices and banks for Complaints redressal Framework,
Management Oracle
Page 77 of 115

Database
System)
Web APIs for new Web services are developed for live .NET
Fis integration with banks. The integration Framework,
includes live reporting of Deposits / Oracle
Withdrawal data - For new Fis
Payment Quarterly Payment Generation for Eligible .NET
Generation System beneficiaries - For new Fis Framework,
- Revamp Oracle
Support Custom report and summary generation for Oracle
Audit and operations
UC Boundary Native Android Application Native Android,
Assurance PHP, MySQL
Listing application Native Android Application Native Android,
PHP, MySQL
Door to Door Field Collection App .NET
Collection Framework,
Application Native Android,
(Mobile) PHP, MySQL
Support App for Discrepant data identification and loading Scheduled
Data Correction process for Support App MySQL
procedure
Support App (duplicate QR resolution, Native Android,
Roster CNIC rectification, GPS clutter PHP, MySQL
rectification )
Data Collection Locality Management and Boundary .NET
Support System Route Map Generation - Web Based Framework,
(DCSS) Route Map Generation - Automated MySQL, jQuery,
VMCA - Coverage Assurance - Missing Nativejs,
Locality Identification Tool Bootstrap, WCF,
Reporting Dashboard - Framework Xml, Rest/JSON
Management Dashboard Services
Reporting Dashboard - Identified Reports
NSER Initial Reports
Central User Management
Monitoring SMS Service Integration
Address Library Development
Address Library Integration
Training/Testing Training Application, Assessment Results Android
System application, PHP,
MySQL
NADRA - CNIC CNIC Verification Web Service Integration
verification (Targeting + CMS + DCSS)
PAPI-NSER Duplicate mapping of scanned forms .Net, MySQL
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Database
Data entry application
Data Mapping, Discrepant data identification
Integration with DCSS
Targeting PMT execution .Net, MySQL
PMT Calculation Service
CNIC Validation Mapping - Internal (PSC)
CNIC Validation Mapping - External
(NADRA)
Beneficiary Identification
Beneficiary Identification Service
Monitoring/Error Custom Monitoring Shadow app / Process Native Android,
Calculator Validation app - DB structure to be shared MySQL, PHP
with OR Firm so consistent data is available
NSER Assessment App
Receipt Generation / Inventory Control / QR
Code Generation
Miscellaneous Hosting on NTC - SLA
Hosting and DR Primary Site: Physical Migration / Setup of
Hardware
Primary site: VM/OS/Software Setup
DR Site: Physical Migration / Setup of
Hardware
DR site: VM/OS/Software Setup
Support Bug Fixes
Custom report and summary generation for MySQL
Audit, NSER operations
Maintenance
CMS CMS handling cases of Pending .Net, Oracle,
Bene/Targeting MySQL
Payment Mocked Payment Generation on NSER Data .Net, Oracle,
Generation MySQL
MSCA - Supply Supply Capacity Assessment of schools PHP, Oracle,
Capacity based on capacity indicators i.e. Native Android
Assessment Infrastructure, Teacher to student ratio,
catchment area etc.
Student Enrollment Enrollment /Admission of WeT eligible .NET
children in Government and Private Schools Framework,
Oracle
Attendance Attendance data collection of WeT students PHP, MySQL,
Compliance through school visits Native Android
Payment Attenance Payment Generation to WeT children. .NET
Compliance Quarterly payment for attendance compliance Framework,
on the basis of Attendance Oracle, MySQL
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Database
Payment Admission Payment Generation to WeT children. One .NET
Compliance time payment for admission compliance Framework,
Oracle
BBC Application Application developed for managing BISP PHP, Oracle,
Beneficiary Committees Native Android
CMS (Case Dedicated Case Management System for .NET
Management WeT related cases Framework,
System) Oracle
UCMS Integration of WeT CMS into UCMS .NET
Framework,
Oracle
Nutrition Nashunuma Android app for enrollment of .NET
woman and infant across the country Framework,
Android, Oracle
Support Custom report and summary generation for Oracle, MySQL
Audit, WeT operations and other wings
Waseela Rozgar Waseela Rozgar Liabilities and third-party Oracle, .NET
evaluation for training providers to assess the Framework
claims
Waseela Haq Waseela-Haq recovery application for the Oracle, .NET
collection of Loan amount through NBP Framework
PVI CCT Payment verification Interface for the Oracle, .NET
assurance of the payment of CCT is Framework,
developing by third party MySQL
Management Development of multiple reporting systems .NET
Dashboard and dashboard for progress monitoring Framework,
(UCT, CCT, NSER etc.). Oracle
OBIEE BI reporting dashboard developed for UCT, Oracle BI
CCT using Oracle BI
Work plan An application developed for monitoring .NET
Monitoring work plan on specific requirements from Framework,
Dashboard – M&E M&E wing Oracle
Carrier Planning An application developed for Carrier .NET
Data Acquisition Planning Data Acquisition on specific Framework,
Application requirements from Carrier Planning wing Oracle
Reporting system An application developed for Reporting .NET
for ACRs / system for ACRs / Synopsis & Quantification Framework,
Synopsis & System Oracle
Quantification
System
Asset Management Asset Management System was developed .NET
System for managing assets of BISP, on specific Framework,
requirements from Admin Wing Oracle
Web Service Web services-based data sharing module was .NET
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Database
Development for developed which was used with several Framework,
Data Sharing organizations e.g. PPAF Oracle
Career Planning – A module was developed for Career Planning .NET
Development / wing on their specific requests, it's user Framework,
Support / User manual was also developed. Oracle
Manual Update
Training wing A module was developed for Training wing .NET
application – on their specific requests. Framework,
System Oracle
Development/Desig
n
HRMIS - Updates HRMIS is a system developed for HR wing .NET
and Reports/ Along to manage data of BISP employees Framework,
with technical Oracle
Support
Payroll - Support & Payroll module is being used for generating
.NET
updates payrolls of BISP employees Framework,
Oracle
BISP is using SMS services of NADRA and Jazz. Support for these services from the ERP
System will be required.
6.3 Joint Ventures / Consortia
BISP is permitting interested parties to group together in the form of Joint Ventures or Consortia
to bid for this project. All member of JVs or Consortia will be jointly and severally and responsi-
ble for performance under this RFP. However, each JV or Consortium will designate a single
bidder as the lead bidder whose credentials will be used to evaluate its proposals. The lead bidder
will be responsible for all implementations and deliveries under this RFP. All member of JVs or
Consortia will also provide all mandatory information required under this RFP.
6.4 Presentations
Bidders are required to give online demonstration of the proposed systems / software products.
6.5 General Requirements and Information for Proposal Submission
For ERP Implementing firms to be considered, BISP must receive four (4) copies (one original
and three photocopies) of the proposal by 10:00AM on or before Friday, November 11, 2022 at
the following address:
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Head Quarters, F-Block

Pak Secretariat
Islamabad, Pakistan.
Please also send one printable and searchable PDF copy of technical proposal on a flash drive.
All proposals must be clearly marked separately for both technical and financial proposals:
Technical / Financial Proposal

“Supply, Installation, Design, Configuration, Customisation, Implementation and
Commissioning of an integrated ERP System and Training”
Sealed Technical and Financial proposals should be submitted in two separate envelopes placed
and sealed in one big envelope (as per single stage – two envelopes bidding procedure).
There is no expressed or implied obligation for BISP to reimburse responding ERP
Implementing firms for any expenses incurred in preparing proposals in response to this request.
BISP reserves the right to retain all proposals submitted, and to use any ideas in a proposal
regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by
the ERP Implementing firms of the conditions contained in this request for proposal, unless
clearly and specifically noted in the proposal submitted and confirmed in the contract between
BISP and the ERP Implementing firms selected.
BISP shall not bear any cost related to the preparation of proposals as well as any subsequent
cost such as pre bid meeting visit cost, etc. incurred by the ERP Implementing firms.
6.6 Project Contact
BISP invites you to submit a proposal in accordance with the terms, conditions, and
specifications contained in this document. Please submit the proposals by Friday, November 11,
2022 no later than 10:00AM. Questions about the project may be directed to:
Head Quarters, F-Block
Pak Secretariat
Islamabad, Pakistan.
[email protected]
CC to:
[email protected]
Questions and requests for clarification and/or additional information should be directed via
email to the contact above. Any change in response to questions/clarifications will be re-
advertised as an addendum to this RFP and communicated to the bidder through email.
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6.7 Resources Required
Technical and Functional Staff required onsite at BISP HQ for implementation will be provided
by the bidder, complete details should be provided in their proposals. However, the following
type of support staff is required by BISP to support the ERP after implementation:
 Project Manager
 ERP Application System Administrator
 ERP Application Developers
 ERP Functional Support Staff
6.7.1 Project Manager
The Project Manager (PM) will act as the team lead and remain central point of contact for the
on-site team. Along with assessing requirements, ensuring that standard operating procedures are
met, the analyst will guide the team to execute the task and keep a liaison with the BISP teams.
6.7.2 ERP Application System Administration
ERP Application System Administrator will perform the following major Activities:
 System Administration
 Database Administration
 Application Maintenance & Administration
Tasks to be performed by ERP Application System Administrator:
 IT infrastructure analysis
 Application Performance Monitoring and Tuning
 Printer/Print Queue Management
 Runaway Process Monitoring
 Application services Management
 Backup and Recovery Plan - To be tailor made considering the environment of the
enterprise.
 Performance Tuning
 Instance Management
 Proactive Monitoring
 Coordination with ERP Bidder to get remote support
 Application System Administration
 Application Component Management
 Purge Management
 Installation of licensed products
 Security – Access control
ERP system administrator must be a graduate in IT or equivalent from recognised BISP and have
certification of Operating System and database with the Principal ERP Bidder.
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6.7.3 ERP Developer
ERP Application developer is responsible to develop new customized reports from the system.
He may also be required to amend the existing reports.
Task Performed by ERP Developer:
 Build new reports
 Customized Existing Reports
 Tuning of Reports
 Maintain Interfaces
 Create Alerts and Workflows
 Work with functional consultants for the above tasks
ERP developer must be a graduate in IT or equivalent from a recognised institution and have
certification in development tools with the Principal ERP Bidder.
6.7.4 ERP Functional Support
ERP Functional support of the module implemented will be for the following:
Task Performed by Functional consultant
 On Job Training if required
 Resolve functional issues
 Review and assistance in the period end closing process
Functional support person must be a graduate in IT or equivalent from a recognised institution
and have certification of ERP modules with the Principal ERP Bidder.
6.8 Available Budget / Contract
BISP wishes to negotiate a fixed price contract with a “not to exceed” total based on a clearly
defined scope of work. Selected prospective firm be required to finalise and execute a contract
for professional services. BISP reserves the rights to accept the proposal either in full or part.
All proposal responses must be received by 10:00 am on Friday, November 11, 2022 for ERP
Implementing firms to be considered. BISP reserves the right to reject all proposals without
assigning any reason.
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7. Proposal Requirements
The Proposal should include the minimum information requested below in the order listed. Em-
phasis should be on completeness and clarity of content. Please do not include sales and market-
ing brochures. Additional information, if provided, should be separately identified in the pro-
posal.
7.1 Section One – Transmittal Letter
A cover letter (Annex - 1, to be furnished with technical proposal and Annex - 2, to be furnished
with financial proposal) signed by an official authorised to solicit business and enter into
contracts for the ERP Implementing firms. The cover letter should introduce your firm and
summarise general qualifications, including the firm’s legal entity name, address, email address,
phone number of contact person, and short synopsis of the proposal and credentials to deliver the
services sought under the RFP.
7.2 Section Two – Experience and Qualifications
a) The ERP Implementing firms should describe the company’s profile giving details of
legal status, services and products offer, number of offices, overall staff strength and
other details highlighting the company’s profile along with Annex – IV.
b) A description summarising the ERP Implementing firms’ experience over the past five
years in performing similar services as listed in this RFP to public sector clients.
Please include the year, key scope objective(s), and ERP System (along with the list of
modules) that your firm implemented, include the names of the project manager, team
members and their roles.
c) A statement identifying the names of key personnel that will be assigned to this
project, including their titles, length of relevant experience (name of projects executed
in education institutions and task performed), qualifications and proof of certifications
for the products and services being offered (attach resumes). Please include the ERP
Implementing firm’s ability to adequately and consistently staff the project with the
same team.
d) The firm’s ability to complete the work specified in this RFP and produces the
required products in a timely fashion and the ability to present any necessary reports
and recommendations to BISP. This section should contain the description of three (3)
successfully completed projects in the last five (5) to seven (7) years, including the
name of public sector organisations for which work was performed, general
description of the scope of work, budget, name and contact information of agency
representative responsible for the project.
7.3 Section Three – Outline Strategies and Options
Outline methodology, planning, design and execute strategies that will result in the analysis,
design, implementation, and training of ERP System that are practical to the BISP. Include a
detailed plan for the services to be provided, along with deliverables to be provided at each step,
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with a corresponding timeline, including meetings with BISP staff. The work plan should be
consistent with the scope of work presented above, however, the ERP Implementing firms may
suggest changes where appropriate.
7.4 Section Four – References
Provide a minimum of three (3) references from three different clients from within the past five
(5) years, preferably of an institute similar in nature and size to BISP Islamabad. Include the
entity name and website URL, and title, email address and telephone number for a contact person
from each reference, as well as scope of work and project start/end dates (Annex – V).
7.5 Section Five – Estimated Project Timeline and Pricing
The ERP Implementing firms should provide module wise break-up of timelines and prices for
each package (Package A, Package B and Package C) as mentioned in “Priority Matrix for
Deployment” Section 4.8.
a) Provide an estimated module wise project timeline required to implement the ERP
System as discussed in the scope of work. Project budgets should include:
 A project schedule for each activity, milestone, and deliverable, and
 Project budget defined, at minimum, as follows:
o Task with a collective total by milestone and deliverable;
o Project responsibilities and estimated amount of time expected for
each task, expressed in person-hours;
o Hourly rates for all project team members;
o Costs for any other expenses such as printing, travel and attendance at
meetings, etc.
b) Provide pricing estimates that include:
 Total Software Cost, with module wise cost break-up as per Annex – III
 Total Hardware Cost (including all primary and backup servers, storage,
database, middle ware etc.)
 Per user license cost for professional user, limited user, Key user
 Study, implementation and training cost
 Annual maintenance cost
 Charge-out rates of project proposed staff
c) The ERP Implementing firms shall present a specific “not to exceed” fixed fee,
including associated administrative fees (i.e., printing costs, attendance at meetings,
travel, boarding and lodging). Each phase of work should have an itemized budget
including labor costs and expenses for each piece of work.
The payment schedule commensurate with the deliverables and the work schedule are as follows:
For ERP System and Application Software Development

:ERP
Implementatio
Deliverables n
%age
ERP System Implementation Project Planning, submits: 2%
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Project Plan and Schedule Document

Change Management Strategy and Communication Plan Document
Share forms and templates to be filled by end users for discussion of solution
in Analysis Workshops
Analysis and Solution Design completed, submits:
As-Is/To-Be process document
GAP document
Document stating detail data migration and Inbound/Outbound interface
3%
requirements,
Data Migration Strategy Document
Business Processes and Procedures Design Documents
SRS and Software Design Document for new modules
Business Requirements Mapping, submits:
Process Map document 4%
Risk Register, Risk Management Plan
Design, submits:
Document stating detail data migration and Inbound/Outbound interface
3%
requirements
Solution Design Document
ERP System Setup, submits:
Set up documents
System Integration Test cases
Instance Strategy document
4%
Interface and Conversion Strategy documents
Draft custom objects inventory list
Installation and deployment of software
Development/Customisation, submits:
Software Requirements Specifications Document (for beneficiary payments)
Software Design Document (for beneficiary payments) 4%
Solution Build and Configuration
Setup/Build/Customisation and Integration
Conference Room Pilot, submits:
Configuration documents and the changes suggested thereof
Finalized Inventory of Customisations 6%
System Integration Test cases document and results, additions /modifications
etc.
Rework and Testing, submits:
Signed off configuration documents
5%
Signed off System Integration Test cases document and results
ERP System and software instance
Development, submits: 9%
Functional Specs
Technical Specs
Registration documents
Development executable and source codes
Page 87 of 115
Test logs
Data Conversion/migration, submits:
Developing documentation that shows a sound and comprehensive data
conversion process 5%
Scope and strategy for data
Data ported to the new system
Training, submits:
Training Strategy
Training Plan
7%
Training Documentation
Training Delivery
Trainees Assessments
Go Live, submits:
Live Application System 8%
Finalized Source code of the customisations
Handing over of source code & related technical documentation to BISP 3%
Onsite technical support for six (6) months after go-live stage to resolve
all integrations, implementation, operational and production issues and 3%
ensure hand-holding.
Second phase of training at BISP HQ 4%
Roll out to Regional and all other offices, technical team will remain
12%
intact for technical support to remote offices during this time period
Second phase of training at Regional and all other offices 5%
Project Closeout and handing over and taking over of project 6%
One year warranty time period 7%
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Request for Proposal (RFP) – Draft – V0.4 | March 04, 2022
7.6 Project Schedule & Deliverables
The following provides a high-level project and deliverables schedule as envisaged by BISP. Interested vendors are required to build on it.
Running
S.
Deliverables Dates Days Total Comments
No.
Days
Tuesday, September 20,
1 Tender Advertisement and RFP release
2022
2 RFP written questions deadline Friday, September 30, 2022 10 10
3 RFP answers & clarifications available Friday, October 7, 2022 7 17
4 Pre-bid meeting Friday, October 14, 2022 7 24
5 Pre-bid meeting minutes and answers to questions/clarifications Friday, October 21, 2022 7 31
6 Proposals Due (by 10:00 am) Friday, November 11, 2022 21 52
7 Optional interviews and presentations with final candidates Within 30 days after due date 52
8 Contract awarded, work begins Saturday, February 11, 2023 92 144
Project Kick Off, submits
9 Saturday, February 25, 2023 14 158
• Presentation
ERP System Implementation Project Planning, submits:
• Project Plan and Schedule Document
10 • Change Management Strategy and Communication Plan Document Sunday, March 12, 2023 15 173
• Share forms and templates to be filled by end users for discussion of
solution in Analysis Workshops
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Analysis and Solution Design completed, submits

• Analysis Workshops held
• As-Is/To-Be process document
• GAP document
11 Tuesday, April 11, 2023 30 203
• Document stating detail data migration and Inbound/Outbound interface
requirements,
• Data Migration Strategy Document
• Business Processes and Procedures Design Documents
Fortnightly Progress Reports giving target achieved against planned, targets Fortnightly (before close of
12 203
slipped, causes and recommendations and next targets. business of each fortnight)
Business Requirements Mapping, submits
13 Friday, May 12, 2023 31 234
• Process Map document
Delivery of hardware
14 Friday, May 12, 2023 0 234
Delivery ERP, DB and other licenses
15 Installation and configuration of Hardware Friday, May 19, 2023 7 241
Design, submits
• Document stating detail data migration and Inbound/Outbound interface
16 Sunday, June 11, 2023 30 264 Parallel to Serial 14 &
requirements
• Solution Design Document
Installation and configuration of ERP System at BISP Islamabad and
17 Sunday, June 18, 2023 7 271
handing over of training material
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ERP System Setup, submits

• Set up documents
• System Integration Test cases
18 • Instance Strategy document Monday, July 3, 2023 15 286
• Interface and Conversion Strategy documents
• Draft custom objects inventory list
• Installation and deployment of software
Customisation, submits
• Solution Build and Configuration
19 Friday, August 18, 2023 46 332
• Setup/Build/Customisation and Integration
• Source Code
Conference Room Pilot, submits
• Configuration documents and the changes suggested thereof
20 • Finalized Inventory of Customisations Sunday, September 17, 2023 30 362
• System Integration Test cases document and results, additions
/modifications etc.
Rework and Testing, submits
• Signed off configuration documents
21 Monday, October 2, 2023 15 377
• Signed off System Integration Test cases document and results
• ERP System and software instance
Development, submits
• Functional Specs
• Technical Specs
22 Friday, November 3, 2023 32 409
• Registration documents
• Development executable and source codes
• Test logs
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Data Conversion/migration, submits

• Developing documentation that shows a sound and comprehensive data
23 conversion process Sunday, December 3, 2023 30 439
• Scope and strategy for data conversion
• Data ported to the new system
Training, submits
• Training Strategy
• Training Plan
24 Friday, February 2, 2024 61 500
• Training Documentation
• Training Delivery (training of BISP staff)
• Trainees Assessments
25 Submit roll out strategy Saturday, February 3, 2024 1 501
Go Live, submits
26 Live Application System Friday, February 9, 2024 7 507 Parallel to Serial 25
• Finalized Source code of the customisations
27 Handing over of source code & related technical documentationt to BISP Friday, February 16, 2024 7 514
Onsite technical support for six (6) month after go-live stage to resolve all
28 integrations, implementation, operational and production issues and ensure Friday, August 16, 2024 182 696
hand-holding.
29 Second phase of training at BISP HQ Sunday, March 10, 2024 30 537 Parallel to Serial 27 &
Roll Out to Regional and all other offices, technical team will remain intact
Starts immediately afte
30 for technical support to remote offices during this time period Sunday, October 6, 2024 240 747
Live at BISP HQ
Training included
Second phase of training at Regional and all other offices (Parallel in at
31 Friday, December 6, 2024 61 808
least 5 offices)
32 Project Closeout and handing over and taking over of project Friday, December 13, 2024 7 815
33 One year warranty time period Saturday, December 13, 365 1180
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2025
Project Duration after signing of the contract till

22.0602 months
project /close out
Project Duration after signing of the contract

34.0602 months
(Warranty included)
Page 93 of 115
8. Proposals Evaluation
8.1 Preliminary Examination/Qualification
Only those bidders that meet the following requirements will be considered for technical
evaluation:
 Bidders must provide certified audited accounts/reports of the following periods:
o 2018-19
o 2019-20
o 2020-21
 Annual turnover for the last three completed financial years must not be less than
Rs. 10 Million annually only for ERP and IT Services projects.
 Bidders must provide their incorporation certificates.
 Bidders must provide certified latest Form-29 and Form-A
 Proof that bidders are original manufacturers/copy right and/or trademark owners
of the software or authorized representative of the owner (Annex – IX)
or
 Bidders must be an authorized implementation partner of an Software Manufac-
turer. A valid partnership certificate showing this relationship to be provided with
the proposals (Annex-X)
 Bidders must provide a minimum of three (3) references from three different
clients from within the past five (5) years, preferably of an organization similar in
nature and size to BISP Islamabad. Include the entity name and website URL, and
title, email address and telephone number for a contact person from each
reference, as well as scope of work and project start/end dates (Annex – V).
 Bidders must provide at least 3 Completion Certificates of successful
implementations
 Bidders must provide CVs of key personnel (along with the certificates)
 Bidders must provide letter of bid (Bid Form) as per Annex-I
 Bidders, or their JV Partners or Consortium Partners, must be authorized imple-
mentation partners of the proposed ICT infrastructure Hardware and Software
vendors. A valid partnership certificate showing this relationship to be provided
with the proposals.
 Bidders to provide valid NTN and Sales Tax registration certificates.
 The following affidavits must be provided on legal papers (stamp paper)
Bidders must provide Affidavits on Non-judicial stamp papera of Rs. 100/- stating
the following:
a. Bidders have never been under investigation for offences related to fraud,
under-invoicing, tax evasion, concealment, money laundering etc.
b. Bidders have not been black listed by GOP and or barred from participating
in tenders
c. Bidders have provided the requisite bid security equivalent to 2% of the to-
tal bid price and placed it in the sealed envelope of Financial Proposal.
Bids from any bidder who is found or purported to be engaged in these offenses
shall be rejected without assigning any reason.
 Bidders Qualification statement as per Annex-IV
Page 94 of 115
The preliminary examination will be conducted on a responsive or non-responsive basis.

Only those proposals that have been rated "responsive" in the preliminary examination shall
be considered for further evaluation.
8.2 Selection Criteria
A two-stage procedure is utilized in evaluating the proposals, with evaluation of the technical
proposal being completed prior to any price proposal being opened and compared. Only those
financial proposals of the proposers will be considered for opening that scores a minimum of
70% marks in technical evaluation.
As mentioned in section 7.1.2.1 technical evaluation of only those proposals will be done that
are found responsive. Technical proposals shall be evaluated on the basis of its
responsiveness to the Scope of Work. In the Second Stage, the price proposal of all
contractors, who have obtained a minimum of 70 marks out of 100 in technical evaluation,
will be compared. The overall weight-age factor applied to Technical & Financial scoring
will be as under:
Sr. No. Criteria Weightage
1 Technical Proposal 70%
2 Financial Proposal 30%
The selection process shall be based on the received bids. The process may include
discussion and clarification through any means as notified. Criteria for evaluation shall
include:
Factors Max.
Marks
Relevant ERP implementations in government institutions (Last 3
Implementations will be considered)
 5 Marks for each large-scale implementation (Financial, HR,
Supply Chain)
 3 Marks for each medium-scale implementation (Financial) 15
 2 Marks for each small-scale implementation (M&E)
 0 Marks for irrelevant, incomplete and partial implementations
Details of completed projects with requisite information i.e. project des
cription, cost of the project, client, duration etc must be provided.
Experience in providing consultancy services for IT related projects to
government (national or international) organizations.
10
Details of completed projects with requisite information i.e. project des
cription, cost of the project, client, duration etc must be provided.
Proposed Work Plan and Approach based on the RFP requirements 15
List of Personnel & their Qualification (as given above)
Requisite technical competency to carry out the intended services in ter 20
ms of current strength and quality of permanent HR.
Completeness of Proposal Requirements 10
Number of Years the firm has been in ERP consultancy practice in
15
Pakistan: 1 Mark for each year
Availability of local office and Technical Staff in Islamabad 15
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BISP may change the Marks distribution according to the need at any time or may add or re-
move new factors if required.
8.3 Final Evaluation
The final evaluation will be based on the respective weightage assigned to Technical Criteria
and Financial Criteria and the marks attained.
TM x 0.7 = TTM
FM x 0.3 = TFM
GTM = TTM + TFM, where:
TM=Technical Marks
FM = Financial Marks
TTM= Total Technical Marks
TFM= Total Financial Marks
GTM= Grand Total Marks
Page 96 of 115
9. Contract Terms & Conditions
9.1 Legal Requirements
Bidders shall at all times adhere to the applicable statutory environment (acts, regulations,
etc.) of the Islamic Republic of Pakistan.
9.2 Customisation
The selected firm will customise the complete ERP as per Government Rules & Regulations.
The firm will provide a graphical flow diagram that how the system will work.
9.3 Stakeholders Access
All external stakeholders will be provided web-based access to areas of their interest in the
ERP System.
9.4 Inspections and Tests
The Purchaser or its representative shall have the right to inspect and/or to test the ERP
System to confirm their conformity to the Contract specifications at no extra cost to the
Purchaser.
The inspections and tests may be conducted on the premises of the Supplier and/or at the final
destination. If conducted on the premises of the Supplier, all reasonable facilities and
assistance, including access to drawings and production data, shall be furnished to the
inspectors at no charge to the Purchaser.
9.5 Delivery
Delivery of the Goods/Services shall be made by the Supplier according to project

deliverable and set deadline made by BISP after award of the contract.
9.6 Warranty
The Supplier warrants that the Goods/services supplied under the Contract are new, unused,
of the most recent or current models. The Supplier further warrants that all Goods supplied
under this Contract shall have no defect, arising from design, materials, or workmanship or
from any act or omission of the Supplier that may develop under normal use of the supplied
goods/services in the conditions prevailing in the place of final destination of the Purchaser.
This warranty shall remain valid for twelve (12) months, as desired against it, in its
specification, after the Goods/services, or any portion thereof as the case may be, have been
delivered, installed and commissioned at the final destination. The warranty will commence
from the event “Closeout and handing over and taking over of project”.
The Purchaser shall promptly notify the Supplier in writing of any claims arising under this
warranty.
Upon receipt of such notice, the Supplier shall, within one month and with all reasonable
speed, repair or replace the defective Goods or parts thereof, without costs to the Purchaser.
Page 97 of 115
If the Supplier, having been notified, fails to remedy the defect(s) within the specified period,
the Purchaser may proceed to take such remedial action as may be necessary, at the
Supplier’s risk and expense and without prejudice to any other rights which the Purchaser
may have against the Supplier under the Contract.
9.7 Payment
The Supplier’s request(s) for payment shall be made to the Purchaser in writing, accompanied
by an invoice describing, as appropriate, the Goods delivered and Services performed, and by
documents submitted. Advance payment will be made against a verified bank guarantee made
on a reputable and highly rated bank.
9.8 Confidentiality Statement
Bidders must provide a confidentiality statement that protects the rights and information of
the Purchaser.
9.9 Delays in the Supplier’s Performance
Delivery of the Goods and performance of Services shall be made by the Supplier in
accordance with the time schedule prescribed by the Purchaser.
If at any time during performance of the Contract, the Supplier encounters conditions
impeding timely delivery of the Goods and performance of Services, the Supplier shall
promptly notify the Purchaser in writing of the fact of the delay, its likely duration and its
cause(s). As soon as practicable after receipt of the Supplier’s notice, the Purchaser shall
evaluate the situation and may at its discretion extend the Supplier’s time for performance,
with or without liquidated damages, in which case the extension shall be ratified by the
parties by amendment of Contract.
A delay by the Supplier in the performance of its delivery obligations shall render the
Supplier liable to the imposition of liquidated damages, unless an extension of time is agreed
upon without the application of liquidated damages.
9.10 Liquidated Damages
If the Supplier fails to deliver any or all of the Goods or to perform the Services within the
period(s) specified in the Contract, the Purchaser shall, without prejudice to its other
remedies under the Contract, deduct from the Contract Price, as liquidated damages, 0.5% of
the total amount of the Contract per week, up to a maximum of 10% of the total amount of
contract. Once the maximum is reached, the Purchaser may consider termination of the
Contract.
9.11 Termination for Default
The Purchaser, without prejudice to any other remedy for breach of Contract, by written
notice of default sent to the Supplier, may terminate this Contract in whole or in part:
(a) if the Supplier fails to deliver any or all of the Goods or Services within the
period(s) specified in the Contract, or within any extension thereof granted by the
Purchaser;
Page 98 of 115
(b) if the Supplier fails to perform any other obligation(s) under the Contract.
(c) if the Supplier, in the judgment of the Purchaser, has engaged in corrupt or
fraudulent practices in competing for or in executing the Contract.
For the purpose of this clause:

“corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to
influence the action of a public official in the procurement process or in contract execution.
“fraudulent practice” means a misrepresentation of facts in order to influence a procurement
process or the execution of a contract to the detriment of the Purchaser, and includes
collusive practice among Bidders (prior to or after bid submission) designed to establish bid
prices at artificial non-competitive levels and to deprive the Purchaser of the benefits of free
and open competition.
In the event the Purchaser terminates the Contract in whole or in part, the Purchaser may
procure, upon such terms and in such manner as it deems appropriate, Goods or Services
similar to those undelivered, and the Supplier shall be liable to the Purchaser for any excess
costs for such similar Goods or Services. However, the Supplier shall continue performance
of the Contract to the extent not terminated.
9.12 Integrity Pact
In the case of contract exceeding Rs. Ten (10.0) million, the successful bidder shall sign an
“Integrity Pact” on the form provided under Annexure - XI.
9.13 Force Majeure
The Supplier shall not be liable for forfeiture of its performance security, liquidated damages,
or termination for default if and to the extent that it’s delay in performance or other failure to
perform its obligations under the Contract is the result of an event of Force Majeure.
For purposes of this clause, “Force Majeure” means an event beyond the control of the
Supplier and not involving the Supplier’s fault or negligence and not foreseeable. Such
events may include, but are not restricted to, wars or revolutions, fires, floods, epidemics,
quarantine restrictions, and freight embargoes.
If a Force Majeure situation arises, the Supplier shall promptly notify the Purchaser in writing
of such condition and the cause thereof. Unless otherwise directed by the Purchaser in
writing, the Supplier shall continue to perform its obligations under the Contract as far as is
reasonably practical, and shall seek all reasonable alternative means for performance not
prevented by the Force Majeure event.
9.14 Termination for Insolvency
The Purchaser may at any time terminate the Contract by giving written notice to the Supplier
if the Supplier becomes bankrupt or otherwise insolvent. In this event, termination will be
without compensation to the Supplier, provided that such termination will not prejudice or
affect any right of action or remedy which has accrued or will accrue thereafter to the
Purchaser.
Page 99 of 115
9.15 Termination for Convenience
The Purchaser, by written notice sent to the Supplier, may terminate the Contract, in whole or
in part, at any time for its convenience. The notice of termination shall specify that
termination is for the Purchaser’s convenience, the extent to which performance of the
Supplier under the Contract is terminated, and the date upon which such termination becomes
effective.
The Goods or Services that are complete and ready for shipment within fifteen (15) days after
the Supplier’s receipt of notice of termination shall be accepted by the Purchaser at the
Contract terms and prices. For the remaining Goods, the Purchaser may elect:
a. to have any portion completed and delivered at the Contract terms and prices; and/or
b. to cancel the remainder and pay to the Supplier an agreed amount for partially
completed Goods and Services and for materials and parts previously procured by the
Supplier.
9.16 Settlement of Disputes
If any dispute or difference of any kind whatsoever shall arise between the Purchaser and the
Supplier in connection with or arising out of the Contract, the parties shall make every effort
to resolve amicably such dispute or difference by mutual consultation.
If, after thirty (30) days, the parties have failed to resolve their dispute or difference by such
mutual consultation, then either the Purchaser or the Supplier may give notice to the other
party of its intention to commence arbitration, as hereinafter provided, as to the matter in
dispute, and no arbitration in respect of this matter may be commenced unless such notice is
given.
Any dispute or difference in respect of which a notice of intention to commence arbitration
has been given in accordance with this Clause shall be finally settled by arbitration.
Arbitration may be commenced prior to or after delivery of the Goods or Services under the
Contract.
Arbitration proceedings shall be conducted in accordance with the rules. Notwithstanding any
reference to arbitration herein,
a. the parties shall continue to perform their respective obligations under
the Contract unless they otherwise agree; and
b. the Purchaser shall pay the Supplier any monies due the Supplier.
9.17 Limitation of Liability
Except in cases of criminal negligence or willful misconduct, and in the case of infringement,
a. the Supplier shall not be liable to the Purchaser, whether in contract,
tort, or otherwise, for any indirect or consequential loss or damage,
loss of use, loss of production, or loss of profits or interest costs,
provided that this exclusion shall not apply to any obligation of the
Supplier to pay liquidated damages to the Purchaser and
b. the aggregate liability of the Supplier to the Purchaser, whether under
the Contract, in tort or otherwise, shall not exceed the total Contract
Price, provided that this limitation shall not apply to the cost of
repairing or replacing defective goods.
Page 100 of 115

10. Annexure – Bidding Forms
Annexure - I
LETTER OF BID (LETTER OF INTENTION)
(To be furnished with technical proposal)
Date:_____________________
Procurement Ref. No: BISP to provide
To:
The Director Procurement
BISP HQ
F-Block, Pak Secretariat
Islamabad.
Dear Sir,
Having examined the bidding documents, the receipt of which is hereby duly
acknowledged, we, the undersigned, offer to supply, install, train and commission the ERP
System in conformity with the said bidding documents.
We undertake, if our Bid is accepted, to deliver the goods within _________ days
from date of award of contract.
We agree to abide by this Bid for the Bid Validity Period specified in the bidding
documents and it shall remain binding upon us and may be accepted at any time before the
expiration of that period.
Until a formal Contract is prepared and executed, this Bid, together with your
written acceptance thereof and your notification of award, shall constitute a binding Contract
between us.
We understand that you are not bound to accept the lowest or any bid you may receive. We
certify/confirm that we comply with the eligibility requirements as per bidding documents.
Dated this ________________ day of ________________ 2022
[Signature] [in the capacity of]
Duly authorized to sign Bid for and on behalf of

_________________________________
Page 101 of 115

Annexure – II
LETTER OF BID (LETTER OF INTENTION)
(To be furnished with financial proposal)
Date:
Procurement Ref. No:
To:
BISP HQ
Islamabad.
Dear Sir,
Having examined the bidding documents, the receipt of which is hereby duly
acknowledged, we, the undersigned, offer to supply, install, train and commission the ERP
System in conformity with the said bidding documents for the sum of ________ [total bid
amount in words and figures] or such other sums as may be ascertained in accordance with
the Price Break-down schedule attached herewith and made part of this Bid.
We undertake, if our Bid is accepted, to deliver the goods within _________ days
from date of award of contract.
We agree to abide by this Bid for the Bid Validity Period specified in the bidding
documents and it shall remain binding upon us and may be accepted at any time before the
expiration of that period.
Until a formal Contract is prepared and executed, this Bid, together with your
written acceptance thereof and your notification of award, shall constitute a binding Contract
between us. We understand that you are not bound to accept the lowest or any bid you may
receive.
We certify/confirm that we comply with the eligibility requirements as per bidding

documents.
Dated this ________________ day of ________________ 2022
___
[Signature] [in the capacity of]
Duly authorized to sign Bid for and on behalf of _________________________
Page 102 of 115

Annexure - III
PRICE BREAKDOWN SCHEDULE
1 2 3 4 5 6
Packag Module Description Country of No. of Unit price Total price
e No. origin Licenses
Grand Total
We offer to supply, install and commission the abovementioned goods(s), in accordance with
the terms and conditions stated in your Request for Quotations referenced above.
The validity period of our quotation is: __120__ days from the time and date of the
submission deadline.
We confirm that the prices quoted above are fixed and firm for the duration of the validity
period and will not be subject to revision or variation.
Page 103 of 115

Bids/Proposals Authorised By:
Signature: _________________________ Name: ____________________________

_________
Position: _________________________ Date: ____________________________

_
(DD/MM/YY)
Authorised for and on behalf of:

Company: __________________________________________________________________
Address: __________________________________________________________________
__________________________________________________________________
OFFICE SEAL
Page 104 of 115

Annexure - IV
(LETTERHEAD OF SUPPLIER/TENDERER/MANUFACTURER)
BIDDER’S QUALIFICATION STATEMENT
Name and Address of Tenderer/Bidder
A. Name of
Supplier/Tenderer_______________________________________
B. Address of Head Office

______________________________________
C. No. of Employees/Engineers
_____________________________________
D. Date Established and/or

Registered_________________________________
E. Project In-charge
_______________________________________
F. Section/Department/Division
______________________________
G. Telefacsimile Number
______________________________
H. Email Address
______________________________
I. Telephone Number ______________________________
J. Mobile Number ______________________________________
K. National Tax No. ______________________________________________
L. Sales Tax No. ______________________________________________
We hereby certify to the best of our knowledge that the foregoing statement are true and
correct and all available information and data have been supplied and that we agree to show
documentary proof thereon upon your request.
Date
______________________________
Name & Address of the Tenderer

______________________________________
Page 105 of 115

______________________________________
______________________________________
(Signature)
______________________________________
(In the Capacity of)
Page 106 of 115

Annexure - V
REFERENCE LIST OF SIMILAR NATURE COMPLETED PROJECTS
Name of Purchase Contact Person/

Modules Value of Date of
Purchaser/ order No. Contact No./
Implemented order completion
Institution and date Email/ Website
Note: Please attached the supporting documents such as PO, Completion Certificates, etc.
Page 107 of 115

Annexure - VI
CONTRACT FORM
THIS AGREEMENT made the ___________ day of __________ 2023 between Benazir
Income Support Programme, F-Block, Pak Secretariat, Islamabad (hereinafter called “the
Purchaser”) of the one part and [name of Supplier] (hereinafter called “the Supplier”) of the
other part:
WHEREAS the Purchaser invited bids for certain goods and ancillary services, viz.,
procurement of ERP System’s and has accepted a bid by the Supplier for the supply,
installation, commissioning and training of those goods and services in the sum of [contract
price in words and figures] (hereinafter called “the Contract Price”).
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1. In this Agreement words and expressions shall have the same meanings as are
respectively assigned to them in the Conditions of Contract referred to.
2. The following documents shall be deemed to form and be read and construed as
part of this Agreement, viz.:
(a) the Price Schedule submitted by the Bidder;
(b) the Technical Specifications;
(c) the General Conditions of Contract;
(d) the Purchaser’s Notification of Award.
(e) Bidding Documents.
3. In consideration of the payments to be made by the Purchaser to the Supplier as
hereinafter mentioned, the Supplier hereby covenants with the Purchaser to provide the goods
and services and to remedy defects therein in conformity in all respects with the provisions of
the Contract
4. The Purchaser hereby covenants to pay the Supplier in consideration of the
provision of the goods and services and the remedying of defects therein, the Contract Price
or such other sum as may become payable under the provisions of the contract at the times
and in the manner prescribed by the contract.
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in
accordance with their respective laws the day and year first above written.
Signed, sealed, delivered by _______________________ the _____________________

(for the Purchaser)
Signed, sealed, delivered by _______________________ the _____________________ (for

the Supplier)
Page 108 of 115

Annexure - VII
PERFORMANCE BOND (FORM)
To
BISP HQ
Islamabad.
WHERES (Name of Supplier) (hereinafter called “The Supplier”) has undertaken,

in pursuance of Agreement dated ___________________ to supply, install, train and
Commission ERP System.
AND WHEREAS, it has been stipulated by you in the said Agreement that the
Supplier shall furnish you with a Bank Guarantee by a recognized bank for the sum specified
therein as security for compliance with the Supplier’s performance obligations in accordance
with the Agreement.
AND WHEREAS we have agreed to give the Supplier a Guarantee:
THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on
behalf of the Supplier, up to a total of (Amount of the Guarantee in Words and Figures) and
we undertake to pay you, upon your first written demand declaring the Supplier to be in
default under agreement without cavil or argument, any sum or sums within the limits of
(Amount of Guarantee) as aforesaid, without your needing to prove or to show grounds or
reasons for your demand or the sum specified therein.
This guarantee is valid until the (Day) day of (Month), (Year).
Signature and Seal of the Guarantor
____________________________
____________________________
____________________________
Date______________ Address ____________________________
____________________________
Page 109 of 115

Annexure - VIII
FORM OF BID SECURITY
________________________________ Date:
____________________
[Name and address of guarantor]
Beneficiary: The Director Procurement

BISP HQ, F-Block
Pak Secretariat
Islamabad
BID GUARANTEE No.: _________________
We have been informed that [name of the Bidder] (hereinafter called "the Bidder") has
submitted to you its bid dated (hereinafter called "the Bid") for supply, installation, training
and commissioning of ERP System at BISP HQ, F-Block, Pak Secretariat, Islamabad -
Pakistan under Procurement Reference Number_____________________________.
Furthermore, we understand that, according to your conditions, bids must be supported by a
bid guarantee.
At the request of the Bidder, we [_______________________________name of guarantor]
hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of
[__________________amount in figures]([________________________________amount
in words]) upon receipt by us of your first demand in writing accompanied by a written
statement stating that the Bidder is in breach of its obligation(s) under the bid conditions,
because the Bidder:
(a) has withdrawn its Bid during the period of bid validity specified by the Bidder in
the Form of Bid; or
(b) does not accept the correction of errors in accordance with the Instructions to
Bidders (ITB) or
(c) having been notified of the acceptance of its Bid by the Purchaser during the period
of bid validity, (i) fails or refuses to execute the Contract Form, if required, or (ii) fails or
refuses to furnish the performance security, in accordance with the ITB.
This guarantee will expire: (a) if the Bidder is the successful bidder, upon our receipt of
copies of the contract signed by the Bidder and the performance security issued to you upon
the instruction of the Bidder; or (b) if the Bidder is not the successful bidder, upon the earlier
of (i) our receipt of a copy of your notification to the Bidder of the name of the successful
bidder; or (ii) twenty-eight days after the expiration of the Bidder’s Bid.
Consequently, any demand for payment under this guarantee must be received by us at the
office on or before that date.
_____________________________
[Signature and Stamp]
Page 110 of 115

Annexure - IX
INSTALLATION/COMMISSIONING/TRAINING UNDERTAKING BY ORIGINAL

EQUIPMENT/SOFTWARE MANUFACTURER
We (Name of Original Software Manufacturer or Authorized Dealer), a

manufacturer/ authorized dealer duly organized under the law of (Name of Country) and
having its principal place of business at (Address of Original Software Manufacturer or
Authorized Dealer) hereby undertake that we are exclusively responsible for the successful
Installation, Commissioning, and Training for the equipment/software offered by us/ our
local agent for your Invitation for Bids Reference Number __________________ dated
__________________.
If for any reason, such as travel restrictions imposed by our government etc., we are
unable to send our engineers/supervisors to perform the installation, commissioning, and
training for our equipment/software at the Purchaser’s designated premises, then we are
exclusively responsible for all the costs inclusive of all associated expenses for seven (7) days
detailed training of at least two (2) technical personnel of the Purchaser at our premises at
(Original Software Manufacturer or Authorized Dealer premises Address) for each lot
secured as per the Purchaser bidding documents.
Any and all costs associated with successful installation, commissioning, and
training has been included in our aforementioned quotation.
Date _________________________________
Name & Address of the Original Software Manufacturer or Authorized Dealer
_________________________________
_________________________________
(Signature)
Note: This letter should be on the letterhead of the Original Software Manufacturer or
Authorized Dealer and should be signed by a duly person
Page 111 of 115

Annexure - X
ORIGINAL SOFTWARE MANUFACTURER’S AUTHORIZATION FORM
To:
BISP HQ
Islamabad.
WHEREAS [_____________name of the Original Software Manufacturer or Authorized

Dealer] who are established and reputable manufacturers of [________________ name
and/or description of the goods] having factories at
[____________________________________ address of factory] do hereby authorize [name
and address of Agent] to submit a bid, and subsequently negotiate with you against Invitation
for Bids Reference No.__________________ for the above goods manufactured by us.
We hereby extend our full guarantee and warranty as per General Conditions of Contract (1
year warranty) for the goods offered for supply by the above firm against this Invitation for
Bids.
[Signature for and on behalf of Original Software Manufacturer or Authorized Dealer]

Note: This letter of authority should be on the letterhead of the Original Software
Manufacturer or Authorized Dealer and should be signed by a person competent and having
the power of attorney to bind the Original Software Manufacturer or Authorized Dealer.
Page 112 of 115

Annexure - XI
Form of Integrity Pact
Contract No. BISP to Provide Dated _______________

Contract Value: ________________
Contract Title: _________________
[name of Supplier] hereby declares that it has not obtained or induced the
procurement of any contract, right, interest, privilege or other obligation or benefit
from Government of Pakistan (BISP) or any administrative subdivision or agency
thereof or any other entity owned or controlled by BISP through any corrupt
business practice.
2. Without limiting the generality of the foregoing, [name of Supplier]
represents and warrants that it has fully declared the brokerage, commission, fees etc.
paid or payable to anyone and not given or agreed to give and shall not give or agree to
give to anyone within or outside Pakistan either directly or indirectly through any natural
or juridical person, including its affiliate, agent, associate, broker, consultant, director,
promoter, shareholder, sponsor or subsidiary, any commission, gratification, bribe,
finder’s fee or kickback, whether described as consultation fee or otherwise, with the
object of obtaining or inducing the procurement of a contract, right, interest, privilege or
other obligation or benefit in whatsoever form from BISP, except that which has been
expressly declared pursuant hereto.
3. [name of Supplier] certifies that it has made and will make full disclosure
of all agreements and arrangements with all persons in respect of or related to the
transaction with BISP and has not taken any action or will not take any action to
circumvent the above declaration, representation or warranty.
4. [name of Supplier] accepts full responsibility and strict liability for
making any false declaration, not making full disclosure, misrepresenting facts or taking
any action likely to defeat the purpose of this declaration, representation and warranty. It
agrees that any contract, right, interest, privilege or other obligation or benefit obtained or
procured as aforesaid shall, without prejudice to any other rights and remedies available
to BISP under any law, contract or other instrument, be voidable at the option of BISP.
5. Notwithstanding any rights and remedies exercised by BISP in this regard,
[name of Supplier] agrees to indemnify BISP for any loss or damage incurred by it on
account of its corrupt business practices and further pay compensation to BISP in an
amount equivalent to ten time the sum of any commission, gratification, bribe, finder’s
fee or kickback given by [name of Supplier] as aforesaid for the purpose of obtaining or
inducing the procurement of any contract, right, interest, privilege or other obligation or
benefit in whatsoever form from BISP.
Name of Purchaser: ……………… Name of Supplier: ……………….
Signature: …………………… Signature: ………………………

[Seal] [Seal]
Page 113 of 115

Annexure – XII
Provisions and Considerations for Micro Payment Gateway (MPG ) Alignment

No. MPG Requirements Rationale Action needed
• MPG has standardized • BISP to make a judgement on
payments across the board whether the current arrangements
enabling instant payments to with banks are sufficient for
end customers and also payments or whether these need to
reconciliation of payments at be moved to MPG. Our advice is to
inter-institution level continue with current arrangements,
1 Use cases for MPG
• BISP currently has established unless severe operational issues are
agreements with HBL and faced that can be addressed by
Bank Alfalah for payments moving to MPG
• BISP can leverage MPG for • We suggest BISP to review other
any other or new payments use payments’ use cases which can be
cases under the Ehsaas program effected through MPG
• BISP currently does not fully
support 24x7x365 operations.
These will have to be reviewed and
• For payments to be effected
upgraded, where needed
24x7x365 connectivity (to BISP or from BISP) at any
2 • These include servers, networks,
with MPG time of day & year depending
security systems, etc.
on BISP use cases
• Connectivity to multiple MPG
sites (primary, secondary) will be
required
• All transactions to and from
MPG will need to pass through
• BISP will need to acquire an API
an API Management Platform
3 API Management Platform Management Platform as stated in
for proper tracking, assured
A&M’s earlier report
delivery, and exceptions
reporting
• All messages passing through
the API Management Platform
must comply with ISO-20022
message format • Currently BISP does not have any
• A software system will be such system to implement ISO-
required to connect with all 20022 messages. This will either
relevant systems such as have to be acquired or developed
payments, finance, etc. to • Please note that each organization
ISO-20022 formatted
4 ensure that transactions from has their own use cases, back-end
messages
and to BISP are composed in systems and transaction
this format requirements. Therefore, even if
• The software system will also such a system is acquired off the
need to receive and post ledger shelf, heavy customization will be
entries with back-end systems, required
along with audit trail
• Settlements with banks will
need to be performed
5 Funding and liquidity • Since BISP performs all it’s • For any payments’ use case,
Page 114 of 115

financial transactions through

BISP’s partner banks will need to
partner banks, reconciliation
management be on-board for funding and
and funding protocols will need
reconciliation
to be set
• Every payment made via
Customer authentication MPG to any recipient will need • BISP partner banks already
6
for payments to be authenticated using SBP support this
multi-factor authorization rules
Source: BISP Procurement Plan & Rationale for ERP and Payment Generation &
Reconciliation System, 19 May 2020, Alvarex & Marsal
Page 115 of 115

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Request for Proposal

Procurement Ref: No BISP to provide

Benazir Income Support Programme

Request for Proposal

(One Original and three Photocopies)

4.7.2 Project Planning.................................................................................................................. 33

7.3 Section Three – Outline Strategies and Options...........................................................................84

1. Abbreviations / Acronyms and Definitions

2.1 About BISP

3. Project Objectives and Background

3.1 Assignment Objectives

4.1 In Scope Locations

Following is the list of in-scope locations:

1. BISP HQ, Islamabad

1. Hardware and Infrastructure sizing and specification recommendations by reusing the

3. ERP Software Media and licenses.

4.3 Preliminary Project Plan

The Preliminary Project Plan must address the following topics:

1. Project Organization and Management Plan, including management authorities,

4.4 ERP Implementation Strategy

4.4.1 Hardware and Infrastructure sizing and specification recommendations

a) Procurement, Installation, Configuration and Deployment of Hardware and

b) The ICT infrastructure requirements exclude requirements for end-user

4.4.2 Server Infrastructure and OS

As an option to Blade Servers or as an additional deployment Rack Mounted (RM) servers of

Virtual Servers Requirements:

Physical Servers Virtual Servers

Server #1 (4 1 VM#1 1 ERP Production RedHat Enterprise Linux

VM#7 1 Other Modules RedHat Enterprise Linux

4.4.3 ERP Environments

e. The DEVELOPMENT Environment to be used to develop new features,

4.4.4 ERP System Tiers

a. A user interface using:

b. An application/process logic ("business rules") layer on a separate server; and

4.4.5 ERP Software Specification & Integration with Existing System

4.4.6 Meetings and Reporting

4.4.7 Business Intelligence and Reporting

4.4.8 Conference Room Pilot

4.4.9 Solution Design

Functional/non-functional requirements will be developed by the bidder and reviewed by

4.4.10.1 Training Plan

4.4.10.2 Master Trainers

4.4.10.3 End-Users’ Training

4.4.10.4 OEM Based Trainings

4.4.10.5 Key Business Users Training

4.4.10.6 IT Power User Training

4.4.10.7 Training Material

4.4.11 Implementation, Data Conversion and Integration Services

4.4.12 Data Entry and Conversion/Migration

4.4.13 Reporting Requirements

The successful bidders will perform the following tests:

4.4.16.1 Unit Testing (UT)

4.4.16.2 System Integration Testing (SIT)

4.4.16.3 User Acceptance Testing (UAT)

 How test cases will be built and created for BISP?

4.4.17 Support and Maintenance

The support and maintenance scope includes:

4.4.18 Change Management