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REQUEST FOR PROPOSAL (RFP)

RFP NUMBER: AUAF-RFP-16-003

Issue Date: April 19, 2016

Closing Date: April 28, 2016 – 10:00 AM

PROJECT

Inventory Management System

The American University of Afghanistan Darulaman Road,

District 7, Kabul, Afghanistan

1. Background:

The American University of Afghanistan (AUAF) is Afghanistan's only private, not-for-profit, institution of higher education, offering internationally-supported degree programs and education.

2. Project Summary:

American University of Afghanistan (AUAF) is soliciting for a centralized and integrated Inventory management system for tracking inventory levels, orders, and deliveries. This Inventory Management system should work by tracking two main functions of stock room or warehouse, Incoming and outgoing. The Goal of integrated inventory management system is to have a centralized integrated system that can accurately know current inventory levels and automatically minimize understock and overstock situations by efficiently tracking quantities across the warehouse or stock. and should be able to make smart inventory decisions.

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3. Government Withholding Tax Pursuant to Article 72 in the Afghanistan Tax Law effective March 21, 2009, AUAF is required to withhold "contractor" taxes from the gross amounts payable to all Afghan/International for-profit subcontractors/vendors. In accordance with this requirement, AUAF shall withhold two percent (2%) tax from all gross invoices to Afghan subcontractors/vendors under this Agreement with active AISA or Ministry of Commerce license. For subcontractors/vendors without active AISA or Ministry of Commerce license, AUAF shall withhold seven percent (7%) "Contractor" taxes per current Afghanistan Tax Law. Before the signing of this Agreement, the subcontractor/vendor will provide a copy of the organization's AISA or Ministry of Commerce license and TIN (Tax Identification Number). Amounts deducted from the invoices will be forwarded to the Ministry of Finance (MOF) Tax Division credited to the firm's TIN. Records of payments to the MOF shall be maintained on file with AUAF.

4. Penalty Charges

If the Vendor fails to supply the specified Goods/Services within the date stipulated, AUAF shall, without prejudice to its other remedies under the Purchase Order/Contract price, as liquidated damages, deduct a sum equivalent to five percent (5%) of the delivered price of the delayed Goods/Services for each week of the delay until actual delivery, up to a maximum deduction of Ten Percent (10%) of the Purchase Order/Contract/Contract value.

5. Source, Origin and Nationality

The vendor may not supply any goods or services manufactured in or shipped from the following countries: Cuba, Iraq, Iran, Laos, Libya, North Korea, or Syria.

6. Statement of Work/Specification:

Inventory Management System

1.0 Summary

American University of Afghanistan (AUAF) is soliciting for a centralized and integrated Inventory management system for tracking inventory levels, orders, and deliveries. This Inventory Management system should work by tracking two main functions of stock room or warehouse, Incoming and outgoing. The Goal of integrated inventory management system is to have a centralized integrated system that can accurately know current inventory levels and automatically minimize understock and overstock situations by efficiently tracking quantities across the warehouse or stock. and should be able to make smart inventory decisions.

2.0 Introduction to ERP Odoo system

To have a fully integrated and smart inventory management system, we need Odoo(ERP) system to be customized with an inventory management module that meets our needs. Odoo is a suite of open source enterprise resource management applications being used in many organizations worldwide and one of its application suites include Inventory Management system which will be installed that should meet the requirement of AUAF and offers the tools to manage Inventory through a software and meanwhile tracking record of every bit and piece. Besides that, this system should provide a user-friendly interface and easy to use which enables the responsible person who with no experience also know how to use it. 3.0 Scope of Work - Integrated Inventory Management System The integrated centralized inventory management system should dynamically update and generate real-time data which ultimately gives better and accurate information and also increase tracking efficiency and decrease the amount of time spent doing inventory tracking and managing of the stock and warehouse. For instance, when users make request for resources either hardware, software or fixed assets such as office furniture. To ensure accuracy of the inventory, all requests must be made via centralized integrated inventory management system. The same types of processes should be available for redeployment and termination of assets. Should a user request the acquisition of a specific type of asset then it would be possible for the inventory system to determine if the asset is already in surplus, or if it should be purchased. 3.1 Inventory Management Systems Deliverables

Receive notification of low inventory levels, expiring items, check-out items past due, and more

Quickly conduct audits on a computer to ensure you know what you have and where you have it

Integrated barcode labeling software makes it easy to design your own inventory labels

Automate the check-out and check-in of assets to employees and vendors or anyone to ensure no assets get misplaced

Maintain detailed supplier information

Track inventory by site, location, serial number, lot, date or pallet

Update inventory data in real-time

Support multiple PCs on the network to work simultaneously

Unit break downs (during receiving)

Pick order request and tracking

Create, print and email purchase orders

Generate customized PO #s and Pick order #’s

Full receiving functionality

Track non-inventory items

Manage multiple suppliers per items

Multi- warehousing

Support unlimited unit of measure

Serial number tracking

Barcode picking

Create own barcodes, use supplier barcodes or auto create barcodes

Batch create products

3.2 Hardware Requirements

Barcode label

Barcode printer

Barcode scanner

Hand held Terminal

Or any other required hardware for inventory management system proposed by the vendor

3.3 Other Specific Requirements

Two main modules needed, one is for Capital and non-capital assets like IT

equipment, Furniture, office equipment and etc. that work and functional

separately.

The 2nd module for consumable items like stationary, Cleaning supplies,

cartridges and facility store supplies that work and functional separately

Currency and exchange rate

Duplicate asset ID should not be accepted by system with capital and non-capital

Depreciation calculation should be based on inventory policy

Beside normal or standard inventory system - apply AUAF customization

Retirement of Non-current assets record

Web based assets maintenance tracking

Overall operation of the tracking process ( A to Z)

Handheld terminal should allow to find assets, inventory them and find assets

that are not in the location

Automated alert and reminder ( pop up message and flag)

Browser based and web based

ERP with function covering assets management, assets tracking and control

movement, depreciation, assets accounting, maintenance, bar coding and over

all assets lifecycle processes.

Assets registering

Assets life cycle – procurement to disposal

Scalable to millions of assets

Get email notification on any event

Rapid deployment at minimal cost

Cover all assets processes in one application

Easy analysis of assets inventory

Cover all financial and deprecation

Assets transferring

Assets disposal

Configurable to meet any requirements

Smart data entry

Tracking of particular assets history since its inception

Comprehensive, reliable and efficient assets tracking

Maintain historical and current cost of assets

Fixation of life cycle for particular assets

View facility for management on the tips of finger

Help us to improve the visibility of the fixed assets

Use asset label to identity assets unit with all information

Maintain assets barcode information in assets register

Predefined barcode scanning program to facilitate the asset tracking

Upload the updated assets information from barcode scanner

Gate pass module with workflow for approval

4.0 AUAF Inventory Forms and Approval Flow American University of Afghanistan is currently using Microsoft Excel for managing its inventory system and warehouse. Please see below AUAF manual approval flow and forms which we want them to be done through ERP (Odoo):

Good Receive Note(GRN)

Step 1: GRN is prepared by store

Step 2: Technical check and inspection are done by technical Team

Step 3: If everything is in good condition it will be recorded in excel database

Step 4: And forwarded to finance for payment

Request and Handover form

Step 1: Handover form is prepared by requester

Step 2: Approved by department head

Step 3: Submit to store for process

Step 4: Then store will update the issued items on excel program under the user’s

name

Return voucher form

Step 1: Return voucher is prepared by end user

Step 2: Submit it to store

Step 3: Store checks and receives the items if they are in good condition

Step 4: If they are not in good condition, Lost & damaged report is required

Step 5: Store updates the inventory for the returned items

Lost & damaged form and approval

Step 1: End user prepares lost & damaged report if an item is damaged or lost

Step 2: Department head reviews, comments and approves it

Step 3: Technical part will be completed by technical person and approves it

Step 4: Asset Management Board will take final decision and approves it

Step 5: At the end inventory updates the system accordingly

Change location form

Step 1: Form completed by end user

Step 2: Department head will approve and comment

Step 3: Forms will be submitted to store

Step 4: Store updates the record accordingly

Gate Pass form

Step 1: Gate pass Form will be completed by store and approved by the requester.

Step 2: A copy of it will be provided to security office in order to allow the item to be

taken out

Step 3: Inventory record updated accordingly

Inventory Exit checklist form

Step 1: Exit check list form will be completed by employee or HR

Step 2: Inventory part will be checked by store

Step 3: Returned items will be noted

Step 4: Clearance form will be approved when everything is cleared

Disposal Approval form

Step 1: Form prepared by store

Step 2: The items will be listed

Step 3: Department head will review and verify

Step 4: If it is IT related, IT Director will approve

Step 5: Asset Management Board, President and Vice President will approve the form

Step 5: Inventory updates disposed items

Barcode and labeling procedure

Step 1: Barcode tag is printed by store

Step 2: Tag will be placed on each asset

Step 3: Record updated

Step 4: Scan when physical verification is completed or return to store

Step 5: Updates records according to any changes

5.0 Reporting Function

Generate complex reporting system Standard and Customize reporting system on the basis of (Projects, Class ID, Asset Name, Department, Custodian, Fiscal years July to June, and etc.)

Generate standard reporting for consumable and non-consumable items

department, custodian , total price, monthly report, semi-annually, June to July

fiscal year, item category , items in , items out, stock balance , acquire date

Auto pop up message for replenish stock and reminder

Asset summary report, physical stock report, complete audit report

Assets movement reports

Asset tracking reports

Fiscal year inventory report

Standard report from the system

Suit individual requirement report

Centrally managed Module, what asset we have , where they are , who use them

and all cost associated to the items

Show current status of the assets whether it is in current use, in repair, or

disposed off

Maintain for audit and physical verification guide

Assets depreciation and report

Assets retirement and report

Assets issue report

Assets receipt report

Report such as assets master list , scanned assets list , missing and misplaces

assets list, un scanned assets list and generate to give an up to date information

Usage or number of requisition per department for Consumable items

Complete process of consumable items in stock like (purchase of material, issue of material, availability in stock, etc.)

6.0 Minimum Requirements:

The responding vendor must meet the following requirements:

Have at least 5 years’ experience in Open source ERP preferably Odoo

Have integration, design, and development experience

Describe why you believe the experience, knowledge and expertise possessed by your organization would be the best choice for American University of Afghanistan (AUAF) as the selected vendor for the inventory management system described in scope of work

During the past five (5) Years, the Bidder must have completed at least two (2) successful contracts involving the design, development and establishment of ERP systems or similar functional/technical characteristics and of a comparable scale

Bidder should have minimum 10 full-time employees working on IT and IT Enabled Services as of May 2016

6.1 General Delivery Requirements:

All deliveries of equipment must be located inside the building. The Awarded Vendor shall be held responsible for clean-up and removal of all packing cartons, boxes, crates, packing materials, etc. from the premises after delivery and set up of any equipment. The awarded Vendor shall be liable for the full replacement value of any delivery item that is damaged

6.2 Evaluation Criteria

Proposal will be evaluated according to the following factors in order of priority.

Specialized experience and technical competence of the contractor and staff relative to the scope of work

Understand the nature of project

References of reflecting previous work experience of the contractor with satisfactory accomplishment of contract responsibility such as ability to meet work schedules, quality of work

Project cost (total project cost, project schedule and timeline)

6.3 Technical Proposal Factors for award:

S. No. Parameter Score

1.0 Understanding of Scope of work and its requirements 15

2.0 Management approach and methodology 25

3.0 Corporate capability and past performance 30

4.0 Qualifications and experience of key personnel (Details of the professionals given under requirement of key personnel, as given below.

30

Total 100

6.4 Qualification and Experience Matrix of Project Management Personnel/Key Personnel expected from the bidder is as follows:

Name of The Position Minimum Qualification Minimum Experiences

Project Manager Masters in IT, Computer Science or related subjects

5 years in ERP Management, it’s establishment and operations

Application Development and Integration Lead

Bachelor of Computer Science, IT, It Enabled Application

6 years direct experiences on application

Infrastructure Lead Bachelor of Computer Science/Statistics

5 years direct experiences on Infrastructure

Training and Change Management Lead

Bachelor of management 5 years direct experiences on management training

Quality Assurance Lead Bachelor of Computer Science

5 years direct experiences on quality assurances

Database Administrator Lead

Bachelor of Computer Science

5 years direct experiences on database

Support Staff Bachelor of Computer Science/Marketing

5 years direct experiences on database

Bidders are requested to organize their technical responses according the technical evaluation criteria.

6.5 Request for Reference

Bidders must provide three current references for which similar work has been performed. For each project, please include the name of the client and his or her contact information (current and most recent information required, within the last year). It is American University of Afghanistan (AUAF) intention to contact some of these clients for testimonials regarding your firm’s performance in these areas:

The quality of the work performed by the Offeror,

The timeliness of the effort performed by the Offeror, and

Whether the Client would use Offeror’s services should they have similar needs in the future?

7.0 Start of Work

The selected vendor is expected to commence work on the project immediately after contract execution and meet with representatives of American University of Afghanistan (AUAF) to present their detailed work plans within three days after contract award.

8.0 Project Timeline

This proposal is broken down by task and time commitment for each task. Please see the blow time frame for this project:

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1.0 Requirements Gathering Phase

1.1 Detailed Project Plan

1.2 Project kick of meeting.

1.3 Project SoW & engage with ProcurementTeam

1.4 Project standards and procedures

2.0 Implementation Phase

2.1 Prepare the development environment

2.2 Configure the infrastructure.

2.3 ERP Odoo Customization

2.4 Mirgration of existing data to the new system

2.5 Integration with Domain controller

2.6

Configure the inventory system ready

for deployment in to the live environment.

3.0 Testing Phase

3.1 Testing Plan

3.2 conduct testing

3.3 Testing result (logs, tracking, issues, integration and system).

3.4 Resolve any problem arises during testing phase.

3.5 quality assurance

4.0 Training Phase

4.1 Training Plan

4.2 Training Delivery

4.3 User level Training

4.4 Technical level Training

Training Execution Report

4.5 Training Manuals

5.0 Support and Maintanence Phase

5.3 resolve any problem arises during support and maintenance

5.4 Provide support and maintenance for 6 months

6.0 Documentations/Reports Phase

6.1 Weekly Progress Report

6.2 Monthly Progress Report

6.3 Quarterly Progress Report

6.4 Yearly Progress Report

6.5 Project Completion Report

6.6 Training Manuals

6 months

Project Management Plan

Jul-16 Aug-16 Sep-16 Oct-16Activities

May-16 Jun-16 Nov-16 Dec-16 to May-17

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8.1 Inventory Management System Training:

The vendor will be expected to deliver training session prior to the completion of the Inventory Management system. The training timing will be between 8:00 AM – 4:30 PM Sunday through Thursday for up to 2 weeks.

8.2 Inventory Management System Training Material and Manuals:

Upon the completion of Inventory Management module, training materials and manuals should be provided to AUAF. 9.0 Payment

30% of overall payment will be released after completion of implementing phase(see project timeline page 10)

50% of overall payment will be released after completion of training phase(see project timeline page 10)

20% of overall payment will be on-hold and released after completion of Support and maintenance phase(see project timeline page 10)

100% payment should be finalized in 6 months after the system is up and running and working smoothly.

7. Time Frame: Please see the above time frame chart for this project.

8. Budget:

Offeror should propose for consideration a proposed budget for the completion of this project..

9. Evaluation Process:

The proposals will be evaluated in terms of fairness, cost-consciousness, and best value to the AUAF considering both technical and cost factors. AUAF may reject all of the proposals submitted for good cause. AUAF may negotiate price or service provided in terms with one or more of the bidders if it feels that negotiations would improve the chances that AUAF receives a better quotation.

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Evaluation Criteria for Evaluation:

S. No. Parameter Score

1.0 Understanding of Scope of work and its requirements 15

2.0 Management approach and methodology 25

3.0 Corporate capability and past performance 30

4.0 Qualifications and experience of key personnel (Details of the professionals given under requirement of key personnel, as given below.

30

Total 100

Qualification and Experience Matrix of Project Management Personnel/Key Personnel expected from the bidder is as follows:

Name of The Position

Minimum Qualification Minimum Experiences

Project Manager Masters in IT, Computer Science or related subjects

5 years in ERP Management, it’s establishment and operations

Application Development and Integration Lead

Bachelor of Computer Science, IT, It Enabled Application

6 years direct experiences on application

Infrastructure Lead Bachelor of Computer Science/Statistics

5 years direct experiences on Infrastructure

Training and Change Management Lead

Bachelor of management 5 years direct experiences on management training

Quality Assurance Lead

Bachelor of Computer Science 5 years direct experiences on quality assurances

Database Administrator Lead

Bachelor of Computer Science 5 years direct experiences on database

Support Staff Bachelor of Computer Science/Marketing

5 years direct experiences on database

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RFQ Terms & Conditions: Please read carefully read all terms and conditions of RFQ before you bid.

Administrative Requirements 1. Valid AISA License under the law of country of Afghanistan. Annex A:

Delivery Term (INCOTERMS 2000) Within the time frame stated above (Door to Door)

Warranty Required Payment Terms

30 days after receipt of goods/Services

Validity of Quotation 60 days Completeness of quotation. Partial bids allowed Partial bids not allowed Delivery Point for Proposals:

Procurement Department The American University of Afghanistan - AUAF Darul Aman Road, Kabul, Afghanistan procurement@auaf.edu.af.

Withholding Tax. 2% for companies holding valid business licenses

9. Proposal Submission guidelines:

Cover Letter shall be included in proposals and signed by the person or persons authorized to sign on behalf of the firm. Proposals must include the following information:

Work Plan. Proposals must contain a description of how the Statement of Work would be carried out.

Institutional Capacity. A full and complete description of experience in performing similar services, including the capacity to perform the services described in the Statement of Work, must be included in the proposal.

Cost of the Proposal. A budget for the services outlined in this RFP must

include sufficient detail to allow a complete analysis of the proposal.

Sealed proposals should be submitted in two envelopes, TECHNICAL PROPOSAL and FINANCIAL PROPOSAL in hard copies to the following address by no later than April 28, 2016 - Electronic proposal is permitted. Address: Procurement Department The American University of Afghanistan - AUAF Darul Aman Road, Kabul, Afghanistan

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10. Questions Deadline:

All questions should be addressed thru email to ffaqizai@auaf.edu.af by April 24, 2015 at

10:00am. Consolidated answers will be provided to all vendors who raised questions.