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INVITATION TO BID
Implementation of MRO/ M&E Project
Pakistan International Airlines Corporation, the national flag carrier, plans to implement a proven, time-
tested, internationally acclaimed and airline specific Maintenance Repair Overhaul (MRO) /
Maintenance & Engineering (M&E) solution catering to its requirements in the following areas:
• Engineering & Airworthiness functions
• Quality Assurance
• Aircraft Line, Cabin & Base Maintenance
• Engine Overhaul, Components Overhaul
• Aircraft Material/Rotables Management.
• Checks & Schedule Planning
• Outsourced Maintenance
• Resources Allocation & Performance Monitoring
• Third Party Clients Management.
• A/C Lease-in /out support.
• Documentation / Library functions
Bidding documents, which are containing detailed terms and conditions, method of procurement,
procedure for submission of bids, bid security, bid validity, opening of bid, evaluation criteria,
clarification / rejection of bids, performance guarantee etc. are available for the interested bidders at
www.piac.com.pk
Tenders are called on “Single Stage Two Envelope” basis. The bids, prepared in accordance with the
instructions in the bidding documents, must reach at General Manager Procurement, Supply Chain
Department (Store Building), PIA Head Office, Karachi on or before August 30, 2017 up to 1030
(PST). Bids will be opened the same day at 1100 Hrs. (PST). This advertisement with complete RFP
is also available on PPRA website at www.ppra.org.pk
Bidders are required to submit two (hard & soft copy format) copies each of the technical & commercial
bid marked as “Original” & “Copy”.
Bids must be valid for 180 days.
PIAC reserves the right to reject any or all bids or cancel the procurement process at any stage in line
with PPRA rules.
General Manager Procurement
Supply Chain Management
PIA Head Office, Karachi.
Ph: +9221 99044423
Email: [email protected]
Page 1 of 189
MRO / M&E Project Request for Proposal
REQUEST FOR PROPOSAL
MRO / M&E PROJECT Pakistan International Airlines Corporation (Limited)
Ref: PIACL/SCM/ MRO M&E (Engg.)/11/17 www.piac.aero
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MRO / M&E Project Request for Proposal
TABLE OF CONTENTS
SECTION ITEM SUBJECT PAGE
SECTION A PROJECT DETAIL 5
A1 PROJECT DETAILS 6
1 Project Background 6
2 Locations 6
3 Business Objectives 7
4 Information Technology (IT) Objectives 7
5 PIA Fleet Size & Composition 8
6 Definitions / Terms Used 8
A2 PROJECT ORGANIZATION 9
A3 PROJECT COMPONENTS & IMPORTANT MILESTONE 10
1 Project Components 10
2 Phase-wise Objectives 10
A4 PRODUCT REQUIREMENT (MRO/M&E PACKAGE) 12
1 Overview of Solution Requirements 12
2 General Requirements 13
3 Technology Requirements 17
A5 PIA EXISTING SYSTEMS, APPLICATIONS & INFRASTRUCTURE 22
1 Existing Systems 22
2 Details of Existing Systems Requiring Interface 23
3 Existing Infrastructure 24
SECTION B INSTRUCTIONS TO BIDDERS (ITB) 29
B1 INSTRUCTIONS FOR BID SUBMISSION 30
1 Introduction / Scope of Bid 30
2 The Request for Proposal Document 31
3 Clarification of RFP Document 31
4 Amendment to RFP Document 32
5 Preparation of Proposals 33
6 Proposed Prices 35
7 Documents Establishing Contractor’s Eligibility and
Qualifications.
37
8 Documents Establishing Products, Services Eligibility &
Conformity to RFP
37
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MRO / M&E Project Request for Proposal
SECTION ITEM SUBJECT PAGE
9 Bid Bond 38
10 Period of Validity of Proposals 39
11 Tender Proceedings 39
12 Submission of Proposals 40
13 Deadline for Submission of Proposals 41
14 Opening of Proposals by PIA 41
15 Clarification of Proposals 41
16 PIA’s Right to accept any Proposal and to reject any or All
Proposals
41
17 Evaluation & Finalization of Selection 42
18 Confidentiality 42
19 Bidder’s Profile 43
20 Legal Binding 43
21 Performance Guarantee 43
22 Signing of Contract 43
23 Contacting PIAC 44
B2 SUMMARY OF REQUIREMENTS 45
B3 TEMPLATE FORMS 46
B4 FORMAT & CONTENTS OF PROPOSAL 67
1 General Proposal Requirements 67
2 Required Format of the Proposal 67
SECTION C PRODUCT DETAILS (MRO PACKAGE & ADD-ONS) 72
C1 OBJECTIVES 73
C2 FUNCTIONAL REQUIREMENTS 74
C3 GENERAL REQUIREMENTS 99
SECTION D SERVICES REQUIREMENTS 102
D1 IMPLEMENTATION 103
D2 TRAINING 106
D3 DATA MIGRATION 109
D4 DOCUMENTATION 110
D5 WARRANTY AND MAINTENANCE SUPPORT 111
D6 VERSION AND UPGRADES 112
D7 INFORMATION NEEDS AND APPLICATION REQUIREMENTS 113
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MRO / M&E Project Request for Proposal
SECTION ITEM SUBJECT PAGE
D8 SYSTEM SECURITY 113
SECTION E PRODUCT REQUIREMENTS 114
E1 DBMS AND DATABASE ADMINISTRATION TOOLS 115
E2 APPLICATION DEVELOPMENT TOOLS 116
E3 QUERY AND REPORT GENERATOR TOOLS 117
E4 INTERIM SERVERS AND OPERATING SYSTEM 117
E5 3RD. PARTY SOFTWARE 118
SECTION F HARDWARE REQUIREMENTS 119
F1 HARDWARE 120
SECTION G BIDDER’S QUALIFICATION, EXPERIENCE & EVALUATION 122
G1 BIDDER’S QUALIFICATIONS AND EXPERIENCE 123
G2 EVALUATION 125
SECTION H REQUIREMENTS COMPLIANCE MATRIX 130
H1 GLOBAL REQUIREMENTS – GENERAL 131
H2 GLOBAL REQUIREMENTS – TECHNICAL 137
H3 GLOBAL REQUIREMENTS – OTHERS 145
H4 FUNCTIONAL REQUIREMENTS – MRO/M&E SOLUTION 149
H5 SERVICES REQUIREMENTS 170
H6 HARDWARE REQUIREMENTS 178
SECTION I COMPLETION AND COMPLIANCE CHECKLIST 181
I1 PROPOSAL COMPLETION CHECKLIST 182
I2 PRODUCTS AND SERVICES 183
I3 BUSINESS INFORMATION AND APPLICATION NEEDS 188
I4 MRO PACKAGE REQUIREMENTS 189
Page 5 of 189
MRO / M&E Project Request for Proposal
SECTION A
PROJECT DETAIL
Page 6 of 189
MRO / M&E Project Request for Proposal
A1. PROJECT DETAILS
1. Project Background
Pakistan International Airlines (PIA) is set to renew its IT landscape in line with its
changing business requirements. ERP from Oracle has already gone live in core business
area of the airline. Reassessment of business processes and further upgrade of the
information technology environment are the focused objectives.
In order to achieve greater operational efficiencies and to facilitate the realization of growth
targets, PIA has decided to implement a comprehensive Maintenance& Engineering
(M&E) IT solution which will be the best combination of technology products and services
at a reasonable cost.
The main components of the project are:
▪ Business process study / business process alignment with best industry practices
▪ Procurement of MRO / M&E system and supporting infrastructure
▪ MRO / M&E Solution implementation, integration, training and rollout
▪ Post-implementation support
With rapid implementation methodologies and accelerated deployment options available in
best of the breed MRO / M&E solutions, it is PIA‘s intention to complete the implementation,
training and rollout in minimum time period. The Contractor must recommend a suitable rapid
implementation approach to help ensure project success within the proposed timeline. Since
time is of essence, the proposed timeline will be fixed and strictly adhered to
2. Locations
The locations intended to be covered under the scope of the MRO / M&E Solution
implementation are as follows: -
▪ PIA Head Office at Karachi
▪ PIA Engineering, all locations in Karachi, Islamabad & Lahore as well as the PIA
line stations
▪ PIA Stores, Hangers and Workshops (all locations)
▪ PIA Computer Center at Karachi
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MRO / M&E Project Request for Proposal
3. Business Objectives
To operate efficiently and effectively by having streamlined business processes, integrated
information systems and best industry practices, aimed at optimum utilization of available
resources within engineering department and across the entire organization.
It is the ultimate goal of PIA engineering department, to keep the entire fleet in airworthy
condition at all times. The new system shall support this goal by providing functionalities
as:
▪ Engineering & Airworthiness management;
▪ Management of airworthiness directives (ADs), service bulletins (SBs) and
engineering orders (EOs);
▪ Configuration management;
▪ Maintenance planning document (MPD) and maintenance program management;
▪ Maintenance planning and scheduling;
▪ Maintenance control and line maintenance;
▪ Heavy maintenance;
▪ Engine maintenance;
▪ Back shop and component maintenance;
▪ Tools and ground service equipment;
▪ Repair and warranty management; and
▪ Quality assurance & regulatory compliance;
▪ Client Order Management.
▪ A/C Lease in/out
▪ Documentation Management
Form the commercial point of view, the on-time performance and dispatch reliability of the
entire fleet is of essence. A well-structured maintenance planning supported by the
system shall support this objective. The number of Aircraft-On-Ground (AOG) situations to
be reduced.
With transparent data and streamlined business processes, PIA Engineering to be in a
position for more cost efficiency and a higher performance.
PIA Engineering also operates as engineering service provider to other airlines and a key
player in the 3rd party MRO business in the region. With the new MRO / MRO / M&E IT
functionalities, the PIA Engineering shall be more attractive for the 3rd party market.
4. Information Technology (IT) Objectives
Keeping in-line with the organization’s vision and mission, the Information Technology
department at PIA has formulated the following objectives:
▪ To implement industry standard systems / solutions which are integrated, adaptive
and flexible to both internal and external challenges and evolve as technology
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MRO / M&E Project Request for Proposal
progresses and must be capable to meet present and future airline industry
challenges.
▪ To carefully plan and deploy resources to ensure continuity of Information
Technology services and its availability on 24x7 hours basis.
▪ To ensure that Information Technology is effectively applied to business needs.
▪ To provide technology tools to PIA staff for capturing and harnessing the knowledge
base with the latest in IT, for timely management decision support.
▪ Information Security and Audit Trails for transactional data.
▪ To incorporate data analytics including predictive, and suggestive analytics for right
decisions.
5. PIA Fleet Size & Composition
PIA current fleet is composed of both narrow body & wide-body aircraft from Boeing
777 family, Airbus A320 family, ATR42/72. The combined numbers at the moment
stands at 35 with an expected growth upto 50 aircraft in near future.
6. Definitions / Terms used.
i. Wherever word “PIA” is used, it should be read and understood as “Pakistan
International Airlines Corporation Limited (PIACL)”
ii. The term “MRO / M&E Solution” is invariably used to be read and understood
as an IT Solution / Software / System / Package for an airline MRO / M&E.
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MRO / M&E Project Request for Proposal
A2. Project Organization
The “Project Management Office”, established at PIAC Head Office at Karachi,
Pakistan, will be the focal points of project management and implementation activities.
One of the benefits of managing this project through the “Project Management Office”
is that this office has already experience of implementation of ERP in PIA at all
stations throughout the globe.
Also, the flexibility of incorporating the required high level of technical/functional
resources in each discipline, PMO office has expertise in the areas of implementation
of Oracle ERP (Oracle e-Business Suite).
This Project Management Office (PMO) will remain in operation for the whole duration
of the project.
PMO team along with Engineering department and ICT, comprising of professionals
having experience in MRO / M&E processes & requirements, with network
management & ERP deployment. The PMO Team would be collaborating with PIA’s
management, and IT staff through various stages of this project. Besides PMO, a
Project Steering Committee will be there to oversee the progress and make decisions
on key issues.
The successful MRO / M&E Contractor would become a part of the PMO office till the
completion of project.
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MRO / M&E Project Request for Proposal
A3. PROJECT COMPONENTS & IMPORTANT MILESTONES
1. Project Components
The various components of the project are:
▪ MRO / M&E System Implementation Strategy
▪ Detailed design, plan and the blue print
▪ Power user, end user and role based access management
▪ Infrastructure evaluation and recommendations for upgrade
▪ Monitoring the project
▪ System Customization
▪ Data migration
▪ System Testing
▪ Performance Tuning and Acceptance Testing
▪ Technical training and End User Trainings
▪ Cutover
▪ Post Cutover Support
2. Phase-wise Objectives
The following are the phase-wise objectives of the project:
2.1. Implementation Strategy
▪ Implementation strategy shall be adopted after due consideration to project
scope, applicable constraints and magnitude of business improvement goals.
Bidder must provide detailed implementation methodology.
▪ PIAC at its discretion may interview the nominated consultants to assess their
technical expertise and reserves the right to accept a consultant or ask for
replacement of any or all consultant. PIAC at its discretion may also ask for
replacement of any consultant at any stage of the project if PIAC considers that
the said consultant is engaged in questionable activities or the performance of
the consultant is not at par with required standard.
▪ Implementation of procedures and controls for a reasonable level of systems
security, audit ability, confidentiality, reliability, integrity, and business continuity.
▪ Conversion/ Migration of historical and live data, efficiently and accurately.
▪ Smooth and seamless transition to new systems without any disturbance to the
ongoing operational activities of PIAC.
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MRO / M&E Project Request for Proposal
▪ Prepare conceptual design and highlight parameters that will be configured in the
MRO / M&E system in accordance with PIA business requirements. It should
also include complete workflow for transaction approvals and escalation.
▪ Provide integration solutions where MRO / M&E SYSTEM will be integrated with
Oracle ERP applications and other applications running in PIA as described in
Section A, sub-section A5-1.
▪ The vendor has to ensure that all software supplied is free from defects/ bugs/
flaws/ security holes etc. Warranty periods for hardware/software should be
clearly mentioned.
▪ Smooth transition from existing related applications to the new MRO / M&E
solution.
2.2. Training
▪ Preparation of the user community for change through appropriate knowledge
transfer and end- user training.
▪ Prepare and implement a comprehensive training plan to train the trainers/power
users, technical users end users.
▪ Gain acceptance for new systems by actively involving key users in driving the
acceptance testing process and achieving cut-over to the new environment.
▪ Provide a sufficient number of properly qualified MRO / M&E system experts for
each specific area mentioned in the RFP. These should cover – as a minimum –
experts having implementation experience in airline of size comparable to PIA in
engineering areas.
2.3. Post Implementation Support
▪ At no extra cost to PIAC, Contractor will provide a team of certified experts to be
stationed at PIA locations for post implementation support for a minimum period of
six months preferably to ensure optimum and seamless operations of systems and
processes.
▪ Specify a detailed support program and mechanism.
▪ Contractor must provide at least Three years post implementation warranty for
software and hardware. The Contractor has to ensure that all software and
hardware supplied are free from defects / bugs / flaws / security holes, etc.
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MRO / M&E Project Request for Proposal
▪ Warranty periods for hardware / software should be clearly mentioned and must be
accordance with section D, subsection D5
▪ Any discrepancies, mismatches and resource constraints experienced during the
support period which were not specified in the Proposal will be responsibility of the
Contractor.
A4. Product Requirement (MRO / M&E Package)
1. Overview of Solution Requirements
PIAC desires to procure an MRO / M&E Solution for PIAC’s engineering business needs
which would comprise the following: -
▪ An MRO / M&E Package which is well integrated with Oracle ERP and
interfaced with applications used in Flight Operations, Corporate Safety &
marketing planning.
▪ Add-on or Custom Built Applications shall be acceptable if minimum.
▪ Future/Trending Value added modules and add-ons.
▪ Easy and cost-effective transformability of the MRO / M&E solution into an
MRO IT Solution, in the event PIA desires to transform the Engineering &
Maintenance into an independent business unit (an MRO).
The solution to PIAC’s business needs should cover all the features that marketplace is
widely offering in airline industry and must meet the specific needs of PIAC. Bidders are
expected to match the requirements to the features/functionality in a cost-effective way.
To that end, it is expected the Technical Proposal submitted in response to this RFP
Document will clearly describe how the Bidder expects to meet the business needs of
PIAC.
Further, Bidders are expected to suggest solutions that will require minimum customization
to bring upon the best industry processes & practices, and minimum modification or add-
ons, maximum or completely seamless integration between applications, lower systems
implementation risk, while at the same time providing the best possible performance at an
economical price.
Bidder shall present a written technical proposal to address the requirements in the
following Sections. Proposals must declare any requirements the Bidder cannot satisfy.
Sufficient details should be included to demonstrate the Bidder’s knowledge of the Project
and their ability to satisfy each requirement.
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MRO / M&E Project Request for Proposal
2. General Requirements
The following narrative represents a summary of the general requirements envisioned by
PIAC in the MRO / M&E Solution.
2.1. Common Characteristics
Common characteristics represent capabilities that should be shared by all functional
areas of the MRO / M&E Solution. They are to be considered along with the more
specific functional requirements that follow in the design of a system.
2.2. Integration
The MRO / M&E software should support modern “best industry practices”, with data
located in one integrated system shared across all organizational units. The
software should support enterprise-wide business processes with a goal of
eliminating multiple handling of data and increasing data accuracy. The proposed
MRO / M&E System should be capable to integrate with Oracle ERP applications
and to interface with existing applications running in PIA (refer Section A5-1).
2.3. Configuration
PIA desires to procure a system that will require minimum software modification to
meet its business requirements. The software should allow for easy tailoring and
customization to meet those requirements without changing software code or
requiring add-on changes to parameters, software switches, processing rules, and
other tailoring approaches may be acceptable. The tailoring should be accomplished
in a way that does not adversely impact the future installation of system upgrades
released from the IT solution provider.
2.4. Technology Interfaces
The Bidder should provide standard application programming interfaces, tools and
methodologies that allow future releases to accommodate interfaces without
reprogramming. A standard approach to interfaces should be employed to avoid
multiple, unique approaches for different systems. The Bidder will have to ensure, at
its own cost, availability of APIs for both its proposed system as well as system
running in PIAC. The software should be capable to integrate with applications
already running in PIAC through Web-services, Application Programming (APIs), or
through data exports in a secure and efficient manner. Bidder must ensure to provide
XML-based APIs wherever these are required.
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MRO / M&E Project Request for Proposal
2.5. User Interface
The system should provide an intuitive, user-friendly, and easy-to-use interface that
minimizes the need for training. The system should have a common look and feel
across all applications. Content-sensitive / online help should be available for all
applications and should allow for customization. The system must address the
needs of infrequent or low volume users as well as those who use the system
several hours each day. The system must be equally usable from remote locations
as from the Head Office. Web-based access should be supported.
Business rules should be incorporated into the system such that the rules are applied
at the time information is entered into the system. The system should identify entry
errors, inconsistencies or logical disorder at the time data is entered. Processing of
the transaction should be suspended and/or re-routed to resolve the problem in “real
time”. Any unsuccessful transaction due any reason, should be notified and
prompted to the user for re-entry.
2.6. Security & Authorization
The system must support multiple levels of security. This includes protecting certain
fields from unauthorized access. In addition, access to certain functions and data
must be protected until they are approved by PIAC’s concerned policy makers.
Changes in assignment or termination should automatically trigger a review of the
employee’s security privileges. Comprehensive logs of transactions and security
incidents must be maintained for auditing purposes. System should provide
authorization, authentication, integrity and non-repudiation facilities for critical
transactions. System should be capable to maintain logs etc. System should be
capable of secure remote login. System should support electronic signature and time
stamp etc.
2.7. Reporting / Inquiry
The system must include comprehensive reporting tools that allow for easy access to
authorized data. Executive interfaces to the data with “drill down” capability to
examine details should be included in the reporting tools. It should also be possible
to create reports that reflect status as of a specified point in time. Standard reports
should be included that will serve as models for customized reporting as well as
provide for basic functional reports. Report wizards or similar techniques should be
available to guide users through report creation. The system must be designed such
that reporting activities do not compromise the responsiveness of the interactive
system.
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MRO / M&E Project Request for Proposal
Reports should be formatted to print on local PC and LAN attached printers as well
as on centralized high-speed printers. It should be possible to deliver fixed reports to
users on a pre-determined schedule to be reviewed online, to be retained online or
to be printed at the user’s discretion.
The system should be able to demonstrate useful demographic and forecasting
capabilities; support text based searches and provides departments the ability to
develop ad hoc reports at their discretion. The system must include a data
dictionary or similar provision to allow non-technical users to identify the appropriate
data elements for inclusion in their reports.
2.8. Data Analytic Tools
PIAC desires decision support tools and information bases that are fully integrated
with the system to facilitate strategic planning, tactical operations and organization-
wide analysis.
The system should support the easy movement of data to common packaged PC-
based applications such as Microsoft Office and text files.
The system should include the ability to locate information / guidance material or text
through a search capability on relevant historical maintenance records of
aircraft/engine/components.
The system should be capable of producing “what if” scenarios to support decision-
making.
2.9. Communication
The system should foster information sharing at all levels of the organization. For
example, policy directives and goals should be incorporated into engineering
maintenance planning process; various functional units of engineering and other
departments should be able to share required information e.g. schedules, material
requirements and job specifications etc.
2.10. Flexibility
The system should be easily reconfigurable to respond to changes in business
practices, policy directives, organization structure, statutes and regulations. As
business requirements change, the system should also change to support the new
requirements. Flexibility should extend both to enterprise-wide as well as industry
specific practices.
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MRO / M&E Project Request for Proposal
2.11. System Availability
Overall it should be a highly available solution. It must be available for access by
authorized personnel from anywhere at any time of the day or night (24 x 7
availability). The system must be equally usable from remote locations as from the
Head Office.
2.12. Transaction Timing
The system must support real time processing. Changes to data or the status of
processes should be immediately available in the system. System operations should
not artificially constrain the business processes supported by the system.
The system must support effective time/date stamping for transactions, including
both future and retroactive changes. The authority for such transactions must be
included in the security capabilities of the system with access roles and audit trails.
The assignment of a retroactive date must generate the changes required to bring
the system up to the current date.
2.13. Online Documentation and Training
The system must include customizable online documentation and training materials
such as context-specific help, search capability, business process documentation
and process maps.
2.14. Storage/Record Retrieval
Record collection and retention is an important organizational requirement. The
ability to easily archive, retain and access records is required. Records retention
procedures must allow information to be stored in a way that can be accessible
indefinitely.
2.15. System Security
System provided must be secure and meet all standard security requirements i.e.
Identification, Authentication, Authorization and Integrity. System should allow
implementation of industry standard security policies and capable to evolve to meet
security challenges, provide roles based access, and audit trails for the system
controls and transactions.
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MRO / M&E Project Request for Proposal
3. Technology Requirements
3.1. New Technology
The system should be designed in such a way as to easily allow the incorporation of
new technologies, as they become available.
3.2. Multiple Environments
In addition to the production environment, the system must support independent
copies for training, development, and quality control / test. These environments must
be sufficiently isolated from production and from each other so that operations in one
environment will not affect those of another.
The environments will be employed as follows:
▪ Production – all production processing will be performed in this environment.
▪ Development – all development activities including unit and system testing will
be conducted in this environment.
▪ Quality Control / Testing – after all development unit and system testing has
been completed, this environment will provide a system for divisions/units to
check the quality and testing of enhancements/modifications before they are
“accepted” into production.
3.3. System Performance
The system must be responsive and available. The system should support rapid fail-
over or redeployment in the event of problems or planned maintenance. Ninety-nine
percent of all fail-over events must take place in less than five minutes. Any volume
(batch) processing must not interfere with online responsiveness or availability.
3.4. Archive and Purge
The system must support the periodic archival and purging of unused or obsolete
information. Archived information should be available for historical reporting. The
system should remain continuously available during archiving/purging
3.5. Recovery
The system must automatically recover to the last complete prior transaction in the
event of a failure. The system must clearly indicate to the user that a transaction
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failed and that it must be re-entered. Recovery must occur without operator
intervention. Bidder must provide contingency and back-up recovery procedures with
guaranteed SLA (Service Level Agreement).
3.6. Backup / Recovery and Reorganization
The system must provide for the unattended daily backup of all information and data
to a media that can be stored offsite for disaster recovery purposes. Backups must
not prevent the system from being available at all times and must not disrupt system
operations. Database reorganizations should not significantly impair the availability
of the system.
3.7. Print Management
The system should provide a method for managing the print environment for report
distribution so that reports are directed to the appropriate print facility. Both high
speed centralized printing facilities as well as local LAN-based printing facilities will
be employed. Users should be able to print reports and documents on local printers.
3.8. Fallback Solution
In case the system or parts of the system is not operative, a manual or semi-manual
fallback solution to be developed, to continue the MRO / M&E operation. After restart
of the system. It must be possible to update the system accordingly.
3.9. Ability for system and license updates
The bidder should guarantee that the provided MRO / M&E Package’s customization
or modification shall be ready for any future updates. This guarantee shall also be
given for any underlying software such as DBMS, Operating System, Network
Management and other tools. Also, the Bidder may give further advices updating the
system to major or minor releases. It is in PIAC discretion to follow the advice.
3.10. Technology Architecture
The Contractor should provide recommendations of the technology architecture
under which the proposed MRO / M&E Package will operate, with the following
features preference:
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MRO / M&E Project Request for Proposal
▪ N-tiered Client/Server architecture incorporating thin presentation-logic-client
communicating with client-neutral, server-based applications, communicating with
the database
▪ Thin client, for remote users
▪ Applications distributed at servers located at Head Office
▪ Centralized database, located at Head Office
While designing the technology architecture, the Contractor should ensure that the
following are kept under consideration:
▪ Solution should be scalable with complete platform independence – PIA does not
intend to be tied down to a single platform
▪ Solution should be effortlessly portable from one system to another
▪ Should provide support for different flavors of UNIX, Windows etc.; however, it
should be a totally interoperable solution
▪ There must be open source support. In this context, the Contractor must specify
the current scenario vis-à-vis the solution offered and the future roadmap
▪ Optimization of licensing costs for the platform software
▪ PIA’s existing Local and Wide Area Network, and minimization of Wide Area
Network bandwidth requirements,
▪ Simplicity of System Administration and Operations,
▪ Ease of business continuity planning and execution.
▪ Cloud based hosting capability
Contractors should present a number of architecture options, providing pros and
cons of each option, as well as the Contractors recommended option.
3.11. Server Hardware
a) The Contractor should provide both its minimum and optimum configuration
requirements for Application and Database Servers to run the MRO / M&E Package
and other applications, consistent with the MRO / M&E features and proposed
technology architecture (3.10 above), and multiple environment requirements (3.2
above). The recommended configuration should cater for the existing load as well
as annual volume growth of 10-15% for the next five years. The configuration
should be capable of retaining data for at least eleven years (that is, current year
plus ten years’ historical record). The solution must be redundant, reliable and
consistently available to allow uninterruptible 24x7 operations.
b) The main servers will be housed in PIAC’s Information Technology Department.
The production server configuration should include redundant (RAID-5) data
storage (including SAN) and multiple processors and cater for compatibility with
PIAC’s existing LAN / WAN environment. The Contractor should take into
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consideration the areas of performance and scalability, reliability and fault tolerance
while recommending Server configurations.
c) Contractor must provide performance guarantees of the solution under different
Contractor must provide performance guarantees of the solution under different
during overload, during partial system failure, etc.
d) Optionally availability of cloud based solution is required with price and
methodology.
e) PIA reserves the rights to choose the options of:
• Purchasing of new Hardware
• Up-gradation of existing Hardware
• Adaptation of Cloud technology
3.12. Systems and Network Management Tools
Bidders are required to recommend suitable Systems and Network Management
Tools. The Systems Management Tools should ensure proper planning,
configuration, and problem handling of IT resources and support such tasks as: -
▪ Defining, resolving, and managing problems;
▪ Operating networks and multi-vendor systems;
▪ Distributing and managing software and data;
▪ Controlling operations;
▪ Planning and managing performance;
▪ Administering security;
▪ Maintaining asset information; and
▪ Planning for the future capacity of systems.
3.13. Data Support
The solution should be able to support multiple data types – text, image, voice,
video, 3D animation, etc.
It should be able to support data upload to and download from different systems in
multiple formats. Besides simple upload / download facility it should also be able to
communicate and support data interchange with mobile devices such as cellular
phones, handheld terminals, PDAs, etc. It should also be able to support other
devices such as scanners, barcode readers, biometric devices, card readers, RFID
devices, etc.
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Support for important messaging / data formats / standards must include, as a
minimum, Aircraft Communication Addressing and Reporting System (ACARS),
SITATEX, ASCII, SMS, XML, Spec 2010, S1000D, MS-Office, Lotus Notes, etc.
3.14. System Security
The system supports authentication methods that will assure that only authorized users are able to access protected data and transactions.
These include support for:
a) Digital Signatures
b) PKI Infrastructure
3.15. Web-enablement
The proposed System should be Internet ready and allow web-enabled access to
users from anywhere across the world through a web portal. It should also be
compliant with the Service Oriented Architecture (SOA).
3.16. Workflow
The proposed System should be capable of providing Workflow functionality to users by which information and requests could be automatically routed to the concerned levels for approval.
3.17. Others
Besides above –mentioned characteristics the proposed MRO / M&E SYSTEM
should also be capable of:
▪ Supporting multi-currency
▪ Supporting user defaults
▪ Supporting user defined screens/dashboards.
▪ Supporting multiple date formats
▪ Providing easy development of user defined reports
▪ Supporting user defined fields
▪ Scheduling of jobs for unattended operations
▪ Maintaining effective dates of master file data
3.18. Mobile Technology Support
Solution provided by bidders must be compatible / available on all mobile (cell phone) and
iPad/tablets.
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A5. PIA Existing Systems, Applications& Infrastructure.
1. EXISTING SYSTEMS
This sub-section describes those applications & systems which are utilized &
accessed for Maintenance & Engineering functional requirements or for which
information interchange / interface mechanism exists
1.1 Oracle ERP Main business application suite
1.2 AIMS Airline Information Management System
1.3 Sabre Products Schedule Planning, Slot/Fleet Manager System, Air
Vision etc.
1.4 AirOps System PIA may acquire any new AirOps System
1.5 Any other software Will be decided at the time of requirement gathering
➢ It is required that the proposed MRO/M&E to integrate with Oracle ERP
in a seamless manner. It is also required that MRO / M&E system be
interfaces with AIMS & Sabre applications, in order to provide
maintenance planning functionality.
1.6 PAMMIS (PIA Aircraft Maintenance Management Information System)
➢ This is the legacy system, developed in-house & currently under used in
Engineering & Maintenance department, and which PIA intends to replace with
best of the breed MRO / M&E System.
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2. DETAILS OF EXISTING SYSTEMS REQUIRING INTERFACE
2.1. Oracle ERP
Oracle ERP is the core business application responsible to manage major airline
business areas. i.e.;
a) Finance
b) Budgeting,
c) Purchasing & Logistic,
d) Human Resources,
e) Training & Qualifications
f) Safety Management System
➢ Contractors are required to provide seamless integration with MRO / M&E
solution.
2.2 AIMS (Airline Information Management System)
AIMS are Windows 2000/2003 client-server based software for airline crew, aircraft, and
flight management and operations control. The proposed MRO/M&E solution is required
to be interfaced with AIMS to cater to Maintenance Planning & Scheduling.
Modules requiring Interface
• Aircraft scheduling and assignment
• Movement and control
AIMS at PIA
Following is an overview of how AIMS is being used at PIA:
• Commercial Planning Section (CPS) prepares flight schedule for next one month in
Sabre AirFlite Application. Copy of flight schedule is sent to the Engineering
department to ensure Aircraft availability.
• Signed copies are sent back to CPS regarding confirmation of Aircraft availability by
engineering department.
System Related Information
Application Category Acquired System
Operating System Windows 2000 or 2003
Database Oracle 9i
Front End Delphi , C-Sharp
Application Source
Code
Not available. Any changes to standard application are made by vendor upon
request.
APIs
Not available. The only interface available is known as AIMS Report Generator.
All customized reports developed by PIA IT department are published through
this interface, which can be accessed by AIMS users through AIMS Menu.
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2.3 SABRE AIROPS SUITE
Introduction
AirOps provides centralized, real time access to critical data such as flight, passenger,
crew, maintenance, aircraft, airport, weather, payload and navigational, as well as fuel
data. Currently PIA is in the process of implementing this application suite. The
proposed MRO / M&E Solution is required to be interfaced with
this solution.
Currently PIA is using the following modules:
• Sabre Dispatch Manager (used by Flight Dispatch Section)
• Sabre Movement Manager (used by Flight Control Section)
Sabre Dispatch Manager (Flight Planning)
It enables Flight Operations department to operate its own
dispatching and flight planning system. It interfaces with
virtually all passenger reservations and message switching
systems and provides centralized functionality of mainframe
dispatch systems in a flexible client / server setting.
Sabre Movement Manager
It enables PIA to monitor and schedule daily maintenance and flight operations. It
uses a Gantt chart to graphically show flight leg information from a central database.
This module presents information about current operations and maintenance events,
which assist in evaluating problems and determining cost-effective solutions.
Additional modules included in the system.
• The Maintenance Routine module
• The Sabre EC – slots real time slot request and management module
• The browser-based Flight Information Display System provides real-time updates
of the latest flight departure and arrival information.
Information Flow
• Thereafter, following information is updated / tracked through this application:
▪ Flight departure and arrival time reporting
▪ Any changes in the flight schedule (delays, cancellations, diversions, etc.) are updated in the system by Flight Control Section.
• Aircraft maintenance information is also updated in the system. This assists the
Flight Dispatch Section to prepare flight schedule in accordance with fleet
availability.
Sabre AirOps
Maintains;
- Flight
Departure/Arrival
Time
- Passenger
- Crew
- Aircraft
Maintenance
- Weather
- Payload
- Navigational &
Fuel Data
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2.4 PAMMIS
The existing system which will be replaced by MRO / M&E solution. This information is
provided
Further details of some of in-house Engineering application is as under which would
particularly be useful in determining the data migration process.
Following are the main functionality which exist in PAMMIS system
• Tech. Log / Fleet Performance
• Rotables Management
• Maintenance Program & Task Cards
• Outsourced Maintenance
• Configuration Management
• AD/SB Management
• Man-hours Planning
Module /
Application
Name
Purpose / Details Hardware
Platform
Programming
Language
Operating
System
Database /
File
Structure
PAMMIS (PIA
Aircraft
Maintenance
Management
Information
System)
Tracks the
movement of aircraft
parts that come to
Engineering
Department for
maintenance
IBM
MP2003 VisualGen
VM/ESA
VSE/ESA DB2/VSE
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3. EXISTING INFRASTRUCTURE
3.1 Servers
The IT Department at PIA maintains a number of servers and storage arrays to
support various applications. Some of these applications have been developed in-
house while some have been acquired from third-party vendors. A certain number
of applications are also hosted externally.
After implementation of ERP most of the small isolated software are replaced with
ERP, resulting reduced the number of ERP server. Currently PIA is using Oracle
Exadata and Exalogic machine to maintain its database and ERP application
respectively.
The block diagram shown below represents how different applications and modules
are connected to the 10 GBPS backbone:
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3.2 ERP Servers and DR Site
Below mentioned picture is showing the architecture of PIA ERP servers and its
connectivity with DR site.
3.3 Connectivity
The fundamental purpose of a communications system is the exchange of data
between two parties. Communications networks are designed by interconnecting
a variety of devices. This is done to help share the information and make
efficient use of common resources available within an organization.
A high-level block diagram representing the PIA network is given below:
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3.3.1 Local Area Network (LAN)
The PIA LAN is centered at the Computer Centre building situated next to PIA Head
Office, in the vicinity of Jinnah International Airport. It is based on a fiber- optic
backbone and serves different locations as follows:
3.3.2 Wide Area Network (WAN)
PIA also supports major WAN connectivity linking all its regional and local offices to
PIA Computer Centre. The WAN setup is being done in two phases as follows:
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SECTION B
INSTRUCTIONS TO BIDDERS (ITB)
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B1. Instructions for Bid Submission
1 Introduction /Scope of Bid
The Bidders are invited to submit a detailed Technical Proposal and an item wise
Financial/Commercial proposal for Products and Services required as per the
requirements detailed in the bidding documents.
The assignment may be implemented in accordance with sequence as defined in
section A (A3) in the RFP or in parallel as per critical path identified by Bidder and
agreed by PIAC. The performance of the Bidder under each set of tasks must be to
PIAC’s satisfaction1 . In each case Bidder shall complete task satisfactorily before
initiating next sequential task.
The Bidders must familiarize themselves with local conditions and take them into
account in preparing their proposals. PIAC will provide the inputs specified in the RFP
and reasonably assist the Bidder in obtaining administrative licenses and permits
needed to carry out the project, and make available relevant project data and reports.
However, procurement of licenses, permits etc. shall not be PIAC’s responsibility.
By submitting a Proposal, the Contractor agrees to be legally bound by the terms and
conditions set out in this RFP. The Proposal will be considered as a binding offer from
the Contractor subject to acceptance by PIA.
1.1 Eligible Contractors
Original Solution Providers /authorized implementation partners / joint ventures are
eligible to participate in the bid. In case of joint ventures, Lead Contractor to be
specifically defined alongside partners. The Lead contractor would take the entire
responsibility of the submitted bid. Offers received through
brokers/agents/intermediaries shall not be considered.
1.2 Products and Services
i. Phrase “MRO / M&E Solution” is synonymously used as “MRO / M&E Package”
or “MRO / M&E System”, and means that all of the
products/solutions/software/training/licenses/ and related services to be
provided by the selected Bidder under the contract (as per the bidding
documents)
ii. The word “company” used in this section (B) & section (G), means “Pakistan
International Airlines Corporation Limited”
1PIAC will issue a completion certificate for each stage and a final completion certificate on completion of
the project.
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1.3 Cost of Bidding
The Bidders shall bear all costs associated with the preparation and submission of
its proposal, and Pakistan International Airline, hereinafter referred to as “PIAC”,
will in no case be responsible or liable for those costs or any of the losses to the
bidder, regardless of the conduct or outcome of the bidding process.
2 The Request for Proposal Document
2.1 Content of RFP Documents
The contents of the RFP Documents are listed below and should be read in
conjunction with any addenda issued in accordance with ITB:
Section A Project Details
Section B Instructions to Bidders
Section C Product Detail (MRO / M&E Package and Add-Ons)
Section D Service Requirements
Section E Product Requirements (Others)
Section F Hardware Requirements
Section G Bidder’s Qualification, Experience& Evaluation
Section H Requirements Compliance Matrix.
Section I Completion and Compliance Checklist.
2.2 Contractors must examine all instructions, forms, terms, specifications and
other information in the RFP Documents. Each Contractor by submitting its
proposal shall be deemed to have satisfied itself as to all the conditions and
circumstances affecting the scope of work and bid amount / contract price.
2.3 Failure to furnish all information required by the RFP Documents or to submit a
Proposal not substantially responsive to the RFP Documents in every respect
will be at the Contractor‘s risk and may result in the rejection of their Proposal
and the Contractor shall not hold PIA liable for such rejection in anyway
whatsoever. PIA reserves the right to verify at its sole discretion any or all
information submitted in response to the RFP Document. Any false information
or misrepresentation or non-disclosure may result in rejection of the entire
Proposal
3 Clarification of RFP Document
PIAC has made every effort to make the RFP Document as clear as possible. However,
in a project of this size and complexity, Bidders may need more clarifications.
Bidders may request for clarification on any of the RFP documents up to seven days
before the proposal submission date. Any request for clarification must be sent in
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writing by paper mail, cable, telex, facsimile, or electronic mail to the PIAC’s address
indicated in the RFP. PIAC may respond by cable, telex, facsimile, or electronic mail
to such requests and will send written copies of the response (including an explanation
of the query but without identifying the source of inquiry) to all parties who intend to
submit proposals.
Contact Address
General Manager (Procurement)
Supply Chain Management (Store Building)
PIA Head Office
Airport, Terminal-1
Karachi 75200
PAKISTAN
Ph: +92-21-99044423
Email: [email protected]
4 Amendment to RFP Documents
4.1 PIA may modify the RFP Documents by issuing addenda, for any reason, and at any time prior to the deadline for submission of Proposals. Any addenda to the RFP Documents shall be considered part of the RFP Document.
4.2 All Contractors will be notified of the addenda in writing by newspapers, email,
letter or facsimile, all such Contractors shall confirm the receipt of such
addenda to PIA and it shall be binding on them.
To allow Contractors reasonable time to take any addenda into account in preparing
their Proposals, PIA may, at its own discretion, extend, as necessary, the deadline
for the submission of proposal.
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5 Preparation of Proposals
5.1 Language of Proposals
Proposals and all correspondence and documents relating to the proposals
exchanged by the Bidders and PIAC shall be in English.
5.2 Documents Comprising the Proposal
Bidders will be required to submit separate proposals along with implementation
plan for Complete MRO / M&E Implementation each comprising of following two
proposals.
➢ Technical Proposal (one Original and one Copy “Soft Copy and Hard Copy)
➢ Financial/Commercial Proposal (one Original and one Copy)
a) The relevant completed “Proposal Form” and all Price Schedules as included in
Section B, Subsection B3 – Template Forms, completed and duly signed.
b) Bid security furnished in accordance with ITB Sub-section 8;
c) A full description of the technical solution to the business requirements
described in Sections C – Product Requirements (MRO / M&E Solution & Add-
ons), Section D – Services Requirements and Section E – Product
Requirements (Others).
d) The completed Requirements Compliance Matrix (Section H), Completion
Checklist & Compliance Checklists (Section I, Subsections I1 to I4).
5.3 Technical Proposal
In preparing the Technical Proposal, Bidders are expected to examine the
documents constituting this RFP in detail. Deficiencies in providing the information
requested may result in rejection of a proposal.
While preparing the Technical Proposal, Bidders must give particular attention to
the following:
▪ If a Bidder considers that it does not have all the expertise for the assignment, it
may, subject to PIAC’s prior approval, obtain a full range of expertise by
associating with individual Bidder and/or other Bidders or entities in a joint
venture as appropriate. Bidders may associate with other parties invited for this
assignment (through this RFP or the earlier invitation for Expression of Interest)
only with approval of PIAC.
▪ It is desirable that the majority of the key professional staff proposed by the
Bidder should be its permanent employees or have an extended and stable
working relationship with it.
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▪ Proposed professional staff must, at a minimum, have sufficient experience in the required field, preferably working under conditions similar to those prevailing in the country of the assignment.
▪ Alternative professional staff shall not be proposed, and only one curriculum
vitae (CV) may be submitted for each position.
Reports to be issued by the Bidders as part of this assignment must be in English
language.
5.3.1 Information Required
a) Detailed project plan with timeframe for task and sub task.
b) A brief description of the bidder’s organization and an outline of recent
experience on assignments of a similar nature. For each assignment, the
profiles of the staff proposed, duration of the assignment, contract amount,
and bidder’s involvement.
c) Any comments or suggestions on the Terms of Reference and on the data,
a list of products/services, and facilities to be provided by PIAC.
d) A description of the methodology and work plan for implementation of the
project.
e) The list of the proposed staff team by specialty, the tasks that would be
assigned to each staff team member, and their timing.
f) CVs recently signed by the proposed professional staff and the authorized
representative submitting the proposal. The format of CV must be as per
format attached in Section B, subsection B3. Key information should
include number of years working for the firm/entity and degree of
responsibility held in various assignments during the last ten (10) years.
g) Estimates of the total staff input (professional and support staff; staff time)
needed to carry out the project, supported by bar chart diagrams showing
the time proposed for each professional staff team member.
h) A detailed description of the proposed methodology, staffing, and
monitoring of training, if the RFP specifies training as a major component
of the project.
i) Any additional information requested in the RFP.
j) Technical team training, end-user training.
The Technical Proposal shall not include any financial information.
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5.4 Financial Proposal
In preparing the Financial Proposal, Bidders are expected to take into account the
requirements and conditions outlined in the RFP documents. The Financial
Proposal should list all costs associated with the project, further broken-down into
per module costs, costs of licenses if any, hardware, software, cost of operating
software, database software or any other software with required number of licenses
for each component of the application, operating system or any other utility
software required, cost of training, post implementation support, cost of warranties
if any etc. If appropriate, these costs should be broken down by activity and, if
appropriate, into foreign and local expenditures. Bidders must quote all prices of
their goods and services in USD only
5.4.1 Proposals must remain valid for 180 days after the submission date. During
this period, the bidder is expected to keep available the professional staff
proposed for the assignment. PIAC will endeavor to complete
discussions/clarifications within this period. However, if necessary, PIAC
may require extension in the said validity period. The proposal submitted by
the bidders shall comprise the following:
5.4.2 The relevant completed “Proposal Form” and all Price Schedules as
included in Section B3.
5.4.3 A full description of the technical solution to the business requirements
described in Sections C – Product Requirements (MRO / M&E Package&
add-ons) and Section D – Services Requirements.
5.4.4 The successful bidder will be required to furnish, on or before the date of the
signing of the contract, a performance guarantee equal to 5% (five percent)
of total value of the contract price/successful bid amount from a reputable
scheduled bank acceptable to PIAC.
The Bidder is required to deposit earnest money equal to 2% of the bid submitted
for MRO / M&E Solution implementation, with the bid at the time of submission of
the bid. The earnest money shall be furnished in the form of a pay order of a
scheduled bank in favor of PIAC. The earnest money will be returned to
unsuccessful bidder for which unsuccessful bidder has to submit a written request.
The earnest money deposited by the successful bidder will be kept as security
deposit until project is completed satisfactorily. No interest will be payable on
earnest money to successful or unsuccessful bidder.
6 Proposed Prices
6.1 The Contractor must provide the prices of the proposed Solution using the
Price Schedule Templates provided in Subsection B3.
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6.2 Prices provided on the Price and Recurrent Costs Schedules (as per
Templates) shall be listed individually in the following manner:
6.2.1 Unit and total prices of products offered, inclusive of all taxes and duties paid.
6.2.2 Separate prices for each item of the hardware/software/ software licenses etc.
6.2.3 Separate prices for each item of the hardware/software/ software licenses etc.
6.2.4 Prices for implementation services.
6.2.5 Prices for training Master Trainers, Power Users and End Users etc. local and
foreign component to be mentioned separately.
6.2.6 Recurrent costs after the expiration of the warranty period on the Recurrent
Costs Form, as follows:
6.2.6.1 The cost of all software updates, recurrent licensing fees, and any
other items needed to operate the MRO / M&E Solution, plus any other
recurrent supply of products specified in the RFP Document
6.2.6.2 The cost of all maintenance and technical support services, and any
other recurrent services specified in the RFP Document, including all
taxes payable by the Bidder thereon.
6.2.6.3 Cost of post implementation support along with number of experts
stationed at PIAC premises.
6.2.7 Totals of Products, Services and Recurrent Costs, on the Proposal Price
Summary Form.
6.2.8 There should be no hidden costs. Any cost not mentioned and to be incurred
later for proper fault free execution of the project is the responsibility of the
Bidder.
6.2.9 All costs are to be quoted in USD and must be fixed.
6.2.10 Payment will be milestone based as per format attached in Section B,
subsection B3. Bidder is required to provide the confirmation if agreed with
payment schedule.
6.3 Contractor‘s separation of price components in accordance with ITB Subsection
6, item 6.2 will be solely for the purpose of facilitating the comparison of
proposals and will not in any way limit PIA‘s right to contract on any of the terms
offered.
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6.4 Prices quoted by the Contractor shall be fixed maximum prices during the
Contractor‘s performance of the contract. Proposals submitted with adjustable
price quotations will be rejected and the Contractor shall not hold PIA liable in
anyway whatsoever for such rejection.
7 Documents Establishing Contractor’s Eligibility and Qualifications
The documentary evidence of the Contractor’s qualifications and ability to perform
the contract if its proposal is accepted shall establish to PIAC’s satisfaction:
7.1 That, in the case of a Contractor not doing business in Pakistan, the Contractor
will be able (if awarded the Contract), to carry out the installation,
implementation, support, maintenance, and other service obligations
prescribed in the RFP Documents. Documentary evidence supporting the
aforementioned must be provided;
7.2 That the Contractor and any Sub-contractors have the financial, technical, and
staff capabilities to support the MRO / M&E Solution, and have a successful
performance history, appropriate for their role in fulfilling the contract.
7.3 Each Sub-contractor must sign a Letter of Authorization / Joint Venture
Agreement authorizing the Lead Contractor to act on its behalf. A copy of this
Letter of Authorization / Joint Venture agreement must be submitted along with
the Proposal. The Lead Contractor shall be completely responsible for all
contract services to be performed. The Lead Contractor must demonstrate
that all aspects of this RFP Document have been carefully and completely
considered.
7.4 No substitution of a Sub-contractor shall be allowed during the term of this
contract. Failure of a Sub-contractor to perform as expected shall not relieve
the Lead Contractor of its duties to perform on the whole requirement and the
Lead Contractor shall be liable for any / all loss(es) / damage(s) that PIA may
suffer as a result of failure of a Sub-contractor to perform any / all of its
obligations under this contract.
8 Document Establishing Products, Services Eligibility & Conformity to RFP
8.1 Pursuant to ITB Sub-section 5.2, the Contractor shall furnish, as part of its
Proposal, documents establishing the eligibility and conformity to the RFP
Documents of all products and services that the Contractor proposes to supply
under the contract. This includes all the information/evidences needed to
evaluate the contractor as set forth in section G (Bidder’s Qualifications, Experience
& Evaluation).
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8.2 The documentary evidence of conformity of the products and services to the
RFP Documents may be in the form of written descriptions, literature, diagrams,
certifications and client references, including:
8.2.1 A detailed description of the essential technical and performance
characteristics of the products;
8.2.2 An item-by-item commentary on PIAC’s Product and Services Requirements, as detailed in Sections C, D & E, demonstrating the substantial responsiveness of the proposed solution to the specifications provided; and
8.2.3 A confirmation that the Contractor shall accept responsibility for the
successful integration and interoperability of all proposed products and other PIA systems as required by the RFP Documents. (refer Section A, sub-section A5-1)
9 Bid Bond
9.1 Pursuant to ITB Sub-section 9, the Contractor shall furnish, along with its
Financial Proposal, a bid bond for 2% (two percent) of the total amount of the
Products, Services and Support Prices.
9.2 The bid bond is required to protect PIA against the risk of the Contractor’s
conduct that would warrant the security’s forfeiture, as per ITB Sub-section 9,
item 9.7.
9.3 The bid bond shall be denominated in USD, shall be valid for One Hundred
and Eighty (180) days beyond the validity of the Proposal, and shall be in one
of the following forms:
9.3.1 A bank guarantee by a Pakistani Scheduled bank of the Contractor’s
choice, in the form provided in the RFP Documents;
9.3.2 A Pay Order / Demand Draft drawn on a Pakistani Scheduled bank.
9.4 Any Proposal not secured in accordance with ITB Sub-section 9, items 9.1
and 9.3 will be rejected by PIA and the Contractor shall not hold PIA liable in
anyway whatsoever for any such rejection.
9.5 Unsuccessful Contractors’ bid bond will be discharged or returned as
promptly as possible after the expiration of the period of Proposal validity
prescribed by PIA pursuant to ITB Sub-section 10.
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9.6 The successful Contractor’s bid bond will be discharged upon the Contractor
signing the contract, pursuant to ITB Sub-section 22, and furnishing the
performance guarantee, pursuant to ITB Sub-section 21.
9.7 The bid bond may be forfeited:
9.7.1 If a Contractor attempts to withdraw its Bid before the date stipulated in
the RFP for the validity of the Bid or any extension in this date agreed
between the Company and the Contractor,
9.7.2 If a Contractor attempts to modify or amend its Bid without the approval
/ consent of the Company before the date stipulated in the RFP for the
validity of the Bid or any extension to this date agreed between the
Company and the Contractor,
9.7.3 The Contractor shall not hold the Company liable in anyway
whatsoever for the amount so forfeited by the Company.
10 Period of Validity of Proposals
Proposals shall remain valid for at least 180 days from the date of Proposal submission
or any extension thereof, prescribed by PIAC. A Proposal valid for a shorter period
shall be rejected by PIAC.
11 Tender Proceedings
For sake of clarity, the PPRA (Public Procurement Regulatory Authority of Pakistan) guidelines for Single stage – two envelope procedure, which are as follow, shall be followed.
11.1 The bid shall comprise a single package containing two separate envelopes. One envelope shall contain the financial proposal while the other one shall contain the technical proposal;
11.2 The envelopes shall be marked as “FINANCIAL PROPOSAL” and
“TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion; 11.3 Initially, only the envelope marked “TECHNICAL PROPOSAL” shall be
opened; 11.4 The envelope marked as “FINANCIAL PROPOSAL” shall be retained in the
custody of PIA without being opened; 11.5 PIA shall evaluate the Technical Proposal in a manner prescribed in the RFP
documents, without reference to the price(s) and reject any proposal which does not conform to the specified requirements;
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11.6 During the Technical evaluation, no amendments in the technical proposal
shall be permitted; 11.7 The financial proposals of bids shall be opened publicly at a time, date and
venue announced and communicated to the bidders in advance; 11.8 After the evaluation and approval of the technical proposal(s), PIA shall at a
time within the bid validity period, publicly open the financial proposals of the technically accepted bids only. The financial proposal of bids found technically non-responsive shall be returned un-opened to the respective bidders; and
11.9 The bid found to be the lowest evaluated (as per prescribed criteria) shall be
accepted.
12 Submission of Proposals
12.1 The Bidder is required to submit an original and one copy of each of its
Technical and Commercial Proposals clearly mark each “ORIGINAL BID” or
“COPY OF BID”, as appropriate. In the event of any discrepancy between
them, the original shall govern.
12.2 The Technical and Commercial Proposals shall be typed or written in indelible
ink and shall be signed by a person or persons duly authorized to bind the
Bidder to the contract
12.3 Bidders are required to submit their offer in sealed envelopes either in person
or through courier. Each offer should be clearly marked as “Bid for MRO / M&E
solution” at top of the envelope.
12.4 The Technical and Financial Proposals shall be submitted in separately sealed
envelopes, each marked “Technical Proposal” and “Financial Proposal”
accordingly, and bearing the name and complete return address of the Bidder,
be addressed to:
General Manager (Procurement)
Supply Chain Department (Store Building)
PIA Head Office
Airport, Terminal-1
Karachi 75200
PAKISTAN
Ph: +92-21-99044423
Email: [email protected]
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13 Deadline for Submission of Proposals
13.1 Proposals must be received by PIAC at the address and by the time
specified in the RFP Document covering letter. Proposals received after
this deadline will be rejected and returned to the Bidder unopened.
13.2 PIAC may, at its discretion, extend this deadline for the submission of
Proposals, in which case all rights and obligations of PIAC and Bidders
previously subject to the deadline will thereafter be subject to the deadline
as extended.
13.3 PIAC reserves the right to reject any or all proposals or divide the business
in more than one bidder or not to implement the MRO / M&E solution.
14 Opening of Proposals by PIA
14.1. PIA will open all Technical Proposals at a place and time to be advised in
the covering letter by PIA. Contractors or their authorized representatives may attend the opening, and those who are present shall sign a register evidencing their attendance.
14.2. No Proposal shall be rejected at the time of Proposal opening, except for late Proposals, which shall be returned unopened to the Contractor.
14.3. The Commercial Proposals of Contractors will be opened subsequently and evaluated. Contractors will be informed of the place and time by PIA.
15 Clarification of Proposals
15.1. During evaluation of Proposals, PIA may, at its discretion, ask the Contractor for a clarification of its Proposal. The request for clarification and the response shall be in writing, and no change in the prices or substance of the Proposal shall be sought, offered, or permitted during evaluation of the Proposal.
15.2. PIA may request the Contractor to arrange site visits for its reference sites.
15.3. PIA may also request the Contractor to give “proof of concept” by developing prototypes of specific scenarios identified by PIA.
16 PIA’s Right to accept any Proposal and to reject any or All Proposals
16.1. PIA reserves the right (without limitation to any other right whatsoever) to accept or reject any Proposal, or to annul the bidding process and reject all
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Proposals at any time prior to contract award without incurring any liability to the affected Contractor or Contractors.
16.2. PIA also reserves the right (without limitation to any other right whatsoever) to award the consolidated contract in its entirety to a single Contractor or to award it in parts to more than one Contractor without incurring any liability to the affected Contractor or Contractors.
17 Evaluation &Finalization of Selection.
17.1. After receipt of proposals from the Contractors, PIA will evaluate and study the submitted proposals. PIA does not bind itself to award the contract to the lowest or to any Contractor but will take into consideration all relevant facts and aspects. Finalization of the Contract between the successful Contractor and PIA will be held in the presence of members of PIA’s Project team and Steering committee at PIA Head Office. The aim is to reach agreement on all points and sign a contract.
17.2. Having selected the successful Contractor on the basis of, among other
things, an evaluation of the total solution offered, proposed methodology (work plan), verifiable successful implementations, and proposed key professional staff, PIA expects to finalize a contract on the basis of the products and available expertise named in the proposal. Before contract finalization, PIA will require assurances that products and experts will be actually available. PIA will not consider substitutions during contract finalization unless both parties agree that undue delay in the selection process makes such substitution unavoidable or that such changes are critical to meet the objectives of the assignment.
17.3. The finalization of the contract with the successful Contractor will conclude
with a review of the agreed draft, to be signed by PIA and the Contractor, ensuring successful delivery and completion of the project. PIA and the successful Contractor will initial the agreed draft of the contract. If this process fails, PIA may invite the next Contractor for the award of the assignment. In this regard, Contractors should submit draft copies of their proposed contracts and Service Level Agreements along with their Technical Proposals.
18 Confidentiality
18.1 Information relating to evaluation of proposals and recommendations concerning awards will not be disclosed to the Bidder or to other persons not officially concerned with the process. The Bidder shall maintain complete confidentiality of its proposal and shall not disclose the proposal or any terms thereof to any unrelated person or any third party. The Bidder shall also keep confidential all its discussions and negotiations with PIAC.
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18.2 For the purpose of this RFP all Bidders receiving or responding to this RFP
are considered potential contractors and have been identified throughout the
RFP accordingly.
19 Bidder’s Profile
In assessing a potential contractor’s ability to provide the MRO / M&E System
Renewal Program solution to PIAC, PIAC is seeking details of the Bidders’
structure including:
19.1 The core activities of the business; 19.2 The products and/or services provided; and 19.3 The future Plans of the bidder.
20 Legal Binding
By submitting a Proposal, the Bidder agrees to be legally bound by the terms and
conditions set out in this RFP. The Proposal will be considered as a binding offer
from the supplier capable of acceptance by PIAC. If during the course of any
discussions or negotiations PIAC and the Bidder agrees to vary any terms or the
Proposal, the Proposal will be deemed to be amended to the extent of the agreed
variation and PIAC may accept the Proposal as deemed amended.
21 Performance Guarantee
21.1. Within five (5) working days of the receipt of notification of award of the
Contract from PIA, the successful Contractor shall furnish a Performance Guarantee for 5% (five percent) of Contract value in accordance with the conditions of Contract, using the Performance Security Form provided in the RFP document.
21.2. In case joint venture is successful in the bidding process, the Lead Member of such joint venture will be responsible to PIA for performance of obligations under the agreement as principal obligator.
22 Signing of Contract
22.1 Within four (04) working days of receipt of the Performance Guarantee in
accordance with ITB Sub-section 21, PIA will send the successful Contractor the Contract Form provided in the RFP documents, incorporating all agreements between the parties.
22.2 Within four (04) working days of receipt of the Contract Form, the successful Contractor shall sign and date the contract and return it to PIA.
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22.3 By mutual agreement in writing, the contract signature date may be postponed by up to fifteen (15) days.
23 Contacting PIA
Any effort by the Contractor to unethically influence PIA in the process of evaluating Proposals and in decisions concerning award of the contract will result in the rejection of the Contractor’s Proposal.
The Contractors submitting proposals should attach a declaration that:
23.1 They will not obtain or induce the procurement of the contract or any right,
interest, privilege, or other obligation or benefit related to the contract from PIA or the Government of Pakistan, or any subdivision or agency thereof, through any corrupt business practice.
23.2 They will not give or agree to give and shall not give or agree to give to
anyone within or outside Pakistan either directly or indirectly through any person or organization, including affiliates, agents, associates, brokers, consultants, directors, promoters, shareholders, sponsors or subsidiaries, any commission, gratification, bribe, finder’s fee or kickback, whether described as consultation fee or otherwise, with the object of obtaining or inducing pursuant to the contract or any right, interest, privilege or other obligation or benefit related to the contract in whatsoever form.
23.3 They have made and will make full disclosure of all contracts and
arrangements with all persons / organizations in respect of or related to the proposed contract with PIA and have not taken any action or will not take any action to circumvent the above declaration, representation or warranty.
23.4 They agree to pay compensation to PIA in an amount equivalent to the direct
losses to PIA, which would include the sum of any commission, gratification, bribe, finder’s fee or kickback that would otherwise have been given to PIA in the form of a concession, given by the parties submitting proposals for the purpose of corruptly obtaining or including the procurement of the contract or any right, interest or other obligation or benefit related to this contract in whatsoever form from the parties submitting proposals, if it shall ultimately be determined by a final judicial decision that the party submitting proposals has so obtained or induced the procurement of the contract, or any right, interest, privilege or other obligation or benefit related to such contract.
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B2 SUMMARY OF REQUIREMENTS
This schedule lists all major components of the MRO / M&E Solution to be procured through this Request for Proposal.
Further details and exact specifications for each item are included in the Sections C, D and E.
Item Type Description Project Site(s)
MRO / M&E Package
Application software modules to meet the Applications requirements as per details in Section C. Also, any Add-on required for MRO / M&E solution, if any
Head Office Other Locations
3rd Party Software
As required by the proposed MRO / M&E Package and Add-on Applications Head Office
DBMS As required by the proposed MRO / M&E Package and Add-on Applications Head Office
Hardware
Recommended configuration of hardware and operating system software for the Production Environment will be provided by the Contractor and it shall not be binding on PIA to procure this from the Contractor. Interim Application / Data Server(s) including Operating Systems as required by the proposed MRO / M&E Solution for Training, Development, Testing and Quality Assurance Environments will be provided by the Contractor at its own cost
Head Office
Others Application Development Tools, Query and Report Generating Tools, System Administration Tools, Operating Systems, Systems Management Tools, etc.
Head Office
Installation / Implementation Services
Installation, configuration and implementation of Hardware and Operating System, MRO / M&E Standard Software, Add-on Applications, 3rd Party Applications.
Head Office Other Locations
Training
End User, Power User and Management training for MRO / M&E, Add-on and 3rd Party
Applications, Technical training for Developers and Administrators on Application Development
Tools, Reporting Tools, DBMS, DBA tools, OS, System Management Tools, etc.
Head Office Other Locations
Data Migration Development of Strategy& Plan for migration of data from legacy systems and manual records. Head Office
Recurrent Services
Post-Implementation support for three years (after Warranty Period) for MRO / M&E Package, Add-on applications, Hardware and 3rd Party Software Maintenance and Support
All Locations
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B3 TEMPLATE FORMS
Notes for Contractors on the Template Forms
1. The Contractor shall complete and submit with its Proposal the Proposal
Form and the required Price Schedules and in accordance with the
requirements included in Section B, Subsection B3.
2. The Contractor should provide the Bid Bond as per the form included in this
Subsection.
3. The Performance Guarantee form should not be completed by the Contractor
at the time of their Proposal preparation. Only the successful Contractor will
be required to provide Performance Guarantee as per the form included in
Section B. PIA, however reserves the right, in case of failure on part of the
Contractor to provide the aforesaid Performance Guarantee in accordance to
the instructions as laid down in Instruction to Bidders (ITB) Section B1, sub-
section 20, within the specified time, to forfeit the bid security furnished by the
Contractor.
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Proposal Form
To:
General Manager (Procurement)
Procurement and Logistics Building
PIA Head Office
Airport Terminal-1
Karachi 75200
PAKISTAN
Dear Sir:
Having examined the Request for Proposal Documents including Addenda Nos. [insert
numbers, if issued and applicable], the receipt of which is hereby duly acknowledged, we,
the undersigned, offer to produce, deliver, install, implement, support and maintain the
MRO / M&E Solution in full conformity with the said RFP Documents.
We undertake, if our Proposal is accepted, to implement the MRO / M&E Solution in
accordance with the Project milestones agreed with PIA.
We certify that a bid bond for 2% (two percent) of the total amount of the proposal is
submitted along with Financial Proposal.
If our Proposal is accepted, we will provide a Performance Guarantee in the form and in the
amounts, and within the times stipulated in the Request for Proposal Documents.
We agree to abide by this Proposal for a period of 180 days from the date fixed for
Proposal submission, or any extended date, 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 Proposal, 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 Proposal you may
receive.
Dated this ________________ day of ________________ 20______.
_______________________________________________________
[Signature] [In the capacity of]
Duly authorized to sign Proposal for and on behalf of _____________
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Bidding Organization Profile
[Provide a brief (not more than five pages) description of the background and organization of your firm/entity and each sub-contractor for this assignment.]
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Bidder’s Experience
[Using the format below, provide information on each assignment for which your firm, and each associate for this assignment, was legally contracted either individually as a corporate entity or as one of the major companies within an association, for carrying out services similar to the ones requested under this
assignment. Attach details on separate sheet if necessary.]
Assignment name:
Approx. value of the contract (in current USD):
Country/State/Province: Location within country:
Duration of assignment (months):
Name of Client:
Total No of staff-months of the assignment: (If applicable)
Address:
Approx. value of the services provided by your firm under the contract (in current USD):
Start date (month/year): Completion date (month/year):
No of professional staff-months provided by Sub-Contractor:
Name of Sub-Contractor, if any:
Name of senior professional staff of your firm involved and functions performed (indicate most significant profiles such as Project Director/Coordinator, Team Leader):
Narrative description of Project:
Description of actual services provided by your staff within the assignment:
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Description of Approach, Methodology &
Project Plan for the Project
[In order to ensure timely completion of this project, the consultant/service provider should submit a
methodology and detailed Project Plan including the estimated completion timeline of each area/sub area
of the scope]
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Team Composition and Task Assignments
[Using the format below, provide information regarding the nominated project team for this assignment
based on proposed methodology and work plan. Depending upon skill sets, experience and technology
certifications as mentioned in CV and subject to the submission of documentary evidences]
Professional Staff / Nominated Project Team
Name of Staff Position Assigned Area/Task Assigned
in this Project Skill Sets and Technology
Certification Name(s)
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Curriculum Vitae (CV) for Professional Staff
[CVs should be submitted for Nominated Project Team/Professional Staff only]
1. Proposed Position:
2. Name of Firm [Insert name of firm proposing the staff]:
3. Name of Staff [Insert full name]:
4. Date of Birth: Nationality:
5. Education [Indicate college/university and other specialized education of staff member, giving
names of institutions, degrees obtained, and dates when obtained]:
6. Technology Certification(s) Achieved [Provide name of all the technology certification achieved
by the staff]
____________________________________________________________________________________
_
7. Other Trainings [Indicate significant training since, education under 5, were obtained]:
8. Countries of Work Experience: [List countries where staff has worked in the last ten years]:
9. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and
writing]:
10. Employment Record [Starting with present position, list in reverse order every employment held
by staff member since graduation, giving for each employment (see format here below): dates of
employment, name of employing organization, positions held.]:
From [Year]: To [Year]:
Employer:
Positions held:
11. Detailed Tasks Assigned
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[List all tasks to be performed under this assignment]
12. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned
[Among the assignments in which the staff has been involved, indicate the following information for
those assignments that best illustrate staff capability to handle the tasks listed under point 11.]
Name of assignment or project:
Year:
Location:
Client:
Main project features:
Positions held:
Activities performed:
13. Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself,
my qualifications, and my experience. I understand that any willful misstatement described herein may
lead to my disqualification or dismissal, if engaged.
Date:
[Signature of staff member or authorized representative of the staff] Day/Month/Year
Full name of authorized representative:
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Products Price Schedule
Name of Contractor Page ___ of ____
Item No.
Product Description Contractor Proposal Reference
Product Producer
Partner or Sub-contractor
Responsible for Supply and Installation
Quantity
Unit Price2
(USD)
Total Price3 (USD)
(1) (2) (3) (4) (5) (6) (7) = (5) x (6)
MRO / M&E Package
&Add-on
Applications Subtotal
DBMS
Subtotal 3rd Party Software
Subtotal Hardware:
Subtotal Cloud Services:
Subtotal Other Products:
Subtotal TOTALS
Additional MRO / M&E
Licensing Cost Per User4
Signature of Contractor
-----------------------------------------------------
2Prices include all taxes payable by the Contractor thereon. 3In case of discrepancy between unit price and total, the unit price shall prevail. Similarly, subtotals shall prevail over totals. 4 Price for Each Additional MRO / M&E User should be provided separately
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Services Price Schedule (Prior to Maintenance)
Name of Contractor Page ___ of ____
Signature of Contractor
______________________________ 5Service prices include all taxes payable by the Contractor thereon. 6In case of discrepancy between unit price and total, the unit price shall prevail. Similarly, subtotals shall prevail over totals.
Item No.
Service Description Contractor Proposal
Reference
Partner or Sub-contractor
Responsible for Service Delivery
Quantity Unit Price5
(USD) Total Price6
(USD)
(1) (2) (3) (4) (5) (6) = (4) x (5)
Implementation • MRO / M&E
Package • Add-on Applications • 3rd Party Software
Subtotal Training
• Master Trainers • End-users • Technical • Apps Dev Tool • Reporting Tool • DBA Tool • DBMS • Operating System • Sys Admin / Mgmt. • Others
Subtotal Data Migration
Documentation
Other
TOTALS
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Recurrent Costs Schedule
(Prices during the maintenance period for first three years)
Name of Contractor Page ___ of ____
Signature of Contractor
______________________________ 7The annual cost should indicate the total costs for the year inclusive of all taxes.
Maximum compounded costs per annum after expiration of the warranty period (in USD)7
Year 1 Year 2 Year 3 Total Recurrent Costs
Maintenance Fee: MRO / M&E Package
Add-on Application
3rd Party Software
DBMS
Sub-total
Recurrent Software Licensing Fees:
MRO / M&E Package
Add-on Application
3rd Party Software
DBMS
Sub-total
Hardware maintenance costs
Cloud Services costs
Other recurrent costs TOTALS
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Proposal Price Summary Form
Name of Contractor Page ___ of ____
Products Price Total Services Price Total Recurrent Costs Total
Total Proposal Price:
Amount in USD
Signature of Contractor
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Proposed Payment Plan
Team Mobilization 10%
Project Control Book 5%
Gap Analysis 10%
Solution Design 10%
System Configuration 10%
Data Migration 10%
User Acceptance Test 15%
Go Live Production 15%
Post Go Live 15%
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Bid Bond Form
BANK GUARANTEE NO.______________
DATED: ____________________________
AMOUNT: _________________________
EXPIRY: __________________________
Pakistan International Airlines Corporation Limited
Karachi Airport
Karachi
BID BOND
AS PER TENDER NO. _____________
FOR ____________
WHEREAS _________________________________________________ (hereinafter called “the Contractor”) has
submitted to PAKISTAN INTERNATIONAL AIRLINES (hereinafter called “the Company”) a bid dated ___ day of
____________ year _____, for the execution of the above work.
AND WHEREAS it is provided by this bid that the Contractor shall furnish the Company with security by way of an
unqualified bond or guarantee for the due fulfillment of certain matters relating to this Bid.
AND WHEREAS _________________________________________________ have at the request of the Contractor
agreed to give such security.
NOW THEREFORE WE ____________________________________________ of ________________________________
_________________________________________________
__________________________________________undertake, subject to the following terms, to pay to the Company
unconditionally and irrevocably on its first written demand such sums as may be claimed by it in writing upto a maximum of
USD _____________ as recorded on the Request for Proposal.
1. The Company may claim payment hereunder if either:
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1.1 Before the date stipulated in the Request for Proposal for the validity of the Bid or any extension to this date
agreed between the Company and the Contractor, the Contractor attempts to withdraw, modify, or amend his
bid; or
1.2 The Company has agreed with the Contractor that a Contract will be executed, but the Contractor fails to
execute the formal Contract Document when requested to do so by the Company; or
1.3 At the time of entering into a Contract with the Company to undertake and complete the work, the Contractor
fails to provide the Bonds and Guarantees required by such Contract.
2. Payment shall be made hereunder on the Company’s first written demand to us stating that one or more of the above events
has occurred without any reference to the contractor; and without further condition or substantiation and without the necessity
of any proceedings whatever, whether judicial or otherwise being instituted by the Company.
3. The Bond shall remain in full force and effect until the date when the Contractor shall have executed the formal Contract
Document and provided the necessary Bonds and Guarantees thereunder or upon the written rejection by the Company of the
Contractor’s Bid, whichever is earlier, at which time the Bond shall automatically expire and be of no further effect.
IN WITNESS WHEREOF this Bond has been duly signed and sealed on the _____ day of ________________ year
______.
For and on behalf of
_________________________________________________
___________________ ____________________
Officer Manager
Witnesses:
1. _________________ 2. __________________
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Form of Contract Agreement
THIS AGREEMENT is made the _____ day of __________ year _____ between Pakistan International Airlines
(hereinafter called “PIA”) of the one part and [name of Contractor] of [city and country of Contractor] (hereinafter called
“the Contractor”) of the other part:
WHEREAS PIA invited Proposals for certain products and ancillary services, viz., MRO / M&E Solution and has
accepted a Proposal by the Contractor for the supply of those products 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) Instructions to Contractors;
(b) Summary of Requirements;
(c) Product and Services Requirements;
(d) General Instructions and Conditions of Contract; (e) Special Terms and Conditions of Contract; (f) Contractor’s Proposal.
3. In consideration of the payments to be made by PIA to the Contractor as hereinafter mentioned, the Contractor hereby
covenants with PIA to provide the products and services and to remedy defects therein in conformity in all respects with
the provisions of the agreement.
4. PIA hereby covenants to pay the Contractor in consideration of the provision of the products 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.
5. Unless expressly stated herein, wherever any period or periods of time are specified, the parties hereto agree that time
shall be the essence of the Contract.
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6. Unless expressly stated herein, the failure of one party to exercise any option, right or remedy under the Contract or to
demand compliance of any obligation of the other party, shall not constitute a waiver of any such option, right or remedy
or the performance thereof.
7. Each of the rights and obligations contained in this Contract shall be deemed to be distinct and severable so that if one
such rights and obligations shall be declared or become illegal, void or unenforceable, then the remaining rights and
obligations shall (unless the effect is to frustrate the fundamental basis of this Contract) continue in full force and effect.
8. The Contractor shall not assign any of its duties / obligations under this contract to any third party.
9. The parties to the Contract shall not be liable for any loss, claims or demands of any nature whatsoever and shall not be
deemed in breach of this Contract because of any delay or failure in observing or performing any of the conditions or
provisions hereof if such delay or failure is caused by or arises out of any circumstances whatsoever, beyond the
affected party’s control, including (but without limiting the generality of the foregoing), declared or undeclared war,
sabotage, blockade, revolution, police action, riots or disorder, embargoes or trade restrictions of any sort, government
or quasi-government action, acts of God, fire, flood, earthquakes, explosion, accident, radiation, strike, lockouts or other
Labour disputes or disasters.
10. The Company shall have the right to terminate the Contract:
• If the Contractor, in the judgment of the company, is or has been engaged in corrupt or fraudulent practices in
competing for or executing the Contract
• If the Contractor commits a breach of any of the terms and conditions of this Contract
In any case the Company terminates the contract on any of the aforesaid reasons, the Contractor shall be liable for all
direct losses, damages and charges incurred by the Company, in relation to the termination of this contract.
11. All disputes or any difference or question which may arise between the parties hereto or any person claiming thereof,
touching or arising out or in respect of this Contract or the subject matter thereof shall be referred to the arbitration in
accordance with the Arbitration Act 1940, each party shall appoint its own Arbitrator and the decisions in such arbitration
proceedings shall be final and binding on both the parties. The parties submit to the jurisdiction of the courts of Karachi,
PAKISTAN.
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IN WITNESS, whereof the parties hereto have caused this Agreement to be executed on the day and
year first above written.
Signed, sealed, and delivered by the
said [name of representative] (for PIA)
in the presence of [name of witness]
Signed, sealed, and delivered by the
said [name of representative] (for the Contractor)
in the presence of [name of witness]
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Performance Guarantee Form
BANK GUARANTEE NO.______________
DATED:
____________________________
AMOUNT:
__________________________
EXPIRY: ___________________________
Pakistan International Airlines Corporation Limited
Karachi Airport
Karachi
Dear Sir,
PERFORMANCE GUARANTEE
DESCRIPTION OF WORK ___________________________________________
Whereas, we understand that you have placed a Work Contract No. _____________ _____________ dated
__________________ with _______________________ (The Contractor) for the above mentioned work and that in
accordance with the terms of the contract, the Contractor is required to furnish a Bank Guarantee in respect of its obligations
under the said contract for an amount equal to 5% (five percent) of the total contract value viz (amount of contract in words
and figures).
Now, therefore, in consideration of the above, we, (Name and address of Bank) hereby GUARANTEE irrevocably and
unconditionally the due payment to you upon demand of first written such sum or sums not exceeding (amount of guarantee
in words and figures) without whatsoever right of objection in the event that the contractor fails to perform or fulfill any of the
terms and conditions of the contract at the time or during the period specified therefore in the contract, provided that any
demand hereunder is received in writing at this office within the validity of this guarantee accompanied by your written
declaration to us that the Contractor has failed to comply with the terms of the contract, and such declaration shall be
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accepted by us as conclusive proof that the amount claimed is due to you, and we shall forthwith pay you the entire amount
claimed.
Our liability under this guarantee shall not be affected by any dispute or difference between you and the Contractor or by any
forbearance or indulgence granted by you to the Contractor or by any other security held by you from the Contractor relating
to the above-mentioned
Contract or any variation in the contract or any other matter or thing which might otherwise affect our liability hereunder.
We further guarantee that no change or addition to or other modification of the terms of the Contract shall in anyway release
us from any liability under this Guarantee and we hereby waive notice of any such change, addition or modification.
This Guarantee will remain valid until ........................................... and any claims hereunder must be received by that date,
after which this guarantee will become null and void, and must be returned to us for cancellation.
This guarantee shall be construed in accordance with the laws of Pakistan.
For and on behalf of
_________________________________________________
___________________ ____________________
Officer Manager
Witnesses:
1. _________________ 2. __________________
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Consortium Responsibility Form
Name of Firm8
Form of Business9
Role in Project10 Responsibilities11
Product or Service12 to be
Provided
Joint Venture Agreement13
Reference and Date
Lead Contractor
For each partner list, the staff members who will be a part of the project, their proposed roles and the minimum committed
man-days for each person.
______________________________________________
Signature and Stamp of Authorized Lead Contractor
8 Enter the name of each of the Consortium / Joint Venture / Sub-Contracted firms, starting with the Lead Contractor 9 State whether Individual, Sole Proprietor, Limited Liability Company, Partnership, Corporation, etc. 10 State the role of the Firm on the Project i.e. whether Lead Contractor, Project Manager, Software Supplier, Software Developer, Trainer, etc. 11 Clearly list all the key responsibilities the Firm would be undertaking on the Project 12 Include a time schedule for provision of products and services of each partner 13 Copy(s) of Agreement(s) to be attached
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B4. Format and Contents of Proposal
1. General Proposal Requirements
1.1 Proposals should be prepared simply and provide a straightforward, concise
description of the Bidder’s capabilities to satisfy the requirements of this RFP.
1.2 Bidders must follow all formats and address all portions of the RFP set forth herein
providing all information requested. Bidders may retype or duplicate any portion of
this RFP for use in responding to the RFP, provided that the proposal clearly
addresses all of PIAC's information requirements.
1.3 Bidders must respond to every subsection under the Technical Proposal and Cost
Proposal sections. Bidders must label each response to RFP requirements with the
section and subsection numbers or Proposal Reference IDs associated with the
subject requirement in this RFP.
1.4 Proposals must not contain extraneous information. All information presented in a
Proposal must be relevant in response to a requirement of this RFP, must be
clearly labeled, and, if not incorporated into the body of the Proposal itself, must be
referenced to and from the appropriate place, within the body of the Proposal.
1.5 Proposals shall be prepared on standard A4 size paper. Foldouts containing charts,
spreadsheets, and oversize exhibits are permissible. Proposal pages must be
numbered and responses must be identified by the related RFP section number.
1.6 Bidders shall divide their responses to this RFP into a Technical Proposal and a
Financial Proposal. Financial Proposal and pricing information should not be
included in the Technical Proposal. Inclusion of Price Proposal or pricing in the
Technical Proposal shall make the proposal non-responsive.
2. Required Format of the Proposal
Each Contractor can submit only one Proposal. Bidders shall prepare their Bids
using the following structure and form.
2.1 Executive Summary
The Bidder’s response concerning its ability to satisfy the qualification, eligibility,
business and technical requirements as stated in the RFP Document. The Bidder
should summarize the proposed technical and service solution and qualitatively
describe its advantages in the Executive Summary.
2.2 Bidder’s Qualification and Experience
The Bidder should provide information regarding his eligibility, qualification and
relevant experience to perform the requirements under Section G, sub-section G1–
“Bidder’s Qualification and Experience” of this RFP.
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2.3 MRO / M&E Package
Complete details should be provided of the MRO / M&E Package that is being
proposed as part of the solution. The MRO / M&E Package’s general functional
description and capabilities, with particular reference is defined in Section C –
Product Requirements (MRO / M&E Package& add-ons). The MRO / M&E Package
should have all integrated modules and should seamlessly interface with PIAC’s
existing internal and external software with an overview of integration and data
transfer mechanisms. The security and manageability features should also be
highlighted. The Bidder should elaborate on the extent and efforts for customization
required to satisfy the functional requirements. Bidder should provide contingency
and backup plans/procedures with guaranteed Service Level Agreements.
Licensing cost for M&EIT System users should be provided as follows:
• 350 - 500 MRO / M&E users
• 501 - 750MRO / M&E users
• 751 - 1000MRO / M&E users Unit cost for each MRO / M&E user
• If enterprise licensing option is available, please specify
• Optionally tail based / revenue based licensing model
In case of concurrent users License may be reduce accordingly.
Contractor must also specify an “Escrow” arrangement for the availability of source
code necessary to support the proposed solution in case the Contractor or the
principal vendors cease to exist, discontinue this line of business or are
incapacitated in any way to support the proposed solution.
2.4 Database Management System (DBMS)
Complete details of the DBMS are to be provided, including features and
capabilities, adherence to industry standards, portability and openness, with
reference.
Features and capabilities of the Database Administration Tools that are proposed
should be provided.
2.5 Query and Report Generator Tools
Complete description of the tools that are being provided with MRO / M&E Package
standard functionality for End-User ad-hoc query and report generation, including
capabilities for ease-of-use and learning.
2.6 Implementation Strategy
The Bidder should provide details of the implementation strategy to be adopted, and
include a component-wise high-level plan. Details should be provided of the project
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organization that will be maintained. The Project progress reporting mechanism is to
be highlighted. Details of how the resources identified will be utilized during the
various phases of the Project should be described. The quality assurance process to
be followed for products and services, as well as responsibilities, should be
described. Implementation tasks requirements are detailed in Sub Section D1.
Detailed time schedule shall be provided highlighting main milestones and activities
in detail with overall time span. Bidders must clearly specify the facilities required by
their consultants during implementation.
2.7 Interim Server(s)
A complete description of the hardware configuration and performance expectations
of the proposed Interim Server should be provided. The Contractor should also
describe the contingency arrangements that will be in effect for the period that the
Interim Server(s) is required, as well as maintenance responsibilities. The Site
Specifications for installation of the Server(s) must be provided to enable PIA to cater
for the requirements.
2.8 Training to Users and Management
Details of Training to be conducted by the successful Bidder should be provided,
with description of type, content, duration and location of courses for each of the
identified personnel levels, with reference to Sub Section D - Services
Requirements. Also describe the training material to be provided on completion of
the course as well as certification/examination method to be followed. Following
table indicates the approximate number of users that would require training
2.9 Data Migration
All details of data conversion strategy and process have to be defined, in accordance with details outlined in Section D, sub-section-D3.Acquiring of any third-party industry solution by the contractor for data migration should be described, and
USER GROUPS EXPECTED ROLES NUMBER
Senior Management (DCE and above)
➢ Report / MIS review
➢ Transaction review and approval
➢ Limited transaction entry / edit
80
Power / Key Users (IT, Others) ➢ System parameterization and configuration Master trainers
50
End Users ➢ Transaction entry / edit
➢ Transaction approvals
➢ Report / MIS / Document viewer
800
Technical Users (IT Department) ➢ Technical Support 25
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licensing cost of such solution should be part of ‘Migration’ cost as specified in Section-B4, Form Services Price Schedule (Prior to Maintenance). PIA may decide at its own discretion, not to migrate the legacy data at all, or limit the functions/time-frame, and shall declare it in writing as part of contract.
2.10 3rd Party Software Interfaces
Contractor will be responsible to ensure that required 3rd party software, operating
systems, system management and monitoring tools, backup and recovery software,
database administration tools, disaster recovery and business continuity tools, APIs /
interfaces, etc. are all made available, documented, designed, implemented and
operational to meet PIA’s requirements in the proposed MRO / M&E solution. These
should be clearly spelt out in the Technical Proposal and corresponding pricing
shown in the Price Proposal.
2.11 Documentation
Details of documentation have to be provided for MRO / M&E and other
Applications. It should describe a summary of contents, media on which provided,
and the number of hard and soft copies. The Bidder should address the needs of
End user as well as technical (operations, support and development).
2.12 Post-Implementation Warranty / Support
Details of post-implementation support during and after warranty period that will be
provided after the expiry of the warranty should be provided for each required
component with reference to Section D - Services Requirements. The type of
support, coverage, location from which support will be provided, should be
described, as well as the level of expertise that will be employed for support. Also
describe the escalation process that is to be followed, and the service levels. A
description of the handling of various categories of problems and response times
should be provided along with the cost.
2.13 Technology Architecture
Details of the proposed technology architecture under which the MRO / M&E
solution will be implemented should be provided, consistent with modern n-tiered
client/server and distributed computing design and details provided in Section C –
Product Requirements (MRO / M&E Package and Add-Ons).
2.14 Recommendations for Hardware Configuration and System Management Tools
The Bidder should provide its recommendations for the platform configuration for
server hardware to run the MRO / M&E Package and other applications. The
proposed MRO / M&E Package and DBMS shall be platform independent so that
shall give PIAC liberty for choosing any appropriate platform in the future.
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Bidder has to propose complete hardware solution and minimum network
infrastructure.
PIAC reserves the right to purchase hardware/operating software from the
successful Bidder or any other vendor of its choice.
2.15 Add-on Applications
Where the suite of MRO / M&E modules does not meet all the functional
requirements of PIA, and the Contractor proposes to custom-build application(s) as
Add-ons to the MR&E IT to fulfill the requirements, details of the application
development methodology, development platform and tools, and extent of
development complexity are to be provided. Their capability to integrate seamlessly
with the core MRO / M&E Solution and other proposed external software utilities
and modules should be described, with an overview of integration and data transfer
mechanisms. The ownership rights of the Add-on applications will rest with PIA,
including all Intellectual Property Rights. The Contractor‘s (or Consortium Partner‘s)
experience of developing and implementing such Custom-Built applications must be
highlighted.
2.16 Requirements from PIA: The Contractor must specify in detail the facilities to be
provided by PIA for effective implementation. The Technical Proposal must
clearly mention the responsibilities of PIA and the Contractor during different phases
of the project.
2.17 Comments / Suggestions (Optional): The Contractor should provide any comments
or suggestions on the Terms of Reference
2.18 List of all deliverables during the projects.
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SECTION C
PRODUCT DETAIL (MRO / M&E PACKAGE & ADD-ONS)
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C1 OBJECTIVES
This section describes the functional requirements that the MRO / M&E
Solution is required to meet.
Requirement are sub-divided into two sub-sections C2 & C3.
Sub-section C2 covers all the functional areas of PIA Engineering & Maintenance
department, while functionality requirements are based upon as-is processes /
workflows / practices or activates, which are currently handled through various
mean; i.e.;
▪ PAMMIS (PIA Aircraft Maintenance Management Information System);
or
▪ by way of using Microsoft Access/Excel; or
▪ by using home-grown applications; or
▪ by using all paper-based documentations & records, manually tracked
functions, with little or no system support.
Sub-Section C3 describes general requirements of MRO/M&E Solution mainly
addressing add-ons, data/information formats, trending technologies & other
product enhancing features.
PIA intends to introduce the best of the breed IT functionality modules into its
Maintenance & Engineering, therefore it is required that wherever applicable, the
“best industry practices, processes & templates” to be introduced / suggested to
meet or exceed the functional requirements outlined in following sub-sections
(C2 & C3).
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C2 FUNCTIONAL REQUIREMENTS
1.0 Required Engineering Functionality
1.1 MPD Management
▪ Import / upload of Maintenance Planning Document (MPD) as delivered by the
aircraft OEM in digital format, both initial issue and subsequent revisions.
▪ For non-customized MPD delivery, a filter according the PIAC effectivity shall
generate customized MPD variant/version.
▪ Capability to generate the difference report between two consecutive revisions of the
MPD for the purpose of PCAA approval.
▪ Customization of the MPD as per peculiar PIAC requirements.
▪ Notification to the key users upon upload of new/revised or customized MPD.
▪ Define MEL and update according to fleet configuration.
1.2 Reliability Management
▪ Reliability and Performance analysis of A/C System, Engine & Components, on the
basis of the defects & rectification data arising of unscheduled maintenance, on
aircraft, engine and components.
▪ The No Fault Found (NFF) analysis / reporting aircraft system/chapter-wise
▪ MTBUR analysis of the aircraft components. The system should suggest MPD
adjustment accordingly.
▪ Engine, APU trend / performance monitoring, through engine condition monitoring&
oil consumption.
▪ Support for CofM & CofA renewal process.
▪ Monitor aircraft configuration for ETOPS, RVSM compliance
▪ Flight incidents & Pilot Reports data classification upon entry into the system
▪ The aircraft/ fleet utilization to be stored into the system through an interface.
1.3 Document Management
▪ An automated upload/update of OEM Manuals with
The system shall ensure an airworthy update and revision management of all OEM documents used for aircraft maintenance and engineering. But also, airframe structure drawing to be up-loaded via internet access.
▪ Upload and register SB’s
All Service Bulletins (SB’s) and Airworthiness Directives (AD’s) to be registered in
the system
▪ Revise aircraft & aircraft component manuals
The revision management process shall ensure, the revisions are applied at the
central library but also, that all revised documents receive all end user.
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▪ Technical Library Function
All aircraft & aircraft components manuals should be made available in a catalogued
manner in the library. The library should be connected to the OEMs sites at back
end for continued up-t-date manual contents of the manuals. User sections should
have access to the updated OEM manuals/documents as per their work center
requirements, defined in the user section capability list. There should be a
notification to the end user whenever a revised manual is updated. Technical
documents to be made available on desktop PC as well as android, apple devices.
▪ Maintain Internal PIAC Manuals.
PIAC own manuals to be maintained, approved and revised. The system shall
support this process.
1.4 Task Card Management
▪ Upload OEM Task Cards (TC)
PIAC is widely using the Task Cards provided by the OEM. A functionality to be provided to upload and revise master Task Cards. The system shall have functionality to store and manage those document types for further use.
▪ Create/Update/ modify TC
Beside pre-defined TC’s there must be a functionality to write, maintain and revise PIAC own TC’s. For structural damages and major repairs, creation and approval of TC to be supported.
▪ Inclusion of relevant procedures from AMM
Task cards should be enhanced with more detailed instructions, text and graphical elements of the embedding relevant content from OEM manuals with reference. Any change in the OEM manual should automatically update the task card to that extent, with revised manual reference.
▪ Release Master TC for service.
Once the master TC is finally edited and/ or revised. This TC to be get approval by a
second authority. This could be supported by a workflow solution. When the approval
is granted, the TC to be released for using in the production, replacing the old
version. When the master TC is released for production, The TC content is reduced
to the concerned tail sign, the order number is added to the TC and the TC attached
to a WP. The TC if required on colored paper with bar code, tail sign text and
graphic. Also, the required material to be on the TC and will create the BoM by
turning the master TC into production.
1.5 Modification Process
❖ Evaluate & approve AD, SB, SIL Evaluation of Airworthiness Directives from regulatory bodies like FAA, EASA & OEM Service Bulletins, Service Information Letters & similar literature for applicability to PIA fleet or installed components.
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❖ Create Engineering Order The AD/SB, if evaluated applicable to PIA fleet/components to be converted to a change order with specific actions defined along with material and Mh consumption required. Reference to the relevant maintenance data / instruction to be provided for implementation.
❖ Status Fleet Modification Such modification if implemented on aircraft, the aircraft technical record as well as master configuration record to be updated as applicable.
❖ Status Engine/ Component Modification The modification performed on Engine / aircraft components shall translate into appropriate modification status of Engine / aircraft component, with interchangeability (one-way, two-way) appropriately inserted into fleet master configuration data.
❖ Planning & staggering Fleet Modifications Optimized modification plan to be suggested keeping into view the target time (for time barred modifications), available maintenance slots, QPA, spare float, and modification kit availability/lead times. A close loop monitoring through charts to be provided.
❖ List of performed SB’s
Modification status report of the aircraft, engine or components, with modifications performed in a particular time period should be supported.
❖ Configuration control.
Configuration control of the aircraft or engine to be ensured, with part number/serial
number applicability of sub component / assemblies to be validated upon installation
on aircraft or engines. All applicable ADs & mandatory SBs pending for
incorporation, to be highlighted in terms of open change orders for fleet/tail, Engine
or components with appropriate in time alerts mechanism (email, dashboard etc.) to
key stake holders, specifically the engineering and quality assurance divisions.
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2.0 Required functionality for Aircraft Phase-in/-Out
The functionality is more importantly required whenever an aircraft is inducted in PIA
through purchase or lease and later phased-out through sale or lease-return.
Technical record is especially important for speedy lease return.
2.1 Aircraft master data
▪ Create aircraft/ engine master data when a new aircraft to be introduced, the Aircraft/ Engine master data to be created.
▪ Create aircraft/ engine master structure & locations
When a new aircraft type to be introduced in the fleet a new structure of this aircraft or variant to be defined. Based on this fleet structure, the aircraft/ engine master structure and location to be defined. The technical locations shall consist of ATA chapters and Zonal information in a hierarchical structure in assays and sub assay.
2.2 Initial data entry
▪ Initial provisioning, upload Recommended Spare Parts List (RSPL)
For the induction of a new aircraft type the recommended spare parts list to be uploaded. An editing functionality shall allow producing versions of this RSPL file. Based on the final agreed parts list, the procurement process to be initiated.
▪ Upload and maintain readiness log
Also, the readiness log to be uploaded to complete the as is configuration.
▪ Upload A/C, engine, component history
The aircraft, engine and component history to be updated.
▪ Upload MPD, MEL
In case of a new aircraft type, the respective MPD and the Minimum Equipment List
(MEL) to be updated and customized according to the PIAC needs.
▪ Upload Tech-Log, MEL status, Open defects
The actual aircraft status concerning technical logbook, MEL related items and
deferred defects to be uploaded into the system.
▪ Upload modification status
The modification status to be uploaded.
▪ Maintain status/ letter checks performed
The due date and the history of the letter checks performed to be updated.
▪ Enter flown flight hours, block hours, landings cycles, days.
The flown flight hours, clock hours, cycles and days to be updated for the aircraft,
engine and leach Line Replaceable Unit (LRU).
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2.3 Aircraft phase out
▪ Create Readiness Log
By phasing out an aircraft, a readiness log to be provided. But also, concerned stock
to be reviewed for surplus.
▪ Create Mod Status
A report to be created of the entire aircraft/ engine modification status
▪ Create Maintenance Status
A report to be created of the current maintenance status and the entire maintenance
history.
▪ Create Tech-Log, MEL status, Deferred Defects
A report to be created concerning the actual open items, such as Technical Logbook
entries, MEL related items and deferred defects.
2.4 Engine Change
▪ Remove & extract complete data set
By engine removal, all engine related data to be removed from the aircraft data set. In case of foreign repair, a report to be created and transferred to the vendor, with all concerned engine information.
▪ Upload complete data set
Engine overhaul, repair and modifications concerned data to be uploaded to the system. At engine installation, all concerned data to be linked with the concerned aircraft.
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3.0 Required Functionality for Line Maintenance
3.1 Line Maintenance Planning
▪ Long/ medium-term planning (summer/winter/hajj)
Based on the PIAC flight schedule and the PIAC maintenance program (Preamble)
in the long term planning a first schedule of the letter checks (A Check and below)
are done. Together with the expected non-routine work, the needed component
changes and the modifications, to ground time and the needed man hours are
defined.
In the medium term planning each ground time will be adjusted, the bill of work will be finalized and the bill of material defined. The total load will be mapped against the available capacity.
▪ Short-term planning
The deferred defects will be translated to a Bill of Work (BoW). All needed manpower, tools, spares and documents are prepared and assigned to the planned job.
▪ Work load/ capacity planning
The expected workload will be balanced against the available capacity. Further actions to be arranged such as additional capacity or postpone of work packages. Also, flexible shift pattern to be arranged by the system.
▪ Hangar/ A/C visit plan
As a result of the long/ medium term planning, the hangar visit plan is defined. It
represents the needed hangar slots of all PIAC & client letter checks.
▪ Assign Work Package to Work Center/ Shift/ individual staff
The defined work packages to be assigned to a particular work center and shift. In case some work packages cold not completed in a shift, it will be rescheduled by production planning and again assigned to a work center and shift. The major criteria are a priority/ alert list showing the latest due date of a job and also the aircraft availability.
▪ Flight Coverage Planning
▪ For flights, where a Ground Engineer to be attended, the flight coverage planning shall be possible. An optimal flight coverage roster shall be possible for all flights scheduled in a calendar month, taking care of aircraft scheduled, and fly-to station capability.
▪ Dispatch spares, tools, documentation to line station The spares, defined at the Bill of Material (BoM) is already blocked by a
reservation functionality. Also, the needed tools. When Production planning assigns a work package to a work center/ shift, the due date and the location is defined. Production Planning (PP) will also create a transportation order for providing the needed spares and tools at the needed location. When the work packages are performed a dispatch, order will return the tools to the tolls store and location, the replaced components to be dispatched to the salvage store.
▪ Provision of line stations
The provision of line stations with staff, tools, document and spare kit to be planned
and renewed.
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3.2 Scheduled Maintenance
▪ Bill of Work (BoW)
The BoW is a list of work packages (WP) to be performed in Line and Base maintenance. Each WP consist of a number of job cards (JC). Each WP has a unique identification number.
▪ Bill of Material (BoM)
The BoM defines the needed routine material (Rotables and consumables) for performing the WP. This list is a master file attached with the BoW master file. Needed routine material can be part of the master JC and the BoM to be extracted of it. Same with the needed tools and equipment.
▪ Needed Tools and Equipment
The needed tools and equipment, such as remedies, stairs, GSE to be planned by PP and dispatched to the WC. The list of required tools and equipment is part of the WP.
▪ Execute Work Package and Task Cards
Planned TC and WP to be performed are stored in the system as master documents. They consist of all needed field such as a unique ID, A/C type and effectivity, ATA chapter and Zone the needed Mh and qualification. When WP and TC are transformed from planning stage and turned into operation, the tail sign, the due date and a unique order number is added. A bare code is printed at the JC representing the order number. A cover sheet representing the WP and showing all JC within the WP.
▪ Schedule Major component change (MIC)
PP will create out of a forecast of hard times and regular inspections. Out of this list, the needed tasks for the coming shift are to be defined. The needed JC are selected and will be part of the WP.
▪ Release A/C to service
After performing the planned maintenance services, the A/C will be release to service. This is noted in the system. Any limitations such as remaining life due to MEL items is also noted and are the base for planning new maintenance activities.
▪ Shift hand over
The shift hand over to be supported by providing a list of open items.
3.3 Unscheduled Maintenance
▪ Record defects and corrective action.
The defect description and a number of describing filed including tail sign, ATA chapter and location, to be entered. The functionality shall also indicate repetitive defects. When the repair strategy is already defined during the investigation, it is noted in the corrective action field but also as a deferred defect. When the corrective action is completed, the open case will be closed. The defect notification to be used for further fleet analysis and for the fleet Reliability Report.
▪ Trace deferred defects
Tracing functionality shall locate deferred defects for further actions. An open defect
notification will also create a Maintenance Repair Order.
▪ Indicate MEL items
The system shall display the MEL list. An attribute shall declare the deferred defect as a MEL item and define the remaining life, if appropriate. In case of MEL item for each fight a report to be produced for pilot briefing. The MEL item to be traced on the alert list for high priority maintenance actions.
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3.4 Post Maintenance Process
▪ Update A/C, component records
➢ When and component change is performed, the respective S/N will be posted in the System. The replaced S/N (U/S part) will keep the accumulated counters. The new serviceable unit located in the A/C will accumulate counters to its remaining life. With the component change, the A/C will get an update of the as is configuration.
➢ In case of a modification (performing AD or SB) the new mod status of this A/C is noted. Subsequent changes in the system concerning MPD and TC are initiated. Also, the mod campaign will get notice of accomplishment of this A/C.
By accomplishing the WP, the related A/C counters are set to zero. When the A/C
starts again operation, all A/C counters and the subsequent Engine/ APU/ Component
counters will continue to collect the operational counts. The rescheduling of the next
maintenance activities will start.
▪ Report performed tasks
The performed WP’s are reported as complete, when the WP cover page is clocked-out by bar code scanning. The WP will be deleted from the WP backlog and transferred to the performed tasks. All dirty finger prints are archived by using the WP ID as the leading discriminator.
▪ Archive task cards
After performing the TC, the documents are archived for legal purposes for a
minimum of two year or for tracing A/C, Component history back-to-birth.
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4.0 Required Functionality for Cabin Maintenance
4.1 Maintenance Planning
▪ Define/ update a maintenance program for CM &A/C cleaning. A regular schedule to be defined for cabin maintenance items and aircraft exterior, interior & deep cleaning.
▪ Define Instruction cards for CM
Instruction card to be defined for cabin maintenance.
▪ Plan CM according the maintenance program
According to the defined maintenance program, the CM work packages are planned
and scheduled.
▪ Plan capacity according to work load
According to the maintenance schedule, the capacity to be assigned.
4.2 Customer Feedback
▪ Interface to customer complaint system
An interface to be created between the system and the PIAC customer feedback
system. All Cabin related items to be transferred.
▪ Corrective action feedback
The corrective actions to be recorded and reported back to the customer feedback
system.
▪ Statistics according customer feedback
Statistics are generated concerning customer feedback and cabin maintenance
activities.
4.3 Unscheduled Maintenance
▪ Record defects from CBL or inspection and report corrective action; see also Line
Maintenance (LM) defect management
▪ Trace deferred defects same as LM
▪ Indicate MEL items Same as LM
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5.0 Required Functionality for Base Maintenance
5.1 Base Maintenance Planning
▪ Long/ medium-term check planning Base Maintenance Events
In the long term planning a forecast is given by the system for letter check due date and ground time based on standards parameter. This forecast in used for ground time staggering, budget planning and hangar capacity planning. In the medium planning the bill of work to be defined, the bill of material, together with planning adjustments, load and capacity planning. The routine and non-routine work packages are defined. The required tools are defined.
▪ Work Package Management
The standards Work Packages consist of several Job Cards are compiled and edited according to production planning and work optimization criteria. JC to be linked to WP’s and WP to be liked to a project plan.
▪ Hangar/ A/C visit plan; refer Line Maintenance para (3.1)
▪ Work Load Planning see Line Maintenance (3.1)
▪ Job Card creation/ update/ revise see Aircraft Engineering
▪ Event project planning with flow charts and mile stones
The project plan shall be a graphical representation of WP’ along a time line. By meeting the external time criteria, the Production Planner shall have the possibility shifting the WP’s along the time line to match with the available capacity. Also, an automated planning using capacity and load planning shall be possible.
▪ Forward/ Backward event planning (incl. Gantt-Chart).
Various planning scenarios to be possible such as forwards planning by using a
fixed start date and backward planning by using a fixed end date.
▪ Progress monitoring, monitor costs
By using shop floor data collection and the JC completion note, the work progress to be monitored. With the shop floor data collection, the consumed man hours to be collected. Also, consumed parted and exchanged LRU’s to be posted to the Work Order.
▪ Monitor consumed Man hour (Mh) & spares
The consumed spared and respective costs, the repair abroad costs and the
consumed man hour to be monitored on daily basis to control the costs.
5.2 Base Maintenance Operation
▪ Interface deferred defects from LM
The deferred defects to be transferred to the base maintenance event at the time of
aircraft roll in. The deferred defect to be transferred into a Repair Order.
▪ Shop floor data collection.
All Job Cards to be submitted will be assigned to an Order Number. By using a bare code beginning and end of the work to be done is registered. Also, when a component change is due, the in and out Serial Number (S/N) to be notified and subsequent processes to be triggered. But also queries at the Material Master and available stock to be done.
▪ Entering snags, planning rectification.
When visual inspections and system checks are required by the WP, upcoming discrepancies to be notified. Attributes to be added concerning the location, the nature of defect and the causing document (e.g. CPCP). A repair order to be generated with some production planning attributes such as expected man hours,
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needed spares and tools. The closure of the defect notification to be recognized by the system. Some observations to be notified and transferred to Engineering work place, such as CPCP.
▪ Shift hand over
A functionality to support shift handover in case the open WP or JC could not
completed within the current shift.
▪ Capacity Planning
Functionality offered to balance workload and available capacity.
▪ Close loop repair
Parts replaced for A/C and returned from shops after repair to be traced and
planned in a close loop parts management.
5.3 Post Maintenance Process
▪ Transfer defect to LM
When the aircraft roll out after the base maintenance is due, the open items are to
be transferred to line maintenance and kept as Repair Orders.
▪ Update A/C configuration & counters
Modifications, and component changes reflects changes in the aircraft configuration. Configuration update shall be most preferable done automatically by posting a component change. Manual update to be provided as well.
▪ Archive documents
All major activities are recorded as database transactions. But also, the used and stamped documents (dirty finger prints) to be archived according to the legal requirements. A logic link with the respective data base entry leads to a powerful knowledge base.
▪ Post check analysis
Analysis functions to be provided to allow reviewing and analyze performed checks. Also, the recorded Mh to be available for updating the standard Mh per TC.
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6.0 Required Functionality for Component Overhaul Shops
6.1 Maintenance Planning
a) Medium-term capacity planning/ Shop visit forecast
Based on the shop visit history, and also on removal forecast for scheduled and unscheduled removals, the shop workload to be predicted. The Shop budget and needed capacity to be defined from this data. The system should support annual man-hour plan revised in real time at quarterly intervals.
b) Work Priority Management
Based upon component backlog, aircraft demand, stock level, scheduled component
expected arising & available manpower, system shall suggest a priority maintenance
list.
c) Capacity/ workload planning
Based on the work orders in the shop the workload and capacity planning to be
performed with standards parameters.
d) Monitor costs, monitor consumed Mh & spares.
Dynamic view of man hours & material consumption during the course of a
component maintenance and a report of Mh. & material consumed and cost of
production.
e) LRU repair status
Notwithstanding there is an in-house repair or a repair abroad request was generated, the actual repair status and a forecast concerning the serviceability is given by the system.
f) Planning for consumables.
System should support planning for consumables required during scheduled &
unscheduled maintenance, based upon HTCL, consumption history, average TAT, etc.
g) LRU Status / Location review
At any time, the current status and location of an LRU all serial numbers, a single serial number with installation/removal location and work-order history, its fleet applicability, alternate part numbers, shall be reportable by the system. Component hold up for consumables to carry status of consumables’ procurement phase.
6.2 Component Maintenance Workflow
➢ Work order / Input registration
➢ Work package / Bill of work compilation.
➢ Job issuance at shop production floor.
➢ Maintenance execution
➢ Defect notification & repair procedure.
➢ Work package data entry into system.
➢ Post consumables to repair order.
➢ Component release tag printing / sign-off.
➢ Shop-out / closure of work-order.
➢ Update LRU status & counters.
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6.3 Shop Support functions a) Process Flow for Contracted Maintenance / Repair Abroad
Contracted maintenance repair orders process flow with;
▪ Visibility of status of serial number/part numbers under such
maintenance.
▪ Processing/evaluation/approval of contracted maintenance repair
estimates/invoices/warranties as part of Repair Abroad work flow.
b) Scrap Process The scrap process to be supported by the system. The LRU to be deleted from the
system, re-order request to Rotables section & notification to ERP for assets
valuation adjustment.
c) Components requiring consumable During components’ maintenance, consumables are required such as spares, sub-
assemblies and other material.
▪ System should support request generation for consumables to stock rooms. I
▪ If the consumables are NIL in stock, then relevant purchase requisition should be
possible.
▪ The shop manager should be able to analyze the procurement & usage history and
make adjustments to quantity required.
▪ Reporting capability for all such components holdup during consumables’
procurement phase. Filters to be used for critical / AOG components as per demand /
priority.
d) Third Party Customer Component Maintenance
▪ Third party work order Loading at shop floor
▪ Customer approval for cost estimates.
▪ Closure of customer work-order and intimation to Business division.
▪ Handing over of customer components to the originator.
e) Shop Capability Management& Control
Component Capability List (CCL) management ensuring all required pre-
requisites;
▪ Shop Test-Equipment/Tools, alternate Test-Equipment/Tools approval &
registration.
▪ Ensure availability of all applicable material / tools as per CCL.
▪ Ensure Tool/Test Equipment has valid calibration/service life during use.
▪ Work order generation for shop to be restricted for non-CCL components.
▪ Ensure up-to-date maintenance data / OEM manuals for work-orders under
maintenance.
▪ Updated certifying staff list with all pre-requisite courses/training validity
check.
f) Fractional Work Order Process
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Inter-shop fractional work to be facilitated, where main work order is being
processed in allocated shop while for fractional work components is temporarily
moved to other shop, and returned upon job completion.
g) Tool store functions
▪ Shop tools management including calibration control
▪ Consumable Material/Chemicals storage in specified quantity with shelf life
control
▪ Tools, equipment Repair/Calibration processing (in-house / abroad)
▪ Issuance of tools on permanent and temporary basis and ensure their timely calibration.
▪ Issuance of consumable material with reference of work order. ▪ Keep an up-to-date inventory of all variety tools/equipment used in respective
shops
6.4 Component Engineering a) Up-to-date OEM Component Maintenance Manuals & documents
System should support that all maintenance manuals are updated and as per
latest revision.
b) SBs, ADs Component modification process
Workflow for component modification process to be supported by the system.
• Evaluation of modification
• Planning for modification, with generation of staggered plan for all applicable LRUs.
• The Mod kits to be ordered / planned.
• Removal request generation from aircraft / stock room for shop as per plan.
• Modification Sheet generation as part of work package.
• After modification, the interchangeability to be updated. Also, the aircraft master parts list/configuration to be updated.
c) Archive Technical Records
All maintenance records to be archived, for audit requirements.
a) Defect notification.
LRU defects to be described in a defect notification. The data are used for the component reliability report and as knowledge base for future maintenance.
d) Component reliability report.
Thee component reliability to be monitored based upon component removals, shop
findings and NFF. The same to be reported / projected as and when required filtered
for a date interval, ATA chapter, shop group, or a single component.
e) System should support the work instruction card to be created, updated and
revised.
f) Alternate Tools / Material Approval
System should maintain record of approved alternate tools / material with a cross-
reference list.
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6.5 Work flow for Repair &Modification shop Repair and modification of Mechanical components of airframe, engine, APU, L/G involves multi stage work package. System should support work flow involving following machine shop stages;
• Machining / grinding
• Welding, brazing
• Heat treatment
• Precision measuring
• Metallographic inspection / Hardness testing
• Surface treatment
• Bench fitting
• Plating / plasma / paint.
6.6 Workshop Equipment Maintenance
a) Fixed equipment Maintenance Shop
• Maintenance all the fixed installation of Power Plant, L/G & components overhaul shops’ mechanical machines, Test Rigs, workshop equipment, O/H cranes, compressors, cylinder chargers and other rotary equipment.
• Keep record of complete inventory of the workshop equipment and maintain the maintenance history for each type of equipment in the database.
b) Tool / Test Equipment Local Fabrication ❖ Fabricate/ repair various kinds of special tools/ fixture/equipment as suggested
by manufacturer through drawings manuals and samples. ❖ Approval by Technical Services Engineering and issuance of the compliance
certificate and recording into the system
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7.0 Required Functionality Concerning Quality Assurance
7.1 Quality Assurance (Audit) ▪ Define Yearly Audit Plan and define audit program/assigning teams for individual
audits. ▪ Preparing checklist for the specific area of audit, recording of Non-Compliances,
after execution of audit, for different levels (Level I, II, III) and time limit for corrective action. Follow up of NCRs till such time corrective actions are accepted and verified.
▪ Defining and conducting audits of Line Stations and Technical Handling Agents. Recording of Non-Compliances and their corrective actions.
▪ Audit Reports including Compliances and Non-Compliances for all audits (Base Station/Line Stations/Technical Handling Agents)
▪ Conducting and follow up of un-scheduled Audits whenever asked by Management / Regulatory Authority.
▪ Evaluation of potential Vendors and recommendation. Record of all vendors approved by Chief Engineer (QA).
▪ Assessment of CCL cases submitted for approval of Chief Engineer (QA). ▪ Assessment of Certifying Staff posted at Base and at different Line Stations and
record of Company Authorizations issued with expiry monitoring.
7.2 Quality Assurance (Maintenance) ▪ Selecting flights for different destinations and scheduling / assigning teams for ramp
inspections. Recording of Findings / Observations for different categories (1, 2, 3), corrective actions submitted by the concerned section and follow up till such time the findings are closed.
▪ Scheduling / assigning teams for spot checks of different areas of Engineering & Maintenance. Recording of Findings/Observations, corrective actions and follow up till such time findings are closed.
▪ Unscheduled Ramp Inspections and Spot Checks when ever asked by Management or Regulatory Authority.
7.3 Human Factor / SMS ▪ Reporting of SMS/HSE/Human factor related issues. ▪ Analysis, Risk assessment and their mitigation actions follow up of reported issues. ▪ Risk assessment of findings raised during internal audit.
7.4 Examination ▪ Record of submitted applications for PCAA licenses and Company Approvals.
Scrutiny and status of submitted applications. ▪ Conducting of Company Approval Exams by extracting questions from Question
Data Bank (QDB) and issue approval certificate to successful candidates. ▪ Record of Technical Qualifications (Licenses and Company Approvals) of PIA
Engineering & Maintenance Personnel.
7.5 Chief Engineer Secretariat ▪ Approval of vendors and their Quality Monitoring. Blacklisting or removal from list of
approved vendors as a result of quality monitoring. ▪ Record of Concessions / Limited Authorization issued by PCAA and issuing LA
termination report after concession / limited authorization expiry. ▪ Liaison with different sections of PIA and Regulatory Authority regarding incidents /
delays and their investigations. ▪ Liaison with PCAA for renewal of Licenses. (Application Acceptance / Scrutiny /
Submission to PCAA & Follow up)
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8.0 Maintenance Operations Support Center Procurement and logistics functions of PIA Engineering are performed on Oracle ERP. There should be 2-way interface / data-exchange capability necessary for functions defined here under.
8.1 Material Planning& Management
▪ Upload Readiness Log
As a major source for the aircraft configuration the Readiness Log to be uploaded. The functionality supports a comfortable automated upload / semiautomatic upload of data notwithstanding is the first A/C of a fleet or a subsequent one.
▪ Upload and maintain initial provisioning data
The initial provisioning to be supported by uploading the RSPL file notwithstanding it is the first A/C of a fleet or a subsequent one. A comfortable editing functionality shall support material planner by modifying the recommended and to actual Part Number (P/N) and quantity.
▪ Maintain Aircraft structure/ location
The aircraft master structure and location to be defined. This to be done by
uploading the readiness Log, and/ or by editing the master structure.
▪ Maintain Material Master Data
The material master parts list to be uploaded and edited. Also, the interchangeability
and the PIAC internal master P/N to be defined.
▪ Plan consumable based on planning parameters & past consumption
Beside the initial provisioning the subsequent material consumption of consumables and repairable to be planned. Functionality shall support this process by providing statistical data concerning past consumptions, calculations based on planning parameters but also an event forecast and the respective routine materials. Calculations concerning the reliability of on condition components and failure rates to be provided.
▪ Material provision for planned maintenance.
Based on the PIAC fleet maintenance forecast for letter checks, material planner shall get all needed information for planning provision of planned and unplanned material. Also, the derived from the standard BoM for letter checks budgeting information to be derived for financial planning for future checks.
▪ Monitor consumption and stock level
Material planner also need information on stock consumption in a given time frame. Based on this and on procurement parameters the reorder level to be optimized and populated to the inventory system maintaining in ERP.
▪ Material request.
Consumables and demanded to requested by the users to be requested by the system. The request shall have several levels of urgencies and the expected delivery date. When a material request s handled automatically the service level and the material budget to be updated.
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8.2 Rotables Control (LRU)
▪ Plan LRU float
The LRU float to be optimized, based on the net requirements for the fleet, the needed Turn Around Time (TAT) for overhaul and the logistic times. The needed information such as MTBUR to be provided for the float calculation.
Control lifetime
The system shall monitor the life time of LRU’s and Life Limited Parts (LLP’s) no matter if it is a hard time item or to be monitored on condition. If an assay is replaced from the aircraft, all subsequent sub-assay’s to be also removed automatically.
▪ Component history
The complete component history to be tracked and traceable in the system.
Working papers to be attached to this information in an electronic format.
▪ Component tracking
The actual location to be traced in the system whether it installed in the aircraft,
dispatched, at store or in a repair cycle.
▪ Shelf life / Environmental Conditions for storage
Some component may have a shelf life. Those components to be monitored. A report
will inform about reaching the end of a shelf life. Environmental conditions for storage
to be part of component master data.
8.3 Loan/ Borrowing
▪ Administrate loan of parts/ equipment / tools
When PIAC loan parts/ equipment and tools to other airlines, the loan and the return of
the goods to be monitored by the system.
▪ Administrate borrowing of parts/ equipment / tools
Also, when PIAC will borrow parts/ equipment / tools from other airlines. The borrowing and return of the goods to be monitored. The system shall also display LRU’s installed in the aircraft on loan basis.
▪ Support component pooling concept
In case of a component pooling concept. The system shall support exchange parts
based on a pooling contract.
8.4 Component exchange program
Support for component exchange program / Component support program. ❖ Contracts management for CEP/CSP. ❖ Work flow for entire CSP loop, starting from;
• components’ removal from aircraft,
• request generation to CSP vendor for provision of replacement part,
• dispatch of removed component to the CSP vendor,
• tracking of replacement part till arrival in PIA stock
• tracking of removed part till it reaches designated location, with early alerts to avoid late penalty.
❖ Component out/in history
In case part to be handled on an exchange program, the component history shall go with the component to the supplier. The exchanged part to be returned shall come with its documentation. The information deleted from the system and transferred to the supplier and received from the supplier and uploaded to the system in an electronic format.
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❖ Keeping track of NFF and generate appropriate alerts if the numbers tend to exceed the allowed limit.
❖ Reporting capability for components send to CSP in a given time frame with all serial numbers removal data (defect, aircraft, etc.
8.5 Contracted Maintenance
Aircraft Components are sent for repair to contracted repair stations outside PIA, where there is no in-house capability exist, or there doesn’t exist any parts exchange (CSP) or pooling arrangement. Support for such contracted maintenance should exist in the system thru an interface with ERP. System should generate a work order to track and coordinate such maintenance. ▪ The status of the component, expected return into the stock / system based
estimated through defined TAT keeping in view of the standard process parameters.
▪ Repair reports integration to the component history record upon return.
▪ Provision to update the respective system parameters & work order closure when a
component is scrap is approved on repair agency site or an offer for serial number
exchanged is approved from management.
▪ System shall maintain Permanent repair abroad list (PRA) for components sent on
contracted maintenance on routine basis, with all contract parameters defined such as
repair cost (power by the hour, flat rate, etc.), repair facility address, certification
warranty etc.
8.6 Warranty management
System should support Warranty management. Generally following broad
categories of warranty events occur in PIA.
i. Repair Warranty
▪ Components returned from contracted maintenance in stock room with valid
warranty should be offered on priority for aircraft demand.
▪ If a component is removed from aircraft and is still under warranty, the
relevant sections to be immediately notified for speedy process of return
dispatch to the repair agency.
▪ Last repair report should be readily available to correlate last repair area/parts
with current defect.
ii. Purchase Warranty
▪ Purchased Component with valid warranty should be issued on priority.
▪ If the component is removed from aircraft and is still under purchase
warranty, the relevant sections to be immediately notified for speedy process
of return dispatch to the repair agency.
iii. Induction Warranty
The warranty by virtue of new fleet/aircraft induction provided by the aircraft
manufacturer and applicable for 3-5 years typically. Individual serial numbers
warranty expiry shall vary in accordance with part of readiness log of a
particular MSN of aircraft.
❖ A warranty expiry field as part of component record should be maintained as long as the component is under warranty. For all 3 classes of warranty, an FOC work order to be generated automatically with water mark on the work order
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9.0 Required Functionality for Engineering Business Development
9.1 Client Contract
a) Define Client Master Agreement
The Client General Agreement with all general terms to be stored in the system.
This agreement is the client master document for the client maintenance order. b) Define Client Maintenance Order
The Client Maintenance Order defines the actual terms for the actual client order.
The terms could be a fixed price order, based on time and material, a flat rate or on
condition. The actual operation and the cost data collection to be mapped with the
client orders and the respective terms. c) Client Contact Details data base
A client data base shall contain all needed client master data, but also the client
history including performed order but also lost proposals in a bidding process.
9.2 Order Management
a) Define Client Order System according to the contract terms
A client order system according to the contract terms to be defined. The client order covering all relevant sub order to be defined. The sub order is defined related to the various order types such as routine and non-routine maintenance, modifications, defect rectifications, subcontracting, engineering services and others. According to production needs, those orders may have suborders. All orders are linked together. Collected data such as Mh and consumed materials shall be displayed on each level in the hierarchical order system.
b) Monitor Client Order progress
The progress of the client order to be monitored displaying the order start date and the expected completion date. This to be done also for all sub-orders. Also, the consumed Mh and materials to be displayed, as well as the subcontract orders.
c) Monitor Mh & parts costs
The Mh & consumed parts to be monitored for client orders. This functionality shall
ensure and monitor profitability of the client order.
d) Monitor Repair abroad costs and progress
Especially for client orders but also for the PIAC operation the Repair Abroad Orders to be monitored concerning progress and completion date but also concerning the accumulated costs.
e) Order progress information accessible by the Client
The client shall have the capability to access via web PIAC production system and
monitor the progress of his orders
9.3 Proposal Management
a) Define master proposal.
Proposal Masters are defined and used as text modules for an actual proposal to be
submitted. The modules represent the scope of services of PIAC Engineering b) Store customized proposal
According to the client needs and the PIAC Engineering capability a proposal has to be designed. The proposal to be stored in the system, the proposal status to be monitored: such as pre-proposal, submitted, in negotiation, agreed. Also, no longer
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valid proposal to be kept to follow the client history. The calculation scheme also to be attached to the proposal
c) Monitor proposal success rate
Some functionality is needed to monitor the hit rate in the sales process.
d) Capability List
A capability list based on fleet, engines and part numbers and the respective activity type to be stored in the system. This is to be displayed to the market, but also used to calculate the scope of service and the costs for subcontracting.
9.4 Profitability Analysis
a) Calculate client order profitability
The client proposal is calculated with a particular profitability perception. This is to be monitored during performing the client order. Finally, after completion of the client order, the profitability of this order to be calculated.
b) Calculate complete client profitability
By maintaining the client relationship, further contracts to be performed by PIAC
Engineering. A profitability analysis along with the client history to performed.
c) Profitability analysis by region & products
PIAC Engineering Sales and Marketing needs further information for strategic and tactic decisions. For that reasons contract volume and profitability analysis to be performed by region and offered products. Also, an analysis concerning the target budget and actual performed volume per region and product to be monitored.
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10.Required Functionality concerning Power Plant Overhaul Power Plant overhaul has the facility to maintenance / repair / overhaul for Engines, APUs
& Landing Gears of various types. Functionality description outlined here in sub-section 10
to be considered applicable all of the three.
10.1 Production Planning
▪ Long-term planning Engine/ APU/ Component shop visits
Based on the LLP, hard time, on condition, engine removals, Engine Health monitoring data, on above information, shop visit to be planned and the first scope of work to be defined.
▪ Production/ capacity planning
The planned work load and the available human resource capacity to be balanced.
▪ Forward/ Backward event planning (incl. projection thru Gantt-Chart)
The engine/ landing gear shop visit to be planned on a project chart to show the duration of subsequent steps in a Gantt-Chart. A forward and backward planning to be provided. By getting real time data and feedback by production the chart shall be updated.
▪ The Bill of Work (BoW) and subsequently the Bill of Material (BoM) to be
defined on several steps according to the several inspections performed. Also, a full
integration between BoM and the subsequent material planning processes are
essential. Available parts locked others to be procured.
▪ Engine/ module disassemble management
For engine disassembly, the as is hierarchical parts list with part number, serial number and mod status to be provided. This list to be provided at the disassembly table to check the as is parts list and mark those parts to be removed from the engine. The parts to be removed, a removal tag to be generated by the system
▪ Engine/ module/ component build-up control
By building-up the engine a new hierarchical parts list to be defined by using disassembly parts list as a master. The new parts to be installed also to be notified in the parts list. A final check to be done by mirroring the new parts list against the former one and check modification status and the compatibility of parts.
▪ Other related functions performed in the shop
• Man-Power Planning in engine Overhaul shop section.
• Plan the Overhaul of engines/APUs and testing in-accordance with approved schedule maintained by TSE and manufacturer maintenance manuals.
• Plan the overhaul/ repair of engines/APU’s and engines components, not covered in PIA Engineering capability, at a third-party facility, in coordination with Repair abroad section.
• Components’ scrap process workflow.
• Inter shop engines /APU’s / parts movement tracking.
• Processing of vendors’ repair estimates/invoices/warranty claim.
• Maintaining history of LLPs.
• While estimating engine repair completion time, TAT of items sent to for third-party repair should be considered thru integration with related system/module.
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10.2 Engineering Functions related to Engine/APU/LG
▪ Modification status dashboard
The engine/ APU/ landing gear/ component modification status review for all serial numbers available in the system, including a hierarchical modification status view of the installed subassemblies.
▪ Modification management
Provision for complete modification cycle, starting from modification planning, scheduling, execution (in-house or from third-party), release and update of relevant system parameters.
▪ Update Engine/APU/ LRU counters & status
System should provide the capability for complex assembly management where counters (Fh/Fc/Days) of main as well as sub-assembly(s) are updated in parallel, whether on aircraft or in shop. The sub-assembly counters to be taken separately upon removal from the main unit (Engine/APU/LG). For any new subassembly installed, this becomes part of the complex assembly and respective counter are update along with main unit.
▪ Update Engine/ APU/ LG modification history
Any repair or modification to be added to the unit life record, with attachments as required.
▪ Update serialized components
The master parts list and the as-is parts list including LLP’s to be maintained, kept
and updated.
▪ Archiving performed work and all related documents.
All working documents and certificates to be archived and linked with the related
unit. The LLP’s and related component history to be updated. The record should be
easily printable reviewable for audit purposes.
▪ Create/ update/ revise Shop Work Sheet
System should provide capability for creation /update of work/task-sheets to be created, which are part of work package. All created work/task sheets should be maintained in a catalogue.
▪ Shop finding reports Defects and discrepancies identified by inspection to be entered in the system. The defect notification shall use a thesaurus, in order to allow statistical analysis. In case of parts the leading discriminator shall be the part number, in other cases the ATA chapter. The defect notification to be used for the reliability management, but shall also trigger the repair or scrap process.
▪ Updated OEM manuals
System should support the availability of updated Engine/APU/LG & Component
manuals thru Documentation management function.
10.3 Engine Health Monitoring
The system should either indigenously support the Engine Health Monitoring or
through an interfaced third-party application.
The EHM should be based upon industry best practices.
10.4 Shop/ Work Place Control
▪ Work center performance monitoring
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Production planning shall monitor work load and performance at each work center. The backlog to be displayed, as well as open time slots.
▪ Backlog priority management at Work Center
A priority management to be available for the work order backlog. Especially the
priorities between close loop parts and repair for stock to be well balanced.
▪ Mh and Machine hour recording
For each work order, the man hours and machine hours to be recorded by using
base code: clock-in and clock-out
▪ Tracking & tracing parts in the shop
Using the clock-in and clock-out information, parts to be traced and tracked in the
workshop by acknowledge arrival & departure of the part at the work center (WC).
▪ Multi stage component routing
In case a unit to be overhauled consists of several assays and sub assays, a multi stage routing and component tracking to be available. The system shall provide support to define time limits for each work order to optimize the turnaround time of the complete unit.
10.4.1 Engine/APU Maintenance/Overhaul Work Flow. System should provide process flow for Engine / APU shop functions;
• Disassembly, cleaning, inspection assembly of engines.
• Static and dynamic balancing of rotating group.
• Maintenance support like BSI, inspections, parts replacement. ▪ Video imaging and recording on large gas turbine engines as and when applicable. ▪ Fan blades replacement. ▪ Overhaul, buildup of APUs.
10.4.2 Engine/APU Test &QEC Build up section Work Flow. ▪ Test & troubleshooting of engines /APU’s. ▪ Troubleshooting, Trim Balancing, Preservation of engines and component
replacement related to b/up of engines. ▪ Support workflow for engine buildup. ▪ Support workflow for incoming and outgoing inspections and identify shortages for
completion engine / APU build up.
10.4.3 Landing Gear Shop Work Flow. Support workflow for landing gear maintenance, of various types.
▪ Material Planning for hard-time components. ▪ Subassembly removals including harnesses for shop test/repair. ▪ Assembly completion including L/G harness installation.
• Testing & Release.
10.5 Budgeting & Financial Control (through integration with ERP)
▪ Budget planning for Engine/ APU/ Component OH
Based on the fleet plan, the engine/ APU/LG& installed component removal rate; the number of shop visits to be defined. Based on these key figures, the needed material & Mh recourses for in-house repair and the expected budget for subcontracting repair abroad to be calculated.
▪ Repair/ overhaul cost control
The repair/ modification of each engine/ APU component to be monitored by posting the spares / subcontracting costs and the consumed Mh on the Repair/ overhaul order.
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11. Required Functionality for Tools Managements, & Standards Lab
11.1 Tools Master Data
a) Define tools, GSE and figures locations & quantity
All tools GSE and other units to be registered with location and quantity
b) Define tools master data.
The master data to be maintained
c) Functionality for reservation, in-use, available tools
A requisition functionality to be in place with availability status and to block the required tool for a period.
d) Transportation order for tools
A dispatch order to be defined for transport the tools
e) Statistics concerning utilization
Statistical function for concerning usage of tools.
f) Maintenance planning of tools & repair
Maintenance plan for fools and repairs. Also, a repair order to be submitted.
11.2 Calibration of tools
a) Register tools
All tools to be calibrated to be registered in the system, with ownership specified.
b) Schedule tools calibration
a) A scheduling functionality to be available for calibration purposes. Optimal
planning with staggering of Cal required equipment visits to Standards Lab. The forecast for calibration is given to concerned department by providing a report.
c) Report compliance
A calibration report is given and the calibration results are notified. The serviceable or unserviceable status of the tools is marked. This status will have an impact to the tools reservation system.
11.3 Standards Lab Functions PIA maintains an Electrical & a mechanical Standard Lab. Both operates in a similar fashion, and supports calibration services for electrical/electronic & mechanical equipment calibration.
MRO / M&E system should support following work flow; b) Tools/equipment work order generation as received from tools store. c) Calibration check/adjustment/repair performed and recording the results in
the system. d) Issuance of Calibration sticker / certificate with next due date. e) Intimation to respective tool store for receiving of the calibrated
tool/equipment. f) Where local Cal/repair capability not exist, sending the tool/equipment for
contracted maintenance g) Capability for Tracking of Cal/Repair cycle at Standards Lab by the concerned
tools store / user section.
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C3 General Requirements of the MRO / M&E System
1. Ability for Integration with ERP &Interfacing with Sabre, IBM Lotus Notes
➢ Oracle ERP system controls all major PIAC resources. A smooth integration between the Oracle ERP, and MRO / M&E system is required. The following areas for integration are highlighted:
Financial Accounting, Financial Control, Budgeting, Purchasing, Logistic, HR, Training & Qualifications.
➢ Sabre Products AirFlite, AirCentre & Sabre AirVision applications are used in Flight planning &scheduling. An interface to MRO / M&E Solution is required at minimum; Following areas for interfacing are specifically highlighted; Schedule/Slot/Fleet management, Flight Plan/Movement manager
➢ AIMS ➢ Any other Application
2. MIS & Reporting
▪ Key Performance Indicators (KPI) to be reported for all major sections in PIAC
Engineering on regular basis. The KPI to be defined by PIAC.
▪ The PIAC Engineering Management shall get regular reports concerning the regular and un-regular operation.
3. The System will control the day-by-day work
▪ All work packages, tasks and business activities will be initiated and controlled by
the system.
▪ Subsequently all Labels, Orders and Certificates are printed by the System.
4. Drill down option and flexible reporting
a) From the top to the bottom it must be possible to generate more details if required.
From the individual A/C to a BoW, to the individual WP, to the JC and finally to the
details of each JC must be possible.
b) Beside a number of regular used reports, a flexible report generator shall prepare
reports on occasional basis.
c) Tracing of information
Within the system, it should be possible to trace information along a logical path. It
should be possible to see a component removal order, follow the PIAC intern
dispatch order of the part, see the request for proposal, the repair order, the customs
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clearance, the QA reports, the invoice, the invoice verification process, the final
payment posting etc.
d) Dashboard for Management / Planning & Maintenance Operation Center
A Dashboard for showing on PC and scalable to large screen regarding status of the entire fleet whether on ground or in air. Inflight defects reporting to be supported through ACARS or other industry tools, while on ground current maintenance activity (planned / required) as highlighted trough Tech log, MIC, deferred defects, unscheduled events etc. should be displayed. Option to select a single station, bay, fleet or aircraft, or grouping of more than one should be possible.
5. Flexibility
a) Organizational changes shall be easily addressed in the System by re-configuration.
b) In case of outsourcing of parts of the production units (e.g. Base Maintenance,
Engine OH), the system shall be able to be customized accordingly.
6. Advanced MRO / M&E Concepts
a) System Should support e-Tech-Log (incl. Cabin Log), with tablet / mobile solutions
both online and offline (with seamless synchronization upon network availability)
b) Airplane / Engine Health monitoring,
c) Analytics Tools for predictive & prescriptive troubleshooting of defects. Future
upgradability for IoT solutions.
d) RFID, Smart card, barcode based emerging trends.
e) Solution provided by bidders must be compatible / available on all mobile/cell
phone, tablets &iPad.
7. Required Interfaces of the new MRO / M&E System
a) The Aircraft log data (Fh, Cycles, Landings) shall be entered at one location at PIAC. -
Or automated upload of the SITA telex. This shall be done within PIAC operations. The
MRO / M&E System shall have an interface for a real-time data upload. ACARS shall
be used where possible.
b) The Aircraft Rotation Plan shall be available online for PIAC-Engineering. LM
Production Planning shall actively use the displayed ground time for the medium and
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short term maintenance task planning. The Aircraft rotation plan will show interactively
the planned A/C assignments to routes and the slots maintenance events.
c) The Commercial Flight Schedule shall be online available for long and medium-term
planning. PIAC Engineering will request online slots for letter checks (A, B, C, D).
d) PIAC Operations will monitor operational performance and A/C dispatch reliability. An
online interface will provide the data for PIAC Engineering
e) PIAC Finance is responsible for the Financial Budget and Financial Accounting. The
data are shared with PIAC Engineering on online basis for performance monitoring and
planning purposes. This would require an interface with Oracle ERP.
f) Automated upload /availability of all up-to-date (current revision) OEM manuals, such
as AMM, IPC, SRM, EMM, TSM and others using the S1000D standards.
g) The Service Bulletins (SBs), ADs, etc. shall be auto up-loaded from OEM website.
h) Material Master Data shall be up-loaded using the AMTOSS and SPEC 2000 data
standards.
i) Upload of Vendor capability list, price list, availability status and others, for contracted
maintenance.
j) Electronic exchange of agreements, purchase order, delivery/ repair status, invoice,
payments. Supported formats shall be XML, SPEC2000 and others. An international
B2B communication platform to be interfaced for exchanging procurement and repair
status information.
k) The new System shall support a WEB Portal to provide major information and data for
production to an Intranet Web Portal. It is the target, to avoid time consuming and
outdated paper based distribution of information.
l) The system to be ready for RFID applications to be integrated. Also, the PIAC
employee ID card to be read for employee acknowledgement, specifically to monitor
job/task Mh. consumption.
m) Working papers such as Job Cards and parts tags to be printed with barcode. Bar
code readers to be integrated for man hour recording and parts tracking.
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SECTION D
SERVICES REQUIREMENTS
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D1. Implementation
1. As part of its proposal, the Bidder must submit an Implementation Strategy and Plan
which caters for the following, to be performed by the Bidder: -
1.1 Installation of the Interim Server(s) including the Operating System.
1.2 Installation of all supplied application software, DBMS software,
Development/Query and Report Writer/Database Administration Tools and
any other required Utilities, on the Interim Server/s.
1.3 Installation of all supplied application software, DBMS software,
Development/Query and Report Writer/Database Administration Tools and
any other required Utilities, on the Permanent Servers.
1.4 Implementation of Database security features
1.5 Development of Business Requirement Document for each functional area,
which maps the business process for the parameterization of MRO / M&E
Package. This document should be based on PIAC’s reengineered business
processes that would be made available to the Contractor. PIA will review
and approve this document within ten working days of submission before
Contractor can start work on parameterization / configuration of the MRO /
M&E.
1.6 Development of business case scenarios for testing MRO / M&E Package.
1.7 Parameterization of supplied Software i.e. the configuration of application
software via selection of in-built values, setting up of tables, etc. to meet the
business requirements.
1.8 Software modifications, where required, to supplied Application software and
development of extensions and/or modules to meet the business
requirements.
1.9 Design and development of customized reports, screens, workflows, etc.
PIAC will try to maximize the use of standard reports, screens and workflows
available in the proposed solution; however, the Contractor cannot set an
upper limit to the number of customization that it will undertake.
1.10 Integration with PIAC’s other applications such as Oracle ERP, Sabre
applications, AIMS, PIAC website, etc.
1.11 Design and development of customized reports, screens, workflows, etc.
PIAC will try to maximize the use of standard reports, screens and workflows
available in the proposed solution; however, the Contractor cannot set an
upper limit to the number of customization that it will undertake.
1.12 Unit, Integration and System testing prior to User Acceptance testing.
1.13 Data conversion activities.
1.14 Design and implementation of Online and Batch job operational procedures
until implementation is successfully completed at all locations.
1.15 Bidder will provide regular progress reports of the project pinpoint
obstacles/short comings if experienced well in time.
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1.16 Quality Assurance for Bidder related activities.
1.17 Any other tasks required in successful delivery of the supplied products and
services.
2. The Contractor must utilize airline industry specific rapid implementation templates
to ensure quick implementation. Details of such templates should be submitted with
the Technical Proposal.
3. A detailed comprehensive project plan is to be prepared by Contractor and
submitted as a part of the proposal. The plan shall be mutually approved and
incorporated as part of contract and reviewed at regular intervals.
4. The Contractor must submit a detailed project organization structure identifying, by
name, the specific individuals who would be assigned different tasks of this project.
4.1 The Contractor must assign a full-time Project Manager to manage this Project.
This person must be from the list of Lead Consultants submitted by the
Contractor in response to the EOI. He / she must have the experience of
implementing the proposed MRO / M&E SOLUTION in at least two airlines.
His/her detailed CV including experience of managing MRO / M&E IT and other
Projects, MRO / M&E IT Package Certification, if any, the number of MRO / M&E
projects managed and the number of years on each project, etc. must be
submitted along with the Proposal.
4.2 A personnel roster containing detailed responsibilities of Contractor staff who
shall be assigned by the Contractor to perform duties or services under the
contract should also be provided. The roster should include estimated number
of hours to be worked on the project for each person broken down in different
phases of the project; it should also clearly identify the start and end dates for
each phase. These staff members should be from the list of implementers
provided in response to the EOI.
4.3 If additional members are assigned to the project, their detailed CVs should be
submitted as part of the proposal. PIA recognizes that occasional substitution of
Contractor staff may be necessary after an apparent bid winner is determined
and during the project. Staff proposed as substitutes must have qualifications
equivalent to or better than those being replaced and must be approved by PIA.
5. The Contractor must provide, by phase, the proposed number of personnel to be
based on-site at PIAC’s premises. Space and other logistical requirements to be
provided by PIAC to the Bidder’s Implementation Team should be specified.
6. The Contractor’s implementation plan must take into consideration the business
priority areas and applications.
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7. The Contractor will develop a system turnover plan which indicates the conditional
criteria required to fully turn over the daily operation of the system to PIA technical
staff. At a minimum, the turnover plan must include the state of readiness required
for system turnover and all required documentation.
8. System Performance: During system installation, the Bidder will evaluate
performance factors including, but not limited to, transaction volumes, response
times, CPU utilization, and input/output activity. The Bidder will be responsible for
tuning the application to meet acceptable response times.
9. The Contractor must submit a detailed Testing Methodology. The Bidder may
perform Unit, Integration, and Systems Tests off-site; however, the official Systems
Test and all User Acceptance Tests must be performed on-site using PIAC’s testing
environment.
10. Capacity Evaluation: The Contractor will conduct a Capacity Test that will include stress
and volume testing. Capacity testing shall include a stress test that includes simulation
of at least 30% of the system workload and volume tests that test the database activity
against at least 30% of the data volume. The Contractor will document, the conclusions
resulting from the test.
11. Project Management and Reporting: The Bidder is required to maintain a project
plan covering its components of the project and each individual phase. The plan
shall include project organization, work break down structures, schedules, critical
path determination, and other features required to track and manage this project.
12. Project Quality Management: In its proposal, the Contractor must describe its
approach for assuring the quality of its components on this project. The proposal
must demonstrate an understanding of the Contractor’s ultimate responsibility for
quality and define a comprehensive set of reasonable and effective practices for
fulfilling that responsibility. Contractor must also specify whether third party audit /
quality assurance visits will be undertaken and who will bear the cost of these visits.
13. Acceptance Testing: PIAC’s M&E Team will conduct a rigorous acceptance test of the
system. PIA user staff and information system specialists will exercise all system
functional aspects using appropriate test data (use cases developed from real-time PIA
engineering & maintenance operations) to assure that the system meets defined
business and technical performance requirements. During this test, PIAC’s MRO / M&E
Team will identify required modifications and document them through the problem
resolution or change management processes (described below) as appropriate. The
Contractor shall modify the system as required and provide new versions of modified
components to PIA for testing. PIA will notify the Contractor in writing when it
determines that the system is acceptable.
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14. Problem Resolution: The Contractor and PIAC’s MRO / M&E Team will cooperate to
resolve system problems found during acceptance testing and production use,
including the warranty period. PIA will prioritize and report problems in a written
format. The Contractor shall track these problems to closure and report their status.
The Contractor shall evaluate each reported problem, estimate the time needed to
resolve the problem, identify potential impacts on the system and the project, and
report to PIA. If PIA decides to proceed, the Contractor shall resolve the problem
according to its assigned priority.
15. Change Management: PIAC’s MRO / M&E Team and Contractor will cooperate in
managing changes to previously agreed upon system functional capabilities. PIAC’s
contractor will identify potential functional changes and propose these to the
Contractor in writing. The Contractor shall evaluate each proposal, identify potential
impacts on the system and the project timeline, and report to PIA. If PIA decides to
proceed, it will prioritize the change and authorize the Contractor in writing to
perform the work. The Contractor shall track the status of in progress change orders
and report to PIA upon request. However, cost escalation will not be allowed under
any circumstances.
16. Configuration Management: The Contractor shall manage version releases of all
contract deliverables and certain other critical documents as determined by PIA.
This process shall assure that the status of all deliverables is known, that only
approved versions are released for production use, that prior released versions can
be recreated, and that changes are made to released deliverables only when
authorized by PIA. The final release of each controlled deliverable must reside in a
library (preferably computer based) under PIA control.
17. The contractor will ensure that the MRO / M&E solution is in compliance with
regularity requirements of PIA’s Organization approval under Pakistan Civil Aviation
Authority’s ANO-145. PIA Quality Assurance will apply to Pakistan Civil Aviation for
compliance verification audit. The contractor will be required to cooperate with the
PCAA audit team, by providing functionality demonstrations and reports as required.
Any non-compliance shall be addressed by the contractor in liaison with PIA QA & IT
Team, till compliance is verified.
D2. Training
1. Training is required in two main areas: (a) Technical Support Staff, and (b) Systems
Users. Technical Support Staff will comprise of System Operators, System
Administrators, Database Administrators and Developers. Systems Users will
comprise the staff from different functional areas of Engineering & Maintenance, at
all stations. Three levels of Systems Users are currently identified as: Key Users
(responsible for system parameterization in the future), End Users and Senior
Management (who are expected to be provided System Overview). It must be
classroom based training.
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2. As part of the proposal, the Contractor must describe in detail its approach to
meeting the training requirements for each audience. The description must include
methods proposed to deliver both training and documentation. The Contractor
should describe the general content of all training materials, training courses, and
documentation proposed.
3. The Contractor will be required to develop a Training Strategy to ensure that all
identified Systems Users and Technical Support Staff is thoroughly trained in the use
and support of the system. Training for Key Users must be imparted early in the
implementation stage, preferably in the first month, to enable them to actively
participate in the parameterization process
4. The Training Strategy should include a training solution to support the training of
users throughout PIA Engineering & Maintenance covering all functionalities and
Add-on applications. The Contractor will be required to develop formalized
classroom training sessions, to be delivered by their staff, for each of the user groups
identified to ensure that the trainees become familiar with all the system features of
the implemented applications. In addition, where required, for technical staff,
informal training should also be included.
5. For PIA technical staff, the Training Strategy should include a plan to train the
required staff in the Development and Administration tools supplied, and provide
them the knowledge to efficiently operate, use and maintain the system independent
of Contractor assistance. Technical training materials must be comprehensive and
detailed.
6. The Training Strategy will address, at a minimum, the following:
a) Description of the Course, the Course outline, specifications of the number and
appropriateness of staff who will attend, probable dates for classes, etc.
b) Proposed content of all training materials.
c) Description of proposed software / tools (these may include training aids,
manuals, on-line references, quick reference guides or templates, or computer
based training), and their use during the training.
d) Details of the physical locations to be used for training.
e) Training evaluation methodology
f) The names, qualification and ―Formal Training‖ experience in man-months, of
the instructors for each training course.
7. The Contractor is required to provide materials for training users in central and
remote locations. The User Staff training materials must cover, at a minimum, the
following topics:
a) Systems Overview
• systems benefits;
• data inputs, outputs, and reports produced;
• major systems business functions;
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• Users‘ Manual contents and usage;
b) Systems Usage
• entering data and data validation;
• data correction and user help features;
• menu and system function traversal;
• problem recovery;
• report contents, report generation / suppression;
• search and inquiry features;
• record update procedures;
c) Systems Operation
• job recovery;
• job scheduling;
• job cycles (daily, monthly, quarterly, annual, and special);
• special forms usage;
8. The Contractor must provide material for training Technical Staff such as database
administrators, system administrators, operators, and developers. This material
must cover all aspects of systems design, operation, and maintenance including, at a
minimum, the following topics:
• application and database design and architecture;
• application structure and module / sub-module / program / subroutine
relationships;
• application start-up / shut-down procedures;
• application back-up, recovery, and restart procedures;
• data dictionary structure and maintenance procedures;
• database logical and physical organization, and maintenance procedures;
• application security features;
• audit and testing procedures;
• system data entry; checking, correction, and validation procedures;
• user help procedures and features;
• system troubleshooting and system tuning procedures and features;
• system administration functions management;
• setting and changing system password and user ID security features;
• system interface processing;
• on-line and batch processing procedures;
• unique processing procedures;
• report generation procedures;
• Menu structures, chaining, and system command mode operations.
9. PIA requires the training material on CDs. All training material provided by the
Contractor will be reproduced and used as needed by PIA.
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10. Cost of Foreign Training, if proposed, should be included in the Contractor‘s
Commercial Proposal and include all expenses related to travel, accommodation,
tuition fees and other incidentals.
D3. Data Migration
1. PIA currently uses internally developed application named ‘PAMMIS’ (PIA Aircraft
Maintenance Management Information System). The underlying database is
IBMDB2 format.
2. The application is used to perform functions such as Engineering, Tech-Log, LRU
Management, Tools & Calibration, Fleet Performance, Work package & Check
Planning, Readiness Log, Shop functions with Operator Mh, AD/SB records, and
certain other minor functions of the entire PIA fleet.
3. The Bidder should include, as a part of its proposal, a Data Migration Strategy which
includes description of its general approach to the data migration process for
configuration, seed, history &cutover data.
4. The Data Migration Strategy must address, at a minimum, the following:
a) Migration process (automated or manual, verification procedures)
b) Migration schedule / time frame
c) Migration preparation task outline
d) The resources that will be required.
e) Any training requirements
f) The programming effort that will be undertaken OR acquiring of third-party
industry solution/application, should also be described.
5. The Successful bidder would be required to prepare a Detailed Migration Plan, which
must address the following:
a) Identify data elements to be migrated.
b) Identify any special forms and procedures
c) Identify any control procedures and evaluation criteria.
d) Identify, with the assistance of the PIAC, the personnel needed to participate
in the migration of the data.
e) Plan any interim file maintenance requirements.
f) Develop migration programs (This includes specifications, program coding,
test plans, and complete testing)/acquire third-party industry solutions.
g) Present migration plan, procedures & program to PIAC for approval.
6. PIAC expects the Bidder to perform the following tasks: -
Study the existing application and databases and;
a) Ensure smooth transition without compromising routine operations and
without any downtime.
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b) Design and develop/acquire a solution including intermediate utility (if any) to
migrate the data from existing databases to the new databases, ensuring data
cleansing and integrity.
c) Demonstrate and test this data migration on sample test data from existing
live applications.
d) Develop and document all operational and technical areas for above solution
D4. Documentation
1. As part of its Technical Proposal, the Contractor must describe the level and types
of documentation that will be delivered. This documentation must cover each level of
operation, for example: user, security administrator, database administrator,
operator, developer, etc.
2. Two complete hardcopy sets of documentations for all Bidder supplied components
for this Project must be furnished, in addition to softcopies on CDs.
3. The Manuals should feature clear organization of content, easy to understand
language, useful graphic presentations, and a thorough index and glossary. These
will under the following categories:
• Detailed process manuals
• User manuals
• Operational manuals
4. These manuals must address the view of the system required by business unit staff
(end users). It must contain sufficient information to enable the user to
independently operate the system, troubleshoot simple problems, and correct
problems. The manual must be able to serve as a reference guide and a teaching
aid. It must cover all facets of system functions and operations, including:
• Complete instructions for the users, completely explaining the use of each
system function;
• System usage scenarios, based on real world examples drawn from the day-
today workloads of typical users, that fully describe and explain the salient
features and operation of the system;
• How input data are stored and related between system records;
• How to generate/suppress standard and ad hoc reports;
• Normal report distribution;
• Prioritization processing, system determined priorities, and user override
procedures;
• System log-on, log-off, and security features;
• Error messages and error correction procedures;
• Help features and usage;
• System troubleshooting;
• Mandatory data fields and default data values;
• Traversing system menus;
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• Screen layouts and contents;
• Inquiry functions
5. In conjunction with the Users’ Manual, Quick Reference cards will be produced by
the contractor, which will be an immediate aid to the user and quickly describe
operations.
6. The Technical Manuals must address the view of the system required by
developers, administrators and other technical personnel. It should provide an
understanding of the application; database design and file structures; relationships
between programs, security; troubleshooting; special constraints; and other
operational guidelines.
7. Copies of all licenses, warranties, maintenance agreements and similar materials for
all Bidder delivered components of the project must be furnished separately.
8. Contractor must submit sample copies of all documents that it will prepare / deliver
to PIA during the course of this project.
D5. Warranty and Maintenance Support
1. The Bidder will provide warranty services for a period of at least one year for
software and a minimum of three years for hardware by ensuring that the system in
every way meets the specifications stated in this RFP. The warranty begins upon
PIAC’s written final acceptance of the system14. All warranty support services,
whether on- or off-site, are to be rendered free-of-charge to PIAC; the Bidder shall
be responsible for any travel costs associated with warranty support services. The
warranty to be also given for the underlying DBMS.
2. Separate and apart from the warranty support services, the Bidder shall provide
support (“Maintenance”) services for Applications, and DBMS beginning upon the
end of the warranty services and extend upto three (3) year thereafter.
3. The Bidder must describe in detail in the Technical Proposal its User and Technical
Support Plan for the warranty and maintenance periods, covering the resources,
timing and procedures that will be available to provide this support. The plan must
include identifications of procedures for on-site and off-site maintenance during
normal hours of operation, for:
• On-site fault diagnostic techniques;
• Remote or tele-diagnostic fault diagnostic techniques;
• Average time to arrive on-site;
• Mean time to fix major system components; •Fault escalation procedures;
• Maintenance of error logs.
4. The Bidder must specify the various categories of problems it will support and
describe the severity levels of problems. The escalation process must assure
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appropriate management contacts can be made in the event that the support
response is not effective. PIAC would like to sign a Service Level Agreement (SLA)
(that would include penalties for non-performance or poor delivery) for maintenance
support with the Contractor.
5. Details of the establishment of an effective “Hot Line Telephone and Support Desk”
service should be provided. Internet enabled support, if available, should be
highlighted.
6. PIAC may require the Contractor to develop additional customized reports, screens,
workflows, etc. during the maintenance and support period. Contractor must specify
in its Technical Proposal a solution to accommodate PIAC’s requirement. The Price
Proposal must contain the pricing mechanism for additional development /
customization.
7. The Bidder should provide a list of clients for which MRO / M&E Package
Maintenance Support is, or has been provided during the past three years. Details of
the modules supported should be included.
____________________________________________________________________
14Acceptance
The MRO / M&E Solution shall be deemed accepted upon the successful completion of Acceptance Testing of all supplied applications and modules, conducted in accordance with PIA's Acceptance Criteria which will test the desired functionality and interoperability of Contractor supplied applications and modules.
D6. Version and Upgrades
1. Contractor must ensure that training material / software / process documents are
duly licensed for the purpose of implementation and use by PIAC of the MRO / M&E.
These are to be of latest version and Contractor must ensure up-gradation of all
modules / material / process documents during the warranty period and as part of
after-warranty maintenance support.
2. During the implementation and subsequent rollout Contractor would be responsible
to arrange and provide free version upgrades of all components under its
responsibility. Contractor must ensure that at the time of handing over the solution to
PIAC all components are of the latest release and that the total solution is certified
by the Contractor for completeness.
3. All updates. Additional features, version and upgrades will be part of the cost and
PIAC will not pay any such cost for the change, within warranty period.
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D7. Information Needs of the management and Application Requirements
PIAC requires management information systems that support its decision makers by
fulfilling their daily information needs and also assisting them in creating different
scenarios and providing what-if analysis.
The CEO, CTO and other key senior management personnel are responsible for managing the day-to-day operations of PIAC with respect to Engineering & Maintenance. Their information needs pertain to monitoring, controlling and directing the operational and financial management activities of Engineering & Maintenance particularly; ▪ Close and thorough monitoring of on ongoing & planned maintenance events,
projects& their associated cost. ▪ Safety & regularity Audit compliance status, plans & associated costs if any.
The information should be available as desired, and may require interfacing with PIA internal systems. The format of information shall aim at comprehension, analysis & decision making.
D8. System Security
System must be secure enough to handle the internal and external threats. SSL
security and firewall must be integral part of the proposed solution.
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SECTION E
PRODUCT REQUIREMENTS (OTHERS)
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E1 DBMS and Database Administration Tools
The Contractor is required to supply the latest version of DBMS that effectively supports
the proposed MRO / M&E Package. To this extent certification of MRO / M&E
manufacturer that the particular version of the DBMS is supported by the MRO / M&E
should be provided.
1 Database schema definition, management, query and reporting facilities must be
provided.
2 Historical transactions must be maintained by the DBMS. Facilities for reviewing
transactions, multiple transaction roll back and transaction log reporting are required.
3 Database update facilities must include features such as the use of working copies and
status reporting on query and update operations.
4 The system must provide locking mechanisms for update and delete operations.
5 The system must maintain concurrent control mechanisms to ensure the correctness of
transactions and to detect and resolve deadlocks on the network.
6 The system must support authorization lists and groups for create, read, update and
delete.
7 The provision of on-line facilities to manage transactions and overall on-line system
performance is desirable.
8 The system must provide users and applications with distribution independence.
Users do not need to know where database objects are located.
9 The system must operate in a distributed environment where different nodes of the
network run at different functional levels.
10 The system must have the ability to automatically recover and restore the database
fully to the last consistent state after a media or system or database failure.
11 The ability to notify users as to what transactions were being processed but not written
to the database during a crash is highly desirable.
12 The system should have archive logs and checkpoint facilities and the capability to roll
back / undo to any one checkpoint.
13 The system must continue to be available to users during any backup process or
alteration of the database schema’s and definitions.
14 The system must support one-to-one, one-to-many and many-to-one relationships.
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15 The system must be capable of working in a multi-tier environment, and provide the
appropriate tools for partitioning the location of the processing. All tuning must be
independent to the user.
16 All information in the database must be represented as values in the table.
17 Null value support (as opposed to empty character strings, blank characters or zero)
must be available for all data types.
18 Database recovery must be made in minimum acceptable downtime. Acceptable
downtime is to be negotiated and agreed upon
19 DBMS should have a support for ELT
20 DBMS should have support for SAN storage and cluster environment
21 Load balancing and failover must be supported to minimize down time
22 DBMS should support DR sites and automatic standby configurations. It must be
capable of operating in the DR environment and support synchronous as well as
asynchronous data replication at remote DR site
23 DBMS should be capable of supporting large amounts of data in terra bytes
24 DBMS should have support for transmission of data from other new systems as well as
exiting legacy systems
25 It should support libraries to enable backup on tape and disk drives
26 It should have support for new firewalls and n-tier network architecture.
27 It should have support for Analytics, OLAP, OLTP and DSS systems
For effective monitoring and management of the database, the Contractor is required to
provide, as part of its solution, Database Administration Tools that will help database
administrators in database monitoring, storage analysis, capacity planning and
performance monitoring and including trend analysis, size estimation and table creation.
E2 Application Development Tools
All application development and maintenance will be carried out on the centrally located
development server. The Contractor will be required to propose and supply application
development tools, consistent with the proposed MRO / M&E Package. It is expected that
the proposed solution comes with a built-in 4GL development environment tool set.
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E3 Query and Report Generator Tools
The Contractor must provide complete query and report generator functionality, preferably
within the provided system. The report generator functionality must include a scheduling or
production process for routine reporting.
The report generator functionality must be robust and oriented to the skills of "average"
desktop systems users and should support SQL. Formatting and statistical capabilities
such as averaging, multi-level sub-totaling, percent change comparisons, standard
mathematical operations and financial calculations is required. Generated reports must be
able to be saved in several output formats, at a minimum: Data Analytics, web-services,
APIs, XML MS Word, MS Excel, Text, PDF, HTML and XML.
The Contractor must describe its query and report generator systems in detail in the
Technical Proposal.
E4 Interim Servers and Operating System
1. PIA intends to purchase, the Server hardware and Operating System software required
for the MRO / M&E Application and Database.
2. PIAC’s purchase of the required Server Hardware and Operating System software will
depend on the selected Contractor’s recommended architecture in accordance with
details provided in Section E – Subsection E4.
3. However, in order to avoid any delay in meeting the Project completion milestone, and
to cater for the lead time required by PIA in the procurement process, the Contractor is
required, as part of its proposal to provide, without any cost to PIA, an Interim Server
and Operating System Software, as follows:
3.1 The Server, (or Servers) will be installed by the Contractor at PIAC’s Computer
Centre.
3.2 The Server(s) will be used for the purpose of configuration of the MRO / M&E
Package, development of Add-on applications, training of staff, and testing the
system.
3.3 All necessary hardware components such as CD-ROM drives, tape drives (for
back up purposes), etc. should also be provided on an interim basis.
3.4 Software components, such as DBMS, Development tools, 3rd party
Software, etc. provided by the selected Contractor will be initially used on the
Interim Server.
4. It is anticipated that the Server(s) will be required for a period of approximately six to
nine months from the date of supply of Server Hardware, Operating System Software
and MRO / M&E Package Software.
5. Subsequent to PIA purchasing and installing the required Permanent Server Hardware
and Operating System software, the Contractor will be required to re-install all MRO /
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M&E, Add-on applications, DBMS, database administration tools, application
development tools, query / report generating tools, 3rd party software, etc. on the
Permanent Server(s).
6. The details of the proposed Interim Server(s) hardware Configuration and Operating
System software are to be provided by the Contractor in its proposal.
7. The configuration of these machines should be capable to support the number of users
as specified by the Contractor in its plan.
8. In its proposal, the Contractor will provide site specification requirements for the
installation and operation of the Interim Server(s). It will be the responsibility of PIA to
cater to the prescribed site specifications.
9. PIA - at the end of implementation and rollout - may at its discretion, decide to purchase
the interim servers provided by the Contractor. In this regard, the Contractor should, as
part of its Price Proposal, separately mention the cost at which it would offer these
machines for sale to PIA. However, this cost component should not be added to the
total bid price, nor should it be used to calculate the bid bond amount.
E5 3rd. Party Software
1. In order to effectively manage and run the complete solution some other 3rd party
software and application programming interfaces (APIs) may also be required to
integrate various applications and execute and monitor the complete solution.
2. Contractor will be responsible to ensure that all required 3rd party software, operating
systems, system management and monitoring tools, backup and recovery software,
database administration tools, disaster recovery and business continuity tools, APIs /
interfaces, etc. are made available, documented, designed, implemented and
operational to meet PIAC’s requirements in the proposed MRO / M&E solution.
3. It is the responsibility of the Contractor to offer PIA a complete solution in all respects –
delays or costs arising out of any shortcoming will have to be borne by the Contractor.
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SECTION F
HARDWARE REQUIREMENTS
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F1 HARDWARE
The Contractor must evaluate and prepare an appropriate configuration to run the
proposed MRO / M&E solution. PIA is looking for a high-availability solution including
servers, clustering design, and disaster recovery recommendations besides maintenance /
repair options needed for the associated infrastructure.
1 Contractor should submit details of the proposed configuration, including layout
diagram detailing model designation(s), memory size, number of CPUs, type of drives
with capacity and counts.
2 The offered solution should comply with the Open Systems Architecture and latest
technology trends.
3 The solution should be scalable, both horizontally and vertically.
4 The hardware should be sized keeping in view the operational requirements of the
MRO / M&E and associated applications.
5 The hardware should be fully capable of hosting the MRO / M&E certified database.
6 The hardware must allow each partition of the MRO / M&E environment to be isolated
in such a way that a software fault in one partition will not have an impact on another
partition.
7 All software required for clustering of servers and implementation of DRP should be
included in the solution.
8 The solution should be fully supported by the Contractor for not less than ten years
from the date of supply. It should remain capable of being supported, upgraded and
extended by the Contractor during this period.
9 The solution provided should be accompanied with complete documentation, operating
manuals, system diagrams, startup and recovery procedures and all other information
required for proper and efficient operation.
10 Contractor should provide all technical material and verifiable benchmarks related to
the proposed solution. The hardware should be certified by the MRO / M&E principal
vendor for the operation of the MRO / M&E and be reasonably expected to be certified
for future versions of the MRO / M&E during the expected life of the hardware.
11 Contractor should provide information on warranties on the equipment and any options
regarding warranty extension. Principal’s assurance is required for parts availability
after expiry of warranty period.
12 The Contractor must provide a thorough and contemporary 3rd party testing software
for acceptance and load testing. The testing should be done according to system
equipment specifications as well as generally accepted practices.
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13 All test results should be completely documented by the Contractor. Complete test
documentation including results of the 3rd party load / stress testing software should be
provided to PIA.
14 Based on PIAC’s high availability requirements, failover design should be based on
protecting single point of failure.
15 For high availability on the application layer, the solution should implement log on load
balancing between the application servers. It should not need any form of reallocation
of resources between servers. The application environment should be sized and
designed such that upon failure of an application server (based on single point of
failure), minimum degradation of performance is experienced.
16 A Disaster Recovery (DR) design should be provided which provides a seamless, pragmatic DR process. It should integrate within the overall design of the MRO / M&E landscape.
17 The DR process should be simple to execute. A step-by-step process and procedure
is required to minimize the potential for human error in a time of crisis and disaster.
Additionally, the DR design must be easily tested with minimal impact on day-today
operations.
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SECTION G
BIDDER’S QUALIFICATION, EXPERIENCE
&
EVALUATION
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G1. Bidder’s Qualifications and Experience
Technical Proposals shall provide the following information (referencing the subsections in
sequence) to evidence the Bidder’s qualifications to deliver the services sought under this
RFP:
1 A brief, descriptive statement indicating the Bidder’s qualifications and solution to deliver
the supply and services sought under this RFP. This should cover at least the following
topics:
a) MRO / M&E solution providers should have verifiable Airline / Aviation references
for proposed solution of their MRO / M&E Package. Minimum two complete
verifiable MRO / M&E references are to be provided
b) Reference based on individual modules shall not be considered towards MRO /
M&E reference.
c) Experience with the relevant target platform(s) and architectural components.
2 A brief description of the Bidder’s background and organizational history including:
1.1. Years in business;
1.2. Location of offices and local Infrastructure;
1.3. Form of business (i.e., individual, sole proprietor, corporation, partnership, joint
venture, Limited Liability Company, etc.).
3 A personnel roster and resumes of key people who shall be assigned by the Bidder to
perform duties or services under the contract. The resumes shall detail each
individual’s title, education, current position with the Bidder, MRO / M&E Package
Certification and employment history. Bidders must include a brief commentary on
each individual’s experience and suitability related to the services to be performed. The
lead consultants must have sufficient airline experience and completed at least one
MRO / M&E implementation cycles. The top consultant/ project manager must have
sufficient airline experience and completed at least two implementation cycles. Top and
lead consultant to be assigned for the complete project duration and must be full time
onside at the project location in Karachi. Also, the other team members must have
sufficient airline background and functional knowledge accepted by PIAC.
4 Where applicable, a letter from its Principal or Supplier, as the case may be, that it is
authorized to represent, acts as agent, and/or provide the products or services required
under this RFP.
5 A statement as to whether there is any pending litigation against the Bidder; and if such
litigation exists, attach an opinion of counsel as to whether the pending litigation will
impair the Bidder’s performance in a contract under this RFP.
6 Documentation of financial responsibility, financial stability, and sufficient financial
resources to provide the scope of services (and any related equipment) to PIAC in the
volume projected and within the time frames required; said documentation shall
include:
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• A description of the Bidder organization’s size, longevity, client base;
• A statement as to whether, in the last ten (10) years, the Bidder has filed (or had
filed against it) any bankruptcy or insolvency proceeding, whether voluntary or
involuntary, or undergone the appointment of a receiver, trustee, or assignee for
the benefit of creditors; and if so, an explanation providing relevant details; and
• Other pertinent financial information by which PIAC may reasonably formulate an
opinion about the relative stability and financial strength of the Bidder. This
information must include the most recent audited financial statement.
• Last 5 years’ earnings in IT Projects.
7 The Proposal should provide the following details of each MRO / M&E client in tabular
form.
• Client Name and Address
• Nature of Assignment
• MRO / M&E Package and list of modules implemented
• Date of Assignment Completion
• Nature of Client’s Business
• Type of Service provided
• Contact Person’s Name and Contact details.
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G2 Evaluation
1.0 Evaluation of Bidders
Evaluation process of the bidders involve Technical Evaluation as well as Financial
evaluation. The evaluation is based on data submitted by the bidder and which should
be substantiated with verifiable evidence. PIA may ask the vendors to demonstrate its
functional capability through presentation, with real-time functionality scenario, use case
or scripted simulation.
2.0 Criteria for Technical and Commercial Evaluation of M&E Solution & Contractor
Mandatory Requirements
Sr. No
Attributes Requirements
01 Off-the shelf solution of International Repute Literature/ brochure / catalogue of Product, user manual and technical documents
02 Details of litigation/sub-judice cases (if any) Certificate/ Letter
03 Income tax (NTN), Sales Tax Registration Certificate Provide certificates
04 Web enabled application Compulsory
05 Provision of on line bugs tracking / reporting system Compulsory
06 Search record Functionality Provide efficient Search functionality in all modules
07 Reports Capability to generate multiple reports as per requirement of different modules
08 Upgrades Provide software enhancements, updates & patches in the package. (with no hidden charges)
09 Audited Financial Statements for preceding 3 years Audited financial statements
10 Undertaking of no outstanding claims against PIA Appropriate undertaking
11 Integration with Oracle ERP, and interfacing with Sabre applications, AIMS (Section A5-1).
Compulsory
3.0 Weightage of Technical & Commercial Evaluation
Technical Bid: 70% Commercial Bid: 30%
Technical bids with scores of 70 points and above will be considered responsive and will be
considered for further commercial evaluation.
1- Technical Bid Score: Marks obtained by Firm / 100 * 70 = _______________
2- Commercial Bid Score: M/B * W = _______________
M → Minimum Bid B → The bid W → Weight (30)
Total Score = Technical Bid Score + Commercial Bid Score
_______________________________________________________________________
Note: PIA reserve the right to reject the proposal if any of the above mentioned requirements are not fulfilled.
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4.0 Technical Evaluation Performa
A – Business Profile
Sr. No.
Attributes Max
Score
Score Distrib-ution
Requirements
1 Authorized Product dealer/ Partner
4
4 Principal MRO / M&E IT vendor directly participating
3 OEM / Principal provide confirmation about the successful implementation of proposed solution in writing.
1 Authorized dealer/ partner participating
2 Financial Strength 4
4 More than or equal to USD 1 million turnover with MRO / M&E IT services revenue being 80%
3 USD 0.75 to 0.99 million turnover with MRO / M&E IT services revenue being 80% or more
2 USD 0.50 to 0.74 million turnover with MRO / M&E IT services revenue being at least 80% or more
3 Company established (No. of years) as of 30-June-2017.
4
4 15 or more years
3 10 years or more
2 05 years or more
4 Country Presence 3
3 Principal MRO / M&E IT vendor has office in Pakistan
2 Principal MRO / M&E IT vendor has authorized dealer/partner in Pakistan
1 Presence in Region
Total 15
Sections Max Score
Score Obtained
A. Business Profile 15
B. Experience 15
C. Product details 40
D. Composition of team assigned
16
E. Training 04
F. Compliance 10
Total 100
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B – Experience
Sr. No.
Attributes Max
Score
Score Distrib-ution
Requirements
5
Successful Full-scale implementations of MRO / M&E IT solution in last 5 years in airlines of PIA size - 30 aircraft.
10
10 More than 5such Implementations
5 More than 3 such Implementations
3 More than 1 such Implementations
6
Number of reference able Full-scale Implementations of MRO / M&E IT solution In last 5 years
5
5 10 or more Implementations
3 5-9 Implementations
2-4 Implementations
Total 15
C – Product details
Sr. No.
Attributes Max
Score
Score Distrib-ution
Requirements
7 Compliance of Product with Functional Requirements of RFP
30
30 90%-100% compliance (all modules)
25 80%-90% compliance.
10 70%-80% compliance.
5 70-79 % flexibility.
8 Warranty with Free Maintenance & Operational Support after complete implementation.
10
10 Free for more 3 years or more
5 Free for up to 2 years
3 Free for up to 1 year
Total 40
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MRO / M&E Project Request for Proposal
D – Composition of Team Assigned to Implement MRO / M&E Solution
Sr. No.
Attributes Max
Score
Score Distrib-ution
Requirements
9 Project Manager (PM) experience of MRO / M&E implementation (in airlines of PIA size - 34 aircraft)
4
4 3 or more such MRO / M&E implementations as Project Manager and PMP Certification
2 At least 2 such MRO / M&E implementations as Project Manager and PMP Certification
1 At least 1 such MRO / M&E implementations as Project Manager and PMP Certification
10 Project Functional Lead (at least 2 resources)
4
4 10 or more years of Solution Delivery Experience
2 Over 7 years of Solution Delivery Experience
1 Over 5 years of Solution Delivery Experience
11 Project Size Team 4
4 At least 30 Resources of which 75% are functional and the rest technical (systems admin and reports/forms and add-on developers)
2 At least 20 Resources of which 75% are functional and the rest technical (systems admin and reports/forms and add-on developers)
1 At least 10 Resources of which 75% are functional and the rest technical (systems admin and reports/forms and add-on developers)
12 Experience Level and Relevance of Proposed Team
4
4 High (each resource has at least 5 years of experience) and combined team experience is more than 200 person-years)
3 Moderate (each resource has at least 3 years of experience) and combined team experience is more than 150 person years)
2 Low (each resource has at least 2 years of experience) and combined team experience is more than 100 person-years)
1 Low (each resource has at least 1 years of experience) and combined team experience is more than 80 person-years)
Total 16
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E – Training
Sr. No.
Attributes Max
Score
Score Distrib-ution
Requirements
13 Contractor Training Team size made available for training
4 5 Class Room Based Training
1 Online Training
Total 4
F – Compliance
Sr. No.
Attributes Max
Score
Score Distrib-ution
Requirements
14 Extent of Compliance with PIA‘s Suggested Timelines and Payment Terms
10
10 Fully Compliant (both timelines and payment terms)
5 Significantly Compliant (payment terms only)
3 Partially Compliant (timelines only)
Total 10
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SECTION H
REQUIREMENTS COMPLIANCE MATRIX
Section H – Requirements Compliance Matrix Page 131 of 189
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H1 GLOBAL REQUIREMENTS – GENERAL
Detailed below are the global requirements applicable for the entire solution. Contractors must provide their responses in
the “Response” column and provide additional information / clarification in the “Remarks” column.
Vendor response must be restricted to:
Sr. No. Response Remarks
1. S = Standard feature available Module / standard feature of the proposed solution
2. E = Enhancement through Add-on / 3rd party utility Description of Add-on / Utility and the time required to configure / develop / implement it. In such cases Contractor has to ensure that appropriate costs have been incorporated in the Commercial Proposal
3. N = No / Cannot be provided Nil
In case the Contractor does not provide a response, it will be considered as “N”.
The Contractor should provide the response by filling up the columns "Response" and "Remarks" only. Any changes,
such as addition, deletion, or modification of row contents in the RFP document, will be considered as an invalid response
to the RFP.
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GLOBAL REQUIREMENTS - GENERAL
Sr. No. Requirement Response (S / E / N) Remarks
1 Common Characteristics
1.1 Common characteristics are shared by all areas of the MRO / M&E Solution
2 Integration
2.1
Software supports modern “best business practices”, with data located in one integrated system shared across all organizational units. Integration with Oracle ERP & interfacing with Sabre applications, & AIMS is provided as part of the offered solution.
2.2 It will also be integrated with future modules using the same development language / platform
3 Configuration
3.1
Software will require minimum software modification to meet its business requirements. It will allow for easy configuration to meet those requirements without changing software code or requiring Add-ons
4 Technology Interfaces
4.1
The Bidder should provide standard application programming interfaces, tools and
methodologies that allow future releases to accommodate interfaces without
reprogramming.
4.2 A standard approach to interfaces is available to avoid multiple, unique approaches for different systems
4.3
The Bidder will have to ensure, at its own cost, availability of APIs for both its proposed system as well as system running in PIAC. The software should be capable to integrate with applications already running in PIAC through Web-services, Application Programming (APIs), or through data exports in a secure and efficient manner.
4.4 Bidder must ensure to provide XML-based APIs wherever these are required.
5 User Interface
5.1 The system will have a common look and feel across all applications
5.2 Screen labeling will be available in English
5.3 Online help will be available for all applications and will allow for customization
5.4 The system will be accessible using standard personal computer through browser
5.5 System will allow opening multiple sessions
5.6 System will allow for switching between different programs without first having to exit from the system.
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GLOBAL REQUIREMENTS - GENERAL
Sr. No. Requirement Response (S / E / N) Remarks
5.7 System will allow defining navigational menus that can be created by end-users according to their job requirements
5.8 Business rules will be incorporated into the system such that the rules are applied at the time information is entered into the system
5.9 The system will have validation routines / parameters to identify errors, inconsistencies or additional requirements at the time data is entered
6 Security & Authorization
6.1 The system supports multiple levels of security while providing single sign-on facility to the users
6.2 Individual fields will be protected from unauthorized access
6.3 Access to certain functions and data will be protected until they are approved by PIAC’s concerned policy makers
6.4
Application security will be integrated with database security. Data files / tables will only be accessed through the MRO / M&E; direct access through different query languages will not be possible
6.5 Templates or group functions will be provided to facilitate maintenance
6.6 Changes in assignment (employee transfers) or termination / retirement will automatically trigger a review of the employee’s security privileges
6.7 Comprehensive logs of transactions and security incidents will be maintained for auditing purposes. System will be capable to maintain audit trails and logs
6.8 System will provide authorization, authentication, integrity and non-repudiation facilities for critical transactions
6.9 Password length and acceptable character combination as per industry standards are supported
6.10 System will allow setting up of password change frequency and the number of previous passwords that could not be repeated
6.11 System will force users to change their passwords after pre-defined intervals
6.12 System will allow secure remote login and will support digital signature and time stamp, etc.
7 Reporting / Inquiry
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GLOBAL REQUIREMENTS - GENERAL
Sr. No. Requirement Response
(S / E / N) Remarks
7.1 The system will include comprehensive inquiry / reporting tools that allow for easy access to authorized data
7.2 “Drill down” capability to examine details will be available
7.3 It will also be possible to create reports that reflect status as of a specified point in time
7.4 Standard reports will be included to serve as models for customized reporting and to provide for basic functional reports
7.5 Report wizards or similar techniques will be available to guide users through report creation
7.6 The system will be such that reporting activities do not compromise responsiveness of the interactive system
7.7 Reports will be formatted to print on local PC and LAN attached printers, centralized high-speed printers as well as over internet and intranet
7.8 It will be possible to deliver fixed reports to users on a pre-determined schedule to be reviewed online, to be retained online or to be printed at the user’s discretion
7.9 System will be able to deliver the reports using its own messaging / workflow engine as well as PIAC’s email system, Lotus Notes
7.10 The system will be able to demonstrate useful demographic and forecasting capabilities
7.11 The system will support text-based, parameterized and wild-card searches
7.12 System will provide users the ability to develop ad hoc reports at their discretion
7.13 The system will include a data dictionary or similar provision to allow non-technical users to identify the appropriate data elements for inclusion in their reports
8 Data Analytic Tools
8.1
PIA desires decision support tools and information bases that are fully integrated with the system to facilitate strategic planning, tactical operations and organization wide analysis – these will be available
8.2 The system will support the easy movement of data to common packaged PC-based applications such as Microsoft Office
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GLOBAL REQUIREMENTS - GENERAL
Sr. No. Requirement Response (S / E / N) Remarks
8.3 The system will be capable of producing “what if” scenarios to support decision-making
9 Communication
9.1
The system will foster information sharing at all levels of the organization. For example, policy directives and goals will be incorporated into the budget planning process; departments will be able to share purchasing intentions and specifications and “best business practices” will be readily available for consultation
9.2 The system will provide a single place for users to quickly access information and updates on organizational news and policies
10 Flexibility
10.1 The system will be easily reconfigured to respond to changes in business practices, policy directives, organization structure, statutes and regulations
10.2 Flexibility will extend both to enterprise-wide as well as industry specific practices
11 System Availability
11.1 Overall it will be a highly available solution
11.2 The system will be available for access by authorized personnel from anywhere at any time of the day or night (24 x 7 availability)
11.3 The system will be equally usable from remote locations as from the Head Office
11.4 Web-based access will be supported
12 Transaction Timing
12.1 The system will support real time operations. Changes to data or the status of processes will be immediately available in the system
12.2 System operations will not constrain the business processes supported by the system
12.3 The system will support effective dating for transactions, including both future and retroactive changes. The authority for such transactions will be included in the security capabilities of the system
12.4 The assignment of a retroactive date will generate the changes required to bring the system up to the current date
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GLOBAL REQUIREMENTS - GENERAL
Sr. No. Requirement Response (S / E / N) Remarks
13 Online Documentation and Training
13.1 The system will include customizable online documentation and training materials such as context-specific help, search capability, business process documentation and process maps
13.2 Context sensitive help will include:
13.2.1 Menu options
13.2.2 Tabs
13.2.3 Data entry fields
13.2.4 Buttons
13.2.5 Icons
14 Storage / Record Retrieval
14.1 Record collection and retention is an important organizational requirement. The ability to easily archive, retain and access records is required
14.2 Records retention procedures will allow information to be stored in a way that can be accessible indefinitely
15 System Security
15.1 System provided is secure and meets all standard security requirements i.e. Identification, Authentication, Authorization and Integrity
15.2 System allows implementation of industry standard security policies and is capable to evolve to meet security challenges
15.3 Details of the proposed security tools is provided
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H2 GLOBAL REQUIREMENTS – TECHNICAL
Detailed below are the technical requirements applicable for the entire solution. Contractors must provide their responses
in the “Response” column and provide additional information / clarification in the “Remarks” column.
Vendor response must be restricted to:
Sr. No. Response Remarks
1. S = Standard feature available Module / standard feature of the proposed solution
2. E = Enhancement through Add-on / 3rd party utility Description of Add-on / Utility and the time required to configure / develop / implement it. In such cases Contractor has to ensure that appropriate costs have been incorporated in the Commercial Proposal
3. N = No / Cannot be provided Nil
In case the Contractor does not provide a response, it will be considered as “N”.
The Contractor should provide the response by filling up the columns "Response" and "Remarks" only. Any changes,
such as addition, deletion, or modification of row contents in the RFP document, will be considered as an invalid response
to the RFP.
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GLOBAL REQUIREMENTS – TECHNICAL
Sr. No. Requirement Response (S / E / N) Remarks
1 New Technology
1.1 The system is designed in such a way that it easily allows the incorporation of new technologies, as they become available
2 Multiple Environments
2.1 The system supports multiple environments. These environments are sufficiently isolated from each other so that operations in one environment does not affect those of another. The environments are as follows:
2.1.1 Production – all production processing will be performed in this environment
2.1.2 Development – all development activities including unit and system testing will be conducted in this environment
2.1.3 Quality Control / Test – after all development, unit and system testing has been completed, this environment will be used for User Acceptance Testing before the system is accepted into production
2.1.4 Training – for all in-house implementation and post implementation training activities
3 System Performance
3.1 The system is responsive and available; it supports rapid fail-over or redeployment in the event of problems or planned maintenance. Ninety-nine percent of all fail-over events will take place in less than five minutes
3.2 Any volume (batch) processing will not interfere with online responsiveness or availability
3.3 System availability figures of the proposed solution are provided. In case various components have different values, these are specifically mentioned.
4 Archive and Purge
4.1 The system supports periodic archival and purging of unused or obsolete information
4.2 Archived information is available for historical reporting in such a manner that queries can be performed on archived data using automated data retrieval functions
4.3 A complete data archival plan is provided
5 Recovery
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GLOBAL REQUIREMENTS – TECHNICAL
Sr. No. Requirement Response (S / E / N) Remarks
5.1 The system automatically recovers to the last complete prior transaction in the event of a failure
5.2 The system clearly indicates to the user that a transaction failed and that it must be re-entered. Recovery occurs without operator intervention
5.3 Contingency and backup recovery procedures with guaranteed Service Level Agreements (SLAs) have been provided
6 Backup / Recovery and Reorganization
6.1 The system provides for the unattended daily backup of all information and data to a media that can be stored offsite for disaster recovery purposes
6.2 System supports different types of backups such as:
6.2.1 Full backup
6.2.2 Incremental backup
6.2.3 Online backup
6.2.4 Offline backup
6.3 Backups do not prevent the system from being available at all times and do not disrupt system operations
6.4 There is no performance degradation during data backup
6.5 Database reorganizations do not significantly impair system availability
6.6 The calculation of time taken to backup data with respect to data size increase has been provided.
7 Print Management
7.1
The system provides a method for managing the print environment for report distribution so that reports are directed to the appropriate print facility. It caters to both high speed centralized printing facilities as well as local LAN-based printing facilities that will be employed in addition to printing over internet / intranet
8 Fallback Solution
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GLOBAL REQUIREMENTS – TECHNICAL
Sr. No. Requirement Response (S / E / N) Remarks
8.1
System Should support functionality, if system or parts of the system is not operative, a manual or semi-manual fallback solution to be developed, to continue the MRO / M&E operation. After restart of the system. It must be possible to update the system accordingly.
9 Ability for system and license updates
9.1 Provided MRO / M&E Package’s customization or modification shall be ready for any future updates. This guarantee shall also be given for any underlying software such as DBMS, Operating System, Network Management and other tools.
10 Technology Architecture
10.1 Recommendations of the technology architecture under which the proposed MRO / M&E Package will operate are provided, with the following features preference:
10.1.1 N-tiered Client/Server architecture incorporating thin presentation-logic-client communicating with client-neutral, server-based applications, communicating with the database
10.1.2 Thin client, for remote users
10.1.3 Applications distributed at servers located at Head Office
10.1.4 Centralized database, located at Head Office
10.2 Able to support different network based services / protocols such as:
10.2.1 TCP/IP
10.2.2 DHCP
10.2.3 WINS
10.2.4 DNS
10.2.5 NetBEUI
10.2.6 LDAP
10.2.7 FTP
10.2.8 DLC
10.3 System is able to support open specifications for APIs / middleware applications such as:
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GLOBAL REQUIREMENTS – TECHNICAL
Sr. No. Requirement Response (S / E / N) Remarks
10.3.1 COM / DCOM
10.3.2 CORBA
10.3.3 RMI
10.3.4 ALE
10.3.5 MQ Series Link
10.3.6 OLE / COM2
10.3.7 ODBC
10.4 It is able to integrate with Internet technologies such as:
10.4.1 HTTP
10.4.2 XML
10.5 Scalable architecture is supported, such as:
10.5.1 SMP
10.5.2 MPP
10.5.3 Clustering
10.6 While designing the technology architecture, the following are kept under consideration:
10.6.1 Solution is scalable with complete platform independence without tying down PIA to a single platform
10.6.2 Solution is effortlessly portable from one system to another
10.6.3 It provides support for different flavors of UNIX; however, it is a totally interoperable solution
10.6.4 There is open source support. In this context, the current scenario vis-à-vis the solution offered and the future roadmap are provided
10.6.5 Optimization of licensing costs for the platform software
10.6.6 PIAC’s existing Local and Wide Area Network, and minimization of Wide Area Network bandwidth requirements
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GLOBAL REQUIREMENTS – TECHNICAL
Sr. No. Requirement Response (S / E / N) Remarks
10.6.7 Simplicity of System Administration and Operations
10.6.8 Ease of business continuity planning and execution
11 Server Hardware
11.1 The recommended configuration caters for the existing load as well as annual volume growth of 10-15% for the next five years
11.2 The configuration is capable of retaining data for at least eleven years (that is, current year plus ten years’ historical record)
11.3 The solution is redundant, reliable and consistently available to allow uninterruptible 24x7 operations
11.4 The production server configuration includes redundant (RAID5) data storage and multiple processors and caters for compatibility with PIA’s existing LAN / WAN environment
11.5 The areas of performance and scalability, reliability and fault tolerance while recommending Server configurations have been taken into consideration
11.6 Performance guarantees of the solution under different scenarios such as concurrent users during normal working, during data backup, during overload, during partial system failure, etc. have been provided
12 System and Network Management Tools
12.1 Suitable Systems and Network Management Tools have been recommended. These tools will ensure proper planning, configuration, and problem handling of IT resources and support such tasks as:
12.1.1 defining, resolving, and managing problems
12.1.2 operating networks and multi-vendor systems
12.1.3 distributing and managing software and data
12.1.4 controlling operations
12.1.5 planning and managing performance
12.1.6 administering security
12.1.7 maintaining asset information
12.1.8 planning for the future capacity of systems
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GLOBAL REQUIREMENTS – TECHNICAL
Sr. No. Requirement Response (S / E / N) Remarks
13 Data Support
13.1 The solution will support multiple data types – text, image, voice, etc.
13.2 The system will support data upload to and download from different systems in multiple formats
13.3 Besides simple upload / download facility it will also communicate and support data interchange with mobile devices such as:
13.3.1 cellular phones
13.3.2 handheld terminals
13.3.3 PDAs, etc.
13.4 System will support other devices such as:
13.4.1 Scanners
13.4.2 barcode readers
13.4.3 biometric devices
13.4.4 card readers
13.4.5 RFID devices, etc.
13.5 Support for important messaging / data formats / standards will include, as a minimum:
13.5.1 Aircraft Communication Addressing and Reporting System (ACARS)
13.5.2 SITATEX
13.5.3 ASCII
13.5.4 SMS
13.5.5 XML
13.5.6 Spec 2010
13.5.7 S1000D
13.5.8 MS-Office
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Sr. No. Requirement Response (S / E / N) Remarks
13.5.9 Lotus Notes, etc.
14 System Security
14.1 The system supports authentication methods that will assure that only authorized users are able to access protected data and transactions
14.2 These include support for:
14.2.1 digital signatures
14.2.2 PKI infrastructure
15 Web-enablement
15.1 The proposed system is Internet ready and allows web-enabled access to users from anywhere across the world through a web portal
15.2 The system is compliant with the Service Oriented Architecture (SOA)
16 Workflow
16.1 The proposed system will provide Workflow functionality to users by which information and requests could be automatically routed to the concerned levels for approval
17 Others
17.1 Some other requirements include:
17.1.1 Supporting multi-currency
17.1.2 Supporting user defaults
17.1.3 Supporting user defined screens
17.1.4 Supporting multiple date formats
17.1.5 Supporting user defined fields
17.1.6 Scheduling of jobs for unattended operations
17.1.7 Maintaining effective dates of master file data
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H3 GLOBAL REQUIREMENTS – OTHERS
Detailed below are other global requirements applicable for the entire solution. Contractors must provide their responses in
the “Response” column and provide additional information / clarification in the “Remarks” column.
Vendor response must be restricted to:
Sr. No. Response Remarks
1. S = Standard feature available Module / standard feature of the proposed solution
2. E = Enhancement through Add-on / 3rd party utility Description of Add-on / Utility and the time required to configure / develop / implement it. In such cases Contractor has to ensure that appropriate costs have been incorporated in the Commercial Proposal
3. N = No / Cannot be provided Nil
In case the Contractor does not provide a response, it will be considered as “N”.
The Contractor should provide the response by filling up the columns "Response" and "Remarks" only. Any changes,
such as addition, deletion, or modification of row contents in the RFP document, will be considered as an invalid response
to the RFP.
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GLOBAL REQUIREMENTS - OTHERS
Sr. No. Requirement Response (S / E / N) Remarks
1 DBMS AND DATABASE ADMINISTATION TOOLS
1.1 Database schema definition, management, query and reporting facilities provided
1.2 Historical transactions will be maintained by the DBMS. Facilities for reviewing transactions, multiple transaction roll back and transaction log reporting are available
1.3 Database update facilities include features such as the use of working copies and status reporting on query and update operations.
1.4 The system provides locking mechanisms for update and deletes operations.
1.5 The system maintains concurrent control mechanisms to ensure the correctness of transactions and to detect and resolve deadlocks on the network.
1.6 The system supports authorization lists and groups for create, read, update and delete
1.7 There is a provision of on-line facilities to manage transactions and overall on-line system performance.
1.8 The system provides users and applications with distribution independence. Users do not need to know where database objects are located.
1.9 The system operates in a distributed environment where different nodes of the network run at different functional levels.
1.10 The system has the ability to automatically recover and restore the database fully to the last consistent state after a media failure.
1.11 The ability to notify users as to what transactions were being processed but not written to the database during a crash is available.
1.12 The system has checkpoint facilities and the capability to roll back / undo to any one checkpoint.
1.13 The system will continue to be available to users during any backup process or alteration of the database schema’s and definitions.
1.14 The system will support one-to-one, one-to-many and many-to-one relationships.
1.15 The system is capable of working in a multi-tier environment, and provides the appropriate tools for partitioning the location of the processing. All tuning will be independent to the user.
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GLOBAL REQUIREMENTS - OTHERS
Sr. No. Requirement Response (S / E / N) Remarks
1.16 All information in the database is represented as values in the table.
1.17 Null value support (as opposed to empty character strings, blank characters or zero) is available for all data types.
1.18 Database recovery will be made in minimum acceptable downtime. Acceptable downtime will be negotiated and agreed upon
1.19 DBMS has a support for ELT
1.20 DBMS has support for SAN storage and cluster environment
1.21 Load balancing and failover are supported to minimize down time
1.22 DBMS will support DR sites and automatic standby configurations. It will be capable of operating in the DR environment and support synchronous as well as asynchronous data replication at remote DR site
1.23 DBMS will support large amounts of data in terra bytes
1.24 DBMS will have support for transmission of data from other new systems as well as exiting legacy systems
1.25 It will support libraries to enable backup on tape and disk drives
1.26 It has support new firewalls and n-tier network architecture
1.27 It will support OLAP, OLTP and DSS systems
2 APPLICATION DEVELOPMENT TOOLS
2.1 The proposed solution has a built-in 4GL development environment tool set
3 QUERY AND REPORT GENERATOR TOOLS
3.1 The report generator functionality includes a scheduling or production process for routine reporting
3.2 The report generator functionality supports Structured Query Language (SQL)
3.3 It also supports industry standard report generators such as Crystal Reports, Business Objects, etc.
3.4 Report generator has formatting and statistical capabilities such as:
3.4.1 Averaging
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Sr. No. Requirement Response (S / E / N) Remarks
3.4.2 Multi-level sub-totaling
3.4.3 Percent change comparisons
3.4.4 Standard mathematical operations
3.4.5 Financial calculations
3.5 Generated reports are able to be saved in several output formats, such as:
3.5.1 MS Word
3.5.2 MS Excel
3.5.3 Text
3.5.4 PDF
3.5.5 HTML
3.5.6 XML
4 INTERIM SERVERS
4.1 Specifications are provided for interim servers that will be used for MRO / M&E configuration, add-on software development, user training, etc.
4.2 All necessary hardware components are also provided
4.3 The configuration of these machines will support the number of users as specified in the plan.
5 3RD PARTY SOFTWARE
5.1 All required 3rd party software, operating systems, system management and monitoring tools, backup and recovery software, database administration tools, disaster recovery and business continuity tools, APIs / interfaces, etc. will be made available, documented, designed, implemented and operational to meet PIAC’s requirements in the proposed MRO / M&E solution.
5.2 A complete solution in all respects has been offered to PIA – delays or costs arising out of any shortcoming will be borne by the Contractor.
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H4 FUNCTIONAL REQUIREMENTS – MRO / M&E SOLUTION
Detailed below are the technical requirements applicable for the entire solution. Contractors must provide their responses
in the “Response” column and provide additional information / clarification in the “Remarks” column.
Vendor response must be restricted to:
Vendor Score.
Response Remarks
4 S = Standard feature available Module / standard feature of the proposed solution
3 E = Enhancement The required functionality can be developed by the build-in 4GL or the report generator. Future releases of the provided system are not affected.
2 A = Enhancement through Add-on / 3rd party utility
Description of Add-on / Utility and the time required to configure / develop / implement it. In such cases Contractor has to ensure that appropriate costs have been incorporated in the Commercial Proposal
0 N = No / Cannot be provided Nil
In case the Contractor does not provide a response, it will be considered as “N”.
The Contractor should provide the response by filling up the columns "Response" and "Remarks" only. Any changes,
such as addition, deletion, or modification of row contents in the RFP document, will be considered as an invalid response
to the RFP.
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1.0 Functional Requirement concerning Aircraft Engineering Response S/E/A/N
Remark
1.1 MPD Process ❖ Read new MPD version/ automated upload ❖ Customization Filter for non-customized delivery of MPD ❖ Difference report for pre-& pot-revision of MPD ❖ MPD customization to generate Maintenance Program for fleet-
wise/tail number-wise.
❖ Release customized/revised MPD (OMP) to service, and notify the key users.
❖ Define MEL.
1.2 Reliability Management ❖ Reliability Report, A/C, Chapter, Engine,
Component ❖ Dispatch Reliability ❖ NFF Reports ❖ MTBUR Replacements ❖ Engine, APU performance monitoring ❖ Monitor CofM, CofA renewal & reporting ❖ Monitor ETOPS, RVSM compliance ❖ Flight incidents, Pilot Reports ❖ Fleet utilization reports.
1.3 Document Management ❖ Upload OEM Manuals & ensure continued updated revision
status. ❖ Upload and register SB’s, AD’s ❖ Revise aircraft manuals ❖ Technical Library functions with e-distribution of
documents ❖ Maintain PIA Internal Manuals
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1.4 Task Card Management ❖ Upload OEM TC ❖ Create/Update/ modify TC ❖ Inclusion / hyperlinking of relevant maintenance procedure
/reference from AMM. ❖ Release Master TC for service
1.5 Modification Process ❖ Evaluate & approve SB, AD ❖ Create Engineering Order ❖ Status Fleet Modification ❖ Status Engine/ Component Modification ❖ Planning & staggering Fleet Modifications ❖ List of performed SB’s ❖ Configuration control
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2.0 Functional Requirements for Aircraft Induction and Phase out
Response S/E/A/N
Remark
2.1 Aircraft master data ❖ Create aircraft/ engine master data ❖ Create aircraft/ engine master structure & locations
2.2 Initial data entry ❖ Initial provisioning, upload RSPL ❖ Upload and maintain readiness log ❖ Upload A/C, engine, component history ❖ Upload MPD, MEL ❖ Upload Tech-Log, MEL status, Open
defects ❖ Upload modification status ❖ Maintain status/ letter checks performed ❖ Enter flown flight hours, block hours, landings cycles, days
2.3 Aircraft phase out ❖ Create Readiness Log ❖ Create Mod Status ❖ Create Maintenance Status ❖ Create Tech-Log, MEL status, Deferred Defects
2.4 Engine Change ❖ De-link the data set of removed Engine from the aircraft
current data and create report. ❖ Upload complete data set of the installed Engine and link
it to the concerned aircraft data set.
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3.0 Functional Requirements for Line Maintenance
Response S/E/A/N
Remark
3.1 Line Maintenance Planning
❖ Long/ medium-term planning (summer/winter/hajj)
❖ Short-term planning
❖ Work load/ capacity planning
❖ Hangar/ A/C visit plan
❖ Assign Work Package to Work Center/ Shift/ individual staff
❖ Dispatch spares, tools, documentation to line station
❖ Provision of line stations
❖ Plan for Flight Coverage.
3.2 Scheduled Maintenance
❖ Bill of Work (BOW)
❖ Bill of Material (BOM)
❖ Needed Tools and Equipment
❖ Execute Work Package and Task Cards
❖ Schedule Major component change (MIC)
❖ Release A/C to service
❖ Shift hand over
3.3 Unscheduled Maintenance
❖ Record defects and corrective action
❖ Tracking of deferred defects
❖ Indicate MEL items
3.4 Post Maintenance Process
❖ Update A/C, component records
❖ Report performed tasks
❖ Archive Task cards
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4.0 Functional Requirements for Cabin Maintenance
Response S/E/A/N
Remark
4.1 Maintenance Planning
❖ Define/ update a maintenance program for CM, but also for A/C
exterior cleaning.
❖ Define Instruction cards for CM
❖ Plan CM work according the maintenance program
❖ Plan capacity according to work load/maintenance schedule
4.2 Customer Feedback
❖ Interface to customer complaint system
❖ Do corrective action
❖ Statistics according customer feedback
4.3 Unscheduled Maintenance
❖ Record defects from CBL or inspection and report
❖ Trace deferred defects
❖ Indicate MEL items
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5.0 Functional Requirements for Base Maintenance
Response S/E/A/N
Remark
5.1 Base Maintenance Planning
❖ Long/ medium-term check planning Base Maintenance Events
❖ Work Package Management
❖ Job Card creation/ update/ revise
❖ Hangar/ A/C visit plan
❖ Work Load Planning
❖ Event project planning with flow charts and mile stones
❖ Forward/ Backward event planning (incl. Gantt-Chart)
❖ Progress monitoring, monitor costs thru dashboards
❖ Monitor consumed Mh & spares
5.2 Base Maintenance Operation
❖ Interface deferred defects from LM
❖ Shop floor data collection
❖ Entering snags, planning rectification
❖ Shift hand over
❖ Capacity Planning
❖ Close loop repair / visibility of fractional work offloaded to other
shops.
5.3 Post Maintenance Process
❖ Transfer defect to LM
❖ Update A/C configuration & counters
❖ Archive documents
❖ Post-Check analysis.
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6.0 Functional Requirements for Component Overhaul
Response S/E/A/N
Remark
6.1 Maintenance Planning
❖ Medium-term capacity planning/ Shop visit forecast
❖ Maintenance backlog, priority management based on
aircraft demand, manpower and stock level
❖ Capacity/ workload planning
❖ Monitor costs, monitor consumed Mh &
spares
❖ Planning for consumables
❖ LRU Status & Location review.
6.2 Component Maintenance Work Flow
❖ Work order / Shop-In registration
❖ Wok package compilation
❖ Job Issuance at production floor. (clock-in)
❖ Maintenance Execution / progressive status
❖ Defect notification & repair
procedure.
❖ Work package entry into system
❖ Posting of Material consumed to work order
❖ Component release tag
❖ Shop out / closure of work order Clock & clock-out
6.3 Shop Support Functions
❖ Process Flow for Contracted Maintenance.
❖ Component Scrap Process
❖ Components requiring Consumables
❖ Third-Party customer components handling
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❖ Shop Capability management & control
❖ Fractional Work Order process
❖ Tool Store functions
6.4 Component Engineering ❖ Up-to-date component maintenance manuals. ❖ SBs, ADs; Component modification process ❖ Archive technical records ❖ Defect notification
❖ Component reliability report ❖ Work Instruction Card creation/ update/ revise. ❖ Alternate Tools/Material approval
6.5 Work flow for Repair & Modification shop With progressive movement of work pieces to areas like Machining/ grinding, Welding, brazing, Heat treatment, Precision measuring, Metallographic inspection / Hardness testing, Surface treatment, Bench fitting, Plating / plasma / paint. Etc.
6.7 Workshop Equipment Maintenance ❖ Fixed equipment Maintenance Shop ❖ Tool / Test Equipment Local Fabrication & approvals.
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7.0 Functional Requirements for Component Overhaul
Response S/E/A/N
Remark
7.1 Quality Assurance (Audit)
❖ Define Audit Plan /Program
❖ Preparing Checklist, Recording and Follow up of Non-
Compliances
❖ Conduct and Follow Up of Line Station and Technical Handling
Agents Audit
❖ Unscheduled Audits
❖ Audit Reports
❖ Evaluation and Record of Approved Vendors
❖ Assessment of Cases submitted for Company Capability List
Addition / Enhancement
❖ Assessment and Record of Company Authorizations / Limited
Authorizations
7.2 Quality Assurance (Maintenance)
❖ Ramp Inspection on flights ready for departure
❖ Spot Checks of different section of PIA Engineering &
Maintenance
❖ Unscheduled Ramp Inspections / Spot Checks
7.3 Human Factor / SMS
❖ SMS / Human Factor / HSE related reporting, analysis,
recommendations and implementation including analysis of
Internal Audit findings.
HSE/SMS Activity Hazard & Risk Management
❖ Support for HSE/SMS Hazard/Risk activity registration and
mitigation controls management.
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7.4 Examination
❖ Scrutiny of received Applications and Record of Qualifications
(Licenses and Company Approvals)
❖ Conducting company approvals exams extracting papers from
Question Data Bank (QDB)
7.5 Chief Engineer Secretariat
❖ Issuance of Certification Authorization / List of Certifying Staff
❖ Approval of vendors, their Quality Monitoring and actions as a
result of monitoring
❖ Record of Limited Authorizations issued from Regulatory
Authority
❖ Incidents / Delays (Reporting to PCAA, investigations)
❖ Record of Licenses (For Scrutiny and Renewal from PCAA)
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8.0 Functional Requirements for Material Management
Response S/E/A/N
Remark
8.1 Material Planning
❖ Upload readiness log
❖ Upload and maintain initial provisioning data
❖ Maintain Aircraft structure/ location
❖ Maintain Material Master data
❖ Plan consumable based on planning parameters & past
consumption
❖ Material provision for planned maintenance
❖ Monitor consumption and stock level
❖ Material request functions
8.2 Rotables Control (LRU)
❖ Plan LRU float
❖ Control lifetime
❖ Component history
❖ Component tracking
❖ Shelf life / Environmental Conditions data
8.3 Loan/ Borrowing
❖ Administer loan of parts/ equipment / tools
❖ Administer borrowing of parts/ equipment / tools
❖ Handle parts on exchange basis
❖ Support component pooling concept
8.4 Component exchange program
❖ Contracts management for CEP/CSP.
❖ Work flow for entire CSP loop, with tracking ability.
❖ Component out/in history
❖ NFF Tracking
❖ Reporting capability for components in CSP.
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8.5 Contracted Maintenance / Repair Abroad
❖ The status of the component, & expected return time.
❖ Repair reports integration to the component history record
❖ System update for scrap at repair agency site or replacement
component offer.
❖ System shall maintain Permanent repair abroad list (PRA).
8.6 Warranty management support
❖ Repair Warranty
❖ Purchase Warranty
❖ Induction Warranty as part of aircraft readiness log.
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9.0 Functional Requirements for Business Development
Response S/E/A/N
Remark
9.1 Client Contract
❖ Define Client Master
Agreement
❖ Define Client Maintenance
Order
❖ Client Contact Details data
base
9.2 Order Management
❖ Define Client Order System according to the contract terms
❖ Monitor client Order Progress
❖ Monitor Mh & parts costs
❖ Monitor Repair abroad costs and progress
❖ Order progress information accessible by the Client
9.3 Proposal Management
❖ Define master proposal
❖ Store customized proposal
❖ Monitor proposal success
rate
❖ Capability list
9.4 Profitability Analysis (thru ERP Interface)
❖ Calculate client order profitability
❖ Calculate complete client profitability
❖ profitability analysis by region & products
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10.0 Functional Requirements for Power Plant Overhaul
Response S/E/A/N
Remark
10.1 Production Planning
❖ Long-term planning Engine/ APU/ Component shop
visits
❖ Production/ capacity planning
❖ Forward/ Backward event planning (incl. projection thru Gantt-
Chart)
❖ Create/ update BoW & BoM
❖ Engine/ module disassemble management
❖ Engine/ module/ component build-up control
❖ Component Scrap process
❖ Fractional Work (inter-shop) process
❖ Contracted maintenance / repair abroad work flow
❖ Maintaining LLP’s history
10.2 Engine Engineering
❖ Modification status dashboard
❖ Modification management
❖ Update Engine/APU/ LRU counters & status
❖ Update Engine/ APU/ LG modification status.
❖ Create/ update/ revise Shop Work Sheet
❖ Shop Finding Reports
❖ Update serialized components
❖ Archiving of technical records.
❖ Update/ revise OEM manuals
10.3 Engine Health Monitoring ❖ Indigenous support for EHM. Or Support for EHM through third-party interfaced application.
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10.4 Shop/ Work Place Control
❖ Work center monitoring
❖ Backlog priority management at Work Center
❖ Mh and Machine hour recording
❖ Tracking & tracing parts in the shop
❖ Engine/module teardown management
❖ Multi stage component
routing
❖ Engine/APU/LG maintenance Workflow.
❖ Engine / APU Test & QEC Buildup section
workflow.
❖ Landing Gear Shop Work flow.
10.5 Budgeting & Financial Control (thru ERP interface)
❖ Budget planning for Engine/ APU/ Landing
Gear
❖ Repair/ overhaul cost
control
❖ Monitor performance
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11.0 Functional Requirements for Tools and Equipment& Standard Lab
Response S/E/A/N
Remark
11.1 Tools Master data
❖ Define tools, GSE and figures locations &
quantity
❖ Define tools master data
❖ Functionality for reservation, in-use,
available
❖ Transportation order for tools
❖ Statistics concerning utilization
❖ Maintenance planning of tools & repair
11.2 Calibration of tools
❖ Register tools
❖ Schedule tools calibration
❖ Report calibration compliance
11.3 Standard Labs Functions
❖ Tools / equipment work order
❖ Calibration check/adjustment with reference to standards
❖ Calibration sticker/certificates
❖ Intimation to owner tool store
❖ Sub-contracting for no-capability items
❖ Equipment under Cal tracking by user section.
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C3-1 General Functional Requirements of the MRO / M&E System
Response S/E/A/N
Remark
1 Ability for Integration with ERP & interfacing with other Applications
❖ Oracle ERP system controls all major PIA resources. A smooth integration between the ERP, existing application running in PIAC and the MRO / M&E system is required. ➢ The following areas for integration are highlighted:
Financial Accounting, Financial Control, Budgeting, Purchasing, Logistic, HR, Training & Qualifications/Certifications
❖ Sabre AirCentre & Sabre AirVision applications are used in Flight planning &scheduling. An interface to MRO / M&E Solution is required at minimum. ➢ The following areas for interfacing are specifically highlighted;
Schedule/Slot/Fleet management, Flight Plan/Movement manager, ACARS management.
2 MIS & Reporting ❖ Key Performance Indicators to be reported for all major
sections in PIA Engineering on regular basis. The KPI to be defined by PIA.
❖ The PIA Engineering Management shall get regular reports concerning the regular and un-regular operation.
3 The System will control the day-by-day work ❖ All work packages, tasks and business activities will be initiated
and controlled by the system. ❖ Subsequently all Labels, Orders and Certificates are printed by
the System.
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4 Drill down option and flexible reporting ❖ From the top to the bottom it must be possible to generate
reports with more details if required. ❖ Beside regular used reports, a flexible report generator for
occasional use. ❖ Tracing of information along a logical path. ❖ Dashboard for management / planners for live status of fleet
and maintenance in progress & other related information.
5 Flexibility c) Organizational changes shall be easily addressed in the
System by re-configuration. d) In case of outsourcing parts of the production (e.g. Base
Maintenance, Engine OH), the system shall be able to be customized accordingly.
6 Advanced MRO / M&E Concepts
❖ Support e-Tech-Log / w-Cabin-Log
❖ Airplane / Engine Health monitoring,
❖ Analytics Tools for predictive & prescriptive defect
management/ troubleshooting
❖ Future upgradability for IoT solutions.
❖ RFID
❖ Smart card ❖ Barcode based ❖ Other emerging trends in aviation (describe in Remarks
column) ❖ Support for mobile technology including cell phones, tablets &
iPads.
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7 Required Interfaces of the new MRO / M&E System
❖ The Aircraft log data (Fh, Cycles) entry at one location in PIA. The MRO / M&E System shall have an interface for a real-time data upload. ACARS shall be used where possible.
❖ The Aircraft Rotation Plan shall be available online for Planning sections of PIA Engineering, showing interactively the planned A/C assignments to routes and the slots maintenance events.
❖ The Commercial Flight Schedule shall be online available for long and medium-term planning.
❖ PIA Operations will monitor operational performance and A/C dispatch reliability. An online interface will provide the data for PIA Engineering.
❖ PIA Finance is responsible for the Financial Budget and Financial Accounting. The data are shared with PIA Engineering on online basis for performance monitoring and planning purposes.
❖ Automated upload of all OEM manuals, such as AMM, IPC, SRM, EMM, TSM and others using the S1000D standards
❖ Automatic upload of SB’s, AD’s,
❖ Material Master data shall be up-loaded using the AMTOSS
and SPEC2000 data standards
❖ Upload of Vendor capability list, price list, availability status and others (ERP)
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❖ Electronic exchange of agreements, purchase order, delivery/ repair status, invoice, payments. Supported formats shall be EDI, XML, SPEC2000 and others. An international B2B communication platform to be interfaced for exchanging procurement and repair status information.
❖ The new System shall support a WEB Portal to provide major information and data for production. It is the target, to avoid time consuming and outdated paper based distribution of information.
❖ The system to be ready for RFID applications to be integrated. Also, the PIAC employee ID card to be read for employee acknowledgement.
❖ The working papers such as Job Cards and parts tags to be printed with barcode. Bar code readers to be integrated for man hour recording and parts tracking.
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H5 SERVICES REQUIREMENTS
Detailed below are the services requirements. Contractors must provide their responses in the “Response” column and
provide additional information / clarification in the “Remarks” column.
Vendor response must be restricted to:
Sr. No. Response Remarks
1. Y = Yes Details of how the services would be provided
2. N = No / Cannot be provided Nil
In case the Contractor does not provide a response, it will be considered as “N”.
The Contractor should provide the response by filling up the columns "Response" and "Remarks" only. Any changes,
such as addition, deletion, or modification of row contents in the RFP document, will be considered as an invalid response
to the RFP.
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SERVICES REQUIREMENTS
Sr. No. Requirement Response
(Y / N) Remarks
1 IMPLEMENTATION
1.1 An Implementation Strategy has been submitted that covers:
1.1.1 Installation of the Interim Server(s) including the Operating System.
1.1.2 Installation of all supplied Application software, DBMS software, Development / Query and Report Writer / Database Administration Tools and any other required Utilities, on the Interim Server(s).
1.1.3 Installation of all supplied Application software, DBMS software, Development / Query and Report Writer / Database Administration Tools and any other required Utilities, on the Permanent Servers.
1.1.4 Implementation of Database security features
1.1.5
Development of Business Requirement Document for each functional area which maps the business process for the parameterization / configuration of MRO / M&E Package. This document will be based on PIAC’s reengineered business processes provided by PIA.
1.1.6 Development of business case scenarios
1.1.7 Parameterization of supplied Software i.e. the configuration of application software via selection of in-built values, setting up of tables, etc. to meet the business requirements.
1.1.8 Software modifications, where required, to supplied Application software and development of extensions and / or modules to meet the business requirements.
1.1.9 Integration with PIAC’s other applications such as Oracle ERP, Sabre applications, AIMS, PIA website, etc.
1.1.10 Design and development of customized reports, screens, workflows, etc. There is no upper limit to the customization that will be undertaken
1.1.11 Design, development and initial set up of databases.
1.1.12 Testing Strategy. Unit, Integration and System testing prior to User Acceptance testing.
1.1.13 Data migration activities. These include preparation of data migration strategy, and undertaking data migration activities as per section D, sub-sec: 3.
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SERVICES REQUIREMENTS
Sr. No. Requirement Response
(Y / N) Remarks
1.1.14 Design and implementation of Online and Batch job operational procedures until implementation is successfully completed at all locations.
1.1.15 Progress reporting on Contractor related activities.
1.1.16 Quality Assurance for Contractor related activities.
1.1.17 Any other tasks required in successful delivery of the supplied products and services.
1.2 Airline industry specific rapid implementation templates will be utilized to ensure quick implementation. Details of such templates are submitted with the Technical Proposal
1.3 A detailed comprehensive project plan is prepared and submitted as a part of the proposal.
1.4 A detailed project organization structure has been submitted:
1.4.1 Identifying the specific individuals who would be assigned different tasks of this project.
1.4.2
Assign a full-time Project Manager to manage this Project. This person must be
from the list of Lead Consultants submitted by the Contractor in response to the
EOI. He / she must have the experience of implementing the proposed MRO /
M&E SOLUTION in at least two airlines. His/her detailed CV including experience
of managing MRO / M&E IT and other Projects, MRO / M&E IT Package
Certification, if any, the number of MRO / M&E projects managed and the number
of years on each project, etc. must be submitted along with the Proposal.
1.4.3
Containing a personnel roster containing detailed responsibilities of Contractor staff assigned to perform duties or services. The roster includes estimated number of hours to be worked on the project for each person broken down in different phases of the project clearly identifying the start and end dates for each phase. These staff members are from the list of implementers provided in response to the EOI.
1.4.4 Substitutes to the nominated staff will have qualifications equivalent to or better than those who will be replaced.
1.5
The Contractor must provide, by phase, the proposed number of personnel to be based on-site at PIAC’s premises, and space and other logistical requirements to be provided by PIA during Implementation
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SERVICES REQUIREMENTS
Sr. No. Requirement Response
(Y / N) Remarks
1.6 The Contractor’s implementation plan taking due consideration to the business priority areas and applications.
1.7
A system turnover plan will be developed that will indicate the conditional criteria required to fully turn over the daily operation of the system to PIA technical staff. At a minimum, the turnover plan will include the state of readiness required for system turnover and all required documentation.
1.8
During system installation, the Contractor will evaluate performance factors including, but not limited to, transaction volumes, response times, CPU utilization, and input / output activity. The Contractor is responsible for tuning the application to meet acceptable response times.
1.9
The Contractor must submit a detailed Testing Methodology. The Bidder may
perform Unit, Integration, and Systems Tests off-site; however, the official
Systems Test and all User Acceptance Tests must be performed on-site using
PIAC’s testing environment.
1.10
The Contractor will conduct a Capacity Test that will include stress and volume testing. Capacity testing shall include a stress test that includes simulation of at least 30% of the system workload and volume tests that test the database activity against at least 30% of the data volume. The Contractor will document, the conclusions resulting from the test
1.11 The Contractor will prepare and submit weekly progress reports to PIA on each component of the Project under which it is responsible
1.12
Project Quality Management: In its proposal, the Contractor must describe its approach for assuring the quality of its components on this project. The proposal must demonstrate an understanding of the Contractor’s ultimate responsibility for quality and define a comprehensive set of reasonable and effective practices for fulfilling that responsibility.
1.13
Acceptance Testing: PIAC’s M&E Team will conduct a rigorous acceptance test
of the system. PIA user staff and information system specialists will exercise all
system functional aspects using appropriate test data (use cases developed from
real-time PIA engineering & maintenance operations) to assure that the system
meets defined business and technical performance requirements. During this
test, PIAC’s MRO / M&E Team will identify required modifications and document
them through the problem resolution or change management processes
(described below) as appropriate. The Contractor shall modify the system as
required and provide new versions of modified components to PIA for testing. PIA
will notify the Contractor in writing when it determines that the system is
acceptable.
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1.14
Problem Resolution: The Contractor and PIAC’s MRO / M&E Team will cooperate to resolve system problems found during acceptance testing and production use, including the warranty period. PIA will prioritize and report problems in a written format. The Contractor shall track these problems to closure and report their status. The Contractor shall evaluate each reported problem, estimate the time needed to resolve the problem, identify potential impacts on the system and the project, and report to PIA. If PIA decides to proceed, the Contractor shall resolve the problem according to its assigned priority
1.15
Change Management: PIAC’s MRO / M&E Team and Contractor will cooperate in
managing changes to previously agreed upon system functional capabilities.
PIAC’s MRO / M&E Team will identify potential functional changes and propose
these to the Contractor in writing. The Contractor shall evaluate each proposal,
identify potential impacts on the system and the project timeline, and report to
PIA. If PIA decides to proceed, it will prioritize the change and authorize the
Contractor in writing to perform the work. The Contractor shall track the status of
in progress change orders and report to PIA upon request. However, cost
escalation will not be allowed under any circumstances.
1.16
Configuration Management: The Contractor will manage version releases of all
contract deliverables and certain other critical documents as determined by PIA.
1.17
Ensure regulatory compliance with PCAA ANO-145. The contractor will be
required to cooperate with the PCAA audit team, by providing functionality
demonstrations and reports as required. Any non-compliance shall be addressed
by the contractor till compliance is verified.
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SERVICES REQUIREMENTS
Sr. No. Requirement Response (Y / N) Remarks
2 TRAINING
2.1 Training Strategy has been submitted as part of the Technical Proposal
2.2 It describes in detail the approach to meeting the training requirements for each type of audience
2.3 The general content of all training materials, training courses, and documentation proposed has been described in the Technical Proposal
2.4 Provision of Training Material for Technical support staff & system users
3 DATA MIGRATION
3.1 A description of the general approach to the data migration process (manual and automated) for historical, seed, and cutover data has been provided.
3.2 Migration approach / strategy addresses the following:
3.2.1 Migration process (automated or manual, verification procedures)
3.2.2 Migration schedule
3.2.3 Migration preparation task outline
3.2.4 Resource requirements
3.2.5 Training Requirements
3.2.6 Programming effort/use third-party application
3.3 Expectations from Bidders:
3.3.1 If successful will prepare a detailed plan for data migration. (Section: D, D3-5)
3.3.2 Will ensure smooth transition without system downtime.
3.3.3 Will design / acquire relevant program/software to ensure data cleansing/integrity
3.3.4 Demonstrate & test data thru samples taken from live system.
3.3.5 Develop & document all operational areas of the above solution
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SERVICES REQUIREMENTS
Sr. No. Requirement Response (Y / N) Remarks
4 DOCUMENTATION
4.1 Contractor will provide user manuals that will cover as a minimum the following:
4.1.1 Complete instructions for the users, completely explaining the use of each system function;
4.1.2 System usage scenarios, based on real world examples drawn from the day-to-day workloads of typical users, that fully describe and explain the salient features and operation of the system;
4.1.3 How input data are stored and related between system records;
4.1.4 How to generate / suppress standard and ad hoc reports;
4.1.5 Normal report distribution;
4.1.6 Prioritization processing, system determined priorities, and user override procedures;
4.1.7 System log-on, log-off, and security features;
4.1.8 Error messages and error correction procedures;
4.1.9 Help features and usage;
4.1.10 System troubleshooting;
4.1.11 Mandatory data fields and default data values;
4.1.12 Traversing system menus;
4.1.13 Screen layouts and contents;
4.1.14 Inquiry functions
4.2 Contractor will provide technical manuals that will cover as a minimum the following:
4.2.1 Addresses the view of the system required by developers, administrators and other technical personnel.
4.2.2 Provides an understanding of the application; database design and file structures; relationships between programs, security; troubleshooting; special constraints; and other operational guidelines
4.3 Contractor has submitted sample copies of all proposed documents that it will prepare / deliver to PIA during the course of this project.
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SERVICES REQUIREMENTS
Sr. No. Requirement Response (Y / N) Remarks
5 WARRANTY AND MAINTENANCE SUPPORT
5.1 Contractor will provide warranty services for a period of three years by ensuring that the system in every way meets the specifications stated in this RFP
5.2 Separate and apart from the warranty support services, the Contractor shall provide support (“Maintenance”) services for Applications, and DBMS beginning upon the end of the warranty services and extended up to three (3) year thereafter
5.3 Contractor has provided its User and Technical Support Plan detailing the following:
5.3.1 On-site fault diagnostic techniques;
5.3.2 Remote or tele-diagnostic fault diagnosing techniques;
5.3.3 Average time to arrive on-site;
5.3.4 Mean time to fix major system components;
5.3.5 Fault escalation procedures;
5.3.6 Maintenance of error logs.
5.4 Contractor will establish Hotline and Helpdesk support
5.5 Contractor has specified a solution to accommodate PIA’s requirement of additional customized reports during the maintenance and support period.
6 VERSIONS AND UPGRADES
6.1
Contractor has assured that training material / software / process documents will be duly licensed for the purpose of implementation and use by PIA for the ERP. These will be of latest version and Contractor will ensure up-gradation of all modules / material / process documents during the warranty period and as part of after-warranty maintenance support.
6.2
During the implementation and subsequent rollout Contractor will be responsible to arrange and provide free version upgrades of all components under its responsibility. Contractor will ensure that at the time of handing over the solution to PIA all components are of the latest release and that the total solution is certified by the Contractor for completeness.
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H6 HARDWARE REQUIREMENTS
Detailed below are the hardware requirements. Contractors must provide their responses in the “Response” column and
provide additional information / clarification in the “Remarks” column.
Vendor response must be restricted to:
Sr. No. Response Remarks
1. Y = Yes Details of how the hardware requirements will be fulfilled
2. N = No / Cannot be provided Nil
In case the Contractor does not provide a response, it will be considered as “N”.
The Contractor should provide the response by filling up the columns "Response" and "Remarks" only. Any changes,
such as addition, deletion, or modification of row contents in the RFP document, will be considered as an invalid response
to the RFP.
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HARDWARE REQUIREMENTS
Sr. No. Requirement Response
(Y / N) Remarks
1 HARDWARE
1.1 Contractor has submitted details of the proposed configuration, including layout diagram detailing model designation(s), memory size, number of CPUs, type of drives with capacity and counts.
1.2 The offered solution complies with the Open Systems Architecture and latest technology trends.
1.3 The solution is scalable, both horizontally and vertically.
1.4 The hardware is sized keeping in view the operational requirements of the MRO / M&E and associated applications.
1.5 The hardware is fully capable of hosting the MRO / M&E certified database.
1.6 The hardware allows each partition of the MRO / M&E environment to be isolated in such a way that a software fault in one partition will not have an impact on another partition.
1.7 All software required for clustering of servers and implementation of DRP is included in the solution.
1.8 The solution will be fully supported by the Contractor for not less than ten years from the date of supply. It will remain capable of being supported, upgraded and extended by the Contractor during this period.
1.9 The solution provided will be accompanied with complete documentation, operating manuals, system diagrams, startup and recovery procedures and all other information required for proper and efficient operation.
1.10
Contractor will provide all technical material and verifiable benchmarks related to the proposed solution. The hardware is by the MRO / M&E principal vendor for the operation of the MRO / M&E and is reasonably expected to be certified for future versions of the MRO / M&E during the expected life of the hardware.
1.11 Contractor has provided information on warranties on the equipment and any options regarding warranty extension. Principal’s assurance for parts availability after expiry of warranty period is also provided.
1.12 The Contractor has to provide thorough and contemporary 3rd party testing software for acceptance and load testing. The testing will be done according to system equipment specifications as well as generally accepted practices.
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HARDWARE REQUIREMENTS
Sr. No. Requirement Response
(Y / N) Remarks
1.13 All test results will be completely documented by the Contractor. Complete test documentation including results of the 3rd party load / stress testing software will be provided to PIA.
1.14 Based on PIAC’s high availability requirements, failover design is based on protecting single point of failure.
1.15
For high availability on the application layer, the solution will implement log on load balancing between the application servers. It does not need any form of reallocation of resources between servers. The application environment is sized and designed such that upon failure of an application server (based on single point of failure), minimum degradation of performance will be experienced.
1.16 A Disaster Recovery (DR) design is provided which provides a seamless, pragmatic DR process. It integrates within the overall design of the MRO / M&E landscape.
1.17
The DR process is simple to execute. A step-by-step process and procedure is provided to minimize the potential for human error in a time of crisis and disaster. Additionally, the DR design can be easily tested with minimal impact on day-to-day operations.
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SECTION I
COMPLETION AND COMPLIANCE CHECKLIST
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I1 PROPOSAL COMPLETION CHECKLIST
RFP Reference
Requirement Description Yes / No Section
Sub section Item
B B3 Completed All Forms
a) Proposal Form b) Biding Organization & Experience c) Bidders Experience d) Description of Approach, Methodology & Project plan e) Team composition & task assignment f) CV of professional staff
g) Products Price Schedule h) Services Prices Schedule i) Recurrent Cost Schedule j) Proposal Price Summary k) Bid Bond l) Form of Contract Agreement m) Performance Guarantee n) Consortium Responsibility (if applicable)
B1 7.2.3 Declaration of accepting responsibility for the successful integration and interoperability of all proposed products and other PIA systems as required by the RFP documents (reference Section A5-1)
B1 8 Bid Bond
B1 4.2 Original plus One hardcopy of Technical and Commercial Proposals
B1 4.2A Softcopy of Technical Proposal
B1 11.4 Technical and Commercial Proposals provided separately, clearly marked and sealed, as required
B4 Proposal in Format, as specified in Section B3 – Format and Contents of Proposal
B1 22.1, 22.2
Declaration of not inducing or influencing the bidding / evaluation process
D D1 3 Comprehensive Project Plan
4 Project Organization Structure and Personnel Roster
E E1 DBMS And Database Administration Tools
F F1 Hardware specifications and design layout
G G1 Bidder’s Qualifications and Experience
H Requirements Compliance Matrix
I Completion and Compliance Checklist
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I2 PRODUCTS AND SERVICES
RFP Reference Requirement Description
Contractor Proposal Ref.
& Page Section Sub section Item
E E1 DATABASE MANAGEMENT SYSTEM AND DATABASE ADMINISTRATION TOOLS
E2 APPLICATION DEVELOPMENT TOOLS
E3 QUERY AND REPORT GENERATION TOOLS
E4 INTERIM SERVERS
3 The Contractor is required, as part of its proposal to provide an Interim Server and Operating System Software.
4
It is anticipated that the Server(s) will be required for a period of approximately six to nine months from the date of supply of Server Hardware, Operating System Software and MRO / M&E Package Software.
5 The Contractor will be required to re-install all MRO / M&E, 3rd Party, Custom-built software, DBMS, Database, Development tools, etc. on the Permanent Server(s).
6 The details of the proposed Interim Server(s) hardware Configuration and Operating System software are to be provided by the Contractor in its proposal.
7 The configuration of machines should be capable to support the number of users as specified by the Contractor in its plan.
8 In its proposal, the Contractor will provide site specification requirements for the installation and operation of the Interim Server(s).
9
PIA - at the end of implementation and rollout - may at its discretion, decide to purchase the interim servers provided by the Contractor. In this regard, the Contractor should, as part of its Price Proposal, separately mention the cost at which it would offer these machines for sale to PIA. However, this cost component should not be added to the total bid price, nor should it be used to calculate the bid bond amount.
E5 3RD PARTY SOFTWARE
2
Contractor will be responsible to ensure that all required 3rd party software, operating systems, system management and monitoring tools, backup and recovery software, database administration tools, disaster recovery and business continuity tools, APIs / interfaces, etc. are made available, documented, designed, implemented and operational to meet PIA’s requirements in the proposed MRO / M&E solution.
3 It is the responsibility of the Contractor to offer PIA a complete solution in all respects – delays or costs arising out of any shortcoming will have to be borne by the Contractor.
D D1 IMPLEMENTATION
1.1 Installation of the Interim Server(s) including the Operating System.
1.2 Installation of all supplied Application software, DBMS software, Development / Query and Report Writer / Database Administration Tools and any other required Utilities, on the Interim Server(s).
1.3 Installation of all supplied Application software, DBMS software, Development / Query and Report Writer / Database Administration Tools and any other required Utilities, on the Permanent Server(s).
1.4 Implementation of Database security features.
1.5
Development of Business Requirement Document for each functional area which maps the business process for the parameterization / configuration of MRO / M&E Package. This should be based on PIA’s reengineered business processes that would be made available to the Contractor.
1.6 Development of business case scenarios
1.7 Parameterization of supplied Software i.e. the configuration of application software via selection of in-built values, setting up of tables, etc. to meet the business requirements.
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RFP Reference Requirement Description
Contractor Proposal Ref.
& Page Section Sub section Item
1.8 Software modifications, where required, to supplied Application software and development of extensions and / or modules to meet the business requirements.
1.9 Design, development and initial setup of databases.
1.10 Integration with PIA’s other applications such as Oracle ERP, Sabre applications, IBM Lotus Notes, AIMS, Aero-Exchange, PIA website, etc.
1.11
Design and development of customized reports, screens, workflows, etc. PIA will try to maximize the use of standard reports, screens and workflows available in the proposed solution; however, the Contractor cannot set an upper limit to the number of customization that it will undertake.
1.12 Unit, Integration and System testing prior to User Acceptance testing.
1.13 Data conversion activities.
1.14 Design and implementation of online and batch job operational activities until implementation is successfully completed at all locations.
1.15 Progress reporting on Contractor related activities.
1.16 Quality Assurance for Contractor related activities.
1.17 Any other tasks required in successful delivery of the supplied products and services.
2 Contractor must utilize airline industry specific rapid implementation templates to ensure quick implementation. Details of such templates should be submitted with the Technical Proposal.
3
A detailed comprehensive business plan is to be prepared by Contractor and submitted as a part of project. The business plan shall be mutually approved and incorporated as part of contract and reviewed at regular intervals.
4
The Contractor must submit a detailed project organization structure identifying, by name, the specific individuals who would be assigned different tasks of the project.
The Contractor must assign a full-time Project Manager to manage this Project. This person must be from the list of Lead Consultants submitted by the Contractor in response to the EOI. He / she must have the experience of implementing the proposed MRO / M&E in at least two airlines. His / her detailed CV including experience of managing MRO / M&E and other projects; MRO / M&E certification, if any; number of MRO / M&E projects managed; number of years on each project; etc. must be submitted along with the Technical Proposal.
A personnel roster containing detailed responsibilities of Contractor staff should also be provided. It should include the estimated number of hours to be worked on the project for each person broken down in different phases of the project; it should also clearly identify the start and end dates for each phase. These staff members should be from the list of implementers provided in response to the EOI. Detailed CVs of additional members should be provided.
5 The Contractor may perform Unit, Integration, and Systems Tests offsite; however, the official Systems Test and all User Acceptance Tests must be performed on-site using PIAC’s testing environment.
6 The Contractor must provide, by phase, the proposed number of personnel to be based on-site at PIAC’s premises, and space and other requirements to be provided by PIA during Implementation.
7
The Contractor will develop a system turnover plan which indicates the conditional criteria required to fully turn over the daily operation of the system to PIA technical staff. At a minimum, the turnover plan must include the state of readiness required for system turnover and all required documentation.
8 The Contractor’s implementation plan must take into consideration the business priority areas and applications.
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RFP Reference Requirement Description
Contractor Proposal Ref.
& Page Section Sub section Item
9
System Performance: During system installation the Contractor will evaluate performance factors including, but not limited to, transaction volumes, response times, CPU utilization, and input / output activity. The Contractor will be responsible for tuning the application to meet acceptable response times.
10 Capacity Evaluation: The Contractor will conduct a Capacity Test will include stress and volume testing.
11
Project Management and Reporting: The Contractor is required to maintain a project plan covering its components of the project and each individual phase. The Contractor will be required to prepare and submit weekly progress reports to PIA on each component of the Project under which it is responsible.
12
Project Quality Management: In its proposal, the Contractor must describe its approach for assuring the quality of its components on this project. Contractor must also specify whether third party audit / quality assurance visits will be undertaken and who will bear the cost of these visits.
13
Acceptance Testing: PIA will conduct a rigorous acceptance test of the system. During this test, PIA will identify required modifications and document them through the problem resolution or change management processes (described below) as appropriate. The Contractor shall modify the system as required and provide new versions of modified components to PIA for testing. PIA will notify the Contractor in writing when it determines that the system is acceptable.
14
Problem Resolution: The Contractor and PIA will cooperate to resolve system problems found during acceptance testing and production use, including the warranty period. PIA will prioritize and report problems in a written format. The Contractor shall track these problems to closure and report their status upon request.
15
Change Management: PIA and Contractor will cooperate in managing changes to previously agreed upon system functional capabilities. PIA may identify potential functional changes; however, cost escalation will not be allowed under any circumstances.
16 Configuration Management: The Contractor shall manage version releases of all contract deliverables and certain other critical documents as determined by PIA.
17
The Bidder must assign a full-time Project Manager to manage this Project. His/her detailed CV including experience of managing MRO and other Projects, MRO Package Certification, if any, the number of MRO projects managed and the number of years on each project, etc. must be submitted along with the Proposal.
D2 TRAINING
2
As a part of the proposal, the Contractor must describe in detail its approach to meeting the training requirements for each audience. The description must include methods proposed to deliver both training and documentation. The Contractor should describe the general content of all training materials, training courses, and documentation proposed.
3
The Training Strategy should include a training solution to support the training of end users throughout PIA in the functionality of the various MRO and Add-on applications components.
The Contractor is required to develop materials for training users in central and remote offices.
The Contractor must provide material for training Technical Staff such as database administrators, system administrators, operators, and developers.
4 Cost of Foreign Training, if proposed, should be included in the Contractor’s Financial Proposal and include all expenses related to travel, accommodation, tuition fees and other incidentals.
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RFP Reference Requirement Description
Contractor Proposal Ref.
& Page Section Sub section Item
D3 DATA MIGRATION
4 The Conversion Strategy must address, at a minimum, items a) to f)
5 Undertake to submit data Migration Plan, as per Section: D, D3-5
6 Ensure smooth transition, data cleansing & integrity, document all areas.
D4 DOCUMENTATION
1
As part of its Technical Proposal, the Contractor must describe the level and types of documentation that will be delivered. This documentation must cover each level of operation, for example: user, security administrator, database administrator, operator, developer, etc.
2 Two complete hardcopy sets of documentations for all Contractor supplied components for this Project must be furnished, in addition to softcopies.
3 The manuals should feature clear organization of content, easy to understand language, useful graphic presentations, and a thorough index and glossary.
4
These manuals must address the view of the system required by business unit staff (end users). It must contain sufficient information to enable the user to independently operate the system, troubleshoot simple problems, and correct problems.
5 In conjunction with the Users’ Manual, Quick Reference cards will be produced by the contractor, which will be an immediate aid to the user and quickly describe operations.
6
The Technical Manuals must address the view of the system required by developers, administrators and other technical personnel. It should provide an understanding of the application; data base design and file structures; relationships between programs, security; troubleshooting; special constraints; and other operational guidelines.
7 Copies of all licenses, warranties, maintenance agreements and similar materials for all Contractor delivered components of the project must be furnished separately.
8 Contractor must submit sample copies of all documents that it will prepare / deliver to PIA during the course of this project.
D5 WARRANTY AND MAINTENANCE SUPPORT
1
The Contractor will provide warranty services for a period of at least one year for software and a minimum of three years for hardware. The warranty will begin on PIA’s written final acceptance of the system. All warranty support services are to be rendered free of charge to PIA. Contractor will be responsible for all related costs during this period.
2
Separate and apart from the warranty support services, the Contractor shall provide Maintenance services for Applications, and DBMS beginning upon the end of the warranty services and extended upto three (3) years thereafter.
3
The Contractor must describe in detail in the Technical Proposal its User and Technical Support Plan for the warranty and maintenance periods, covering the resources, timing and procedures that will be available to provide this support.
4 The Contractor must specify the various categories of problems it will support and describe the severity levels of problems.
5 Details of the establishment of an effective “Hot Line Telephone and Support Desk” service should be provided.
6
PIA may require the Contractor to develop additional customized reports, screens, workflows, etc. during the maintenance and support period. Contractor must specify in its Technical Proposal a solution to accommodate PIA’s requirement. The Price Proposal must contain the pricing mechanism for additional report development / customization.
7
The Contractor must provide a list of clients in Pakistan and abroad for which MRO / M&E Maintenance Support is, or has been provided during the past three years. Details of modules supported should be included.
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MRO / M&E Project Request for Proposal
RFP Reference
Requirement Description Contractor
Proposal Ref. & Page Section
Sub section Item
D6 VERSION AND UPGRADES
1
Contractor must ensure that training material / software / process documents are duly licensed for the purpose of implementation and use by PIA of the MRO / M&E. These are to be of latest version and Contractor must ensure up-gradation of all modules / material / process documents during the warranty period and as part of after-warranty maintenance support.
2
During the implementation and subsequent rollout Contractor would be responsible to arrange and provide free version upgrades of all components under its responsibility. Contractor must ensure that at the time of handing over the solution to PIA all components are of the latest release and that the total solution is certified by the Contractor for completeness.
F HARDWARE
1
The Contractor must evaluate and prepare an appropriate configuration to run the proposed MRO / M&E solution. PIA is looking for a high-availability solution including servers, clustering design, and disaster recovery recommendations besides maintenance / repair options needed for the associated infrastructure.
The response must address all items 1) to 17)
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MRO / M&E Project Request for Proposal
I3 BUSINESS INFORMATION AND APPLICATION NEEDS
RFP Reference
Requirement Description Contractor
Proposal Ref. & Page Section
Sub section Item
D D7 Information Requirements of the management.
C / H4 Functional Information Requirements
1.0 Functional Requirement concerning Aircraft Engineering
2.0 Functional Requirements for Aircraft Induction and Phase out
3.0 Functional Requirements for Line Maintenance
4.0 Functional Requirements for Cabin Maintenance
5.0 Functional Requirements for Base Maintenance
6.0 Functional Requirements for Component Overhaul
7.0 Functional Requirements for Quality Assurance
8.0 Functional Requirements for Maintenance Operation Support Center
9.0 Functional Requirements for Business Development
10.0 Functional Requirements for Power Plant Overhaul
11.0 Functional Requirements for Tools and Equipment& Standards Labs
12.0 General Functional Requirements of the MRO / M&E System
Section I – Completion & Compliance Checklist Page 189 of 189
MRO / M&E Project Request for Proposal
I4 MRO / M&E PACKAGE REQUIREMENTS
RFP Reference Requirement Description
Contractor Proposal Ref.
& Page Section Sub section
Item
A A4 1. OVERVIEW OF SOLUTION REQUIREMENTS
A A4 2 GENERAL REQUIREMENTS
2.1 Common Characteristics
2.2 Integration
2.3 Configuration
2.4 Technology Interfaces
2.5 User Interface
2.6 Security & Authorization
2.7 Reporting / Enquiry
2.8 Data Analytic Tools
2.9 Communication
2.10 Flexibility
2.11 System Availability
2.12 Transaction Timing
2.13 Online Documentation and Training
2.14 Storage / Record Retrieval
2.15 System Security
A A4 3. TECHNOLOGY REQUIREMENTS
3.1 New Technology
3.2 Multiple Environments
3.3 System Performance
3.4 Archive and Purge
3.5 Recovery
3.6 Backup and Reorganization
3.7 Print Management
3.8 Fallback Solution
3.9 Ability for system and license updates
3.10 Technology Architecture
3.11 Server Hardware
3.12 System and Network Management Tools
3.13 Data Support
3.14 Authentication for accessing protected data & transactions
3.15 Web-enablement
3.16 Workflow
3.17 Others